Section 1: Who We Are ............................................................ 1
Section 2: Where We Are Now ................................................. 2
Section 3: The Difference We Hope to Make ............................. 3
Required Appendices:
A: Budget History ......................................................................................... 4
E: New Initiatives ........................................................................................ 5
F2: Classified Staffing Requests .................................................................... 6
F5: Supplies and Services Requests .............................................................. 7
F6: Conference/Travel Requests .................................................................. 8
F7: Technology and Other Equipment Requests .......................................... 9
F8: Facilities Requests ............................................................................... 10
Limit your narrative to no more than one page.
Describe your unit--your mission, vision, responsibilities and the goals of your office. How does your unit support other administrative, student services and academic units? What impact do you have on student learning? Describe the number and types of staff in your office, both now and historically.
Business Services is dedicated to providing services which assist Academic Services and
Student Services in delivering quality educational programs and services to students and members of our local community. This will be achieved by working with faculty and staff to promote efficiency and control operating costs. Business Service is committed to provide prompt and courteous response to all requests for help or information. The
Business Service Office is under the umbrella of Administrative Services Office. Business
Service Office is functionally organized into the areas of Accounting/Business Office,
Facilities rentals, Switchboard and Mailroom. Services provided by this office impact virtually the entire campus population and can have a significant bearing on the general public’s first impression of the College community, Major services provided by the
Accounting/Business Office include management of trust and agency funds, including
Co-curricular and ASCC; deposit of payments and cash receipt; and processing of all requisitions and disbursement. Services provided by the Switchboard and Mailroom include operation of the College’s main switchboard; informational services to faculty, staff, students and campus visitors; and processing of incoming and outgoing campus, inter-campus and U.S. mail
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Business Service Department mainly focuses on the business function of the college. It involves almost all of the accounting, budget, and business services related to overall college functions. These areas have overall budget and business responsibilities for the college.
As of Now, we have 5.5(FTE) employees in the Business Office.
1. College Administrative Services Officer (1FTE) full time employee and the supervisor in the Business office. under the general direction of the Vice President of
Administrative Services responsible for the day-to-day operations of the College financial, business and related services; supervise, assign, review, and participate in the work of staff responsible for the fiscal and business activities of the department including but not limited to mailroom, reception/communication desk, cash management, and financial reconciliations; oversee college general fund budget, accounts receivable, accounts payable, grant accounting, auxiliaries, co-curricular and associated students’ trust fund management; establish procedures to ensure internal control, budgetary control and the accurate classification of revenue and expenditure reporting; and ensure work quality and adherence to established policies and procedures.
2. Fiscal and Administrative Services Technician (1.5 FTE) full time and half time position. These positions provide essential technical accounting functions and administrative services in support of the college operations. This includes maintaining a wide variety of general and specialized financial records and documents. Work is performed under general supervision. Originality and independent reasoning are a necessity. Incumbents are required to perform a variety of duties in connection with the college fiscal and administrative operations office. Fiscal and Administrative Services
Technician collect and receive monies, write receipts and deposit funds. Maintain revolving cash fund, prepare bills for payment, prepare and disburse warrants. Create and maintain financial files and computer spreadsheets and enter financial data into computerized District Finance system, including requisitions, registers, journals, budget transfers, bank reconciliations, and reconciliations. Close and re-open books of account.
Prepare, review and disburse financial and statistical reports, using computer spreadsheets and computerized District Finance system including monthly balance sheets, statement of operations, and fund analysis. Make regular contact with students, staff and public to resolve and discuss financial issues and to coordinate use of college facilities and equipment. Act as liaison between contract vendors and students and staff. Answer staff questions regarding area budgets. Assist staff with various business and fiscal forms. Input annual college budget into computerized District Finance system.
3. Mailroom Clerk (1FTE) a full time employee under supervision of the College
Administrative Services Officer. Perform a variety of clerical duties associated with the operation of the mailroom; receive, sort, and distribute District mail; oversee and operate production copier and other assigned office equipment and machines for
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assigned area; and act as relief for the College Telephone Operator/ Receptionist.
Receive, sort, distribute, and deliver outgoing, incoming, and interoffice mail. Process outgoing mail; weigh, meter, and affix correct postage for various out-going mail.
Accept all postal deliveries including special delivery, insured mail, registered mail, and all mail requiring special handling including flats, parcels, books, and films. Assist and advise staff with mail regulations, preparation, and costs. Maintain various records including those related to postage meter, bulk permit, postage due, business reply, first class pre-sort, and bulk accounts. Set-up and assign mail boxes to faculty and staff as needed. Distribute communication materials to faculty and staff. Oversee and operate assigned office equipment and machines including a production copier, fax machine, and other assigned office equipment and machines. Order and maintain paper stock for copy and fax machines. Clean and perform minor adjustments on copy and fax machines. Type a simple material including staff listings and memoranda. Act as relief for Telephone Operator/Receptionist. Maintain necessary files, records and statistics for the mailroom and related equipment.
4. Telephone Operator Clerk is (1FTE) a full time employee under supervision of the
College Administrative Services Officer. This is clerical work of average difficulty, which
requires operation of a one-person switchboard. Under general supervision, the
employee performs routine tasks and works within well-defined procedures. There is
heavy contact with the public on the telephone and at the counter for exchange of
information. Answers all calls and provides prompt, courteous and accurate service; makes station connections; screens calls to determine proper destination; takes message (for example, calls from instructors who will be missing class) and relays
information promptly; tests all extensions to ensure that they are operational; places long distance calls and calls from restricted phones; logs long distance calls;
screens collect calls to determine acceptability; handles emergency calls and procedures in accordance with established policies and procedures; greets general public at the counter and provides direction such as location of offices, telephone numbers, schedules of activities, etc.; ensures that the counter is equipped with informational brochures; maintains related calendar of activities and schedules; maintains staff directory; files and keeps instructor office cards; orders telephone books and maintains a count for all areas as to type and quantity of books needed; assists in the auditing of telephone bills as directed; types simple materials including staff listings and memoranda; monitors the emergency radio as necessary; works as relief in the mailroom which involves taking meter reading, weighing, sealing and stamping
outgoing mail, preparing certified letters; sorting and distributing incoming mail, etc.
4. Facility Rentals is to coordinate the college's facility use and rental program with the college community, external agencies and the public; process Facility Use Applications in accordance with the provisions of District Board Policies and the California Education
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Code; arrange for college staffing in support of facility rentals and events; collect and deposit of payments for facility rentals
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Complete Appendix A (Budget History) prior to writing your narrative. Limit your narrative to no more than one page.
As you enter a new Program Review cycle, reflect on your achievements over the last few years. What did you want to accomplish? What were your Service Area Outcomes (SAOs)? Those can include trends in any measurable outcomes tracked by your office, satisfaction survey results of your primary users/clients, and student learning outcomes, if any. Describe how changes in resources provided to your office have impacted your achievements. What are you most proud of, and what do you want to continue to improve?
Discuss important trends that will have a significant impact on your unit over the next three years. Those could include technology, facilities, equipment and customer/client demand. What opportunities and challenges do your foresee in the next three years?
The achievements over the last few years of Business Office/Accounting, we have a good internal and budgetary control to protect the finances and the assets of the
College. We maintain good financial records and an accurate reporting of revenue and expenditure. We ensure in compliance in Budget and Accounting Manual, Board
Policies, CA Education Code and Generally Accepted Accounting Procedure.
Business Office/Accounting wants to accomplish to have fast and accurate services. We already establish the accuracy but not speed of the services. Having 5.5
FTE in the Business Office is not enough to accomplish the ideal services. We are shorthanded and if we can increase our FTE to 6, it will definitely can make significant changes and meet our goal. To be precise, if 1.5 (FTE) Fiscal and Administrative
Services Technician increase to 2 FTE is really a good idea. Our process in all documents will be faster than before that will benefit the Staff, Students and specifically under Associated Student Chabot College (ASCC). Business Office is short-handed due to recent employee was released and we have limited days for on-call employee. Online processing of Requisitions was the solution to speed up the process. A
Disbursement Request takes too long process due to require too many signatures.
Department Deans and Supervisors should strictly monitor their budgets due to major deficit of the campus wide budget. All Faculty and Staff should be familiar the proper procedures for business processes. We still do not have software or module to balance the cash taken in at campus copiers. We need a strong internal control for sending large amount of checks to District Office for deposit. Spending too much time distributing payroll checks in the Business Office window. Financials statement and
Bank Reconciliation for ASCC and Co-Curricular is still created thru Excel.
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Mailroom Clerk job description is to provide coverage for the switchboard, which is the hub of the college and the information desk. In order to provide accurate information, Mailroom Clerk strive to remain current on general information, class schedule, important dates to remember, process to fill out application for admissions and registration process, request transcripts, office hours, instructor’s contact information and to help student get around our website to find information. Additional services the communication center and mailroom can continue providing an outstanding service would be to have access to reset pin numbers for students when they are unable to reach Admissions and Records due to the high volume of calls. Cross-training between around department would be also ideal to help each other out in those days short in stuff.
Telephone Operator Clerk strives to accomplish keeping our students and general pubic satisfied. It continually gather information on various departments and keep the information updated so It can serve as a resource and provide customer service and be as helpful as possible to the students, general public, and the communities we serve.
The most important trend to continue over the next three years is to continue providing exemplary customer service to our students and public. In times of a weak economy, excellent service is one thing we can keep constant, and remain a hallmark of Chabot
College. Customer service has an opportunity to help keep Chabot's positive image in our community. Our students and general public are happy to hear a warm, friendly voice that cares versus a cold and indirect automated answering machine, as it is always reassuring to be able to speak to a live person and get the information in real time. Also, callers have an opportunity to confirm information they are receiving.
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Review the Strategic Plan goal and key strategies at http://www.chabotcollege.edu/prbc/StrategicPlan/SPforPR.pdf
prior to completing your narrative. Please complete Appendices E (New Initiatives) and F2 and 5-8 (Resource Requests) to further detail your narrative. Limit your narrative to no more than three pages, and be very specific about what you hope to achieve, why, and how.
What initiatives would you like to undertake to improve or strengthen your unit or to address demand for your services? What initiatives are underway in your area, or could you begin, that would support the achievement of our new Strategic Plan goal and strategies and/or improve student learning? Identify specific, measurable goals and the resources needed to achieve them.
Business Office/Accounting mission is to make sure that the college remains
Financially stable. The goal of our office is to provide accurate, comprehensive, and useable financial information to all of Chabot College. The information we provide would allow all departments and groups to fully understand how, where, and for what purpose funds are expended at Chabot College. We should be as transparent as possible. We want to train all Admin Assistants to process Requisition using the Banner system. Create a new procedure to limit the signing- off of all the documents submitted to the District. Activate check-writing machine. Develop and schedule trainings on budget monitoring and printing reports (Revenues & expenses, operating cost, and salaries). Research software needed to balance copy machine cash. Not being able to balance the cash taken in copiers causes a vulnerability to our internal control. Install the device in Business Office copier to have faxing capabilities. We need software to do
Bank Reconciliations and Financial Statements for ASCC and Co-curricular to save time doing in Microsoft excel. On-line processing of disbursements request will definitely expedite our process, help increase efficiency and productivity. We need a good procedure sending check to the District. It might be misplaced or lost in transit. Several employees have their payroll check sent to the Business Department, but never pick up their check. The checks end up being mailed every month which takes time and cost money.
Mailroom Clerk mission is to continue providing an excellent service not only to staff, administrators and instructors but students as well by delivering the mail its final destination, to help out with questions regarding mail processing, rates, regulations, overnight packages, placing final projects, exams, homework in instructors’ mailboxes, efficient and prompt exchange of books and materials between the campuses’ libraries, just to name few examples. As the person responsible for the mailroom I am continuously striving to provide an adequate, fast and precise mail processing. My goal from day one has been to make communication via mail as accurate, accessible and easy as possible.
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Telephone Operator Clerk would like to get back the access in resetting the phone displays; this service was provided by Telephone Operator Clerk for many years but when the software was updated and installed last two years ago the Telephone
Operator Clerk lost the access. Telephone Operator Clerk would like the access to provide service of resetting pin numbers from Class Web for students which would help our students a great deal when they are unable to reach Admissions & Records.
Telephone Operator Clerk would like the access to make changes to our address book on GroupWise versus emailing the phone number information to Katherine Tollefson to make the changes. This is an opportunity to provide one additional service in the
Communication Center, and would reduce the time for changes to be made.
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Audience: Budget Committee, PRBC, and Administrators
Purpose: This analysis describes your history of budget requests from the previous two years and the impacts of funds received and needs that were not met. This history of documented need can both support your narrative in Section A and provide additional information for Budget
Committee recommendations.
Instructions: Please provide the requested information, and fully explain the impact of the budget decisions.
Category
2011-12
Budget
Requested
2011-12
Budget
Received
2012-13
Budget
Requested
2012-13
Budget
Received
Classified Staffing (# of positions)
Supplies & Services
Technology/Equipment
Other
TOTAL
1.
How has your investment of the budget monies you did receive improved your Service Area
N/A
Outcomes? When you requested the funding, you provided a rationale. In this section, assess if the anticipated positive impacts you projected have, in fact, been realized.
2.
What has been the impact of not receiving some of your requested funding? How has your ability to serve the college and our students been impacted, or safety compromised?
N/A
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Audience: Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee
Purpose: A “New Initiative” is a new project or expansion of a current project that supports our Strategic
Plan. The project will require the support of additional and/or outside funding. The information you provide will facilitate and focus the research and development process for finding both internal and external funding.
How does your initiative address the college's Strategic Plan goal, or significantly improve student learning?
N/A
What is your specific goal and measurable outcome?
Associated Student Chabot College is one of the demanding departments of the student we need to serve. Having enough staff can make sure we can accomplish to have fast and accurate services.
What is your action plan to achieve your goal?
Activity (brief description)
Target
Completion
Required Budget (Split out personnel, supplies, other
We need to increase 0.5 FTE for Fiscal and
Administrative Services Technician
Create a new procedure to limit the signing- off of all the documents submitted to the District
Upgrading check-writing machine
Date
2013-2014
2013-2014 categories)
24K - personnel
N/A
2013-2014 N/A
Develop as many electronic forms as possible.
(Expense Forms and Time Sheets and Deposit Receipts).
2014-2015 N/A
How will you manage the personnel needs?
New Hires: Faculty # of positions Classified staff # of positions 0.5
Reassigning existing employee(s) to the project; employee(s) current workload will be:
Covered by overload or part-time employee(s)
Covered by hiring temporary replacement(s)
Other, explain – Coming from Parking funds
At the end of the project period, the proposed project will:
Be completed (onetime only effort)
Require additional funding to continue and/or institutionalize the project
(obtained by/from): Parking fund
Will the proposed project require facility modifications, additional space, or program relocation?
No Yes, explain:
Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements?
No Yes, explain:
Do you know of any grant funding sources that would meet the needs of the proposed project?
No Yes, list potential funding sources: Parking Fund
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Appendix F2: Classified Staffing Request(s) including Student Assistants [Acct.
Category 2000]
Audience: Administrators, PRBC
Purpose: Providing explanation and justification for new and replacement positions for full-time and part-time regular (permanent) classified professional positions (new, augmented and replacement positions). Remember, student assistants are not to replace Classified Professional staff.
Instructions: Please justify the need for your request. Discuss anticipated improvements in student learning and contribution to the Strategic Plan goal, safety, mandates, accreditation issues. Please cite any evidence or data to support your request. If this position is categorically funded, include and designate the funding source of new categorically-funded position where continuation is contingent upon available funding.
1.
Number of positions requested: __ 1.5
____
2.
If you are requesting more than one position, please rank order the positions.
Position
1.
Fiscal and Administrative Services
Technician (.05)
2.
Description
These positions provide essential technical accounting functions and administrative services in support of the college operations.
Back-up if the Regular employee was on leave.
3.
Rationale for your proposal.
We want to accomplish to have fast and accurate services to staff and students.
4.
Statements about the alignment with the strategic plan and program review are required. Indicate here any information from advisory committees or outside accreditation reviews that is pertinent to the proposal.
Our Chabot College Business Office/Accounting is shorthanded. We don’t have enough employees to run the Business office. We only have 2.5 FTE that’s included College
Administrative Services Officer (1FTE) and Fiscal and Administrative Services Technician
(1.5 FTE). If you compared to Las Positas College Business Office/Accounting. LPC have
4 fulltime employees which include College Administrative Services Officer (1FTE), Fiscal and Administrative Services Technician (2 FTE) and College Administrative Assistance
(1FTE)
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Audience: Administrators, Budget Committee, PRBC
Purpose: To request funding for supplies and service, and to guide the Budget Committee in allocation of funds.
Instructions: In the area below, please list both your current and requested budgets for categories 4000 and 5000 in priority order. Do NOT include conferences and travel, which are submitted on Appendix
M6. Justify your request and explain in detail any requested funds beyond those you received this year.
Please also look for opportunities to reduce spending, as funds are very limited.
Project or Items
Requested
2012-13 Budget
Requested Received 2013-14
Request
Rationale
$ $

Audience: Staff Development Committee, Administrators, Budget Committee, PRBC
Purpose: To request funding for conference attendance, and to guide the Budget and Staff Development
Committees in allocation of funds.
Instructions: Please list specific conferences/training programs, including specific information on the name of the conference and location. Note that the Staff Development Committee currently has no budget, so this data is primarily intended to identify areas of need that could perhaps be fulfilled on campus, and to establish a historical record of need. Your rationale should discuss student learning goals and/or connection to the Strategic Plan goal.
Conference/Training
Program
2013-14 Request Rationale
$
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Audience: Budget Committee, Technology Committee, Administrators
Purpose: To be read and responded to by Budget Committee and to inform priorities of the Technology
Committee.
Instructions: Please fill in the following as needed to justify your requests.
If you're requesting classroom technology, see http://www.chabotcollege.edu/audiovisual/Chabot%20College%20Standard.pdf
for the brands/model numbers that are our current standards. If requesting multiple pieces of equipment, please rank order those requests. Include shipping cost and taxes in your request.
Please note: Equipment requests are for equipment whose unit cost exceeds $200. Items which are less expensive should be requested as supplies. Software licenses should also be requested as supplies.
Project or Items
Requested
Requested
$
2012-13 Budget
Received
$
2013-14
Request
Rationale*
* Rationale should include discussion of impact on student learning, connection to our strategic plan goal, impact on student enrollment, safety improvements, whether the equipment is new or replacement, potential ongoing cost savings that the equipment may provide, ongoing costs of equipment maintenance, associated training costs, and any other relevant information that you believe the Budget Committee should consider.
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Audience: Facilities Committee, Administrators
Purpose: To be read and responded to by Facilities Committee.
Background: Following the completion of the 2012 Chabot College Facility Master Plan, the Facilities
Committee (FC) has begun the task of re-prioritizing Measure B Bond budgets to better align with current needs. The FC has identified approximately $18M in budgets to be used to meet capital improvement needs on the Chabot College campus. Discussion in the FC includes holding some funds for a year or two to be used as match if and when the State again funds capital projects, and to fund smaller projects that will directly assist our strategic goal. The FC has determined that although some of the college's greatest needs involving new facilities cannot be met with this limited amount of funding, there are many smaller pressing needs that could be addressed. The kinds of projects that can be legally funded with bond dollars include the "repairing, constructing, acquiring, equipping of classrooms, labs, sites and facilities."
Do NOT use this form for equipment or supply requests.
Instructions: Please fill in the following as needed to justify your requests.
If requesting more than one facilities project, please rank order your requests.
Brief Title of Request (Project Name):
Building/Location:
Description of the facility project. Please be as specific as possible.
What educational programs or institutional purposes does this equipment support?
Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to enhancing student learning?
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