Student Success Leadership Group
Wednesday, January 30, 2013
8:30am - 10:00am
SS 104 Advising Conference Room
Present: Utpal Goswami, Keith Snow-Flamer, Joe Hash, Cheryl Tucker, Rachel Anderson, Trish
Blair, Lynn Thiesen, Anita Janis-phone, Jeff Cummings, MaryGrace McGovern, Crislyn Parkernotes
1. Workload Issues Recommendations
 Lynn Thiesen brought forth for discussion a recommendation from the January 18 Reorganization Gap meeting of deans, directors and managers, of closing some offices on
Fridays, to allow back-office processes to be completed, reduce workload issues and
stress due to furloughs, vacations and sick employees. There is not enough staff to keep
the current hours and complete back office work. Historically, Friday is the least busy
day.
 Advising and Special programs are experiencing the same issue. Also, legally the same
services must be available at the sites, and suggested the only way to meet regulations is
to this online.
 It was recommended changing hours as soon as possible, use all available resources to
inform students, faculty and staff. This cannot be done without cabinet approval and the
resources in place to inform the district.
 Crislyn will coordinate a meeting with Lynn, Cheryl, Sheila and the AOAs to provide a
briefing of answers, including what service students can get online.
 Suggestions that need more discussion:
o Utilize the web more; have each area review processes that can be added and/or
improved on the web.
o Cross training: short and long term possibilities, training.
o Training staff on how to ask the right questions.
o Quick FAQ sheet
o Joe will look at 4/10 advisors
o Identify one person and set up phone line give info on how to access all
o Utilize Daniel Fiori’s skills to set up technical efficiency-if possible
o Video clips explaining processes, using Tegrity
 An Ad hoc group is already looking at the new processes from a student perspective, to
increase efficiency
 Regarding staff and burnout, it was suggested getting staff away from their desks during
lunch. The Athletic conference is available, complete with frige and microwave.
Administrators should encourage staff to leave.
 Clean up web-site. Keith will meet with Administrative services, as they have many of
the same issues with workload and service window hours.
2. Reorganization - Progress on Reorganization Timeline
 The re-organization is on track: Office moves begin Thursday and will occur over the
next few weeks. Job descriptions are nearly complete and submitted to HR.
 Discussion on how to communicate to (specifically) faculty regarding DE technology
problems, and all groups (generally) regarding changes.
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Areas will send Crislyn a list of who is moving and when, to inform Garry Patrick and
Jose Ramirez. It is noted some tickets have already been submitted. Phone changes will
not be made until next week.
There are questions on district-wide budgeting, whether one person in each area be
designated to submit work request tickets, and how will ADA requirements be confirmed
for purchasing. Keith will meet with Administrative Services to discuss these issues.
A suggestion that for the next 30 days, designate one central area/person to handle
questions and for complaints.
Surveys will be sent out at noon Friday, 2/1/13, to faculty & staff about re-organization
disruptions. A discussion will occur after results received.
3. Summer Schedule Development
 Summer schedules due to Tiffany by 2/14. Previous discussion was to review patterns
and determine scheduling based on needs, but Rachel looked at the best enrolled classes
over summer historically. There is concern with KT summer scheduling, the MOU and
schedule timelines. The fall schedule is due in March.
4. Academic Building Moves
 Moved to a future meeting
5. Progress on 2012-13 Annual Plan Initiatives
 Moved to a future meeting
6. Budget
 Moved to a future meeting
7. Program Review Update
 Forwarding 18 faculty requests to the 2/9/13 FPC meeting.
 Parsing elements of current reviews to program review committee member to speed up
the process. The goal is to evaluate 6 reviews each meeting. The PRC will complete the
executive summary at the end of April.
 Already noted that the linkage between planning and resources is not done clearly and
some areas are not reviewing district-wide.
 Resource requests will be moved to a spreadsheet from the program reviews and
submitted to the prioritization committees. Smaller dollar requests go to Dean’s for
bundling or determination. This should be completed by mid-February.
8. Other/Future Agenda Items
 IEC January 23 regular meeting was moved to Feb 6th at the request of President Smith.
IEC will meet on February 6, then the fourth Wednesday as scheduled.
 Student Success Leadership Group will meet weekly for an hour until the reorganization
problems are settled.
Adjourn
Next meeting: Wednesday, February 6, 8:30am for one hour.