Peralta Community College District
Annual District Service Area Review 2010-2011
Overview
Date Submitted:
Service Area:
Supervising Manager:
04-11-2011
Educational Services
Dr. Debbie Budd
Table of Contents
I.
MISSION STATEMENT
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II.
ORGANIZATIONAL CHART
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III.
MANAGEMENT POSITIONS - SUMMARY OF RESPONSIBILITIES
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IV.
STAFF POSITIONS - SUMMARY OF RESPONSIBILITIES
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V.
ACCOMPLISHMENTS 2010-11
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VI.
EVIDENCE – DOCUMENTATION SUPPORTING ACCOMPLISHMENTS
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VII.
GOALS 2011-12
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1
I. Mission Statement
The mission of the Office of Educational Services is to assist the Peralta Colleges in providing high quality postsecondary
education to its students. This includes:
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Helping colleges with enrollment and budget planning.
Oversight of district-wide, shared governance committees.
Oversight of IT operations, including the PeopleSoft Enterprise System.
Grants management.
Oversight of Tech Prep project.
Coordination of and assistance with accreditation efforts.
Institutional Research for planning and reporting.
Website development, maintenance, and updating for district service areas.
Oversight of distance education.
Providing faculty and staff professional development activities.
District liaison with schools and government entities.
Support of district-wide curriculum efforts.
Management of the Faculty Diversity Internship Program.
Oversight of the Tenure Review and Faculty Evaluation processes.
Negotiation of the annual Academic Calendar
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II.
Organizational Chart
Vice Chancellor
Educational Services
Associate Vice
Chancellor Academic
Affairs
Associate Vice
Chancellor Info.
Technology
Institutional Research
Curriculum and
Systems
Technology Analyst
Research Data
Specialist
Research and
Systems Technology
Analyst
Staff Assistant
BI Architect
(Contractor)
DE
Coordinators
Executive
Assistant
Staff Services
Specialist Grants Special
Projects
Faculty Assisting
Accreditation
District Staff
Development
Officer
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Staff Assistant
Tech Prep
Coordinator
Tech Prep
Staff Asst.
Faculty Diversity
Internship
Coordinator
Director of
Enterprise
Services
IT Staff
III. Management Positions - Summary of Responsibilities
Vice Chancellor of Educational Services (Dr. Debbie Budd)
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Serves as Chief Academic Officer of the District and coordinates the educational services of the District.
Exercises oversight of the academic divisions of the District Administrative Center
Provides overall leadership to the District in curriculum planning and development, including new programs,
coursework and distance learning, and the implementation and coordination of the instructional and student
support programs of the District.
Oversees activities of Office of Educational Services as detailed in Mission Statement.
Oversees PBI processes (district-wide shared governance committee structure)
Oversees Peralta accreditation efforts
Maintains the instructional program inventory and monitors the instructional programs of the District.
Develops and manages the budget for the Office of the Vice Chancellor for Educational Services.
Provides district-level coordination and oversight for the educational master planning process and
implementation.
Provides district-level coordination and oversight for program review
Oversees district professional development day activities and the District Professional Development Officer.
Provides district-level oversight for economic/workforce development related to educational services at the
colleges.
Coordinates district and college level grant development opportunities
Provides administrative oversight for the District’s Tenure Review and faculty evaluation processes.
Monitors and reviews Faculty Service Areas in coordination with the District Academic Senate.
Provides oversight of the Faculty Diversity Internship Program (FDIP)
Provides oversight of the Faculty Column Advancement Committee.
Interprets and ensures compliance with federal and state statutes and regulations, the rules and policies of the
Board of Trustees and the administrative directives of the Chancellor as they affect educational and student
support services in the District.
Supervises the completion of reports as necessary or appropriate for federal, state and local agencies including
various reports and data submissions required by the State Chancellor’s Office for California Community
Colleges.
Supports the Chancellor and the District Negotiator in collective bargaining activities with the faculty and staff,
and ensures compliance with contracts on an on-going basis.
Recommends to the Chancellor necessary changes in organizational and operating policies and procedures to
improve the operations of the District.
Reviews legislation affecting the academic affairs of the District and advises the Chancellor and the Board of
Trustees.
Serves on the Chancellor’s Executive Staff and on District committees; attends meetings of the Board of
Trustees.
Oversees the district-wide Educational Master Planning process. Chairs other district-wide committees, as
appropriate.
Presides over district-wide Vice Presidents’ and Deans’ meetings
Leads PeopleSoft Resolution Team meetings
Member of Chancellor’s Senior Management Team
Acts in the absence of the Chancellor as directed.
Associate Vice Chancellor of Academic Affairs (Dr. Mike Orkin)
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Oversees Office of Institutional Research. Responsible for analysis, delivery and presentation of data and
research results for planning and reporting purposes.
Generation of reports and statistical analyses that inform management, faculty, staff, government agencies, and
the general public, about Peralta’s academic programs, students, personnel, and services. Includes ARCC,
Peralta Facts, Student Performance Indicators, etc. See http://eperalta.org/wp/indev
Manages Business Intelligence (BI) Tool, used to query a data warehouse populated by Peralta PeopleSoft
data. The BI tool provides dashboards, refreshed daily, along with an interactive query tool that researchers use
to generate data and provide reports to college stakeholders.
Oversees website development, maintenance, and updating for Ed Services activities, district-wide committees,
and service areas.
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Serves as the District liaison for research purposes to colleges and government agencies.
Helps prepare, disseminate, and analyze district-wide and college-wide surveys for research and informationgathering purposes.
Conducts validation studies for assessment tests
Chair of District Technology Committee
Oversees Peralta Distance Education, including Distance Education Coordinators
Associate Vice Chancellor IT (Minh Lam)
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See IT Service Area Review
Director of Enterprise Services (Dr. Anthony Hale)
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See IT Service Area Review
IV. Staff Positions - Summary of Responsibilities
Executive Assistant (Pat Jameson)
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Provide Executive Assistance to Vice Chancellor, Ed. Services
Budget development and management, including payment of invoices to the VC of Ed Services
Coordinates the tenure review process and faculty evaluations
Revise/update the Faculty Evaluation Policies & Procedures Handbook and Appendices
Prepare Board Meeting memos & documentation for matters taken for Board Approval
Conduct research on issues involved in PFT contract negotiations affecting tenure review
Plan, organize and help host the annual New Faculty Reception each Spring
Prepare agendas for and take minutes at monthly PBI District Ed Committee Meetings
Prepare agendas for and take minutes at monthly Vice Presidents’ & Deans’ Meetings
Maintain master record of all vacant faculty positions, requests to advertise, and tenure track faculty
Maintain master Sabbatical Leave list and records
Staff Assistant (Ann Childress)
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Organizing, logging, tracking, & maintaining records on all student evaluations of instructors
Processing student evaluations into reports via Scantron machine; troubleshooting Scantron machine
Organizing & coordinating management, faculty & staff meetings for Ed. Services Dept., including notices,
production of materials & servicing re set up & food/refreshments.
Processing & maintaining records for all PCCD Children’ Centers, including staff & coordinator attendance,
reports, contracts, bulletins.
Staff Services Specialist/Grants & Special Projects (Carmen Fairley)
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Oversee $22,000,000 portfolio of competitive grants and projects.
Review grant proposals, contract education and other funding as it pertains to categorical funding.
Serve as liaison with external and internal auditors; make recommendation in response to audit
findings.
Project Director of VTEA Project -- manage the application, claim & reporting process for VTEA. Set
up budgets and prepare documents for allocation of VTEA funds to the Colleges district-wide.
Prepare and submit quarterly and final VTEA and Tech Prep online reports and program plans and
certification.
Coordinate and prepare budgets for DSP& S, Tech-prep, CalWORKs, and Matriculation based on
District formulas.
Coordinate the application and claim process for contract education and various special projects.
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Coordinate in-service training and consultation to special projects concerning project management
and District procedures regarding administration of grants.
Conduct research and website searches for possible sources of grants/funding applicable to Peralta
Colleges.
Review all RFA’s for applicability to Peralta Colleges’ program needs; secure grant writers when
necessary.
Monitor all expenditures and use of funds received via grants, special projects, and categorical
funding sources.
Write, review and process Memorandum of Understanding (MOU) and Independent Contractors’
contracts hired for special projects.
Assist project directors and managers with interpretation and use of budgets to assure fiscal control
and compliance with grant and contract regulations.
Review and approve Personnel Action Forms for Staff Hired under Special Projects
Associate Vice Chancellor of IT (Minh Lam)
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See IT Annual Service Area Review
Director of Enterprise Services (Dr. Anthony Hale)
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See IT Annual Service Area Review
Curriculum & Systems Technology Analyst (Sheryl Queen)
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Responsible for the District’s course system (course catalog). Reviews and processes all new
course/program approval and course change requests for submission to CIPD, Board of Trustees,
and Chancellor’s Office in accordance with district and state regulations. Maintains the district’s
Uniform Course Numbering (UCN) system, assigning appropriate course numbers as necessary.
Maintains Master Course File with the chancellor’s office through the Curriculum Inventory system.
This information is used to validate MIS submissions of courses, sections and students.
Provide functional expertise to college schedulers and Vice Presidents of Instruction in preparing
class schedules. This includes troubleshooting scheduling, faculty load, pro-rata problems and
developing processes to accommodate the unique and flexible practices scheduling of the colleges.
Work closely with colleges and IT staff to review, troubleshoot and correct MIS data submissions for
various areas including DSPS, EOPS, CalWORKs, course, section, and instructor assignments.
Work with various users and groups to determine system needs and to coordinate application
changes across functions. Develop functional specifications and test plans and scripts for testing
changes across all impacted areas. Work with other SA functional leads and IT to ensure proposed
process and related system changes are properly implemented, taking into account possible impacts
in various areas.
Analyze current systems, define and propose new or enhanced system functionality; test and
maintain updates, patches and fixes; develop and maintain process documentation and procedures.
Define security profiles for SA system and help coordinate the administration of user security with IT.
Troubleshoot security problems with end users and setup/correct Secure Student Administration
security as needed.
Research and Systems Technology Analyst (Jo Ann Phillips)
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PeopleSoft: Provide expertise on PeopleSoft Data elements.
PeopleSoft functional: Provide advice and backup to other functionals in the SA team. Help research problems
that arise.
Research: Write, run and test research queries, BI programs to answer requests. Work on BI in recommending
strategies, testing for accurate data, assisting with design Research Solutions.
Provide ad hoc data as requested.
Projects: Work with IT and A&R to build academic and progress probation program—in top 5 of PRT log
priorities.
Work with IT and A&R to build “gpa queries”—in top 5 of PRT log priorities.
SARS positive attendance hours load to PeopleSoft. SARS counselor contact load to PeopleSoft.
Data Submissions: Ensure MIS is submitted as accurately as possible. Worked with IT to fix MIS submission
programs if needed.
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Work to fix outstanding issues from the PeopleSoft SA implementation.
Committees: District Matriculation Committee, PRT, DTC, PAT
Research Data Specialist (Hui Zhang)
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Research: Write, run and test research queries, BI programs to answer requests; BI user’s Guide;
Work on BI in recommending strategies, testing for accurate data, assisting with design Research Solutions.
Provide ad hoc data as requested: 2010 Basic Skills Assessment Survey; MLA Language Enrollment Request;
Longitudinal tracking and studies of student cohort s; Annual Trend Baseline Data; ARCC PowerPoint data
validation; Degree and certificate counts by subject
Data for grant application and monitoring
Update website: Enrollment, demographics, Awards and transfers;
PCCD recovery plan data verification;
Program review data support; Success rates comparisons
IPEDS data submission support; PCCD profile
Tech Prep Coordinator (Denise Jennings)
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Coordinates CTE program activities that link Peralta Colleges, high schools, ROPs, community-based
organizations and business and industry partners
Manages articulation efforts between local high schools and Peralta Colleges’ CTE programs
Supports high-school and community college curriculum development
Develops, administers, monitors and analyzes program budget and expenditures
Prepares and submits reports and records concerning program activities and expenditures
Develops program proposals for funding
Coordinates in-service training for participating community college and secondary faculty
Creates marketing materials and develops website content
Plans and implements high school outreach activities for Tech Prep students
Coordinates the work of consultants on the project
Develops partnerships with business and industry
Works on special categorically-funded projects
Performs other related duties as assigned
Tech Prep Staff Assistant (Laura Leon-Maurice)
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Assists the Coordinator/Tech Prep in planning and implementing high school outreach activities
Types a variety of correspondence, memoranda, reports, charts, presentations and other materials
Works with Peralta MIS data screens to track students and ensure that articulated credit is awarded and
prepares statistical reports on data collected
Arranges travel for academic staff by developing itineraries, securing information from conference sponsors.
Maintains and updates multiple databases of faculty, administrators, industry partners and students
Creates flyers and brochures for staff development and related events
Maintains a variety of administrative and fiscal records, prepares budget transfers; makes travel arrangements
and processes requisitions and invoices
Maintains files of all special projects, grants, committee records and reports produced by the office
Transmits correspondence, memos and other documents to teachers, faculty and site coordinators
Prepares agenda reports for Peralta Board of Trustees’ meetings
Staff Assistant (Bao Yang)
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Maintaining and developing Accreditation website, Educational Services website, institutional research website,
PeopleSoft Resolution Team website, Planning Budgeting integration website, and other district service area
websites
Paying invoices and ordering supplies
Preparing spreadsheets and checking budget codes
Arranging for equipment maintenance
Tracking budget expenditures
Answering general questions and referring to appropriate staff
Assembles accreditation, PBI, Board Meeting binders and materials for Vice Chancellor Ed Services
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Assembles copies of Board Agenda Reports and other background material for Board Agendas
Prepares/assembles documentation for meetings
Serving as receptionist at front desk and assisting visitors
District Staff Development Officer/District Technology Trainer (Alexis Alexander)
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Attend all meetings of the staff development committees
Oversee all College Flex (Professional Day) Activities, including registration, room assignments, equipment
availability, designating facilitator, evaluations, and the receiving of Professional Development credit.
Communicate with the College community on a regular, on-going basis in order to discuss, refine, and update
the Professional Development Committees funding goals and priorities;
Communicate, on a regular basis, with all employees of the District to keep them informed about Professional
Development activities, opportunities, issues, funds, etc.;
Review all requests for Individual Project Professional Development credit;
Maintain and update the online Staff development worksheets
Develop a professional development library and resource center;
Bring new techniques, information, skills, and technology to the college, including the identification of special
themes and topics to be explored;
Conduct training in online teaching, including the use of Moodle
Offer trainings in various types of technology such as Web 2.0 applications for education, Microsoft Office and
Passport
Provide orientation to technology for new hires
Create training materials in the form of videos or handouts on new tools as they are made available to faculty
and staff ( the waitlist, BI tools, Passport)
Work with other staff in Ed Services to coordinate and plan training for faculty
Create surveys and other feedback tools for faculty and staff
Create a training schedule to meet the current needs of faculty and conduct ongoing trainings
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Faculty Accreditation Support .5 FTE (Joseph Bielanski)
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Assist in writing an accreditation report every 6 months, addressing district-level recommendations
Assist in collecting evidence documents for accreditation reports
Assist in the coordination of the PeopleSoft Resolution Team and collecting necessary documents
Assist in review of pertinent board policies for update and revision and addressing administrative procedures
Assist in facilitating the Planning and Budgeting Council - which in part responds to an accreditation
recommendation
BI Architect and ETL Developer – Consultant (Sriram Batteneni)
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Overall responsibility for assessing requirements and defining the strategy, technical architecture,
implementation plan, and delivery of data warehouse.
Support overall data functionalities and requirements.
Maintaining data quality and data integrity.
Development, maintenance, and production support of OBI Tool.
Accomplishments 2010-11
Accreditation
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Coordinated all accreditation efforts districtwide
Worked with college administrators and faculty to prepare for 2010-11 accreditation visits.
Prepared accreditation follow-up report.
Developed accreditation website.
Archived accreditation documents and posted on accreditation website.
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District-Wide Shared Governance and Administrative Committees
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Oversaw and led the Districtwide Planning Budget and Integration (PBI) Education Committee
Oversaw and participated in Districtwide PBI Committees: Technology, Facilities, Education, Planning and
Budget Council.
Oversaw and participated in PRT (PeopleSoft Resolution Team)
Oversaw Deans’ and VP’s meetings
Institutional Research
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Prepared research reports and provided data for enrollment planning to college administrators, faculty and staff.
Submitted data reports to state, including MIS, ARCC, etc.
Provided data for grant support, including Title III, Gateway to College, NSF.
Increased functionality and capability of BI tool: Added new dashboards, queries, variables. Provided faculty
login for dashboard accessibility. Developed interactive query tool for simple queries.
Updated PeopleSoft Functionality Survey.
Developed websites (see below)
Did validation study for Compass Math Assessment Exam
Worked with IT and A&R to build academic and progress probation program—in top 5 of PRT log priorities.
Worked with IT and A&R to build “gpa queries”—in top 5 of PRT log priorities.
SARS positive attendance hours loaded to PeopleSoft. SARS counselor contact load to PeopleSoft.
Data Submissions: Ensure MIS was submitted as accurately as possible.
Worked to fix outstanding issues from the PeopleSoft SA implementation.
Curriculum and Systems Analysis
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Maintained Master Course File with the chancellor’s office through the Curriculum Inventory system
to validate MIS.
Provided functional expertise to college schedulers and Vice Presidents of Instruction in preparing
class schedules, including troubleshooting scheduling, faculty load, prorata problems and developing
processes to accommodate flexible scheduling.
Worked closely with colleges and IT staff to review, troubleshoot and correct MIS data submissions
for various areas including DSPS, EOPS, CalWORKs, course, section, and instructor assignments.
Websites
Developed websites for Ed Services, district-wide committees, and other areas, including:
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Ed Services: http://eperalta.org/wp/educationalservices
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Institutional Research: http://eperalta.org/wp/indev
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Accreditation: http://eperalta.org/wp/accreditation
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Planning and Budget Integration: http://eperalta.org/wp/pbi
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PeopleSoft Review Team: http://eperalta.org/wp/prt
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Chancellor’s Ad Hoc Committee: http://eperalta.org/wp/cahc
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Information Technology: http://eperalta.org/wp/it
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Tech Prep: http://eperalta.org/wp/tech-prep
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Career Technical Education: http://eperalta.org/wp/cte
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District Academic Senate: http://eperalta.org/wp/das
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Strategic Plan: http://eperalta.org/wp/strategicplan
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Student Health Services: http://eperalta.org/wp/studenths
Grants and Special Projects
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Managed $22,000,000 portfolio of competitive grants and projects.
Reviewed grant proposals, contract education and other funding as pertains to categorical funding.
Served as liaison with external and internal auditors; made recommendation in response to audit
findings.
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Directed VTEA Project -- managed the application, claim & reporting process for VTEA. Set up
budgets and prepare documents for allocation of VTEA funds to the Colleges district-wide. Prepared
and submitted quarterly and final VTEA and Tech Prep online reports and program plans and
certification.
Coordinated and prepared budgets for DSP& S, Tech-prep, CalWORKs, and Matriculation based on
District formulas.
Coordinated application and claim process for contract education and various special projects.
Coordinated in-service training and consultation to special projects concerning project management
and District procedures regarding administration of grants.
Tech Prep
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Coordinated activities and efforts of the Peralta Community College District Tech Prep Educational Consortium.
Supported curriculum development, articulation, and worked with Tech Prep vocational programs on campuses.
Managed articulation efforts between local high schools and Peralta Colleges’ vocational.
Coordinated in-service training for participating community college and secondary faculty.
Coordinated CTE efforts and events.
Maintained and updated multiple databases of faculty, administrators, industry partners and students.
Faculty and Staff Professional Development
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Provided training for Moodle, PeopleSoft, BI tool.
Developed instructional videos for software and online activities.
Offered trainings in various types of technology such as Web 2.0 applications for education, Microsoft Office
and Passport
Provided orientation to technology for new hires
Created training materials in the form of videos and handouts on new tools
Worked with other staff in Ed Services to coordinate and plan training for faculty
Created a training schedule to meet the current needs of faculty and conduct ongoing trainings
Tenure Review and Faculty Evaluation
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Coordinated the tenure review process and faculty evaluations
Revised/updated the Faculty Evaluation Policies & Procedures Handbook and Appendices
Prepared memos for VC-ES, VC-HR , General Counsel, and Chancellor on issues affecting tenure review
Prepared annual Tenure Review Recommendation Lists for Chancellor & Board Approval
Prepared annual Tenure Review Stipend lists, memos, budget transfers
Organized & processed all student evaluations of instructors
Logged, tracked & maintained files/records on all student evaluation of instructors for all PCCD Faculty
Negotiations with Peralta Faculty
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Negotiated procedures and forms re tenure review and faculty evaluations
Negotiated the annual Academic Calendar
Distance Education
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Supervised distance education efforts at the colleges.
Held meetings with DE coordinators to coordinate distance education activities.
Helped supervise Moodle course management software used for distance education courses.
Child Care Centers
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Processed & maintained records for all PCCD Children’ Centers, including staff & coordinator attendance,
reports, contracts, bulletins.
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VI. Evidence – Documentation Supporting
Accomplishments
Websites
Educational Services accomplishments are documented and posted on appropriate websites:
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Ed Services: http://eperalta.org/wp/educationalservices
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Institutional Research: http://eperalta.org/wp/indev
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Accreditation: http://eperalta.org/wp/accreditation
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Planning and Budget Integration: http://eperalta.org/wp/pbi
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PeopleSoft Review Team: http://eperalta.org/wp/prt
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Tech Prep: http://eperalta.org/wp/tech-prep
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Strategic Plan: http://eperalta.org/wp/strategicplan
PBI Committee Binders
Educational Services accomplishments are documented and included in respective binders:
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Districtwide Planning & Budgeting Council
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Districtwide Education Committee
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Districtwide Technology Committee
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Districtwide Facilities Committee
Handbooks, Reports and other Publications
Educational Services accomplishments are documented and included in various handbooks, reports and other
publications:
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Faculty Evaluations Policies & Procedures Handbook
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Accreditation Reports
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Reports on all grants and special projects
VII. Goals 2011-12
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Maintain and improve same services as 2010-11.
Improve efficiency of PBI structure and committees.
Increase functionality and access of BI tool.
Obtain further input from stakeholders in the form of surveys and shared governance
Consolidate district website structure.; launch new Peralta home page and supporting pages.
Secure new program funding through grants and MOUs
Streamline and improve grants and special projects oversight.
Develop new articulation agreements
Develop new partnerships and funding opportunities involving fee-based and contract education.
Document and enhance institutional research processes.
Develop new distance education technologies and initiatives.
Assist in improving PeopleSoft functionality.
Continue working on accreditation issues.
Submit ARCC, MIS, IPEDS, and other state data reports on time.
Negotiate the Academic Calendar for 2012-13
Negotiate new streamlined administrative procedures for tenure review and faculty evaluations
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