Chabot College
Administrative Services Program
Review Report
Year One of
Program Review Cycle
Reprographics Center
Submitted on 7 November 2013
Prepared by Craig Shira
Table of Contents
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
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1. Who We Are
The Reprographics Center supports Chabot College by providing professional print
media services ranging from design to layout to printing to finishing and binding
quickly, economically, and with quality.
We produce and reproduce printed
instructional materials, institutional materials and paper work, marketing media
ranging from posters to brochures, and ease of use materials for the campus such
as signs and maps.
A college print shop is the steward of the college's printed identity, ensuring that
everything is uniform, polished, and represents the college in the best way possible.
We strive to ensure the professional appearance of Chabot College.
We support student learning by providing a service for faculty to easily produce
printed educational materials and by offering an economic solution to producing
print media for student projects (flyers for club events, posters for presentations,
books for student compendiums). We support staff by being on-site to quickly and
economically handle their printing needs.
Currently, the workload is divided amongst two full-time employees (Reprographics
System Technician II and Graphic Arts Technician III) and one part-time employee.
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2. Where We Are Now
We are maintaining our primary responsibility: providing print services to the
campus and the Bookstore while still being able to complete jobs related to our
specialty (machine maintenance, bindery, and graphics design/page layout). Our
large format printing and lamination jobs have increased steadily over the past
three years, our demand for color paper has reduced, and our demand for color
printing has increased. We are working in a considerably smaller workspace than
before, which brings advantages and disadvantages.
During the Spring 2013 trimester, the Administrative Services User Satisfaction
Survey reflected positively for the Reprographics Center. Of those polled, 83%
used our services and 99% were satisfied or very satisfied with our services (35%
satisfied and 64% very satisfied).
While we meet our primary goals, non-production related responsibilities including
clerical work (billing, filing) and administrative work (ordering supplies, writing
proposals) are slow to be completed. Ultimately, the emphasis on production
demand prevents these tasks from being completed in a timely manner. One goal
is to adjust our workflow to better handle these tasks.
We have instances where we are unable to provide our standard express copy
service due to staffing. Converting the part-time employee to a full time position or
having another part-time staff member will allow the department to offer better
coverage during peak hours and provide necessary coverage during vacations and
other personal leaves.
Of the four items requested at the end of the previous fiscal year (listed by priority:
cutting machine, tape binding machine, booklet maker, and e-submission system),
we are in the process of acquiring the job submission system (currently being
developed by Chabot I.T.), a new cutting machine, and the tape binding machine.
Our large format laminator is now showing signs of a problem and is being
diagnosed to see if it needs repairs, new parts, or total replacement.
In addition to replacing malfunctioning equipment, having new equipment will make
work more quick and efficient when staffing is reduced. An in-line booklet maker
for the Ricoh C651 EX would improve workflow and ergonomics. Currently, all color
booklets (pamphlets, newsletters, and programs) are printed, moved to a separate
machine, and then fed by hand one at a time. This process is time consuming and
repetitive. When purchasing the Ricoh C651 EX, a booklet maker was quoted, but
we did not have the funds to purchase it. We are also looking into other off-line
automated booklet makers to solve this issue but do not have any cost estimates.
Our current goals are to continue the high level of service that we provide, address
the imminent staffing change its impact on the workload, improve the printed
identity of Chabot, and adapt the capabilities of the Reprographics Center to meet
the changing demands of the college.
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3. The Difference We Hope to Make
As support to the Chabot College, the difference we hope to make is to provide the
resources for faculty to teach a varied community of people and to produce printed
materials for the college quickly, economically, and with quality. In order to meet
the demand of services upon which faculty and staff rely, we need to address our
staffing and equipment issues. Once these basics are taken care of, we can focus
on our other goals and new ideas.
In addition to simple copy services, we make a difference by meeting the demand
for specialty printed materials (we can produce large format printing, binding,
stickers, cards, postcards, posters). By handling these requests in-house, we can
handle the requests faster, usually cheaper, and, as part of the Chabot team, we
work to ensure the materials reflects positively on Chabot.
We often flag
design/layout issues submitted to us. Having a staff specialized in printing,
bindery, and graphic design means that we can handle these tasks so that others
don’t have to, saving them time, effort, resources, and ensuring a better quality
product.
The resources to meet this goal are the current staff levels, the equipment we
currently own to be working properly, and the supply budget we currently have.
We can see this goal being met by being able to produce these printed items. This
goal would be more efficient to achieve, with higher quality, with the addition of an
automated booklet maker.
We can help make a difference in student learning by seeing if we could incorporate
hands-on student learning in the Reprographics Center by collaborating with the
School of the Arts. This would not require any new equipment or resources but
would require us to budget time.
One final goal we have is to analyze what printing materials are being produced
outside of the college (the Chabot Spectator, student planners, tickets, security
paper for transcripts, diplomas) and work toward bringing them in-house. With the
correct equipment, in-house print shops produce materials at a lower cost than
outsourcing them. This might involve purchasing new equipment if the cost saved
is greater than the investment in the equipment and installation.
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Appendix A: Budget History and Impact
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
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?
We face needing to repair or replace our large format laminator, and its demand has increased over the
past three years. We have budgeted for certain repairs, but have not budgeted for its replacement.
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Appendix E: Proposal for New Initiatives (Complete for each new initiative)
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?
What is your specific goal and measurable outcome?
What is your action plan to achieve your goal?
Target
Required Budget (Split out
Completion personnel, supplies, other
Date
categories)
Activity (brief description)
How will you manage the personnel needs?
New Hires:
Faculty # of positions
Classified staff # of positions
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
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):
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:
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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: 2
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1. Reprographics System Technician II Operate and maintain print shop
equipment
2.
3. Rationale for your proposal.
Currently, we have two full-time employees and one part-time employee. Converting the part-time
employee to a full time position or having a second part-time employee will allow the department
better coverage during peak hours and provide necessary coverage during vacations and other personal
leaves.
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.
In order to provide the materials necessary for student learning and staff use, we need the staff to produce it.
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Appendix F5: Supplies & Services Requests [Acct. Category 4000 and 5000]
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
Ricoh
Kelly Paper
Unisource
Everclear Presentation
J. Snell
Eway/Staples
Stock images
2012-13 Budget
Requested Received
2013-14
Request
$75,000
$75,000
$45,000
$75,000
$45,000
$10,000
$4,000
$3,000
$10,000
$4,000
$3,000
$10,000
$5,000
$2,000
x
x
$200
$44,800
Rationale
Service for all copiers on campus
For all paper on campus
Alternate paper supply for campus
For all binding/lamination supplies
For repairs and services on equipment
To have quality images we are allowed
by copyright law to use when
designing for print media and to speed
up the design process so that all
content doesn’t have to be generated
from scratch
Appendix F6: Conference and Travel Requests [ Acct. Category 5000]
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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Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000]
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.
Project or Items
Requested
2012-13 Budget
Requested Received
2013-14
Request
Large Format Laminator
x
x
$5,500
Booklet Maker
$29,400
x
$29,400
Rationale*
A frequently used piece of equipment, it is not
functioning properly and we are diagnosing
the problem. We are budgeting for the event
we cannot repair it and we have to replace it.
This would improve workflow and ergonomics.
Currently, all color booklets are printed,
moved to a separate machine, and then fed
by hand one at a time to be folded and
stapled. This process is time consuming and
repetitive. Our current booklet maker was
intended for an operator to feed large
quantities of booklets by hand and the
repetition can lead to soreness. For a print
run of 500, it would take an operator 40
uninterrupted minutes without paper jams to
process the job. The new booklet maker also
has a "square-back" fold option that we do
not have. It makes the books produced in the
shop look more professional by giving the
book a flat spine, as opposed to a fold much
like one would get if folded by hand. We are
also looking into other automated booklet
maker options that will solve this problem.
* 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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Appendix F8: Facilities Requests
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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Chabot College
Administrative Services Program
Review Report
Year One of
Program Review Cycle
Business Office
Submitted on [11/13/13]
Billy delos Santos
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Table of Contents
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
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1. Who We Are
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
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.
1
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
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.
2
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
Code; arrange for college staffing in support of facility rentals and events; collect and
deposit of payments for facility rentals
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2. Where We Are Now
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.
4
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.
5
3. The Difference We Hope to Make
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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Appendix A: Budget History and Impact
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
3. How has your investment of the budget monies you did receive improved your Service Area
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.
N/A
4. 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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Appendix E: Proposal for New Initiatives (Complete for each new initiative)
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)
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
Develop as many electronic forms as possible.
(Expense Forms and Time Sheets and Deposit Receipts).
Target
Completion
Date
2013-2014
Required Budget (Split out
personnel, supplies, other
categories)
24K - personnel
2013-2014 N/A
2013-2014 N/A
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.
5. Number of positions requested: __1.5____
6. If you are requesting more than one position, please rank order the positions.
Position
Description
These positions provide essential technical
3. Fiscal and Administrative Services
accounting functions and administrative
Technician (.05)
services in support of the college
operations.
Back-up if the Regular employee was on
4. Student Assistant (1)
leave.
7. Rationale for your proposal.
We want to accomplish to have fast and accurate services to staff and students.
8. 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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Appendix F5: Supplies & Services Requests [Acct. Category 4000 and 5000]
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
Appendix F6: Conference and Travel Requests [ Acct. Category 5000]
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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Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000]
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
2012-13 Budget
Requested 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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Appendix F8: Facilities Requests
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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