Human Resources
Program and Services Planning and Review
October 2012
SECTION ONE
Purpose and Overview
The mission of Cabrillo College is to be a dynamic, diverse and responsive educational community dedicated
to helping all students achieve their academic, career and personal development goals.
The Human Resources department serves to recruit diverse, highly qualified faculty and staff to support and
ensure student success. The department supports an interactive and collaborative recruitment and selection
process; faculty and staff professional development; District-wide health and welfare benefit programs;
compensation and salary; interest-based labor relations and negotiations; and provides a comprehensive and
secure system for the maintenance of confidential District employment-related records.1
Administrative Unit Outcome: Services and Measurement
The Human Resources department has one Administrative Unit Outcome:
Present, past and potential Cabrillo College employees utilize Human Resources services to receive
equal employment opportunities and fair and equitable personnel services in support of high
quality teaching and learning.
The chart below outlines the specific services of the Human Resources (HR) department encapsulated in its
Administrative Unit Outcome (AUO) and the processes used to assess them.
District Recruitment Services:
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•
•
•
•
•
•
•
•
Assessment Measurables
Production/distribution/advertising/Web page posting
Process monitoring & compliance
Search Committee chair training
Search Committee consultation, support & assistance
Recruitment testing
Applicant interaction, communication & complaint
resolution
Applicant accommodations
Candidate reference checking
Applicant tracking & database maintenance
Job Fair participation
Records maintenance & archives
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•
•
•
•
•
•
•
•
Number of job openings2
Recruitment activity log3
Job recruitment announcements
Applicant tracking by source reports
MIS report data
Website hits
Recruitment process revisions based on
Search Committee chair survey
feedback and patron & applicant
feedback data
CA Community Colleges Registry data
Academic/Classified Staff Operations Services:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Employment transactions & employee
communications
Employee orientation & on-going support
Faculty minimum qualifications verification
Occupational Faculty Licensure verification
& update
Ed Code & Collective Bargaining Agreement
(CBA) administration & compliance
Annual Salary Placement Notification & adjustments
Faculty Length of Service Lists (maintenance &
update)
Faculty Service Areas (annual update & distribution)
Faculty Sabbatical List update
Governing Board agenda development/follow-up
agenda items
Payroll updates/reporting/audit
Performance evaluation coordination & processing
Classified employee seniority & longevity update
PERS/STRS system elections
Bilingual testing coordination & confirmation
Professional growth and staff development
coursework & CBA compliance
Datatel implementation, maintenance & update
Organizational chart updates
Substitute instructor processing & monitoring
MIS data compilation and reporting
Short term & substitute employment processing
Applicant reference checking
EDD Monthly Reporting (DE-34)
Work/employment verification
•
•
•
•
•
•
Assessment Measurables
Number of:
○ job openings
○ new hires, active and inactive
employees4
○ performance evals
○ salary placement forms
○ payroll updates
○ employment status change notices
○ verifications of employment
○ unemployment claims
Rate of licensure/TB compliance
CBA provisions for compliance
MIS reports
Professional growth awards
Classified employee longevity increments
Accreditation Support Services:
Accreditation Study, Planning, Participation
& Research for Standards 3A
• HR management and staff participation
on Accreditation Study Committees
• Self-study feedback
• Annual updates
• Mid-term report(s) participation
• Program Planning & Review (in progress)
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Administrative Services:
•
•
•
•
•
•
•
•
•
•
•
•
•
Assessment Measurables
Hiring, training, supervision, evaluation and
• Number of employees
professional development of HR Staff
• Number of policy & compliance updates
Policy development, update & implementation
• Budget planning, resource allocation &
Budget development & management
consolidation
HR, Payroll & Instruction – coordination of processes • Staff development workshops, attendance
In collaboration with Business Services staff,
& completion
implementation & maintenance of the Datatel Payroll • Accreditation study & compliance
module
requirements
HR staff and management professional development
• Annual College service awards/longevity
College management employee evaluation processes
increments
coordination
• Coordinate special events & awards
Development, update and revision of
conferred
confidential and management employees’ handbooks6
HR website development and update
Retiree mailing lists (update & maintenance)
Archived records maintenance
Consultants – identification & coordination of
projects
Coordination of special events (Classified
Appreciation Week, Annual Classified Staff
Appreciation Picnic, staff & faculty service awards)
Health & Welfare Benefits Administration Services:
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•
•
•
•
•
•
•
•
•
•
•
•
•
•
Benefit programs administration & coordination
Open Enrollment workshop coordination &
implementation
Employee program updates & information
dissemination
Employee orientations & exit appointments
FMLA & CFRA leave accounting
Employee voluntary deduction transactions
(insurance changes, union fees, tax shelter annuities)
Workers’ Comp claims processing & administration
Retirees’ benefits administration & support
(insurance, Medicare eligibility, loss of coverage)
COBRA program administration
Liaison with Third Party Benefit Administrators
Annual IPEDS reporting (Benefits)
Coordinate Health & Wellness, STRS/PERS, &
retirement workshops
Research, analysis & survey responses
Safety & ergonomic issues; budget & coordination
with consultants
STRS/PERS administration & compliance
Assessment Measurables
• Number of:
○
health & welfare benefit
programs7
○
new hires
○
employee benefit orientations
○
plan enrollments
○
separations and retirees
○
leaves of absence & FMLA
notices
○
Workers’ Compensation claims
• Event & workshop attendance
• Compliance & related training
• Injury & Illness Prevention Program
(IIPP) & Blood Borne Pathogen (BBP)
training improvements8
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Classification & Compensation Services:
•
•
•
•
•
•
•
Classification study & wage analysis
Salary & wage administration & salary schedules
update
Reorganization & classification studies
Job description development & update
District survey & compensation survey responses
Performance exam development, validation
& facilitation
Bilingual designations of classified positions
•
•
•
•
•
•
Number of salary survey requests &
responses9
Classification Study requests10
Number of new or revised job
descriptions11
Number of reports
Number of performance exercises
Number of bilingual PCNs
Compliance Services:
•
•
•
•
•
•
•
•
•
District policies/Administrative Regulations re: hiring
& employment
California Education Code
Title 5 of the Code of Regulations
CCEU/CCFT contract administration & compliance
(www.cabrillo.edu/associations/CCEU or CCFT/
contract.html
AR 5040 discrimination complaints – investigations,
processing & resolution
Statutory/legal requirements:
○
ADA and interactive process
○
Labor laws
○
Matters of health & safety (IIPP/BBP)
○
Criminal history clearance, records & compliance
○
TB tests
○
Licensure
○
I-9 processing
○
Social Security regulations
○
AB-1825 sexual harassment training
○
Hepatitis B program
○
Required Labor Law posting, monitoring &
updates
Employee and student subpoena processing
Temporary/Hourly and substitute program
Emergency planning and preparedness
○
Volunteer programs
Assessment Measurables
• Contractual, California Ed Code & Board
policy requirements
• Number of employees, student workers
& volunteers
• Number of criminal history clearance
requests/reports & subpoenas12
• Grievances & AR 5040 discrimination
complaints
• Labor Law updates
• Employer compliance w/health and
safety requirements
• IIPP/BBP activities
Labor Relations & Collective Bargaining Support Services:
•
•
•
•
•
Contracts administration, consultation & compliance •
Research & Development
Negotiation team participation & negotiations support •
Employee relations
Response to union requests
•
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Number of contractually required
transactions
Surveys from & to other community
colleges or public institutions
Number of grievances/employee
•
•
Grievance processing
Reduction in Force (RIF)/Layoff activities
○ Preparation of monthly Governing Board agenda
items
○ March/May/45-day notifications
○ Seniority list maintenance/review/inquiries
○ Faculty hearing facilitation/witnesses/legal counsel/
discovery process
○ Development & monitoring of reemployment lists
○ Coordination w/labor group representatives &
employees
• SB-90 accounting & reporting
•
•
Complaints
Reduction in force events/transactions &
activities
SB-90 time accounting & annual report
Union requests & responses
•
•
Legal Support Services:
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•
•
•
•
•
Research & consultation
•
Issue, coordination & case management
Coordinate employment-related hearings
•
Coordinate & respond to EEOC/DFEH/OCR
•
inquires & investigate complaints
Provide consultation, support & assistance
to District management regarding employment issues,
including but not limited to:
○ Evaluations
○ Professional Development
○ Progressive Discipline
○ Remediation
○ Suspension, Demotion & Dismissal
• Documentation & Records Maintenance
Assessment Measurables
Number of EEOC/DFEH/ OCR inquiries
& complaints13
Number of complaints
Number of informal and formal
resolutions
District Reporting Services (including but not limited to):
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MIS reporting (State Chancellor’s Office)
State Controller’s Office – government compensation
in California
Bureau of Labor & Statistics reports
Workers’ Compensation reports
CalOSHA 200
IPEDS Benefits report
EDD monthly report (DE-34)
Unemployment claims reporting/processing
Unemployment Insurance report
U.S. Census Bureau (E-6)
California Community College Employee
Insurance report
Integrated Postsecondary Education
Data System (IPEDS)
• Number of reports and research requests
responses
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•
•
•
•
•
•
Part-time Faculty Insurance Program report
Part-time Faculty Office Hours Program report
Recruitment/Diversity statistics
Provide research & response to requests
for employment-related data from labor and
employee groups, Governing Board, College officials
& other public agencies
Faculty and administrative data requests
Shared Governance/Committee/Community & Statewide Participation Support Services:
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Accreditation Study Committee – Standard 3A
Administrative Benefits Committee (ABC)
Administrative Council
Administrative Services management team
Cabrillo’s Incident Command Team
CCEU & CCFT Negotiations Teams
Classification Study Committee
Classified Staff Appreciation Picnic Committee
College Planning Council (CPC)
College-wide Staff Development Committee
CORE Committee
Crisis Intervention Committee
District Safety Committee
Drug & Alcohol Committee
Educational Master Plan groups
Emergency Preparedness Planning Committee
Health Benefits Committee
HR/Payroll Committee
Professional Growth Committee
Signature Review Task Force
Access to Employment Committee (Santa Cruz Job
Fair)
Chief Human Resources Officer (CHRO) Annual
Statewide Conference
•
•
•
Number of committees
Number of meetings attended by number
of participants
Number of activities & support services
resulting from participation
Human Resources Department AUO Assessment Results
The Cabrillo College Human Resources department regularly reviews internal processes and procedures in
order to assess its AUO, achieve department goals, ensure compliance and, most importantly, fulfill the
needs of the patrons served. Though the formal concept of AUO assessment is new to the Human Resources
department, the measurables listed above are regularly discussed and analyzed by the staff. In response to
the feedback, procedural modifications are made and the staff meets quarterly to review and assess
modifications related to feedback. Work assignments have been continually modified and functions
realigned as HR staff and HR management staffing reductions have continued since 2003. 14
Examples of process improvements and procedural modifications resulting from AUO measurables
assessment include, but are not limited to:
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Development and implementation of an online Google survey to solicit feedback from Search &
Selection Committee chairs
Streamlined and improved the Administrative/Managements Performance Evaluation Process (AR
2090)
Initiated improvements and efficiencies in the IIPP/BBP District training program. Further process
enhancements and improvements are in the works
Improved recruitment-related processes and procedures including, but not limited to, increased
electronic distribution of employment opportunity announcements, applicant notification and an
improved system for the applicant Waiver and Authorization to Release Personnel Information
In the future, HR staff will be reporting AUO assessment results on a standardized form (to be created by the
Student Learning Outcome (SLO) Coordinator in conjunction with the Vice President of Administrative
Services and all Administrative Service units). This form will capture the changes and improvements
suggested by the results that, in turn will become the themes that form the basis for HR’s program plans. At
the present time, this plan arises from themes suggested by the 2007 Cabrillo College Self-Study in support
of Reaffirmation of Accreditation, College Master Plan Strategies and the efforts the HR department has
made to address them over the past six years. (See below)
Human Resources Department Patrons and Services Provided:
The Human Resources department provides services and support to a variety of both internal and external
patrons. Below is a general summary of the types of functions performed for our various clients:
Internal Patrons (Faculty, staff and administrative personnel)
○ Employment regulatory compliance
○ Labor relations and collective bargaining support
○ Classified/academic employment transactions
○ Health & Welfare Benefits administration
○ Administrative Services and support
○ Classification and compensation-related activities
○ Legal research and consultation
○ Reporting
President’s Office
○ Policy &legal review and consultation
○ Administrative support
Complaints of grievances processing & response
○ Reporting
Governing Board
○ Policy & legal review and consultation
○ Reporting District employment transactions
○ Employment-related regulatory compliance
Labor groups
○ Collective Bargaining Agreements (CBA) compliance
○ Communication, reporting & support
Negotiations participation & support
○ Data collection and compilation
○ Reports
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Students
○ Regulatory Compliance (I-9 processing, criminal history clearance, etc.)
○ Complaint processing, investigations and resolution
External Patrons
Applicants
○ Customer service communication and interaction
○ Recruitment and Selection activities
○ Employment Regulatory compliance
○ Records processing, maintenance and retention
Retirees
○ Administrative services & support
○ Benefits administration and support
○ Communication & consultation
Volunteers
○ Compliance
○ Records processing and retention
Other public/private agencies
○ Reporting
○ Survey and information sharing
○ Subpoenas and public records requests
Located in the 900 Building, Human Resources receives a steady volume of visitors who are looking for
various College departments, services and general information. As a strategic partner in serving and
supporting the College mission, HR staff provides directions, maps, telephone directory information and
sometimes a “personal escort” to anyone who comes to the District Human Resources department looking
for assistance at the College.
SECTION TWO - Identification of Feedback Themes
As a result of the 2007 Cabrillo College Self-Study in Support of Reaffirmation of Accreditation, Human
Resources has made a sustained effort to enhance services in the following areas:
A. Search & Selection processes
B. Employee evaluation processes
C. Professional development
The program description, comment and evaluation sections below were extracted from the Self Study.
A. Search and Selection Processes
Hiring of new faculty and staff is governed by Board Policy and Administrative Regulations. The HR
department oversees all hiring processes and procedures in concert with the administrative regulations which
help ensure that consistency in the hiring process is maintained. Tenure track faculty hiring is overseen by
search and selection committees comprised of representatives from faculty and administration, as well as a
student representative. All job opportunities are advertised on Cabrillo’s Human Resources web page, along
with downloadable interest cards, application forms and application instructions. Jobs are advertised locally,
in national educational publications and relevant trade and/or professional journals. Job announcements are
distributed to other educational institutions and online recruitment sources.
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There are processes in place to ensure that qualified College personnel are employed. Applicants for faculty
positions must submit educational transcripts, proof of degrees conferred and letters of recommendation.
Applications are screened using a rubric agreed upon by search and selection committee members before the
screening process begins. Interview questions are carefully vetted to determine the depth and breadth of
knowledge of an applicant.
Interviews are conducted to further clarify the candidate’s strengths. Applicant qualifications are verified by
official documentation of education, work experience and, for faculty positions, teaching demonstrations
and/or presentations. For classified positions, written performance exercises and presentations may also be
required. Before hiring an applicant, confidential reference checks are conducted.
Comments (excerpt from 2007 Institutional Self-Study in Support of Reaffirmation of Accreditation):
“Hiring practices follow detailed regulations, from both district policy and state regulations. At times, the
necessity of following appropriate procedures results in what is perceived by some as an overly cumbersome
process. The Human Resources department works diligently to expedite all personnel matters, but remains
challenged to balance the often immediate staffing needs of the college with established policies that ensure
fairness and an open process for all applicants. The adoption of a more flexible and decentralized process for
hiring adjunct faculty has been one successful attempt to streamline the hiring process. Results from a
Planning & Research Office (PRO) survey among faculty in 2005 indicated general confidence in current
hiring practices, but suggested that hiring procedures could still be better explained to hiring committee
participants.”
In response to the PRO survey results, Human Resources staff developed Search and Selection Committee
Guidelines5 and posted online for access by Cabrillo College employees.
Program Enhancements (since the 2007 Self-Accreditation Study):
Developed and posted the Search and Selection Committee Guidelines.
Developed, implemented and respond regularly to a search and selection committee chair feedback survey
instrument.
Developed, implemented and response to “How Are We Doing?” customer service cards to solicit
feedback from applicants and employees
Enhanced online recruitment resources to further diversify and expand the pool of applicants
including:
○ Revised the optional applicant survey form as a means to better determine how applicants learn about
job openings
○ Instituted downloadable academic and support staff employment interest cards & revised them to
include an email address so recruitment announcements could be emailed rather than mailed—
resulting in savings to the District in duplication and postage costs
○ An employment link to other job opportunity resources, including, but not limited to:
 HERC (Higher Education Recruitment Consortium)
 Community College Jobs
 Higher Education Jobs
Implemented a “Go-Green” initiative to distribute District employment opportunities online to
campus personnel and various agencies.
Instituted streamlined electronic process for announcing District classified employee lateral transfer
opportunities.
Improved information delivery re: benefit-related updates to employees (e.g. email vs. hard copy)
In June 2006, Human Resources received recognition for its exceptional service and dedication to the
College with the Department of the Month Award
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In collaboration with Business Services staff, implemented the Datatel Payroll module
B. Employee Evaluation Processes
Every full-time and part-time College employee is evaluated through a formal written process. The
discussions between the employee and the evaluator are designed to promote excellent quality employees by
identifying areas for improvement or professional development. The outcome of the evaluation procedure
for all employees is the delivery of specific feedback designed to promote quality job performance.
Employees are given a copy of the written evaluation, with one copy being kept by the evaluator and one
copy placed on file with Human Resources in the personnel file. Timelines for follow-up evaluation
processes are defined in the two labor contracts. The evaluations are designed to provide a supportive
climate through which further evaluations can take place and targeted goals for improved performance can
be reassessed and achieved.
Comments (excerpt from 2007 Institutional Self-Study in Support of Reaffirmation of Accreditation)
“The College has made faculty assessment of student learning outcomes a component of every faculty
member’s evaluation process; however, there appears to be less confidence among managers and classified
staff regarding the usefulness of the evaluation process. Data suggests that there are widespread concerns,
especially among staff and managers, about the efficacy of the evaluation process as it relates to other
employee groups.”
Program Enhancements
Implemented and updated Administrative/Management Comprehensive Evaluation processes
and procedures.
In consultation and collaboration with CCFT leadership, updated faculty evaluation forms.
Added CCFT evaluation forms on line.
Updated Classified evaluation forms online.
C.
ProProfessional Development
Cabrillo College provides extensive opportunities for continued professional development for faculty, staff
and administrators. These opportunities include ongoing, individual technical support and instruction; onsite workshops offered during Flex Week and throughout the semester; and online reference, support and
training resources.
Program Enhancements (for the College)
Implemented online sexual harassment training for district administrative staff and developed a
systematic system to ensure training every two years.
Co-presented with the Business Office Cooperation, Consistency & Compliance, regarding payroll
and leave-accounting policies, procedures and practices for the District management team.
Added Blood Borne Pathogen (BBP) training as part of Flex Week and HR is currently in the process of
streamlining required California Labor Code safety training program components.
Developed and update regularly an online Master Calendar of activities to the HR Benefits webpage
regarding health and wellness workshops, health fairs, flu shots, and retirement planning meetings.
Enhanced cross-training and staff development activities amongst HR employees given continued HR
staff reductions.
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Program Enhancements (for HR staff)
The Human Resources department regularly participates in staff development activities in order to provide
services that optimally support College personnel. Therefore, all HR employees are encouraged to attend
training opportunities provided by both the College and external organizations to update their professional
knowledge and to keep current with best practices and changes in legislation, laws and regulations.15
Human Resources Program Planning Goals
Explore & pursue, using the Datatel Communication Module, to communicate and track compliance
requirements (e.g. IIPP safety training, TB testing, licensure, etc.).
Continue to work with the Information Technology department to enhance and update the HR web page.
Continue to promote HR system improvements, including workflows, processes and procedures for
efficiency and cost savings.
Serve to support and advance training opportunities that address effective management practices, EEO,
sexual harassment, performance evaluation and other topics as identified.
Research feasibility & complexity (cost vs. benefits) of implementing & maintaining an online District
employment application screening process.
_____________________________
See Tab Cover Sheet for the individual reports, surveys, charts, notes, etc., as footnoted in the Program and
Services Planning and Review Report.
Compiled September/October 2012
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