Administrative Services Staff Meeting
October 12, 2004
PRESENT:
_x_Rocky Bonura _x_Bob Gann _x_David Miller _x_Marcy Wade
_x_Mike D’Amico _x_Vic Hanson ___Andy Nasatir _x_Satish Warrier
___Janice Ely _x_Alex Kelley ___Lynnda Nelson
_x_Pam Fees _x_Donna Manno _x_Allene Quarles
Minutes: The minutes of September 28 were approved with the following change:
Under Accreditation (second bullet): Change to: “survey helped identify objectives for
Q-Builder”…
SWACC Campus Review: The SWACC campus review is scheduled for next Monday and
Tuesday. There was discussion about how to prevent employees from blocking electrical panel access areas with boxes and other storage items.
Program Review/Accreditation: Donna reported that the Accreditation Committee is meeting every other week in an effort to make sure the update report is ready for the March deadline. She noted that the committee feels the survey is a key piece, but more is needed. She distributed draft copies of an Administrative Services Program Review document created using what she got from
SCA as a shell document. The Accreditation Committee has pretty much agreed that this can be an institutional model for the program review process. It includes:
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Determining what our functions are and how well we doing those functions.
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Establishing a review cycle (3 or 4 years). Information needs to be tracked on a yearly basis so that the data will be available when the cycle comes up.
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Initial Planning - Donna felt that she and a few other volunteers could get the process started.
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Program Review should include an overview, program data (already done with the survey), program requirements and recommendations. Those involved in the process should include managers, supervisors and some staff members from each area. The AS managers requested sample copies of what the other two areas have done.
Alex noted that the required information is already available in various reports and formats; all that is needed is someone to gather it together into an acceptable format for program review. It was noted that Institutional Effectiveness or Research Offices usually handle requests like this; however, ECC can’t provide this function due to the hiring freeze and the policy of management by attrition. Donna will continue researching what other colleges are doing in this area.
Quarterly Q-Builder Reports: As a follow up to Pat’s inquiry about how to update Q-Builder reports, it was noted that all files are currently available for anyone to access; however, some files appear to be corrupted. Donna reported on her discovery that the college has not been working from the latest version of Q-Builder and gave Alex a CD said to contain the newest version. Alex explained that ITS was not involved in the original installation of the Q-Builder program; it merely gave Steve Fasteau and Mike Wilson the space they requested on the server, and they took it from there. Alex’s analysis of the CD from Donna indicated that it was not XP

compliant, which meant it could cause system problems. He requested the original CD (not a copy) and the newest installation manuals to review before any decision is made on whether or not it can be installed without compromising the system, especially in light of the recent problems the college has experienced with spam, viruses, etc. He stressed that XP provides necessary security, and the Q-Builder providers need to update themselves to comply with XP, not try to get around it. Vic asked if someone from ITS could call Doug from Q-Builder and explain to them that they need to become XP compliant. Alex expressed concern about an ongoing problem with offices buying software programs without consulting ITS and then expecting
ITS to make them work. Donna will talk to Doug and Vic will share this information with the vice presidents.
Class B License Training: As of January 1, 2005, anyone driving a 15-passenger van has to have a Class B license. ECC has four of these vans, which can be dangerous and have been known to roll over. Scheduling for these vans is done through HSA, and students are not allowed to drive them. Rocky has asked Valerie to set up a meeting with the parties involved to discuss options, which include getting rid of the vans, trading them in for smaller vans, or renting vans as needed.
Mike will research the requirements for the Class B license before the meeting.
Committee Reports/Division Issues
 Rocky Bonura: The SWACC inspection is scheduled for Monday and Tuesday.
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Alex Kelley
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Satish will be attending the next 3CDUG meeting. ECC will host it in February.
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In an effort to facilitate the changeover, Alex asked that the Infonet should now be referred to as the Portal.
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He recently had to pull the computer privileges of two SCA managers because they were compromising the security of the system by giving students access to Colleague via their sign-ons.
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Satish Warrier: They will be doing a voice registration upgrade next week, and it should be done by Wednesday morning. November 14 is the first day of registration, and there will be no walk-in registration for the winter session.
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Pam Fees
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Registration for the winter and spring semesters will be going on at the same time, and there will be no preferential treatment for staff for the winter session.
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Satish has been working with staff to rebill students who owe money due to the fee increase (this also captures any student who owes more than $5). A cover letter will explain it to the students who receive the invoice.
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They are working on the receivables report for Bill Beverly.
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The auditors are on campus this week.
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Bob Gann: At the meeting of the Facilities Steering Committee last week, it was decided to proceed with the parking structure on the south side of the campus and the reconfiguration of the tennis courts, softball lots, etc. The president also charged the group with determining the cost and feasibility of Tom Hazel’s proposal to add a 50meter pool and supporting services as soon as possible. om Hazel presentation) and if funds could be reallocated.
 Marcy Wade
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The Classified Service Awards will be held tomorrow at 1:30.
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The Management Forum will be re-presented to clerical support staff.
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It is expected that they will get the approval to begin hiring after the October 18
Board meeting. The HR agenda will contain many updated job descriptions.
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She and Allene will be at an HR conference in San Francisco from October 20-22.
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Donna Manno
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The CPR classes still have some vacancies.

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Some divisions and areas are not posting minutes on the Infonet. She felt step-by-step instructions for things like posting minutes or changing the default page from Infonet to Portal would be helpful and would allow people to do some of these things for themselves rather than relying on ITS personnel to do them.
 Mike D’Amico: Highlights of a busy week:
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The Art Patio deli was broken into this weekend.
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Six ECC football players were arrested.
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It took five officers to arrest a man accused of hitting his girlfriend.
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They arrested someone with ammunition in the car.
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They are hoping today is the last day of filming in the Stadium.
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David Miller: He and Rocky will meet with Vic re: a finalized version of a lease agreement for phone companies. This standardized agreement should work for future requests also.
Meeting adjourned at 9:25 a.m. staf1012