District Newsletter – July 23, 2018

Note: The District Newsletter is intended to share updates from district-wide participatory decision-making groups, including DCAS and DC3. Board Policies and Administrative Procedures, updates from Cabinet, District Services Departments (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports are also shared.

District Consultation and Coordination Council (DC3)

DC3’s next meeting is scheduled for July 31, 2018 from 3:00-5:00 in the District Board Room, via video conference, and CCC Confer. The schedule of meetings and times is at this link: 2018-2019 DC3 Meeting Schedule.

District / College / Academic Senate Leadership (DCAS) Highlights

AP 4021, Program Discontinuance: DCAS reviewed the updated draft. The new title will be “Program Vitality/Discontinuance. The intent is that the focus be on program improvements but still provide a process for discontinuation when necessary. Because the new language is so different from the old, the Senate Leaders would like to treat it as a new AP replacing the current one rather than a revision. This only means that there will not be a markup.

BP 4110, Honorary Degrees: It was determined that this BP was not necessary because the Board did not award an honorary degree in 2016; it was a posthumous degree. If the Academic Senates later decide they would like to award honorary degrees, they will bring it forward.

BP 5141, Academic Accommodations: At the request of the Academic Senate Leadership, District Leadership consulted with legal counsel who informed the District that, while the three levels of accommodations listed below were required to be spelled out in an internal document (i.e., DSPS Plan/Handbook), BP and AP 5141 were unnecessary and duplicative of BP and AP 5140, DSPS (Services for Students with Disabilities):

Level I, Course Accommodation: an adjustment that allows a student with a disability an equal opportunity to complete course requirements.
Level II, Course Substitution: the replacement of a required course with an approved alternative course.
Level III, Course Waiver: the waiver of a required course.

Academic Accommodations Process Task Force: DCAS charged the WCC and YC Vice Presidents of Academic and Student Services to take the lead on this task force. The task force will develop a district-wide process for academic accommodations on which both colleges agree. Membership on the task force will include the Deans of Student Services, DSPS Coordinators, faculty from various departments, College Vice Presidents, Directors of Matriculation, and the CHRO. The task force will do the majority of its work electronically.

District EEO Committee: DCAS charged the Chief Human Resources Officer (CHRO) to reestablish the District EEO Committee. The CHRO will provide a status update on funding for this year and report on how EEO funds were used in past years.

Faculty Hiring Process Task Force: DCAS approved establishing this task force with Donald Grady, CHRO, providing oversight to review timelines and processes.

Professional Development Funds: DCAS discussed the faculty enhancement funds allocated to the colleges for 2015-16 and 2016-17. The colleges had spent very little of the funds and inquired if it could be rolled over to 2018-19. The Chancellor explained that a rollover would depend on how we end this year as well as what the funding formula brings next year.

Emerging Issues – CurricUNET: The District Technology Committee tasked a workgroup to look at what it would take to leave CurricUNET. The workgroup is evaluating vendors with the ability to link to Ellucian.

Sabbatical Leave Task Force: DCAS discussed, revised, and approved the Sabbatical Leave Task Force II recommended Ranking Criteria, Requirements, and Timeline.

Committee Effectiveness Review: DCAS discussed the results of the survey administered in early May. Recommendations included increasing committee productivity. Members noted that the DC3 District Newsletter helped improve DCAS communication.

Chancellor’s Report

In this month’s issue of the Chancellor’s report there is a summary of discussions in DC3, from Board of Trustees June meeting about the 2018-2019 tentative budget, and information on the Governor’s budget. For more information, click the link to view the entire Report.

Chancellor’s Cabinet

During the month of June, the Chancellor’s Cabinet worked on preparations for the July Board Planning Session and Regular meeting. The Board received a presentation on Student Success Measures developed by YCCD Vice Chancellor of Education and Planning – Sandy Mayo, WCC Dean of Student Success & Institutional Effectiveness – Siria Martinez, YC Dean of Student Success and Institutional Effectiveness – Jeremy Brown, and YCCD Dean of Institutional Effectiveness – Emma Blackthorne. Following that presentation, the Board then undertook a Compression Planning session to develop an aspirational goal relative to the Board of Governors’ Vision for Success goals facilitated by YC Dean of Arts, Humanities and Education.

Chancellor Houston announced that District Management Council (DMC) has been reactivated with its first monthly meeting to be held on July 30, 2018. This group includes academic administrators, classified supervisors and confidential management employees. The purpose of these meetings is professional development and communication.

Other issues the Chancellor’s Cabinet is discussing include District Certification for participating in the California College Promise (AB 19) – without certification that the Colleges are participating in the Federal Student Loan program advance allocated funds from the Promise program will be rescinded; as well as the Governor’s New funding formula for California Community Colleges.

BP 3440/AP 3440 Service Animals is a new Board Policy and Procedure that will be forwarded to DC3 at the July 31^st meeting for review and then to the Board’s Policy Committee in August.

District Services Updates

Vice Chancellor Education and Planning

Accreditation: Congratulations to both Woodland Community College and Yuba College on the completion of their Institutional Self Evaluation Report. The Board approved them at its July 5, 2018 meeting and the signature pages were completed.

FTES Update: The exciting news is the District has made its FTES target of 7626 FTES, which includes actual earned FTES, the Flex Factor and Lake County Campus stabilization.

Student Success: On July 11, 2018, the Vice Chancellor of Education and Planning along with the colleges’ Deans of Student Success-Institutional Effectiveness and the District’s Dean of Institutional Effectiveness, presented 3-year trend data on the YCCD Board of Trustee’s 8 Measures of Success for all College Programs, Distance Education, and provided an overview of the CCCCO’s Vision for Success measures. In the afternoon, the Board of Trustees used this information in its planning session.

Distance Education: The Board of Trustees formally reviewed the annual Distance Education Report at its Regular Meeting on July 12, 2018.

VCEP Board Policies and Procedures

Reviewed – No Changes Required:

BP 3280, Grants (Link)
BP 3550, Drug Free Environment and Drug Prevention Program (Link)
BP 3560, Alcoholic Beverages (Link)
BP 3710, Securing of Copyright (Link)
BP 3715, Intellectual Property (Link)
BP 3720, Computer Use (Link)
BP 3940, Animals on Campus (Link)
BP 5015, Residence Determination (Link)
BP 5035, Withholding of Student Records (Link)
BP 5055, Enrollment Priorities (Link)
BP 5120, Transfer Center (Link)
BP 5150, Extended Opportunities Programs and Services (Link)
BP 5200, Student Health Services (Link)
BP 5205, Student Accident Insurance (Link)
BP 5210, Communicable Disease (Link)
BP 5300, Student Equity (Link)
BP 5400, Associated Student Organizations (Link)
BP 5410, Associated Student Elections (Link)
BP 5420, Associated Students Finance (Link)
BP 5570, Student Credit Card Solicitations (Link)

Revised – Minor Changes:

BP 4020, Program, Curriculum and Course Development (Final) (Markup) – Summary of Changes: Updated legal references and titles
BP 5052, Open Enrollment (Final) (Markup) – Summary: Corrected cross reference within the text of the policy.

Revised – Substantive Changes:

BP 3250, Institutional Effectiveness (Final) (Markup) – Summary of Changes: Updated legal references and moved the list of planning documents requiring Board approval to a new AP 3520, Institutional Planning (to be developed).
AP 4020, Program and Curriculum Development (Final) (Markup) – Summary: Updated language for credit hour calculation method, expected ratios of in-class to outside-of-class hours for each type of academic activity, standards for incremental award of credit, standard term length, calculation methods for short term and extended term courses, and provisions for monitoring compliance with state and federal regulations related to credit hour calculations
AP 4040, Library and Learning Support Services (Final) (Markup) – Summary: Updated references; added language for special collections guidelines; and to deleted references to the Media Center, outdated language, and obsolete APs
AP 4230, Grading Symbols (Final) (Markup) – Summary: Updated legal references and added provisions for extenuating circumstances, intercollegiate academic or vocational competition courses, and variable unit open-entry/open-exit courses. Additions include the SP and EW grading symbols.
AP 4610, Instructional Service Agreements (Final) (Markup) – Summary: Added legal citations and revised language to reflect updated guidelines provided by the California Community Colleges Chancellor’s Office pertaining to advanced public safety courses. The revisions apply to administrators at the District or College who wish to claim FTES and state apportionment for courses and/or programs offered through a cooperative instructional service arrangement with public agencies or private training partners.
BP 5140, DSPS (Services for Students with Disabilities) (Final) (Markup) – Summary of Changes: Added required legal language, including reasonable accommodations; changed the title from “Disabled Students Programs and Services” to “DSPS (Services for Students with Disabilities),” replaced “disabled student” with “student with disability;” and provided for an ADA/504/508 Compliance Coordinator.
AP 5140, DSPS (Services for Students with Disabilities) (Final) (Markup) – Summary: Changed title to “DSPS (Services for Students with Disabilities),” added required legal language for the DSPS Plan including reasonable accommodations, replaced “disabled students” with “students with disabilities.” Colleges are required to have DSPS Plans (i.e., DSPS Plan/Handbook) that includes academic accommodations.

Human Resource Department Updates

New Hire Orientation

Members from your Human Resources Team will be at Yuba College on Monday, August 6th for New Hires Training and Friday August 10th for EEO Training:

Monday, August 6th, Yuba College, Room 1170

8:00 a.m. to 9:00 a.m. UNDERSTANDING YOUR PAYCHECK

Confused by FAC6, FWTS, RDP and other codes on your paycheck? Who can answer your questions? This workshop will help you to better understand the various codes related to your earnings and taxes on your paycheck. As well as information on WebAdvisor and Frequently Asked Questions (FAQ).

9:00 a.m. to 10:00 a.m. WHAT YOU NEED TO KNOW ABOUT ICE AND DACA (U.S. Immigration & Customs Enforcement & Deferred Action on Childhood Arrivals)

At YCCD, we believe that all students should be able to dream their dreams and achieve them. And as educators, we believe that it is up to us to help every student achieve their educational goals. Under the US Immigration and Customs Enforcement (ICE) and Deferred Action on Childhood Arrivals (DACA) based on mandates from ICE, a visit may occur on our campuses. This workshop will cover the steps and procedures you should take if confronted by an ICE Agent on campus.

10:00 a.m. to 11:00 a.m. SEXUAL HARASSMENT TRAINING

What is sexual harassment? How is it defined in the workplace?

Along with the U.S. Equal Opportunity Employment Commission (EEOC), YCCD defines workplace sexual harassment as unwelcome sexual advances or conduct of a sexual nature which unreasonably interferes with the performance of a person’s job or creates an intimidating, hostile, or offensive work environment. In this workshop, we will discuss:

Professional responsibility to keep the workplace harassment free
Zero tolerance for all unprofessional conduct
Obligation to report all unprofessional conduct to next level manager and to the Office of Human Resources

Friday, August 10th, Yuba College, Room 1170

9:00 a.m. to 11:00 a.m. EEO TRAINING

The Office of Human Resources will offer an Equal Employment Opportunity Training to enhance our collective knowledge of the revised Title 5 and of the hiring and recruitment process for faculty, classified and management employment. All employees are invited to attend. After this workshop you will have a better

Understanding of our hiring process and basic component
Understanding of the role and responsibilities of search committee
Ability to share resources that may help facilitate equitable search processes
Knowledge base for our best HR practices regarding serving on screening and interview search committees

UPDATES AND REMINDERS FROM YOUR HUMAN RESOURCES PARTNERS

Employment Dates

Temporary employment confirmations should not be submitted with dates longer than 9 months – per Ed Code Section 88003 – (75% of a fiscal year, July 1, 2018 through March 31, 2019). Temporary employees may not work more than 175 days or 1,000 hours, whichever comes first during the fiscal year. HR will provide updates periodically throughout the fiscal year; however, the Manager/Supervisor should also keep track of their employee’s days/hours worked during the fiscal year.

Student employees are limited to work no more than 20 hours per week during the Fall/Spring semesters and Summer school. If a student works for various departments, they must not work more than 20 hours a week between all positions. During Academic breaks, student employees are still limited to working 20 hours or less per week.

Dates on confirmations must not cross fiscal years, July 1, 2018 through December 31, 2019 will not work. July 1, 2018 through June 30, 2019, or 75% of a fiscal year.

Minimum Qualifications (MQ’s)

Temporary Employees should submit a completed Temporary Employment application no later than 10 days prior to their 1^st day of work. Temporary Employment applications can be found at the following link: http://php.yccd.edu/hr/viewform.php?id=132. All applications MUST be forwarded to HR, we will review the education/experience to verify they meet MQ’s for the position to which they have applied. If the candidate does not meet MQ’s, they should not be hired for the position.

I-9 verification

Staff certifying the I-9 documentation must sign off on the I-9 form (page 8) verifying that original documentation was viewed. Copies of all documentation submitted must be attached to the new hire packet and forwarded to HR. I.R.S. I-9 documentation can be found at the following link: http://php.yccd.edu/hr/viewform.php?id=29

August 2018 Newsletter Information – Information Technology Department

The Information Technology department has spent considerable time over the last few months working to improve information security and accessibility across all technology platforms. Your patience as these long needed system upgrades and software patches have been implemented is greatly appreciated. While there have been a few challenges in the process the IT team is working hard to minimize the impact on all district users. Note: Additional maintenance including Colleague patch loads will be completed the last weekend in July.

The Enterprise Software Group has been working diligently to make our websites more accessible for those with disabilities. After completing an internal review of the YCCD primary websites utilizing tools recommended by the CCC Accessibility Center, the Woodland Community College and Yuba College main web pages each had more than 25 accessibility errors. As of this writing, both home pages tested with zero errors and work has begun to address issues on the Lake County Campus website.

With the completion of the 17-18 academic year the Information Technology team will be working with your departments on MIS and AEBG reporting requirements over the next three months. The Software team has also completed process improvements and cleanup on the nightly Answers reporting system in response to the issues that started several weeks ago. The new process will allow for faster reporting times, increased access by our Institutional Effectiveness teams and reduce load against the production Colleague database.

The Enterprise Hardware Group is busy finalizing lab refreshes and preparing for the Fall 2018 semester. The team is working with the Corporation for Education Network Initiatives in California (CENIC) to prepare for significant internet connectivity upgrades scheduled to take place by the end of October.

User Support Services Training Opportunities

District Convocation – August 2, 2018

Introduction to Information Security
Colleague 5.5 – Introduction and review of new features

Yuba College Convocation – August 8, 2018 in Room 1170

Cyber Security and UI5 Introduction (9:00 – 9:50)
WordPress (11:00-11:50)

Woodland Community College – August 10, 2018 in Room 301

Cyber Security and UI5 Introduction (10:00 – 10:50)
WordPress (11:00-11:50)

Maintenance and Operations Update:

The Custodial Teams are working extra hard to complete deep cleaning work in restrooms, strip and wax floors, extract carpet, and clean windows. The Gym floor at Yuba College has had some new lines installed and has been resurfaced with a similar coating that is used in the NBA.
The Grounds Teams are also working very hard to complete irrigation systems repairs and keep the grass green during the very hot summer weather we are having. The irrigation system controllers at Woodland Community College are now working. To reduce the risk of a fire, the grounds teams have “disced” the undeveloped land areas to knock down the weeds at both Yuba College and Woodland Community College.
The General Maintenance teams are putting in a lot of extra work to keep the air conditioning systems working and making needed repairs as soon as possible. We have had a few compressors, a large coupling on a 100 h.p. motor and pump, and chiller issues that have been repaired in the past few weeks.

Capital Projects Update:

The Contractor will remove the construction fencing, clean up the parking lots, and re-open the parking lots at Yuba College and at Woodland Community College by August 12th. The solar and energy storage projects will be 100% completed by May, 2019. There is still a lot of work to do regarding wiring, PG&E interconnections and distribution systems improvements, commissioning, and start-up of the systems. Once we get a little further along with PG&E we will have a better idea when the systems can begin generating electricity.
Yuba College: New roofing systems are now completed for buildings 100A, 100B, 200, 500, 800, and one of the three 1700 building roofs. The new roofing systems for buildings 300 and 1800 are nearing completion. Repairs to the existing roofing systems for buildings 600 and 1000 are nearing completion. Buildings 700, 1700 (two buildings), and repairs to building 1400 will be completed in August and September. All roofing projects will be completed in October.
Lake County Center: Several scheduled maintenance projects are underway, including new LED lighting in the welding shop, repairs to building 200 roof, painting several of the exterior modular buildings, and replacing two HVAC units that have failed.

Grant Award

Yuba College Veterans Resource Center (VRC) Grant – $100,000.00

Funding is pending Board approval at its September meeting but we are celebrating! Congratulations to Jeremy Brown, Dean of Student Success and Institutional Effectiveness and Tammy Peck, Interim YC Certifying Official, for your partnership and contributions to this project. These funds will support critical services for our student veterans.

Institutional Effectiveness Partnership Initiative (IEPI)- Letter(s) of Interest

Institutional Effectiveness Partnership Initiative (IEPI) provides technical assistance through Partnership Resource Teams or “PRTs.” This “colleagues helping colleagues” type of technical assistance is available to colleges, districts and centers that express interest in receiving support on self-identified issues. A short Letter of Interest is submitted by the institution’s CEO. Team members are drawn from a pool of volunteer experts, formed together based on a process of matching their knowledge and experience with the areas of focus identified by the institutions, and then deployed for three visits. The first visit is for the initial gathering of information, the second visit is to help the institution develop improvement strategies and timelines in an Innovation and Effectiveness Plan, and the third visit is to provide follow-up support. Additional follow-up visits are available as needed. Grants of up to $200,000 in seed money are available to institutions that receive team visits and submit their Innovation and Effectiveness Plans.

The purpose of the seed grant is to help expedite implementation of the Innovation and Effectiveness Plan. Seed grants will be available until funds have been exhausted. Institutions receiving seed grants will be expected to develop plans for institutionalizing their efforts. The following LOI’s are in progress:

Yuba College – Distance Education
Woodland Community College – Allied Health
YCCD – Human Resources & IT

The estimated submission date is August 2018.

GRD Process Development Activities

Grant Decision Making Matrix – College Leadership Tool

Deciding whether to invest the time in proposal preparation is an important—and costly—decision that requires careful examination. We are in the final stages of the first draft decision making matrix which quantifies the college’s capacity, credibility, evidence, and sustainability—the four most important factors in any grant review.

Foundation Directory Online (FDO)

GRD recently purchased grant research software which will speed up the grant research activity for the department. This software includes access to over 140,000 grantmaker profiles and decision makers.

GRD Website

The website development project is on track with an estimated roll out date of August 2018. We anticipate forming a small beta group to test the website structure, review the content and provide feedback to the development team.

The following draft process documents are included in the August rollout:

Proposal Development Resources

YCCD Grant Manual
YCCD Grants Request Form
YCCD Grants Process

Federal and State Regulations

OMB 2 CFR 200 Uniform Guidance
OMB Circular No. A-133
Education Department General Administrative Regulations (EDGAR)

Student Financial Assistance / Scholarships

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