November 2020 District Newsletter

Note: The District Newsletter is intended to share available updates about district participatory decision-making groups, new and/or revised Board Policies and Administrative Procedures, the Chancellor’s Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources, Grants), and excerpts from the Chancellor’s monthly Board Reports.

District Consultation Council (DC3)

At its September 29, 2020 meeting, DC3 reviewed and affirmed the draft 2020-2021 Budget assumptions for the Adopted Budget. At the November 3, 2020, meeting DC3 reviewed the draft November 12, 2020 Board Agenda, reviewed DC3 membership, an orientation handbook for new members, and received an update on Strategic Planning. As the district-wide consulting body for the Colleges and District Services, DC3 provides a forum for dialogue, feedback and advice to the Chancellor.

A team of District and College level leadership (including the two academic senate presidents) attended a 2-week intensive training retreat. The goal of the retreat was for participants to learn techniques and strategies on how to be a “future ready” organization and consider conditions as part of a 10-year forecast. DC3 was asked to provide oversight and support for this process.

District/College/Academic Senate (DCAS) Leadership Committee Update

DCAS updated its goals and priorities for 2020-21. At its August 20, 2020, meeting it revised the Integrated Planning Model. During the first half of the fall semester key topics included strategic planning, credit for prior learning, the data integrity project, initiatives related to COVID-19, and the status of eLumen and Student Self Service. Detailed minutes are available in BoardDocs.

Education and Planning

Academic Calendar Committee:

The committee is working on the 2022-23 Academic Calendar and has recommended Option 1C and is awaiting feedback on the professional development days for Fall 2022. Once finalized, Option 1C will be submitted to FAYCCD for endorsement and then to the Board of Trustees for approval. The committee has also discussed how the calendar might support dual enrollment courses being scheduled using the daily or weekly attendance accounting method. Minutes of past meetings are available in BoardDocs.

CLASS – AB 705 Work Group:

The automated self-placement tool went live in mid-October. Students’ English and math placement will be downloaded to Colleague, which will allow them to register for their courses. The IT Team provided a sample Guided Self-Placement Tool and Self Placement Use Cases. After spring registration closes, the tool will be evaluated and updated as needed.

CLASS – Credit for Prior Learning Work Group:

Recent changes to Title 5, Section 55050, require the District to adopt and publish policies pertaining to credit for prior learning by December 31, 2020. Procedures for students to attain credit for prior learning will include credit by examination, evaluation of Joint Services Transcripts, evaluation of student-created portfolios, evaluation of industry-recognized credential documentation, and standardized exams.

To meet the deadline, the District/College/Academic Senate Leadership Committee (DCAS) moved forward with revisions to BP 4235, Credit for Prior Learning. DCAS then appointed the Credit for Prior Learning (CPL) Work Group to set up processes to award credit for prior learning and to draft the language for AP 4235, which DCAS intends to approve by the mandated deadline. The AP will be refined in the spring semester as the work group further develops the CPL processes.

The work group meets twice a month, and members have committed to sharing the group’s work and gathering feedback from colleagues at the colleges. Members include Tuesday Benavidez-Knight, YC Nursing; Adela Esquivel-Stinson, WCC Vice President of Student Services; Marc Flacks, YC CWEE (Sociology); Sandy Fowler, WCC CTE Dean; Amandeep Kandola, YC Vice President of Student Services Designee; Annette Lee, WCC Business Faculty; Sonja Lolland, Vice Chancellor of Education and Planning; Jeannine Mullin, WCC ECE Coordinator/Faculty; Estelita Spears, WCC Counselor/CWEE; Dan Turner, YC Welding; Pete Villarreal, YC CTE Dean; and Cheryl Latimer, YC Counselor. Kate Maher, Dean of Innovation at Shasta College, will assist with implementation and serve as a resource member of the CPL Work Group.

A public SharePoint folder with resources, tools, and a record of the group’s activities is available at https://goyccd.sharepoint.com/sites/cpl/ (SSO required).

Data Integrity Project:

The District is working with Deborah Ludford of Cambridge West Partnership to assist with data integrity and related processes to optimize student success and the alignment with the Student-Centered Funding Formula. This work contributes to the District’s commitment to continuous quality improvement by reviewing our processes to better serve students, enhance data accuracy, and improve the efficiency of our processes.

Overseeing the work of Deborah Ludford is the Data Validation Steering Team with representation from college and district administration, classified and faculty. For a complete list of steering team members, contact Renee Hamilton at rhamilto@yccd.edu.

For an overview of the Data Integrity Project, see the August 17 Town Hall recording (presentation begins at 6:30). An update on the project will also be provided at the Town Hall on November 2 at 4:00 p.m.

District Handbook

The District Handbook provides information on governance; district-level committees and councils; integrated planning, budgeting and evaluation processes; organizational reporting structures; and more. District Services publishes an annual handbook, which is updated throughout the year so it reflects the most current information.

Strategic Planning:

During the 2020-2021 academic year, the District will engage in the work of creating a new YCCD Strategic Plan.  The following planning priorities articulated by the Chancellor and Board of Trustees will guide this work:

  • Community Oriented: Focused on our communities’ education, economic, civic/social, and health priorities;
  • Future Facing: Anticipating and shaping the future of education, the future of work, and the future of our communities; and will
  • Leverage Partnerships: Extend access to a broad array of educational programs through strategic partnerships

Our goal is to engage our communities in a planning process that it is collaborative and future-facing.  We want to develop an organizational culture that is prepared for the future, and responsive and equitable in serving all students and our communities. We will seek to engage our internal and external communities to actively co-construct the future we want. Our planning will create space and opportunity for active dialogue and engagement.

For more information, visit the Strategic Plan Development Process web page.

Self-Service Student Planning:

We are excited to introduce a new Education Planning, scheduling and registration tool within Self-Service for our students, which will be available for Spring 2021 registration starting November 16th. The Self-Service site is a modern version of WebAdvisor with improved functionality to perform essential college tasks all in one place. It is user-friendly and designed with mobile devices in mind, for convenient access to the information you need most!

Effective November 9th, all tools students have traditionally accessed via WebAdvisor will now be available through Self-Service. Faculty and Staff will still have access to WebAdvisor through https://login.yccd.edu/ for employee related functionality.

For more details about Self Service see below and visit https://help.yccd.edu/article/transition-to-self-service/.

California Community College Teacher Credentialing Partnership Pilot Program Award Announced

We are pleased to announce that YCCD, in partnership with California State University-Chico, Willam Jessup University, Butte and Shasta Community Colleges, and Lake County Office of Education, and have been awarded $500k to fund the NorCal Teach Up Teacher Credentialing Partnership Pilot Program.

The NorCal Teach Up program will support the planning activities to create distance-learning opportunities at local community colleges through teacher credentialing programs in our partnership area. This program will provide an individual seeking a teaching credential, who possesses a baccalaureate degree, is currently teaching on a Short-Term Staff Permit (STSP), or a Provisional Internship Permit (PIP), who lives in an area with low college-going rates or limited access to Commission-approved teacher preparation programs, access to Commission-approved teacher preparation coursework at a community college, credentialing location, or online to earn a preliminary teaching credential.

Each partner brings unique and necessary elements to ensure the success of the proposed project in a large geographic area, experiencing a hardship meeting the need of fully credentialed teachers.

The NorCal TeachUp collaborative will recruit students living in rural communities who cannot currently attend traditional, face-to-face classes. Collectively, we serve and partner with over 130 TK-12 Districts and 14 County Offices of Education in the following counties: Butte, Colusa, Glenn, Humboldt, Lake, Lassen, Modoc, Placer, Plumas, Shasta, Sutter, Tehama, Trinity, Yolo, and Yuba. The program will meet our rural communities’ needs by offering clearly defined pathways for completion for teachers currently holding an STSP or PIP. The program will include Single Subject, Multiple Subject, and Education Specialist (Special Education) credentials.

Information Technology

Self-Service Implementation:

Colleague Self-Service Phase II which includes Student Planning, Degree Audit, Student Ed Plans and new Registration functionality is currently being implemented and worked on collaboratively across the district. The earlier phase of the project started with the implementation of three programs in the test environment to use as the pilot programs for student focus groups during Summer and Fall registration last April. Modifications and data entry were completed program by program.

WebAdvisor to Self Service Transition

Student Zoom Trainings

Registration

11/16/2020 – Early Reg Begins “Go Live”

District Phone System Replacement

Messaging on Phones – District personnel are currently engaged in implementing a replacement of the District phone system. This project was undertaken to correct issues with hardware failure, antiquated feature sets, and difficulty in replacing handsets. IT personnel are wrapping up completion of Phase I of the phone upgrade project with the completion of circuit implementation at all locations. Phase 2 will include rollout end user training, deployment of soft phones and selected handsets. Throughout November, District personnel will be working with campus administration to select initial rollout and discuss scheduling of moving to the new phone system. Phase 3 will be to complete rollout of remaining handsets and deprovisioning of the old phone system. Look to the December newsletters for more information.

Email Forward Ending with Microsoft – In an effort to improve security of email, Microsoft is discontinuing the ability to forward emails from O365 accounts on September 1st 2020. The District has been granted an extension to allow continued forwarding for a period of time. IT personnel will be discussing the ramifications of this change in the District Tech Committee to determine future steps.

Human Resources

Please join us in welcoming the following NEW YCCD Employees

  • Terri Pyer, Interim Chief Human Resources Officer, is a retired Associate Vice President of Human Resources and Equal Employment Opportunity from Hartnell Community College District. Terri will assist YCCD during HR leadership transition and the Human Resources Office executive function and communications.

  Terri may be reached via email at tpyer@yccd.edu.

  • Martha Servin, Director of Fiscal Services – District Office – (Photo not available at time of publishing)
  • Crystal Ferrer, Campus Life Technician – Yuba College
  • Luke Nortune, Athletic Equipment Manager – Yuba College
  • Rosalba Segura, Administrative Secretary II – Woodland Community College

Updates

Leave records for Classified: Classified Supervisors and Confidential employees leave records were mailed to employees. Leave requests sent to the Office of Human Resources prior to October 21st, are reflected in the leave records. Due to COVID-19 all employees had until September 30th to use leave from the prior fiscal year. Any leave received with dates in the 20/21 fiscal year, were applied towards this fiscal year’s leave balances. If you submitted leave that you would like applied to the 19/20 fiscal year, please email Maribel Gaytan at mgaytan@yccd.edu, and provide the dates and hours you want deducted from the last fiscal year’s leave balance.

The minimum wage increases to $14.00 per hour on January 1, 2021. Any student and Temporary employees not currently earning $14.00 per hour, must have a new confirmation forwarded to the Office of Human Resources no later than January 20, 2021. This will ensure that your Student and Temporary employees are compensated correctly on the February 10, 2021 payroll.

All YCCD Employees must complete their Sexual Harassment Prevention Trainings by December 31, 2020. In 2018 Senate Bill 1343 was passed by the California Legislature requiring all full-time, part-time, and temporary employees of public and private employers, including California Community Colleges, to complete sexual harassment and abusive conduct prevention training at least once every two years. The District is providing an online training program through Keenan Safe Colleges to comply with this new legal requirement.

To complete your training: https://yccd-keenan.safecolleges.com/login

BOARD POLICIES AND ADMINISTRATIVE PROCEDURES

Below are recent actions related to Board Policies and Administrative Procedures:

Reviewed – No Changes Required:

Minor Changes:

Substantive Changes:

  • AP 3722 Account Management: This is a new AP that describes the controls, usage, provisioning, and deprovisioning of computer accounts used for accessing electronic assets of YCCD.
  • AP 4105, Distance Education: This AP was revised three times during the past academic year. One December 19, 2019, it was revised to reflect revisions to Title 5 regulations governing distance education programs and included language to address addendums to course outlines consistent with the new requirements of Title 5 Section 55206. Other revisions included legal references and clarifying language in the definition of distance education, course approval, and certification. On May 19, 2020, the AP was revised to add the definition of “broadcast education” and strike “web-enhanced” (which is not distance education). Other revisions clarified that “fully online” does not use proctored exams and added a definition for “online with flexible in-person component” for online courses that have in-person or proctored exams or activities. A section for emergency considerations was added. On August 23, 2020, the AP was revised to update the definitions regarding synchronous and asynchronous instruction.
  • AP 4225, Course Repetition: Updated legal references; added definitions for enrollment, repetition, and excused withdrawals; and added provisions for intercollegiate academic or vocational competition courses, significant lapse of time, change in industry/licensure standards, variable unit courses, cooperative work experience education, and extenuating circumstances
  • AP 4230, Grading Symbols: Added FW grade to resolve the Financial Aid audit finding in Summer 2019; clarified that “NP” grades will be considered in probation and dismissal procedures and added legal reference Title 5 Section 55022.
  • AP 4240, Academic Renewal: Removed language stating that a “P” grade would count as a “C” for computing GPA for academic renewal purposes
  • AP 5013, Students in the Military: This AP was revised two times during the past academic year. On September 3, 2019, it was revised to update legal references; clarify resident classification for students in the military, their dependents, and veterans; and add language related withdrawal of students required to report for military duty. The AP was revised a second time on October 1, 2019, to add legal references and required language readmitting service members with a  military leave of absence with the same academic status as when the student last attended the college.
  • AP 5015, Residence Determination: Updated legal references and job titles; clarified how residence is determined
  • AP 5017, Responding to Inquiries of Immigration Status, Citizenship Status, and Nationalgin Information: This is a new AP that covers the legal requirement that the District shall not inquire about nor disclose information about a student’s immigration status, citizenship status, and national origin unless required by federal or state law.
  • AP 5020, Nonresident Tuition: Changed the deadline to set the nonresident tuition fee from February 1 to March 1 of each year; added exemption for Training and Rehabilitation for Veterans with Service-Connected Disabilities education benefits program; updated responsible administrators
  • AP 5030, Fees: Clarified required and prohibited fees and added waiver of fees in circumstances where the district erred in awarding a California College Promise Grant.
  • AP 5031, Instructional Materials Fees: Clarified who is responsible and what is required, updated definitions, and removed list of course with instructional material fees.
  • AP 5040, Student Records and Directory Information: Updated references, corrected transcript fees, and added legally required information regarding collection and retention of student information and procedures for responding to inquiries from immigration officials
  • AP 5075, Course Adds and Drops: Updated legal references, added provisions for military withdrawals (MW) and excused withdrawals (EW), and removed the parenthetical phrase that provides an example of possible grades a student would receive on the third attempt

June 2020 District Newsletter

Note: The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports.

Chancellor’s Cabinet Update

Town Halls Planning for COVID-19

YCCD Town Hall Meetings started in response to the pandemic. Recordings of the meetings can be viewed on the CoronaVirus Virtual Campus webpage. In addition to the recordings, there are links to the following:

  1. Student Resource Guide
  2. Faculty & Staff Resource Guide
  3. Town Halls, Communication & Video Messages
  4. Prevention, Symptoms, Resources
  5. CARES Act Reporting

Budget

The Governor and Legislature reached an agreement on the State’s 2020-2021 Budget. Vice Chancellor of Administrative Services Kuldeep Kaur has been working with Chancellor Houston and members of Cabinet to consult and address budget strategies. Members of the Cabinet Team met with Academic Senate Leaders from both Woodland Community College and Yuba College to review the strategies and budget. Vice Chancellor Kaur will present the budget at next week’s DC3 meeting prior to taking it to the Board on July 9th.

Chancellor’s Report to the Board

The Chancellor’s Reports to the Board are published with each Board Agenda. Here is a link to the Chancellor’s June 2020 Report.

Human Resources Office Newsletter Updates and Notifications

TSIG

Yuba Community College District prioritizes the safety and the health of our students, classified and professional staff, faculty, and our communities we serve. We are Family….Families are the heart of everything we do, so as the Coronavirus (COVID-19) continues to affect our communities, YCCD would like to remind TCSIG members of all the resources that are available through your Health and Wellness benefits locally and remotely, please see below link:
https://www.yccd.edu/wp-content/uploads/2020/03/COVID-19-Communication-Benefits-Overview-Reminder.pdf

Employee Rights

The Families First Coronavirus Response Act (FFCRA or Act) requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. These provisions will apply from April 1, 2020 through December 31, 2020. For additional information please follow the link below:

https://www.yccd.edu/wp-content/uploads/2020/04/FFCRA_Poster_WH1422_Non-Federal.pdf

IEPI

Thanks to the district IEPI grant, YCCD employees have access to Ellucian On-Demand training for all things Colleague throughout 2020. This training access will provide professional development and answer questions about Ellucian (Colleague). There have been many system enhancements and new capabilities introduced to Colleague over the last 20 years, and this is your opportunity to explore how they might help you.

Title: Ellucian On-Demand Training (Colleague)

Installation and Access Instructions:

Ellucian On-Demand Training (Colleague) is an online application and requires users to Sign Up or Sign In for access to training courses.  If you already have an account with Ellucian, you can sign in for training at https://login.ellucian.com/.

Training Resources:

For more details on getting signed up for Ellucian On-Demand Training (Colleague), you can visit the YCCD Colleague Training Resources at the following link once you are logged into the Portal: Teaching & Learning Knowledge Base

Please contact the Help Desk at helpdesk@yccd.edu or 530-741-6981 if you have any questions.

Career Opportunities

For openings visit:

https://www.yccd.edu/central-services/hr/employment-opportunities/

Information Technologies

Upcoming Lab Refreshes

IT personnel are taking the opportunity caused by the COVID-19 pandemic and minimal lab use to refresh Operating Systems for computer labs across the District. As part of this refresh, all instances of Windows 7 will be upgraded or replaced with Windows 10. Additionally, using funds made available through the CARES Act, IT is procuring new lab computers to replace our oldest labs in preparation to support social distancing classes that require full or partial in-person instruction.  In addition to the traditional computer labs and open labs on campus, IT personnel are working to establish remote desktops to allow students to access district owned software applications from anywhere via a web browser.

Preparing for face-to-face instruction, zoom enabled learning facilities

IT personnel are working with campus administrators and faculty members to test multiple types of equipment to facilitate social distancing for face-to-face instruction.  While this is presenting a challenge for students, faculty, and IT staff, we’re excited by the engagement and creativity being shown by all involved in working through problems and collaborating on solutions.

Learning Communities

User Support Services is continuing the Learning Community Session emails and zoom meeting Q&A’s that were offered to Faculty and Staff in the past couple months. Possible sessions include Snagit, Camtasia, Adobe Acrobat, Adobe Sign, Canvas, and ConferZoom security. Please send your suggestions for future sessions and any questions to helpdesk@yccd.edu.

District Support Services – Knowledge Base

IT continues to add knowledgebase articles to the District Support Services site, which is accessible through the Single-Sign-On website (https://login.yccd.edu/sso/default.aspx).

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March 2020 District Newsletter

Note: The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports.

Chancellor’s Cabinet

The Chancellor’s Cabinet has been monitoring progress on the Colleges’ Follow-Up Reports that were approved by Board at its February meeting.  The Colleges, Human Resources and Information Technologies have been working together to ensure all employee evaluations are up to date and a sustainable system to ensure the District meets the Standard.

Corona Virus

Last week the Chancellor’s Cabinet sent a communique to prepare for the COVID-19 epidemic to students, faculty and staff district-wide.  Human Resources developed a web page with important resources helpful in preventing contamination and spread of the virus.  Cabinet has a meeting scheduled to work on planning and execution.

Chancellor’s Report

The Chancellor’s Report is on the District’s website each month.

The Yuba College Report and Woodland Community College Report  to the Board are available in Board Docs.

District Consultation & Coordination Council (DC3)

DC3 reviewed and approved the following Administrative Procedures:

AP 3515 Reporting of Crimes (Revision approved 12/3/2019)

AP 7121 Acting and Interim Appointments (Approved 12/3/2019)

BP & AP 3550 Drug Free Environment and Drug Prevention Program (DC3 reviewed 12/3/2019 – approved by Chancellor on 11/26/19 as an “emergency measure” for compliance with Federal Student Aid requirements)

AP 3560 Alcoholic Beverages (reviewed 12/3/2019 – approved by Chancellor on 11/26/19 as an “emergency measure” for compliance with Federal Student Aid requirements)

BP/AP Smoking on Campus (reviewed 12/3/2019 – approved by Chancellor on 11/26/19 as an “emergency measure” for compliance with Federal Student Aid requirements)

AP 6450 Wireless or Cell Telephones and Mobile Communication Devices (approved 2/4/2020)

District/College/Academic Senate Leadership Committee Update 

Detailed minutes are available in BoardDocs. 

November 21, 2019 DCAS MeetingDCAS received an update on self-service implementation planning. All the maps are due on May 31 and they will go live in November 2020, so student can use them to register for spring 2021.YC was piloting a couple programs. DCAS will update the Integrated Planning Framework to more specifically link budgeting to the planning process. The Academic Senate Leadership of YCAS and WCCAS reported that they are coordinating with FAYCCD and the Chancellor to remove the closed session from the tenure review process.  

December 5, 2019 DCAS MeetingCTO Crosby provided an update on eLumen. The curriculum piece will be launched during Convocation week in August 2020. A moratorium on curriculum may be needed during the transition from CurricUNET. The timeline for the program review piece will be moved up since it is needed in late October/November. A draft district-wide Strategic Enrollment Management purpose statement was presented for the Academic Senates to review and provide feedback. The Academic Senate Leadership will meet with the Flex Coordinators and Vice Chancellor Education and Planning (VCEP) to discuss compliance issues related to the Flex Guidelines. CLASS and the Guided Pathways breakout team were assigned to develop overarching principles for Guided Pathways.  

December 19, 2019 DCAS Meeting: DCAS approved the revised DCAS Process for  Updating 10+1 BPs and APs, which will be incorporated into the committee’s charter. DCAS continued discussion on the Integrated Planning Model and reviewed a rough draft of the model. An update was provided on Guided Pathways. Clarification is needed on whether the colleges meta-majors need to be aligned. Revisions to the YCCD equivalency process were approved by DCAS and Board approval was scheduled for January 9, 2020.  

January 16, 2020 DCAS Meeting: DCAS continued discussion on the Integrated Planning Model. The process for soliciting and awarding the District portion of Innovation Funds was reviewed.  

February 6, 2020 DCAS MeetingDCAS received an update on eLumen. We will have a curriculum moratorium later in the semester and transition over the summer, so it can be in place for August. Since program review begins in August, the timeline for that piece will be to be moved forward. The SLO Committees submitted a recommendation that we collect and store student level assessment data in eLumen and that it be implemented from the beginning and not phased in. The timeline is fall 2020. Crosby will schedule and record an eLumen Assessment webinar and collect feedback, so the eLumen Assessment Team can determine next steps and made decisions. The Self-Service pilot will start in April. We need to have maps/course sequencing by May 31. DCAS continued discussion on the Integrated Planning Model. 

February 20, 2020The Flex Committees are coordinating a comprehensive revision to the Flex Guidelines. One revision will be to remove the exemption for online courses, so the District is in compliance with Title 5. The Flex Agreement form will also be updated to comply with the Title 5, Section 55726, requirement that the agreement identify the activities the instructor will performDCAS continued discussion on the Integrated Planning Model and reviewed the YCCD Multi-Year Planning Guidelines and Targets. The Chancellor provided an overview of the next generation strategic planning. An update on CLASS Guided Pathways was provided. The CLASS and Guided Pathways breakout team had a retreat where they developed draft overarching  design principles that would be use to evaluate our system design to see if we are on track. They plan to have another retreat in early to mid-August. Further discussions have taken place on whether meta-majors need to be aligned, and sample webpages showing two scenarios (aligned versus separate) are being developed for testing.  

March 5, 2020A presentation was provided on the EEO Advisory Committee to be effective with the 2020-21 Academic Year. A kickoff meeting will take place later in the spring once members have been appointed. For Degrees When Due, the District Research Work Group proposed emailing all the students who were identified as being close to completion. More targeted outreach would focus on Hispanic/Latinx, Black or African American, Veterans, LGBTQ, and Pell recipients. Sonja Lolland and Jeremy Brown will attend upcoming senate meetings to give an overview of the project. The Strategic Enrollment Management Purpose Statement will be presented to the Academic Senate for adoption as guiding principles for enrollment managementWork on mapping/course sequencing is progressing, and both colleges expect to complete their work before the May 31st deadline.  

Education and Planning 

College Employee Satisfaction Survey (CESS)This survey was designed exclusively for colleges and universities and provides a unique opportunity to look at the college environment from the perspective of employees. Five general areas are covered: campus culture and policy, institutional goals, involvement in planning and decision-making, work environment, and demographics. 

District Services, Woodland Community College, and Yuba College are administering separate surveys to their employeesThe survey will run from February 24 through March 20The survey takes approximately 20 minutes to complete. All employees are encourage to participate 

The results will be compiled during the summer and shared with various governance committees and the Board in early fall. 

AB 1504 Student Representation Fee: AB 1504, sponsored by Medina, requires community colleges to collect a $2 representation fee at the time of registration if the college has a student body association.  The intent of this bill is to provide resources to student organizations so that they can organize and effectively advocate on issues that impact them.  In early January 2020, Chancellor’s Cabinet received information that Assembly Bill 1504 was expected to pass. The effective date of this bill is January 1, 2020.  The Chancellor directed the Colleges and District to begin working on a plan in Cabinet at the January 14, 2019 meeting for communicating this information to students in preparation for summer/fall registration. To facilitate this work, a working group was formed and met on 1/22/20 and 1/30/20 to develop a plan to address the requirements of AB 1504. 

Accreditation Update: At the February 13 Board meeting, the Board approved both Woodland Community College and Yuba College’s draft follow-up reports. The Follow-Up Reports were submitted to ACCJC by the March 2, 2020, deadline and are available for review at the following links: 

Woodland Community College: https://wcc.yccd.edu/about/accreditation/  

Yuba College: https://yc.yccd.edu/about/accreditation/  

Board Policies and Administrative Procedures 

Below are recent actions related to Board Policies and Administrative Procedures:

Revised – Substantive Changes: 

AP 3750Use of Copyrighted Material (Final)   (Markup) 

Summary of Changes: This procedure was revised on November 21, 2019, to add legal references; update archaic language; and add descriptive language for recording of lectures, DE, podcasts, online courses, and use of music. 

AP 4022, Course Approval (Final)   (Markup) 

Summary of Changes: This procedure was revised on February 20, 2020, to reflect changes to Title 5, Section 55100 removing the CCCCO from the approval process for credit courses and eliminating reference to stand alone courses.  

AP 4102, Occupational/Vocational Technical Programs (Final)   (Markup) 

Summary of Changes: This procedure was revised on December 19, 2019, to update legal references; add legal language outlining the membership of advisory committees and that members are appointed by the Board; replace “occupational/vocational” with “career/technical education; and rename the AP to “Career and Technical Programs.” Beginning in fall 2020, the membership of the colleges’ CTE advisory committees will be submitted to the Board for action. 

AP 4103 Cooperative Work Experience Education (Final)   (Markup) 

Summary of Changes: This procedure was revised on December 19, 2019, to meet the legal requirements as provided by the CCLC Update Service. 

AP 4104, Contract Education (Final)   (Markup) 

Summary of Changes: This procedure was revised on December 3, 2019, to update legal references, simplify language, and remove reference to the Contract Education Director. Other changes are intended to clarify that contract offerings not eligible for apportionment must be self-supporting. 

AP 4105 Distance Education (Final)   (Markup) 

Summary of Changes: This procedure was revised on December 19, 2019, to reflect revisions to Title 5 regulations governing distance education programs and includes language to address addendums to course outlines consistent with the new requirements of Title 5 Section 55206. Other revisions include legal references and clarifying language in the definition of distance education, course approval, and certification. 

AP 5050, Matriculation (Final)   (Markup) 

Summary of Changes: This procedure was revised on March 5, 2020, to align with recent changes to Title 5 and to allow exempt students to enroll in 8 or fewer units. 

AP 5110, Counseling (Final)   (Markup) 

Summary of Changes: This procedure was revised on March 5, 2020, to update legal references and correct typos. 

AP 5150, Extended Opportunity Programs and Services (Final)   (Markup) 

Summary of Changes: This AP was revised on March 5, 2020, to identify the procedures maintained by the EOPS/CARE Office at each college. 

Reviewed by DCAS – No Changes Required: 

  •  BP 4060 Delineation of Functions Agreements – Vocational and Adult Educational Programs (Link) 
  •  BP 5150, Extended Opportunity Programs and Service (Link) 

 Retired by DCAS: 

  • AP 4060, Delineation of Functions (Retired Version) 

Maintenance & Operations

The M&O teams have repaired the north basketball hoop and made repairs to the sewer lines in support of the athletic events. A water leak was repaired on well pump number three. The maintenance team installed a new door on the east side of 1700. The grounds team has been pruning shrubs and trees at all of our District locations.

Program Development & Grant Writing

Writing Effective Proposals – Part 1  General Suggestions

Are you writing an application, plan or proposal in response to state or federal requirements?  This information will help you make it readable and educationally sound.

Starting well is half the job.

— Korean proverb

An application, plan, or proposal (plan) should not be written in isolation. Begin by seeking cooperation from people who understand the needs of students, teachers, and others for whom the program is proposed. They can help you create a realistic plan that can be implemented if funded.

Planning Together

A high-quality plan reflects the ideas of students, parents, educators, community members, and other service providers. Consider forming a team of interested individuals to develop the plan. Team members should be committed to designing and implementing improvements. If several people do the writing, one should serve as the editor who creates a unified document with consistent tone and style.

Reviewing Requirements

Review thoroughly any legal statutes, regulations, and guidelines related to the plan and refer to them frequently as you write and design the project. Make sure that the proposed program is consistent with the requirements.

Do not simply restate the plan requirements such as, “We will involve parents in important decisions.” Instead, give examples of promising strategies you have chosen from your experience or research. Present illustrations of how you will implement the program. If a requirement or regulation does not seem applicable to your plan or local situation, explain why you do not address it.

Committing to Equity and Excellence

Most educational plans are focused on improving equity and excellence for each student in the program. Therefore, all major provisions of the plan should be directed at improving student performance and conditions at school, at home and/or in the community.

Use the team’s planning efforts to develop a consensus about the focus of the plan and your commitment to implement it. You may think you have good ideas, but your plan should persuade the reader that the ideas are well researched, thoughtfully designed, and supported by committed staff, students, parents, and members of the community. Further, the plan should demonstrate that the proposed improvements have a realistic chance of success.

Integrating Elements

Remember that any successful educational program contains interdependent parts such as instruction, assessment, professional development, and family involvement. You should propose a program that addresses the elements of effective education. Consider organizing your plan with sections such as:

Curriculum

What are the needs of students and other participants? What research-based teaching strategies will you use?

Assessment

What standardized and alternative assessments do you plan to use? What actions will you take if outcomes do not meet expectations?

Professional Development

How does your plan support teachers and administrators? How does professional development address the needs of students?

 Family and School Support

How will you strengthen partnerships between educators and families? How does the plan address the health and safety needs of students and their families?

Funding

How will funds be coordinated to support the plan?

The content of one section of your plan should reinforce the content in other sections. For example, your assessment approaches should be based on the standards and curriculum. Similarly, the funding section should show how professional development is supported.

Following Instructions

Pay attention to the guidelines for the plan in the applicable statute, regulations, and official guidance: e.g., page limit, double-spacing, and average size of grant awards for the categories. The more you deviate from requirements set by the funding agency, the more you need to justify your decisions. Otherwise, your plan may be rejected.

For more information regarding grant writing and proposal development, please contact Tonya Mack, Director, Grant Research and Development at tmack@yccd.edu.

Human Resources Office Newsletter Updates and Notifications 

Welcome 

Please join us in welcoming the following NEW YCCD Employees:  

Tuesday Benavidez-Knight, Yuba College Allied Health Nursing

Riley Frederking, Yuba College MESA Specialist 

Kuldeep Kaur, District Services Vice Chancellor Administrative Services 

Judy Walters, Yuba College Interim President 

 IEPI 

IEPI and HR would like to welcome Divinder Bains, IEPI Project Manager, to the team! 

HR is working on multiple projects within IEPI.  Recently the HR Team has attended the California Community College Foundation Vision Resource Center Cornerstone Administration Training for a week and currently HR and IT are working on a 12-week curriculum for administration, development, and integration of the professional development module with YCCD. Integrating the Vision Resource Center will allow YCCD to provide our professionals an online learning and collaboration platform.  The content available will support every individual and the District as we work together towards our vision and goals.  Follow the link to Vision Resource Center to learn more about it or create your account now.  

Additionally, HR has purchased a one-year subscription for Ellucian On-Demand Training that serves the entire District. Please take advantage of the myriad of trainings for your individual departments. HR was introduced to rule writing by our own Ellucian expert, Michael Plant in December and currently is focused on position control design and integration with the assistance of Victoria Curiel and CTO Crosby.   

Career Opportunities 

YCCD HR has been recruiting at the CCC Registry Job Fairs in Los Angeles and San Francisco. 

 There a number of opportunities accepting applications throughout the District. Just this month HR has 33 open recruitments, posted 20 new recruitments, filled 4 interim positions and closed 5 for the February Board.    Thank you to all of the committee members for their time and commitment to the numerous hiring committees. 

 For openings visit:  https://www.yccd.edu/central-services/hr/employment-opportunities/ 

 

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November 2019 District Newsletter

Note: The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports.

District Consultation & Coordination Council (DC3)

DC3 met on November 5, 2019, to review the draft November 14, 2019, Board Agenda.  As part of that review, Chief Technology Officer Devin Crosby reviewed the draft presentation on new technology modules for student self-service for the Board’s November 14, 2019, meeting.  Other topics at the meeting included the following:

  • Identifying goals for 2019-20
  • Revisions to the Student Code of Conduct
  • Reviewing Administrative Procedure (AP) 3050 Institutional Code of Ethics

Read more on these topics in the minutes from that meeting.

DC3 meets monthly on the Tuesday before the second Thursday of each month, the day of the monthly Regular Board meeting.  Next month’s meeting is scheduled for December 3, 2019 from 3:00-5:00 in the District Board Room.

2019-2020 District Handbook

The 2019-20 District Handbook is available on the District’s website. The handbook provides information on governance; district-level committees and councils; integrated planning, budgeting and evaluation processes; organizational reporting structures; and more. We publish an annual handbook, which is updated throughout the year so it reflects the more current information.

District Colleges Academic Senates Leadership Committee (DCAS)

October 18, 2019 Special DCAS Meeting:

DCAS approved revisions to AP 3710, AP 4222, AP 4230, and AP 5120 (see the Board Policies and Administrative Procedures section of this newsletter for details). AP 3750, Use of Copyrighted material was moved to Category 2.

DCAS gave provisional approval for a new district-level committee called College/District Leadership of Academic and Student Services (CLASS). The committee serves as a body for the district and colleges to plan, coordinate and communicate regarding matters relevant to Academic and Student Services that have a district-wide impact, with the purpose of improving student outcomes and closing equity gaps. The Charter is available in the 2019-20 District Handbook.

An update on the eLumen project was presented to DCAS. Due to unforeseen delays, the roll out has been pushed back to summer 2020. As a result, a curriculum moratorium is unlikely for the spring semester. The Curriculum Management Work Group will decide on a timeline that works for them.

DCAS discussed the Department of Education Program Review Report for WCC Financial Aid and the need to be in compliance with all findings by December 6, 2019. The addition of the FW grade to AP 4230 should resolve the requirement to document the student’s last date of attendance.

Chancellor’s Cabinet

In October, the Chancellor’s Cabinet reviewed the Board’s draft agenda and discussed any presentations or questions with regard to agenda items.  Cabinet worked on its Team Charter through the month that will focus on differentiating roles and working together as a team, setting priorities, goals, and norms/expectations for working together and holding each other accountable.  Cabinet is also monitoring progress on the Follow-Up Reports for ACCJC Recommendations due to the Commission in February 2020.

Chancellor’s Report

The Chancellor’s Report is on the District’s website each month.

The Yuba College Report and Woodland Community College Report to the Board are available in Board Docs.

Education and Planning

Accreditation Update:

The District Accreditation Team (DAT) met on October 10, 2019 and discussed the timeline, report format, evidence, and the initial District draft follow-up report. Following the meeting the DAT SharePoint folder was set up to house the district-wide evidence. Both college writing teams have access to the SharePoint folder.

District Services and College writing team participants were invited to join the Chancellor’s Cabinet meeting on October 29 for further review of the District draft and to discuss the steps taken to improve the evaluation process and identify next steps. As part of the review, participants provided feedback on the automated notification and tracking process and the draft Evaluation Policy and Process document for supervisors. Following the Chancellor’s Cabinet meeting, participant feedback was incorporated in the draft follow-up report and disseminated to the college writing teams on Thursday, October 31. The next step will be for the colleges to write their portion of the Follow-Up Report and present a first full draft to the Academic Senate by December 2019.

Accreditation Follow-Up Report Timeline:

  • September 2019 – District-wide writing team (DAT) established
  • November 2019 – All Standard Evidence and Narrative Completed
  • December 2019 – First Full Draft Completed
  • December 6, 2019: WCC Academic Senate – 1st Read
  • January 2020 – College Level Completion and Approval
  • January 16, 2020: YC Academic Senate – 1st Read
  • January 23, 2020: YC Academic Senate – 2nd Read
  • January 24, 2020: WCC Academic Senate – 2nd Read
  • February 4, 2020 – District Review and Approval
  • February 13, 2020 – Final Report Presentation to YCCD BOT
  • March 2, 2020 – Due to ACCJC

Information Technologies

Adobe Licensing Changes

Adobe has changed their licensing model from serialized licensing to named user licensing.  This change affects individuals as well as lab installations of Adobe software.   In 2018, the campus purchased a site license under the Foundation for California Community Colleges (FCCC) agreement that allows faculty and staff to utilize Adobe software without having purchase individual licensing.

Beginning November 30, 2019 individuals may begin receiving notification through application pop-ups informing them that they must upgrade their licenses.  Anyone receiving these on their District provided computer equipment should contact the Helpdesk at x6981 or helpdesk@yccd.eu to request a named user license.

Spring Lab Requests

Reminder that the deadline for requesting updates or changes to software deployed in District computer labs is fast approaching on November 15th. Please notify your Deans of any requested changes.

Resale Book Deadline

The deadline for new and updated Resale books for the 2020 Spring Semester will be November 29, 2019. Please submit updated files in PDF format and send via email to helpdesk@yccd.edu. Be sure to include the book title and number of instructor copies in your request. Please remember to submit your print order to the bookstore; we cannot print student copies until we receive the bookstore purchase order.

Program Development & Grant Writing

In order to procure grants, an organization must clearly articulate its “story” to potential funding or granting agencies – including mission, goals, objectives and outcomes. The grant application must successfully outline a well thought out “program” that will be implemented if the funding is received.

Successful program development and grant writing includes:

  • Identifying specific objectives and outcomes for new program development or enhancement.
  • Outlining how the new program will be delivered.
  • Identifying the human and operating resources required to fund the program.
  • How outcomes will be measured.
  • How the program will be sustained beyond the immediate grant funding.

The Grant Research and Development Department (GRDD) is available to support your institutional grants planning activities. For more information on the planning process, please contact Tonya Mack by email at tmack@yccd.edu.

Board Policies and Administrative Procedures

Below are recent updates for Board Policies and Administrative Procedures

Revised – Minor Changes:

 AP 3710, Intellectual Property and Copyright   (Final)   (Markup)

Summary of Changes: This AP was revised to add 17 U.S. Code Section 201 as a legal reference.

AP 4222, Remedial Coursework   (Final)   (Markup)

Summary of Changes: This AP was revised to add legal language related to AB 705 to maximize a student’s chance of entering and completing transfer-level math and English within one year.

AP 5120, Transfer Center   (Final)   (Markup)

Summary of Changes: This AP was revised to add transfer path requirements for each articulated baccalaureate major as an additional component of the transfer plan.

Revised – Substantive Changes:

 AP4230, Grading Symbols   (Final)   (Markup)

Summary of Changes: This AP was revised to add the “FW” grade to resolve the Financial Aid audit finding in Summer 2019, to clarify that “NP” grades will be considered in probation and dismissal procedures, and to add Title 5 Section 55022 as a legal reference.

The “FW” grade and requirement to enter the last date of attendance is effective for the end of the fall 2019 grading period. Instructions will be added to Grades section of the Academic Employee Handbook.

 AP 5013, Course Adds and Drops   (Final)   (Markup)

Summary of Changes: This AP was revised to add 34 Code of Federal Regulations 668.1838 as a legal reference and to add required language readmitting service members with a  military leave of absence with the same academic status as when the student last attended the college.

Student Code of Conduct        (Final)     (Markup)

The Student Code of Conduct was recently updated by DC3 to incorporate required information to bring us in compliance with Department of Education. Additional updates are planned for spring 2020. If you have suggested revisions, please send the proposed language to your College Vice President.

Summary of Changes: This revision is made to address Federal Student Aid Program Review findings related to 1) drug and alcohol prevention and 2) unauthorized distribution of copyrighted material. Section 11, Items 17 and 25 have been revised to resolve some of the compliance findings.

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October 2019 District Newsletter

Note:  The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports.

District Consultation & Coordination Council (DC3)

Members of the District Consultation & Coordination Council (DC3) meet once a month to review the draft Board agenda, draft Board Policies and Administrative Procedures not pertaining to Academic and Professional Matters (10 + 1).   This month’s meeting was on October 1, 2019.  The items discussed included  a review of a presentation on SENSE and CCSSE data for the Board’s retreat scheduled for October 10.  The Board will be reviewing student success data every month in a series of presentations from the District Research Group.

In addition, the Chancellor reviewed with members a protocol for making acting and interim appointments for short-term administrative vacancies.  The language in the protocol will be revised to align with language in Title 5 and will be put into an Administrative Procedure (AP).  DC3 reviewed and recommended approval for AP 5013 Students in the Military with revisions to bring it into compliance.

DC3 2019-2020 Membership – Draft was reviewed at the October 1 meeting, and it was noted that student representation should be updated.   The Colleges’ Presidents and the LCC Executive Dean will make inquires in recruiting students to represent constituents in DC3.

District/College/Academic Senate Leadership Committee

 September 5, 2019 DCAS Meeting: At its first meeting of the year, DCAS reviewed the list of 10+1 APs that are due for review/revision in 2019-20 and refined the Category 1 review process. The intent is to assign a timeline and teams to ensure each AP is completed this year. To inform the 2019-20 DCAS Goals, the committee reviewed its charter and the Report of the DC3/DCAS Effectiveness Review administered in April 2019 and evaluated the 2018-19 Goals. Members requested time to gather feedback before determining the 2019-20 Goals. A commitment was made to evaluate the resource allocation process through the lens of the Student-Centered Funding Formula (SCFF). In addition, DCAS will explore faculty involvement in the resource allocation process.

September 19, 2019 DCAS Meeting: DCAS finalized its 2019-20 goals. AB 705, Guided Pathways, and Accreditation will be top priorities for the Dr. Sonja Lolland, Interim Vice Chancellor of Education and Planning. The focus of the AB 705 Task Force will to develop a validation plan; get a deeper understanding of the impacts on students, faculty and learning; and simplify the protocols for the initial placement decision-making. The next step for accreditation will be to bring together a districtwide group to refine the timeline and ensure faculty involvement in the follow-up report.

October 3, 2019 DCAS Meeting: DCAS reviewed the draft schedule for bringing outstanding 10+1 BP/APs current. When BP/APs are introduced in DCAS, we will have the subject matter expert in attendance to provide background and answer questions. The DCAS process for updating 10+1 BPs and APs was revised to clarify  the Category 2 process and to indicate that Category 1 BP/APs would be reviewed and approved electronically. Items approved electronically will be placed on the next agenda as information. DCAS also reviewed a draft schedule and report format for providing comprehensive updates on topics throughout the year. The charge and membership of DCAS task forces were reviewed. After discussion, the consensus was that rather than have a large number of task forces, often with the same membership, we would have a district-level committee charged with coordinating and implementing the various initiatives for instructional and student services. The focus would be on initiatives that have district-wide implications. It was proposed that the committee be composed of a core membership with subject matter experts added depending on the topic. Members will gather input from constituents on the membership and charge.

Chancellor’s Cabinet

The Board of Trustees approved the appointment of Dr. Sonja Lolland as Interim Vice Chancellor of Education and Planning last month.  Please welcome Dr. Lolland.

 

Chancellor’s Report

The September Yuba College President’s Report and the Woodland Community College President’s Report are available in BoardDocs.

Education and Planning

Degrees When Due:

Yuba Community College District was recently selected to participate in Cohort 2 of Degrees When Due Initiative. For our region, California State University will be coordinating the project and Los Rios and Sierra College are also participating.

What Is Degrees When Due? Degrees When Due is a college completion initiative, designed to help states and institutions increase attainment among the “some college, no degree” population while also closing racial and socioeconomic equity gaps. Degrees When Due seeks to build expertise, capacity, and infrastructure on campuses across the nation to get near-completers over the finish line. Degrees When Due was developed from two evidenced-based strategies, Credit When Its Due and Project Win Win, to support states and institutions with scaling adult reengagement and reverse transfer strategies. This initiative reinforces and compliments the Guided Pathways effort currently underway at both colleges. Additional materials about Degrees When Due is attached and more information can also be found at: https://degreeswhendue.com/.

What Are the Benefits of Participation? As a Cohort 2 participant, YCCD will receive access to a robust technical assistance web-based platform, on-demand coaching and support, and connections to a national network of other state and institutional leaders all working to reengage their adult student population and remove system barriers to student success.

More information is available in The Potential of Degree Reclamation and Searching for Our Lost Associate’s Degrees: Project Win-Win at the Finish Line.

Board Policies and Administrative Procedures

Below are recent updates for Board Policies and Administrative Procedures:
Revised – Minor Changes:

 AP 4235, Credit by Examination   (Final)   (Markup)

Summary of Changes: This AP was revised to update legal references.

AP 5032, Enrollment Fee, Drop Due to Non-Payment   (Final)   (Markup)

Summary of Changes: This AP was revised to change BOGW to CCPG, change “MyCampus portal” to “WebAdvisor”, and add other A&R locations.

AP 5055, Enrollment Priorities   (Final)   (Markup)

Summary of Changes: This AP was revised to add a legal reference, to add homeless youth and students receiving Tribal TANF and to change “assessment” to “placement”.

AP 5070, Attendance Accounting   (Final)   (Markup)

Summary of Changes: This AP was revised to update the title of the District Registrar.

 Revised – Substantive Changes:

 AP 5075, Course Adds and Drops   (Final)   (Markup)

Summary of Changes: This AP was revised to update legal references, to add provisions for military withdrawals (MW) and excused withdrawals (EW), and to remove the parenthetical phrase that provides an example of possible grades a student would receive on the third attempt.

Human Resources

TCSIG Members – Flu Shot Schedule

It’s that season again, anyone can get the flu, even if you are healthy. Protect yourself and those around you! Below is information regarding dates and times for our upcoming Flu vaccine clinics at various District locations.  Please note these clinics are ONLY for TCSIG Members.  To ensure there are sufficient number of vaccines available at each location, please RSVP with Taranjit Chahal at tchahal@yccd.edu.

Location Date Time Building
Lake County Campus To be Scheduled.
Woodland Community College 10/11/19 11:00am to 2:00pm Building 800/Room 800
Yuba College 10/18/19 11:00am to 2:00pm Building 300- Staff Lounge
District Services 10/24/19 11:00am to 2:00pm Room 203- Training Room

Career Opportunities

There a number of opportunities accepting applications throughout the District. For additional information visit https://www.yccd.edu/central-services/hr/employment-opportunities/

Information Technologies

Self-Service

Internal work will begin soon to move Faculty and Employee WebAdvisor functions to Self-Service. Anticipated rollout for Faculty functions starting in Spring 2020 and continuing through Summer 2020.

Anticipated rollout for Employee functions starting in Spring 2020 and continuing through Spring 2021.

Ellucian Colleague System Maintenance

Ellucian Maintenance is scheduled for Sunday, October 13 from 9:00am – 5:00pm.

 MyCampus Portal Retirement

The final push is underway for MyCampus Portal to retire December 31st.

 User Support Services

User Support Services staff hours for the Fall Semester are Monday through Friday, 8:00am – 5:00pm.

Black Belt Help will monitor phone calls and emails Monday through Friday 5:00pm – 8:00am.

They will also provide 24 hour monitoring of phone calls and emails on weekends and holidays.

Maintenance & Operations and Facilities

The M&O Team at Yuba College led by Bryan Epp and including Bill Granger, Carlos Gonzalez, Eric Mendoza, Leo Toche, Efren Villanueva, and Nancy Toche all worked together to set up and take down the Vietnam Memorial even structures and features.  The Wednesday night before the Friday event, some of the team members worked until nearly midnight to get it all put together.

Facilities Project Update

The selection and recommendation of the Architectural Firm to design the Performing Arts Facility at Woodland Community College is nearing completion with a recommendation scheduled to be made at the October Board of Trustees meeting.

The solar energy storage systems projects are nearing completion.  A final all-campus electrical outage is planned for Sunday, November 24 at the Woodland Community College Campus.  All systems will be completed 100% by the end of December 2019.

There are several other projects that are now being designed and will go out for contractor bids n the next few months.

Patrick O’Brian, Lead Custodian at Yuba College has retired.  Patrick’s commitment to Yuba College and his willingness to do whatever it took to cover an event, set-up needs, and to cover whenever someone called in sick or took vacation time will be greatly missed.

September 2019 District Newsletter

Note:  The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports.

District Consultation and Coordination Council (DC3)

At last month’s DC3 meeting, the Chancellor reported on discussions he had with State Chancellor Eloy Oakley about statewide professional development associations and convening a summit to discuss various programs, identify gaps, redundancy and collaboration.  The summit is yet to be scheduled, and will include representatives from Academic Senates, and Administrators.  They also discussed the Student Centered Funding Formula (SCFF) that costs more than the Prop 98 allocation and the long-term implications.

Chief Technology Officer Devin Crosby presented information on 508 Compliance requirements and progress to update the District’s and Colleges’ websites and appreciated work by faculty and staff at the colleges in this work.  Click on the icon below to view the presentation.

At the September 3, 2019, DC3 meeting, Vice Chancellor Brewington reviewed the proposed budget that will be recommended for adoption at the September 11,2019 Board of Trustees meeting.

DC3 recommended several revised Administrative Procedures for approval which are listed in this edition under the DCAS & VCEP Update.

Minutes and Agendas for DC3 meetings can be accessed in BoardDocs.

District Services Convocation

Convocation for District Services Staff was held on August 6th at the Sutter Center.  Sonya Horn and Chancellor Douglas Houston opened the Convocation with a welcome and a presentation on the state of the District.  Dr. Mikael Villalobos did a presentation about understanding bias and awareness of cultural competency.  In the afternoon staff had the opportunity to attend two of five workshops provided for professional development:

  • Injury & Illness Prevention Program – components, roles and responsibilities
  • Managing Work-Related Stress – Tools for stress management and coping mechanism presented by Keenan
  • Self-Service – the new system replacing WebAdvisor
  • Team Dynamix – a new service management platform from Information Technologies
  • Adobe Acrobat – editing documents and creating forms

In closing, Foundation Director Jay Lowden shared his plans to rebrand and strengthen the YCCD Foundation.

District Colleges Academic Senates Committee and Educational Planning

VCEP Board Policies and Administrative Procedures

Below are updates for Administrative Procedures for Academic Affairs and Student Services:
New:

 AP 5017, Responding to Inquiries of Immigration Status, Citizenship Status, and National Origin Information   (Adopted)

Summary of Changes: This is a new AP that covers the legal requirement that the District shall not inquire about nor disclose information about a student’s immigration status, citizenship status, and national origin unless required by federal or state law.

 Retired:

 AP4520, Public Safety Policies and Procedures Handbook     (Retired)

This AP was related to a personnel handbook outlining management concerns, personnel expectations, professionalism and integrity, operational rules, and safety guidelines for public safety employees (police officers). These guidelines are covered by AP 7600, YCCD Police Officers.

Revised – Substantive Changes:

 AP 5013, Students in the Military   (Final)   (Markup)

Summary of Changes: Updated legal references; clarified resident classification for students in the military, their dependents, and veterans; added language related withdrawal of students required to report for military duty

AP 5015, Residence Determination   (Final)   (Markup)

Summary of Changes: Updated legal references and job titles; clarified how residence is determined

AP 5020, Nonresident Tuition   (Final)   (Markup)

Summary of Changes:  Changed deadline to set the nonresident tuition fee from February 1 to March 1 of each year; added exemption for Training and Rehabilitation for Veterans with Service-Connected Disabilities education benefits program; updated responsible administrators

AP 5030, Fees   (Final)   (Markup)

Summary of Changes: Clarified required and prohibited fees and added waiver of fees in circumstances where the district erred in awarding a California College Promise Grant

AP 5031, Instructional Materials Fees   (Final)   (Markup)

Summary of Changes: Clarified the requirements for instructional materials; updated the definitions; clarified who is responsible for approving fees and responding to inquiries from the CCC Chancellor’s Office; and removed the list of courses with instructional material fees

AP 5040, Student Records, Directory Information, and Privacy   (Final)   (Markup)

Summary: Updated references, corrected transcript fees, and added legally required information regarding collection and retention of student information and procedures for responding to inquiries from immigration officials

Chancellor’s Newsletter

Click on the image below to view the Chancellor’s August 8, 2019 Report to the Board.

Chancellor’s Cabinet

The Chancellor’s Cabinet is in the process of updating and reviewing emergency preparedness.  Members of Cabinet are looking at implementation, messaging, and current activities.   The Chancellor and Vice Chancellor Administrative Services reminded the Colleges that the priority for accessing  Innovation Funds will be for costs of activities associated with implementing AB 705. A second priority is to support faculty who use Online Educational Resource (OER) textbooks.

Information Technology

Self-Service

Colleague Self-Service Phase I went live on Labor Day. The Academics Module includes student grades, course catalog, enrollment verifications and graduation petitions available.  Student Finance includes account balance information, financial aid and tax information (1098T). In the Employee section earning statements, tax information, total compensation statement, position history and stipend history are available. These modules are now accessible via login.yccd.edu and are available via links through WebAdvisor. As Ellucian discontinues support for WebAdvisor in 2021 we will be working diligently to move all modules from WebAdvisor to Self-Service over the next 12-18 months.

eLumen

The eLumen contract was signed at the end of June. The Curriculum Workgroup is now working through initial discovery documents and beginning configuration trainings.  IT is now working with the implementation team to revise the project schedule and the external data expert on pulling data from Curricunet Meta.

Human Resources

Welcome

Please join us in welcoming the following NEW YCCD Employees:

Haylie Young                           Child Development Assistant             Yuba College

Tuesday Benavidez-Knight      Nursing Faculty                                     Yuba College

New Employment Orientation

The Human Resources Office hosted the New Employee Orientation on August 12 at the District Office.  Over 30 new employees attended.  We had a full day orientation including information about understanding your paycheck, benefits overview, Vision Resource Center, IIPP, and opportunities for Educational Development at CSU, Sacramento and Brandman University.

HR Updates

This month the Human Resources Office has successfully processed:

  • 400+ Student Employee Confirmations
  • 60+ Temporary/Permanent Confirmations
  • 800+ Faculty Class Payable Sections

Human Resources has completed workflows for all of our forms and is looking forward to begin to populate the knowledge base within TeamDynamix.  IT will begin moving all of the input provided to production.  We are looking forward to automation and the ticketing system that will help us serve you  more efficiently soon!

Upcoming Dates:

  • FERPA and Mandated Reporter Training by September 30, 2019
  • Submit your Leave of Absence Requests for upcoming Holiday and Vacation Leave.
  • Mandated Sexual Harassment Prevention Training by January 2020

Career Opportunities

There a number of opportunities accepting applications throughout the District. For information visit https://www.yccd.edu/central-services/hr/employment-opportunities/

For the past several years, Brandman University has been one of Yuba Community College District’s higher education partners.  They offer students in our communities as well as our recent YCCD graduates and transfer students opportunities to continue their Higher Ed endeavors in many disciplines.  There are a few Brandman University alumni in our midst like Dr. Carla Tweed, Vice President, Academics & Student Services at Yuba College.   YCCD has two additional administrators pursuing their Doctoral degrees at Brandman University.   The university has established a new Cohort for their EdD program specifically designed  for California Community Colleges administrators. This past week, Aman Kandola, Director of Counseling, at Yuba College and Donald Grady, Sr., Chief Human Resources Officer for YCCD, began their journey towards achieving their dreams of earning the covenant Ed.D – Doctor of Education.  They both attended Brandman’s 2019 Fall Immersion in Irvine, CA as the first step towards becoming a “Transformational Leader”.   

 

 Let’s wish them great success in their EdD program! 

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August 1, 2019 District Newsletter

Note: The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and monthly Board Reports from the Chancellor and the Colleges’ Presidents.

District Consultation and Coordination Council

At the meeting on June 4, 2019, DC3 members discussed how to improve the effectiveness survey tool. Suggestions were made about how to better represent part-time faculty.  It was also noted that the sample of respondents to the survey was small and may not be a reliable assessment.  It was also noted that the bar graph did not have a zero base possibly misrepresenting the result.  DC3 will use the results of the survey at the start of the next academic year as a part of a strategy to improve communication.  Afterwards, Vice Chancellor of Administrative Services Brewington presented information on the tentative budget for 2019-20 following the May revision.  Brewington reported that the State Chancellor’s Office has recommended that districts calculate two months of expenses to set aside in reserves, which the YCCD Board of Trustees anticipated last year.  Woodland Community College Academic Senate President Howerton is researching how faculty are involved in budget development processes for the State Academic Senate and suggested looking at how to strengthen that at the local and district levels.  DC3 is the venue in this district to share information on budget development with faculty and staff.  Brewington also reported that there is a district task force to address the requirements from the Student Centered Funding Formula (SCFF.)

DC3 reviewed the YCCD Illness and Injury Prevention Plan (IIPP) and discussed a need to communicate and share this document across the District and to include it in the onboarding process for new employees.  Devin Crosby and Karen Stanis reported that the District Safety Committee is updating its website where the IIPP will be posted.

At the July 2, 2019, meeting DC3 reviewed the draft July 11, 2019, Board agenda.  Dr. Skip Davies will serve as acting Vice President at Woodland Community College while the hiring process for a permanent vice president for the college is underway.  There is also a search for an acting dean.  The Board had a two-day retreat on July 10 and 11.  The first session was a facilitated workshop on the Board’s Strategic Goals aligned with the Board of Governors Vision for Success Goals.  The second session included updates from the Colleges on Guided Pathways.  DC3 discussed the Distance Education Report that was prepared for the Board and recommended in the future that the report be brought forward before faculty leave for summer and adding it to a master calendar.

At the July 30, 2019, DC3 meeting, Chancellor Houston shared that he had a productive meeting with State Chancellor Eloy Oakley who agreed to take the lead to identify gaps, redundancy and where to collaborate regarding the various professional development programs in which community college administrators and faculty participate.  They also discussed the challenges for small rural colleges, for which Chancellor Oakley plans to convene a CEO workgroup to explore solutions.  The two chancellors also talked about how the State cannot fund the Student Centered Funding Formula (SCFF); it costs more than the Prop 98 allocation.  The State Chancellor is setting up a kitchen Cabinet of CEOs to address this issue, and the California Community Colleges Chancellor’s Office (CCCCO) will bring in a broader group to include faculty to consider the long-term implications.  Later in the meeting Devin Crosby shared a presentation on 508 Compliance and making the colleges’ and district’s websites and software compliant and accessible.

The next DC3 meeting is scheduled on September 3, 2019, from 3:00-5:00.  Items scheduled for that meeting include the exit interview process and orientation of new employees.

Note:  Minutes to DC3 meetings are posted in BoardDocs.

Chancellor’s Cabinet

The Chancellor’s Cabinet welcomed two new members to Cabinet recently.

Jay Lowden started his position as Foundation Director this past April.

Thomas “Jay” Lowden, Foundation Director

Woodland Community College President Artemio Pimentel joined the District on July 1, 2019.  Dr. Pimentel is meeting with faculty, staff and community members and focusing on accreditation, Guided Pathways, and Convocation.

Artemio Pimentel, Woodland Community College President

District Leadership Summit

On June 5-6, 2019, a team of District and College Executives, Administrators, and WCC and YC Academic Senate Leaders attended a two-day retreat to work on team building, integrating our culture and values into our work.  The first day the group worked on team building, cultures and values and integrating those into our relationships and work with each other and students.  The outcome of that work, “The YCCD Leadership Team Pledge,” is below:

THE YCCD LEADERSHIP TEAM PLEDGE*

As leaders of the Yuba Community College District, the following are our guiding principles for how we will interact with one another for the benefit of serving students, our communities, and our institutions.

WE PLEDGE TO…

  1. To authentically engage and to honor and celebrate each other’s different perspectives and diverse experiences.
  2. To act with courage to do what is in the best interest of our students and to hold ourselves accountable for their success.
  3. To choose to trust each other, to always treat team members with integrity, professionalism, kindness, and respect.
  4. To be clear, concise, and considerate in all forms of communications with each other.
  5. To actively embrace and practice continuous quality improvement and effective practices in our educational and operational activities.
  6. At all levels, evaluate and consider the impact of decision-making on all stakeholders.
  7. To actively embrace a philosophy of risk, failure, grace, and support to encourage each other to maximize our individual and collective professional growth and development.
  8. To trust others have the best motives and intentions.
  9. To challenge each other in embracing and celebrating diversity and foster an inclusive organization that operationalizes equity.
  10. To make all efforts to invest in, support, and celebrate team and individual success.
  11. To actively promote and create a joyful learning and working environment.

(*This YCCD Leadership Team Pledge reflects the core values adopted by the YCCD Governing Board of Trustees)

June 2019

The Chancellor’s Cabinet is now engaged in developing strategies for integrating the Leadership Team Pledge into everyday work at the District and Colleges, and a strategy for  communicating and publishing this work.

New District Services Employees

Mayra Duenas                          Angelica Munoz                   Cheresse Salamanca

Payroll Technician                   Executive Asst. VCAS         Purchasing Technician

 

Ashley Carr                                         Veronica Valenzuela                      Ana Villagrana

Human Resources Analyst              Accounting Technician                  Executive Assistant, CHRO

Chancellor’s Report

The Chancellor’s Report is posted on the YCCD website each month and published with the Board Agenda

Colleges President’s Reports

The Yuba College and Woodland Community College Presidents Reports are published with the Board Agenda each month.

Human Resources Office Updates and Notifications

Welcome

Please join us in welcoming the following NEW YCCD Employees:

Name                                Location                           Title

Justin Peacock                Yuba College                  Athletic Equipment Manager

Jennifer Thompson       District Office                 Custodian

Ashley Carr                     District Office                  Human Resource Analyst

Cassandra Dulin            Yuba College                    Faculty

Updates

July has been both a busy and exciting time at the Human Resources Office!  We have been diligently working on our IEPI project planning, data clean-up, and documenting workflows for our HR forms in collaboration with IT, as well as keeping up with the day-to-day recruitment, on-boarding, new employment orientation, and Convocation planning.

Note:  We are currently processing 2019-2020 Permanent Employee Contracts and Leave Records and will be sending those out shortly.

IEPI

This summer District Services was awarded the IEPI PRT grant of $200,000 to work on employee self- service, position control, colleague data validation, and business process automation. Data validation for employee evaluation, departments, and divisions is currently underway. The HR forms have been evaluated and work has begun to automate those forms using Team Dynamix.

Admin 101

YCCD was very well represented at ACCA Administration 101, July 21 through July 25th. 

Donald Grady, Sr. – District Services, Chief Human Resources Officer,  Sheila Faulkner-Loser – WCC/Lake County, Director Special Programs, Kristina Vannuci – Yuba College, Director, Academic Excellence, Patricia Barba – WCC/Colussa County Campus, Director Special Programs, Thomas (Jay) Lowden – YCCD, Foundation Director, Mariella Guzman-Aguilar – WCC, Director of Matriculation

Information Technologies

eLumen

The eLumen contract was signed at the end of June. IT is now working with the implementation team to revise the project schedule and the external data expert on pulling data from Curricunet Meta.

WebAdvisor

Starting over Labor Day weekend, you will begin to see changes in WebAdvisor and Colleague Self-Service. WebAdvisor will have a new look and use login.yccd.edu for Single Sign-On. This is a coordinated effort with the final rollout of phase one of our Self-Service project.

Self-Service

We are finalizing work on Students Accounts Receivable module, Financial Aid module, and the Catalog or Section search functionality in preparation for the rollout over Labor Day weekend.

MyCampus

During the next several months, MyCampus functionality will officially start migrating to other websites, such as Team Dynamix, Self-Service and login.yccd.edu.  As a temporary measure, the MyCampus pages will remain as landing page to redirect to the new location in order to assist with college and department transitions of documentation and internal procedures.

Enterprise Hardware Group Updates

IT personnel have replaced computers in 5 computer labs across the District and completed software refreshes on all computer labs.  This includes computers, monitors, projectors and podium equipment.

Woodland IT team has moved from building 600 to building 800. As always, if you need assistance please contact the help desk at 530-741-6981 or at helpdesk@yccd.edu.

Vice Chancellor Education and Planning

 District Services Closed on August 6, 2019:

All District Services staff will be participating in professional development activities on August 6, 2019. Routine services such as custodial, maintenance, grounds, and IT support will not be available that day.

VCEP Board Policies and Procedures

 Revised – Minor Changes:

 AP 5045, Student Records—Challenging Content and Access Log   (Final)   (Markup)

Summary of Changes: AP 5045 was revised to update titles.

AP 5052, Open Enrollment   (Final)   (Markup)

Summary of Changes: AP 5052 was revised to correct typos, links, and titles.

Grant Research and Development

Learning from Rejection

Imagine this — Hours were spent writing a proposal to describe your innovative project and to prepare a comprehensive budget. The team is sure that the proposal directly addresses exactly what the grant maker is looking to support. However, a month after you submit the application, you receive notice that your project was not selected for funding. Is this the end for your project? In most cases, no. Rather, there is typically a great deal to be learned from a rejection, and this information will help in submitting the proposal elsewhere or re-submitting it to the same grantmaker in the future.

When we receive a rejection notice, let’s convene the team for a debriefing session. Guided by the questions below, this debriefing serves to inform “next steps.”

  1. Did the grant maker give any specific feedback in their response (aside from a standard denial response)? If so, how can you use this feedback to improve the proposal?
  2. Reconsider the grant maker’s stated mission/values, funding interests, and giving patterns. Do they still seem like a good match with our organization? If so, can we identify our weak points and are there ways to strengthen these areas?
  3. Were there any problems or concerns with the proposal itself that may have had an impact?
  4. Should we apply again to this particular grant maker? (Have we checked to see how many times successful grantees applied before receiving an award?)
  5. What’s the takeaway from this proposal and denial? Any valuable lessons learned (either for this grant maker in particular or in general)?

Perhaps most important, don’t take the rejection personally. Remember that this is a learning experience, and if kept in perspective, an opportunity to improve the proposal for the next competition.

Features of Winning Proposals

 Winning proposals share a number of common features. Consider the following questions and call attention to these attributes in the appropriate sections as you draft your proposal.

Does your grant proposal:

  • Tackle the stated problems and have a reasonable chance of solving them?
  • Address a specific and focused effort?
  • Align with the current interests of the funder?
  • Include a budget that is clearly aligned with the project activities and outcomes?
  • Include an evaluation plan with measurable and specific objectives and/or outcomes?
  • Clearly communicate the qualifications of the proposer?

For more information regarding proposal development, contact Tonya Mack by phone, 530.741.6987 or email tmack@yccd.edu.

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May 31, 2019 District Newsletter

Note: The District Newsletter is intended to share updates from various participatory decision-making groups, Board Policies and Administrative Procedures, updates from the Chancellor’s Cabinet, District Services departments, and excerpts/links to the Chancellor’s monthly Board Reports.

District Consultation and Coordination Council (DC3)

The District Consultation and Coordination Council (DC3) met on April 30, 2019, and reviewed the draft agenda for the June 13, 2013, board meeting.  The Council received a District Committee and Council Effectiveness Survey Report for a first read and for discussion on June 4, 2019 and reviewed a new protocol for hiring interim/acting appointments.  After reviewing the new protocol for interim hiring, the Council recommended additional language for and edits which will come back to DC3 after they have been completed.  After hearing about recommendations from DC3, regarding a revised YCCD Mission Statement, the Chancellor removed this item from the May Board agenda in order to allow more time for discussion about this process.  Vice Chancellor Mazie Brewington reviewed the principles of the tentative budget which included a deficit factor from the underfunded Student Centered Funding Formula (SCFF) and adjustments from MIS data clean-up by some districts, that will be spread across all districts in the state.  The tentative budget, based on the May revise of the Governor’s budget, will go to the Board on June 13, and the final budget will be adopted September 12th.  For those interested in reading the minutes from this meeting, follow this link to the April 30, 2019 DC3 Minutes.  The next DC3 meeting is scheduled for June 4, 2019.

Note:  DC3 meets on Tuesdays before the monthly YCCD Board Meetings.  Council members represent their respective constituents.  Look up your representative on DC3 listed on the Council Charter Membership list.

District / College / Academic Senate Leadership (DCAS) Highlights

Policies and Procedures: In an effort to improve the review process for Board policies and procedures that fall within 10+1, DCAS will use its first meeting of the year to identify the APs and BPs that it will address during the academic year. The senates would then identify questions and concerns that would be used for DCAS to commission a research agenda. By identifying the APs and BPs early in the year, the Senate Leadership will be able to schedule senate discussions and to identify individual senators to take the lead.

Full-Time Faculty Evaluation Process: A survey was administered to full-time faculty to May 2019 to assess the new evaluation process. The feedback will be reviewed by the Full-Time Faculty Evaluation Task Force to identify improvements needed before the next round of evaluations.

Faculty Hiring Process: The final membership for the Faculty Hiring Process Task Force has been identified by the colleges, and the task force will begin its work in fall 2019.

Equivalency Process: The Academic Senate Vice Presidents, Christopher Noffsinger (YC) and Deanna Pierro (WCC) have proposed a revision to Article IV.D of the Equivalency Process that would result in having just three faculty members if a discipline representative could not be found at the sister college. This proposal is being reviewed by both senates and will be addressed by early fall 2019.

Guided Pathways Task Force: DCAS charged a task force to enhance communication between the colleges on the Guided Pathways process and as a way for the colleges support each other and share tools and practices. Membership will be the Guided Pathways Leads/Coordinators, the College Vice Presidents, CTO Devin Crosby, and VCEP Sandy Mayo.

Chancellor’s Report

Chancellor Houston hosted “Coffees with the Chancellor” at Woodland Community College, Lake County Campus and Yuba College in April.  We will schedule more of these events in 2019-20.  Students, faculty and staff are all welcome.  Look to upcoming editions of this newsletter and email notifications for future dates in the next academic year.  The May edition of the Chancellor’s Newsletter is posted in BoardDocs and on the YCCD website.

Human Resources Office Newsletter Updates and Notifications

Welcome

Please join us in welcoming the following NEW YCCD Employees:

  •       Veronica Valenzuela                    DO                  Accounting Technician
  •       Rochelle McCauley                      YC                   Foster Care/ILP Specialist
  •       Warren Williams                          DO                  Instructional Network Specialist
  •       Carid Servin                                 WCC               Executive Assistant to the VP
  •       Dean Andrews                              WCC               Accounting & Business Instructor
  •       Yuliana Mendez                           YC                   General Business Instructor
  •       Nathan Schemel                           YC                   Mass Communications Instructor
  •       Abrar Shaukat                               WCC               Physics/Astronomy Instructor

Keenan Safe College Training Courses

YCCD Leadership supports Professional Development for all employees, and provides Keenan Safe College Training courses/modules to help grow your professional skill sets.  In addition, there are State/Federal mandated training modules that All employees must complete by a designated timeframe.  Your Manager may also require you to take additional training modules for your own career growth or you may request training modules for your own development.

Hence, many of you will be receiving or have received an email notification from Keenan Safe Colleges Training requesting you to complete one or more mandated training courses.  Please note that these trainings are assigned by the Office of Human Resources on behalf of the District through Keenan & Associates who is our Third Party Administrator.

In order to remain in compliance as a District, some of you have been asked to complete one or both of these trainings prior to June 30, 2019:

  • Family Educational Rights and Privacy Act (FERPA) : Confidentiality of Records (Full Course)
  • Mandated Reporter: Child Abuse and Neglect (Full Course (California))

Thanks for making Yuba Community College District a safer place to work and learn.

Information Technologies

Self-Service Update

Implementation work on both the Finance and Financial Aid self-service modules have begun, and the Degree Audit planning and initial setup will be starting as well. Continuing internal work on custom development environment setup and procedures. The final upgrade of Webadvisor, including color changes to indicate the end of life of this system, will begin June/July.

 MyCampus Portal Decommissioning

Continuing development on the solutions for the various components of this system, eSARS and Access Requests have already been completed and the Flex pages will be worked on next. Looking into TeamDynamix for functionality that can be moved from the portal to the new system.

 Ellucian Patch updates – Scheduled for Sunday July 7

Continuing the required ongoing maintenance of the ESG (Enterprise Software Group) systems

 Completed Items:

SARS Message was completed at LCC Live,

Registration billing table changes for Summer/Fall 2019 – Non-Res fees, BOGP, Health fee

 In-Progress/Upcoming Projects:

This project is designed to migrate all existing functionality from WebAdvisor to Colleague Self-Service over a two-year period. Phase I of the project which will be completed prior to the fall semester includes new user profile management and person proxy functionality.  The Grades function, the Enrollment Verification function, and the link to Transcript Requests went live in March. We have started the preliminary cleanup of the Student Finance data, have begun the initial setup of the delivered Financial Aid functionality and the initial coding of the “Search for Sections” functionality.  Work on moving custom WebAdvisor functionality to Self Service will begin over the summer and be release as the functionality is available.

Multiple Measures Assessment Setup Analysis

Automated HR Evaluation Process

eLumen – currently in the beginning stages of data migration process

 Room Scheduling

Outlook 365 Meeting Conference Room scheduling resources coming July 1, 2019

Summer Server Maintenance 

With the campuses moving to summer schedule the beginning of June, IT is taking the opportunity to perform additional maintenance on all server, network and infrastructure equipment.  There will rolling outages for servers intermittently between 7am and Noon on Fridays through the summer.

YCC 600 & 1400 Network Maintenance (fiber cutover) 

Network maintenance is occurring in Building 600 on the Marysville campus the June 11-14 with the fiber change on June 14.  This change will cause an outage to both the 600 and 1400 building complexes.

10GB Connections at YCC and WCC to go live in early to mid June 

IT is finalizing the work with CENIC (our Internet provider) to upgrade the last of our connections to the Internet.  Both Woodland and Marysville campuses will have their bandwidth increased to 10Gbit connections and all other sites will be at 1Gbit.  For comparison, a typical home connect from Comcast is rated at 100Mbit which is 1/100th of the bandwidth for the main campuses and 1/10th for the secondary sites.

This upgrade will provide plenty of bandwidth for students, faculty, and staff to access the Internet and its resources.

CENIC (internet) upgrade will be scheduled for either Friday June 7th or Friday June 14th

Vice Chancellor Education and Planning

 District Services Closed on August 6, 2019:

All District Services staff will be participating in professional development activities on August 6, 2019. Routine services such as custodial, maintenance, grounds, and IT support will not be available that day.

Vision Resource Center:

The Vision Resource Center is a new portal for community college faculty and staff dedicated to providing the exceptional support needed to meet the goals and commitments of the Vision for Success through the Guided Pathways framework. Sign up today at https://visionresourcecenter.cccco.edu/ and participate in online learning and join communities of practice around the concepts and skills necessary to ensure our students and our colleges achieve their full potential.

  • Resources: Resources are added as needed individually in relevant communities in the Connect area of the Vision Resource Center. For example, a guide to including student voice in Guided Pathways implementation would be included in the Guided Pathways community.
  • Learn: Access Lynda.com and Skillsoft training in the Learn area of the Vision Resource Center. Learn also includes learning modules about California Community College topics. Members can use My Transcript to verify participation.
  • Community: Peer-to-peer collaboration is available within the Connect communities.

National Institute for Staff and Organizational Development (NISOD):

Yuba Community College District is a member of NISOD, a faculty-focused organization committed to teaching excellence and student success. As a member, employees have access to publications such as Innovation Abstracts, webinar series, best practices, and more. Any employee may access this resource at https://www.nisod.org/. Please login with Username: yccd.edu; Password: nisod6752.

VCEP Board Policies and Procedures

 BP 4100, Graduation Requirements for Degrees and Certificates   (Final)   (Markup)

Summary of Changes: The minimum number of units for a Certificate of Achievement were changed from 18 to 16 to comply with Title 5 regulations. This change aligns with recent revisions to AP 4100.

AP 4232, Pass/No Pass   (Final)   (Markup)

Summary of Changes: Courses may be designated as “graded only” and not open for the pass/no pass option. Additionally, students are allowed to take courses within their degree major as pass/no pass.

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April 29, 2019, District Newsletter

Note: The District Newsletter is intended to share updates from or about various participatory District-wide decision-making groups,  Cabinet, District Services (Educational Planning, Fiscal Services, Information Technologies, M&O, and Human Resources), new and updated Board Policies and Administrative Procedures, and a link to the Chancellor’s monthly Board Report.

District Consultation and Coordination Council (DC3)

Council Purpose: District Consultation and Coordination Council serves as the district-wide consulting body and as a forum for dialogue providing feedback and advice to the Chancellor.  Each month DC3 reviews a draft of the YCCD Board agenda and has the opportunity to ask questions about items on the agenda.  The Council also makes recommendations to the Chancellor on new and revised administrative procedures that are not part of academic and professional matters (10 + 1).

DC3 Meeting Scheduled for April 30, 2019:  A Committee/Council Effectiveness Survey was administered earlier in April to survey members and constituents on the effectiveness of  DCAS and DC3, two district-wide participatory decision-making bodies.  At the April 30th meeting DC3 members will review the analysis for questions relevant to their work and use the responses to make improvements.  In addition the survey and reviewing the May 9, 2019, draft board agenda on April 30th, the meeting agenda includes tentative budget planning, a draft administrative procedure for appointing interim/acting appointments, status of substitutes filling vacant positions during recruitment, and review of proposed of proposed changes to the YCCD Mission Statement.

DC3’s next meeting is scheduled for June 4, 2019.

District / College / Academic Senate
Leadership (DCAS) Highlights

DCAS did not meet in April. Minutes of past meetings are available in BoardDocs and online at https://district.yccd.edu/pages/yccd/CommitteeDetail?aid=81.

Chancellor’s Cabinet

The Dean of Institutional Effectiveness, Emma Blackthorne, shared her research agenda with the Colleges for input.  In Fiscal Services & Facilities, Vice Chancellor Administrative Services, Mazie Brewington, updated Cabinet on the interim audit.  Brewington is also researching Associated Students’ accounts and those processes.  Facilities is getting ready to launch the process to develop a Long-Range Facilities Master Plan for the District.  Chancellor Houston is working with Trustee Jesse Ortiz and a Lobbyist to advocate at the State Capitol for the WCC Performing / Culinary Arts Building.

The Chancellor’s Cabinet has been developing a procedure to address the appointment of interim/acting appointments.  The draft will come to DC3 after Cabinet completes its review.

Chancellor’s Report

Chancellor Houston’s April Report to the Board was published with the April 11, 2019, Board Agenda.

Presidents’ Reports

Yuba College President’s Report – April 2019

Woodland Community College President’s Report – April 2019

Human Resources Office Newsletter Updates and Notifications

Welcome

  • Please join us in welcoming the following NEW YCCD Employees:
    Fatima Armenta               WCC                Upward Bound Specialist
  • Joshua Ervin                      YCCD               Custodian
  • Carlos Hernandez             YCCD               Custodian
  • Mark Lyndon                    YC                    Mathematics Faculty
  • Caron Qualls                     YC                    Counseling
  • Lacy Yuke                          WCC                IA Agriculture Studies

Open Enrollment

It’s that time of the year again as we begin our annual health benefits open enrollment process.  The District cares about you and your family members and want all of our staff to be healthy and thrive!

Therefore, the District is hosting several open enrollment informational sessions around the District with TCSIG and AFLAC (for the Cafeteria Plans offered for Section 125 plans and other voluntary plans) during our upcoming Open Enrollment period starting April 22, 2019 through May 24, 2019.  Great News!!  The rates for all Anthem Plans of our insurance plans will remain the same for the 2019/2020 year.

TCSIG and AFLAC will be at our various locations on the following dates and times:

  • Woodland College –May 1, 2019-11:00 AM–1:00 PM-Rm 114 via Tandberg to Lake County Campus-Rm 115
  • Yuba College-May 6, 2019 at11:00 AM–2:00 PM- Staff Lounge in the 300 building
  • District Office-May 9, 2019-11:00 AM–1:00 PM-Training Room 203

Leaves and Floating Holiday

Updated leave records were recently sent out to Classified, Confidential and Classified Supervisors. If an employee is in jeopardy of losing vacation time, a copy of their leave record was also sent to their Manager as they should work together to schedule some time off prior to June 30th.

Also, all CSEA employees are reminded that they have one floating holiday to use each fiscal year prior to June 30th. The leave records were recently updated and a column was added specifically for the floating holiday.  Please work with your immediate Supervisor to schedule your floating holiday if you haven’t already used it this fiscal year.

Career Opportunities

There are a number of opportunities accepting applications throughout the District. We are especially excited about the HR Analyst- Recruitment which has been vacant for the past three years and is currently posted and will close on April 26, 2019. For additional openings visit https://www.yccd.edu/central-services/hr/employment-opportunities/

Vice Chancellor Education and Planning

 AB 705 Update

The AB 705 Task Force and the math and English departments of the two colleges did an amazing job of coming together to develop the placement rules for implementation in Fall 2019 and a draft evaluation plan to assess whether the local innovations are more effective than the CCCCO recommendations. With the assistance of Jeremy Brown, YC Dean of Student Success and Institutional Effectiveness, we are now working on the AB 705 Certification that is due to the CCCCO on July 1, 2019.

District Services Closed on August 6, 2019:

All District Services staff will be participating in professional development activities on August 6, 2019. Routine services such as custodial, maintenance, grounds, and IT support will not be available that day.

VCEP Board Policies and Procedures

 AP 5012, International Students (formerly Foreign Students)   (Final)   (Markup)

Summary of Changes: Revisions include changing the title to “International Students,” adding required language, changing “foreign” to “international,” and adjusting the deadlines.

Information Technologies

Feedback Deadlines

2019 Fall – Software needs requests are due on or before May 15th

*Please submit all requests to helpdesk@yccd.edu

  • 2019 Fall – Faculty resale books sold in the bookstore with changes and new published books must be submitted by email to printshop@yccd.edu on or before May 31st

Self-Service Update

Phase I continued – The Grades function, the Enrollment Verification function, and the link to Transcript Requests went live in March. In preparation for our Summer soft launch, we are completing the setup of User Profile management and building the direct link to eSARS appointment scheduling system in April.  We have started the preliminary cleanup of the Student Finance data, have begun the initial setup of the delivered Financial Aid functionality and the initial coding of the “Search for Sections” functionality.  Work on moving custom WebAdvisor functionality to Self Service will begin over the summer and be release as available.

MyCampus Portal Decommissioning

The MyCampus Portal is being decommissioned over the Summer 2019 as the infrastructure is now obsolete and unsupported. IT has begun the work to migrate all user experiences for students, faculty, and staff into Canvas, Colleague Self-Service, alternative web sites, and the new TeamDynamix system. Canvas has been audited to ensure all classes and teacher/student enrollment already exists and is available to replace the older MyCampus Team Sites used by a few classes today.  We will begin working with individual departments to move their content to its new home soon.

In addition, follow this link to IT Project Status Updates.

Updated List of Administrative Procedures Reviewed in 2018-2019

YCCD Administrative Procedures Reviewed 2018-2019 Academic Year for April 2019 DC3 Meeting

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April 2, 2019 District Newsletter

Note: The District Newsletter is intended to share updates from or about various participatory District-wide decision-making groups,  Cabinet, District Services (Educational Planning, Fiscal Services, Information Technologies, M&O, and Human Resources), new and updated Board Policies and Administrative Procedures, and a link to the Chancellor’s monthly Board Report.

DC3

The District Consultation & Coordination Council (DC3) met on Tuesday, March 5, 2019.  The Council reviewed the draft March 14, 2019, Board Agenda.  Some of the positions on the Personnel Consent Agenda were discussed, with follow-up that will be provided at the next DC3 meeting on April 30, 2019.

Coming soon:  Council/Committee Effectiveness Surveys – As part of continuous improvement and institutional effectiveness, Emma Blackthorne, Dean of Institutional Effectiveness, will be sending surveys to committees and councils next month.  DC3 will review its own effectiveness, as will DCAS and other committees and councils across the District.  DC3 will discuss its results at its April 30, 2019, meeting.

The March 5, 2019, DC3 Minutes are available for review.

District / College / Academic Senate
Leadership (DCAS) Highlights

AP 5075, Course Adds and Drops: DCAS is interested in developing standards that will ensure requests to add a course after the last day to add are handled fairly and consistently across the district while supporting student success. The Academic Senate leaders will engage in discussions at the local level.

District Planning Processes have been revised (Final)  (Markup)

DCAS revised the District Planning and Framework diagrams so they better reflect the District Planning process. The diagrams have also been updated in the District Handbook.

Student Privacy: DCAS reviewed the legal opinion from Liebert Cassidy Whitmore dated March 23, 2019, indicating that it is not a good practice to require students to post a picture of themselves in the District’s LMS platform. “Because Family Educational Rights and Privacy Act (FERPA) and California Education Code provisions relating to the privacy of student records applies to student photographs, the District should limit the ability of other students enrolled in the online course from seeing the photograph.” One suggestion might be that students be allowed to post an avatar.

Full-Time Faculty Hiring Process Task Force: CHRO Grady has taken the lead on this task force with the first meeting planned in mid-April.

AB 705 Task Force: DCAS approved the Yuba Community College District placement rules for implementation in Fall 2019. The two colleges are in alignment with regard to placement for both English and mathematics. The AB 705 Task Force developed a draft evaluation plan that will help the colleges assess whether the local innovations are more effective than the CCCCO recommendations in meeting both expectations as outlined in the assembly bill language. The draft evaluation plan will be refined as the semester progresses.

Guided Pathways Task Force: DCAS charged a district-wide task force similar to the AB 705 Task Force to oversee guided pathways implementation across the District. VCEP Sandra Mayo will coordinate with the College and Academic Senate Leadership to determine the appropriate membership.

Chancellor’s Cabinet

The Chancellor’s Cabinet held three meetings in March.  Topics discussed included 508 Compliance, an update on Worker’s Compensation, board agenda preparation, and personnel issues.

Chancellor’s Report

The March 2019 Chancellor’s Report, was published with the March 14, 2019, Board Agenda.

Presidents’ Reports

The Woodland Community College President’s Report and the Yuba College President’s Report for March 2019 were also published with the Board Agenda.

Vice Chancellor Education and Planning

Board Policies and Procedures

Revised – Substantive Changes:

AP 4101, Independent Study (Final)  (Markup)

Summary of Changes:  The WCC and YC Curriculum Committee Co-chairs requested substantial revisions, including changing the name of the special projects course to “independent study,” clarifying the fields on the Contract to Complete Independent Study form, increasing allowable units from 1 unit to 1-3 units for each contract, and permitting a maximum of 12 units of independent study per student.

AP 4300, Field Trips/Excursions and Authorized Student Absences  (Final)  (Markup)

Summary of Changes: Added legal language, incorporated authorization of absences, removed repetitive language, and moved the process into a separate handbook. After Spring Break, the Field Trips and Excursions Handbook will be available in MyCampus Portal under the “Faculty Tab.”

Funding Opportunities:

The Organic Agriculture Research and Extension Initiative (OREI) – Due 5/2/19

Posted Date: Thursday, March 14, 2019

Closing Dates: Thursday, May 2, 2019

Funding Opportunity Number: USDA-NIFA-ICGP-006730

Estimated Total Program Funding: $20,000,000

The Organic Agriculture Research and Extension Initiative (OREI) seeks to solve critical organic agriculture issues, priorities, or problems through the integration of research, education, and extension activities. The purpose of this program is to fund projects that will enhance the ability of producers and processors who have already adopted organic standards to grow and market high quality organic agricultural products. Priority concerns include biological, physical, and social sciences, including economics. The OREI is particularly interested in projects that emphasize research, education, and outreach that assist farmers and ranchers with whole farm planning by delivering practical research-based information. Projects should plan to deliver applied production information to producers. Fieldwork must be done on certified organic land or on land in transition to organic certification, as appropriate to project goals and objectives. Refer to the USDA National Organic Program for organic production standards.

Who is eligible to apply:

The following entities are eligible: 1. State agricultural experiment stations; 2. colleges and universities; 3. university research foundations; 4. other research institutions and organizations; 5. Federal agencies; 6. national laboratories; 7. private organizations or corporations; 8. individuals who are United States citizens or nationals; or 9. any group consisting of 2 or more of the entities described in subparagraphs (1) through (8).

Request for Applications

Apply for Grant

ThBaseball Tomorrow Fund – Ongoing

The Baseball Tomorrow Fund is a joint initiative of Major League Baseball and the Major League Baseball Players Association.

BTF awards grants to nonprofit organizations involved in the operation of youth baseball and softball programs and facilities. Funds may be used to finance new programs, expand or improve existing programs, undertake new collaborative efforts, or obtain facilities or equipment needed for youth baseball or softball programs. Grants are intended to provide funding for incremental programming and facilities for youth baseball and softball programs, not for normal operating expenses or as a substitute for existing funding or fundraising activities.

BTF does not specify a maximum grant award, but the average amount is approximately $40,000.

To be eligible, applicants must be a U.S.-based or international nonprofit and tax-exempt organization involved in the operation of youth baseball and/or softball programs and facilities. Organizations operating in the U.S. and international locations are eligible to apply.

See the Baseball Tomorrow Foundation website for complete program guidelines, an FAQ, information about past recipients, and application instructions.

https://www.mlb.com/baseball-tomorrow-fund

The Learning Disabilities Foundation of America – Due 4/15/19

The Learning Disabilities Foundation of America was established in 1979 by the Learning Disabilities Association of America to respond to unmet needs in the learning disabilities field and to create, discover, and stimulate innovative services to meet those needs.

To that end, grants are awarded to nonprofit organizations for learning disability-related projects focused on scientific, literary, or educational outcomes, or for the identification, ongoing evaluation, education of, and delivery of services to children and adults with learning disabilities. Examples of project areas that fall within these guidelines include innovative research into the causes, prevention, and/or alleviation of learning disabilities; distinctive public awareness programs that advance public understanding of the needs of persons with learning disabilities; and innovative programs that advance the achievement of persons with learning disabilities, increase the support skills of their families, support academic and professional advisors, and/or enhance the understanding of learning disabilities by colleagues and employers.

Priority will be given to projects of national impact that can be replicated. Individual grant amounts will be considered on a project-by-project basis.

To be eligible, applicants must be a nonprofit organization that is tax exempt under Section 501(c)(3) of the Internal Revenue Code.

See the Learning Disabilities Foundation of America website for complete program guidelines and application instructions.

https://www.ldfamerica.org/grant-guidelines.html

The Fisher House Foundation – Due 4/26/19

The Fisher House Foundation, in partnership with Newman’s Own and Military Times, is accepting applications from organizations working to improve quality of life for military families.

Grants of up to $50,000 will be awarded to organizations with innovative ideas aimed at helping veterans and their families maintain a healthy lifestyle while facing the unique trials that come with having dedicated their lives in service to our nation.

To be eligible, organizations must be comprised primarily of volunteers and/or be tax exempt according to section 501(c)(3) of the Internal Revenue Code.

See the Fisher House Foundation website for complete program guidelines and application instructions.

https://www.fisherhouse.org/programs/newmans-own-grant/

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