College Leadership Council Minutes October 24, 2008 Present: Absent: Jacalyn Askin Ron Bleed Ken Clarke Mike Crimi Paul Dale Julia Devous Denise Digianfilippo Paul Golisch Shirley Green Ellen Hedlund Phillip Jalowiec Paul Keller Alison Livingston Pat Marchok David Matus Sandy McDill Scott Meek Mary Lou Mosley Laurie Pemberton Fred Reill Michaelle Shadburne Alexis Sharif Rick Sheets Laurel Smith Sue Van Boven Paula Vaughn Rick Vaughn Vaughn Walker Kurt Hill Welcome and Introductions – Dr. Paul Dale • Dr. Dale welcomed members of the CLC and provided an opportunity for selfintroductions. • Dr. Dale introduced the new content format of the agenda. The format will consist of two-thirds of meaningful conversation, with standing agenda items of critical announcement reporting that impacts the entire college, a diversity and inclusion update, and a brief learning centered discussion. Follow-up activity reporting will be done through area reports submitted electronically and included in the minutes of the CLC meeting. • Theme for this year is “Good To Great in ‘08”, What would extraordinary results look like at PVCC? Dr. Dale reiterated some of the responses from the previous CLC meeting activity andfrom Mark Milliron’s, and Sandy Shugart’s presentations. Critical Announcements – All • MAT President, Ken Clarke Will be distributing the United Way Pledge forms to all MAT members beginning with CLC members. ACE Succeed Code – 2803. Policy groups will be providing raffle gift baskets for United Way. • To access the 2008 Student Success Conference materials please use link provided http://www.mcli.dist.maricopa.edu/success-conf/agenda.php 1 • Student Life, Interim Director, Ellen Hedlun Howl-a-Palooza Halloween Festival, Friday, October 24, 6:00 – 10:00 p.m. KSC Building, all proceeds to benefit United Way. • Facilities Manager, David Matus Central plant renovations have begun with the relocation of cooling towers. When completed the campus cooling capacity will have doubled. • PSA President, Alison Livingston PSA District Luncheon will be held on December 3, at the Orange Tree Golf Resort. Distribution of PSA United Way Pledge forms has been completed Division Chair Representative, Kurt Hill • Spring registration begins October 29, 2008 Learning Centered Conversation – Dr. Paul Dale • Introduced the learning centered activity Statement/Questions. One of the guiding values at Valencia Community College in Florida is “Anyone can learn anything …under the right conditions.” Come to consensus either in support or opposition of this statement – list the reasons why. - If this statement were true, what would a GREAT college look like? - If this statement were true what would a GREAT student look like? Generative Conversation – Dr. Jacalyn Askin, Dr. Shirley Green • Over the next three years, what strategies should PVCC use to navigate an uncertain budget climate that will include budget adjustments (due to reallocations, increased operational costs and likely cuts)? • Dr Askin used power point presentation detailing the state budget, budget cuts and state aid and how they would impact PVCC. PVCC is expected a 1% reduction ($310,000) for 08/09 and an additional 1% for 09/10. To access the power point presentation please click on the presentation on the CLC website. • Dr. Green facilitated an information gathering session to gather input on where and how to implement budget cuts that would have a high and low impact to PVCC. Below are the results of this information: 2 HIGH $ Impact Could Implement This Year In Between Future Implementation I wish we would consider what can’t be cut or reduced Identify Mission Critical Items – what can’t be cut I wish we could collaborate with adjacent colleges on low enrollment classes Promote efficiency Collaborative marketing What if we worked together as a District to collectively pay for things that each college currently is doing – marketing… Courses/programs Reduce District overhead o Mandates o Staff o Valid rat?? I wish we would eliminate bureaucracy – eliminate unnecessary paperwork Scheduling facilities ; nonclassroom Utilities Student email What if we implemented one stop shopping? Reduce energy costs Reduce paper costs Staffing – should every open position be filled? What if we looked at a more effective way of staffing? If one department is busy and another is in a slow period, can we cross-train employees to more effectively use our resources? Better utilization of facilities and staff o Zoning o Review of special assignment contracts o Scheduling o Job sharing / integration o Streamlining operations Use facilities more efficiently, i.e., Friday/Saturday classes entire campus is open; few classes being held What if we all were given the option of working 4 days yearround or a flex day to work from home; save $ electric / water Less adjunct faculty; make faculty earn their $$ I wish we could get better at business practices using self server SIS Student g-mail What if we offered classes year round to increase enrollment What if we partnered with other MCCD schools to reduce costs What if enrollment continues to grow; how will we pay for this? I wonder how we reallocate resources to growing programs What if – we rent more of CPA, Q building, Black Mtn. I wonder how to charge more pay for use I wonder if we could do creative office coverage; employees job sharing Market Lease or sell advertising space, e.g., baseball field, vehicles, golf netting, buildings Partnerships What if we – eliminate all remaining bond projects (besides Life Sciences & Q) – unless it is infrastructure related Streamline programs; eliminate ones not working What if – we outsource more functions / units Less permanent faculty, more Adjunct faculty; we’re cheap and workaholics I wish we could consider larger classes – efficient growth More hybrid – less class time; combine facilities usage Outsource – FA? ?? Consolidate classes/activities in fewer buildings Hybrid classes to expand capacity/FTSE generation Lease of sell advertising space – golf net – cars Job sharing – flexible staffing among units What if text books were online / paperback; would students take more classes? What if we offered more courses at lower cost to the college – i.e., hybrid courses I wish we had more data about enrollments; class sizes I wonder how we reduce or eliminate programs or services that no longer work I wonder how we can reduce costs without eliminating any positions or jobs 3 Could Implement This Year LOW $ Impact Listening sessions with constituents What if – do more marketing on campus Reduce Service hours I wish we could move Sat and evening classes to fewer buildings – save energy and increase safety I wish we could establish a one-stop shop for students Educate employees on what we are doing and why – (to prevent kneejerk reactions) Turn lights off when you’re done; use less lights Change the temp like at home Be a little out of your comfort zone Eliminate paper Limit entertainment at meetings and events Report waste – water running, lights on, doors open, etc. Turn off computers Find repetition & eliminate – “touch the piece of paper once” What if we got rid of some of the administrative minutia (forms, steps, processes, barriers)? I wonder how we can capitalize on the displaced workers situations? Reduce Summer program to four days I wish we could do a better job of cross training – got out of “silo mentality” I wonder what other partnerships we could start / develop that could create win/wins? I wish we could allow faculty and staff to work more efficiently and effectively (tele-commute, utilize flex time schedule better, etc.) I wish we could create a tuition structure that was variable – (something something) in the afternoon? I wonder how we can do more with less, when PVCC is already doing this – must do things better and smarter I wonder if we could cut tuition costs? I wish we could use technology more and capitalize on alternative delivery methods In Between Future Implementation Additional rental income from outside groups using facilities during our down time Expand our community involvement I wish we could standardize SIS business practices to make the system work well for us and students I wish we had reliable student enrollments data for forecasting, measuring, assessing final performance, grow smart/strategically I wish text books were cheaper – so students could take more classes What if resources could be shared / rent books; is there such a thing? Recycle, Reuse, Re-invent, Re-think Transport/buses; bringing in students from H.S. Can we do some creative/flexible scheduling of work hours Can we expand recycling to generate some revenue for college What would be costs/potential savings to use reclaimed water for landscaping If we cool our buildings one degree warmer, would that save $$ What progress measures and targets are most important to PVCC Are we spending time and efforts recruiting in the most effective way o Emphasize top feeder schools o Develop strong relationships with H.S. counselors Look at publications; can we get rid of “fluff” o Non-essential parts o Expensive paper i.e., just do basics fix our web site to be the Best it can be how to fully leverage technology student email I wish we could have the courage to implement the out of the box ideas – try failure is okay I wonder how we will afford the costs of employees, resources, equipment for the new buildings down the road? How will we pay for all of this? I wonder if our students will feel or do they feel safe and secure on our campus? (in light of cuts) I wonder how we can update our campus with the new technology that is our there What if we made sure of our infrastructure at PVCC before our expenditure at Black Mtn. I wonder if we are over extending our resources with our new building and remodels 4 5 OTHER Ideas Put off things you want and don’t have to do your job till the budget comes back up I wish that we all would assess and measure outcomes I wish that we print only what is needed I wonder if we could review our travel. How will our travel benefit student learning When we travel, can we drive? Quality student service retains students Find opportunities to engage students I wish that we could telecommute I wish that this time managers were given an option of deciding what to do. Last time we had permanent base budget $ for temp wages taken I wish less time was spent by employees supporting work created by our new systems, i.e., time spent supporting new systems What if we consolidated our work loads and had one HMRS expert that did all of the online functions – instead of 100+ individuals? Students – (hybrids) VPs, Deans, HR, mgrs, fiscal ofc Zero Base Budget (something illegible) Minimum staff Minimum faculty Minimum facility (illegible) larger classes Non-mandated services % of Budget o Travel o Utilities o Print o Telecommute o Manage temperature o PH of expenditure o Van/local transport; high schools Consider contract options (personnel_ Reduce energy consumption limiting weekend program (summer) Not let fear drive decisions; we know how to do this, we can do this Next Meeting – Friday, November 21, 2008 October 28, 2008 Alexis Sharif, Recorder 6 Area Reports 7 Vice President of Administrative Services – September/October 2008, Jackie Askin • Added new certified Public Safety Officer • Conducted Budget Forums for campus community • Planned and executed Q Pathway ribbon-cutting • Assembled "Skunk Works" team for development of initial program plan for PV @ Black Mountain PVCC Public Safety – September/October 2008, Scott Meek o Completed working with campus, district and outside vendor on replacing our fire alarm system. This project includes a Voice Evacuation system that enables us to communicate with the campus in emergencies. Staff received instruction on the operation of the new system. o Continued working with IRTS and outside vendors on obtaining quotes for a new IP based CCTV system and new building card access system with “lock down” ability for emergencies. o Staff obtained CPR/AED training from Fitness Center staff. o Outside vendor demonstrated enhanced Emergency Phones that include the ability to provide emergency mass notification to areas of the campus not covered by the existing campus voice notification system, including parking lots and athletic fields. Student Affairs Division Updates – October 2008, Shirley Green Assessment/Testing: Administered 5907 tests so far this academic year (through Sep 30): 5008 placement tests, 684 instructor tests, 215 other Two staff members attended Access 2007 training, one attended Mosaic, one attended Perception training (computer based testing for instruction), one attended COMPASS training (computer based testing for placement) Added two new Distance Learning instructors to computer based testing Children’s Center: First Things First North Regional Partnership Council held their monthly public meeting at PVCC on October 14th in KSC 208 (this group will decide on programs and services that will receive tobacco tax Early Childhood funds). PVCC ECE students and staff also attended as members of the public. 8 First Things First North Regional Council Toured the Children’s Center with R. Hooper to discuss indicators of quality in accredited programs. The Children’s Center staff were recognized and congratulated by over 50 members of the early childhood learning community including PVCC students, faculty and staff as well as community members at a Celebration of Accreditation on October 14. Rick Sheets, Dean of Students welcomed the attendees on behalf of the college administration. MCCCD Directors Council is moving ahead with the submittal of new job descriptions for Director, Teacher and Assistant Teacher in our college child Development Centers. These job descriptions reflect changes in our field and are designed to meet the higher state and national standards in Early Childhood. The job descriptions are being finalized and will be presented to the appropriate VP’s on each campus prior to submittal to MCCCD HR in early 2009. Student Life and Leadership: Rock the Vote – 10/1 – 10/22 The PVCC Rock the Vote Campaign was kicked off on October 1 with KTAR radio station, bands, food, fun, freebies and more. During the event, voter registration was facilitated by Student Life Staff, the Black Student Union, Young Democrats and Project Vote (a student group from a Communications class). Following the Presidential and Vice Presidential Debates, Student Life showed the debates in the Student Union and voter registration and information was available. By the October 6 deadline, PVCC had registered 70 new voters and 78 individuals applied to vote by early ballot. On October 15, SLC, Partners in Art and Student Life sponsored a “Wear Your Choice” pizza and t-shirt making event. Students, faculty, and staff, with the assistance of Partners in Art, decorated 100 t-shirts demonstrating political awareness and activism. Voter information was available and 20 pizzas were eaten! On October 22, Alberto Olivas from the Maricopa Center for Civic Participation will provide students, faculty and staff with information about Arizona’s 2008 Ballot Initiatives. Low Ropes/Teambuilding Facilitation – 9/17– 10/21 As part of the Experiential Leadership Initiative and the Emerging Leaders program, the Office of Student Life and Leadership conducts low ropes trainings periodically throughout the year. Low Ropes Experiences enrich students’ learning, provide opportunities for students to practice learned leadership skills and foster collaboration between faculty and staff. Helice Agria and Ryan Martin have facilitated Low Ropes Training for three Communications classes this month. Modifications were required given the 9 ongoing construction on campus and negotiations were made with Facilities to ensure these sessions could be successfully implemented. SLC Ice Cream Social with the Dream Team Administration – 10/14 The Office of Student Life and Leadership hosted this event for SLC and Administrators. The purpose of the event was to provide students the opportunity to interact with key PVCC administrators and to learn from them. Additionally, Administrators were able to meet and greet the PVCC student leaders. 14 students participated representing the SLC executive members and student club representatives. Paul Dale, Shirley Green, Rick Sheets, Julia Devous, Laurie Pemberton and Paul Golisch were able to attend as well. SLC members were asked to submit questions for administrators to respond to and an informal question and answer session was held. Questions were raised regarding future class offerings, policies for undocumented students, enrollment, parking, alumni opportunities, fees for printing, recycling on campus, and many more. Additionally, suggestions for being more student-friendly and approachable were made to administrators. Finally, an invitation was made to all administrators to share their “leadership journey” and was a fitting way to end the event. Staffing Issues This month’s events, programs and services were managed by two full-time Program Specialists, one temporary Office Coordinator, one 20-hour work study student, and one interim part-time Director. Creative staff patterns and a lot of hard work enabled these (and many others) to be successful. Counseling: Conducted two days of Depression Screening for students. Many students took the screening, made follow up appointments or were referred to outside agencies. Began a second, free, counselor-facilitated "Grief Recovery" group Collaborated with Student Life and Service Learning to facilitate Emerging Leaders retreat with 40 students Facilitated Strengths Quest, Myers-Briggs, Finding a Career and Note Taking seminars in classes and with groups Facilitated career workshops for Career Week Student Development: Advising – September Advising Stats: 9/1/2007 - 9/30/2007: 441 advising sessions 9/1/2008 - 9/30/2008: 875 advising sessions 10 Up 434 advising sessions In September, Academic Advising began to develop a Facebook site for PVCC Advising. This creates another avenue to reach students. The site went live in October. In September, Academic Advising launched a Blackboard site for Advising Staff. This allows for advising to become more environmentally sound as we will be using less paper for manuals and paperwork staff can now read online! It also opens up another line of communication with our staff. Recruitment Helped host annual Counselors Workshop at South Mountain Community College. Updated counselors on new initiatives and programs. Provided them with information to take back to their students and staff. Attended two District College Fairs and eleven individual High School fairs collecting approximately 600+ prospective student contact cards. Provided first half of Ambassador/Orientation Leader training. New Student Orientation The iStartSmart Operational Team submitted a proposal to the iStartSmart Steering Committee to consider modifications to the overall format for Spring 2009. The proposal was accepted with slight modifications and will be implemented with Spring registration beginning October 29. Requests have been received from SMCC, GCC, EMCC, and PC concerning collaboration related to district-wide student success initiatives. Information and training related to PVCC's iStartSmart program has been shared with these colleges. Recruitment for Spring 2009 Orientation Leaders was completed Sept/Oct: 10 Orientation Leaders/Ambassadors have been accepted. Ambassador training took place Saturday, October 4th. Orientation Leader Training is scheduled for Saturday, November 8th. High School Bridge Programs Recruitment and interviews for PVCC's Hoop of Learning Coordinator were completed. Nizhoni Marks was the selected candidate. A tentative start date has been set for Nov. 4th. Parent session for PVUSD Native American parents was held at PVUSD on Sept. 24th to recruit for Hoop of Learning and ACE. Coordinated high school visits at North Canyon, Pinnacle, Horizon, Shadow Mountain, Paradise Valley, and Boulder Creek to share information and recruit for ACE/Hoop of Learning throughout October. Admissions / Records: Completed report for WICHE reporting (WUE enrollment) 11 Developed new business practices due to the changes in the Cashier's Office Assisted DO in enhancing Boxie report used for Prop. 300 Mailed reminder letters to VA students that deferments were due Sent out notices to instructors requesting enrollment verification for VA students Student Financial Assistance: The office contributed to the development of new business practices related to the Enrollment Cancellation process. The office has caught up with processing for the fall term. The office began to review business process related to the spring term. Disbursement of Federal Loans: are moving along and we still have a hand full of issues regarding loan disbursement. We are no longer receiving phone calls from irate students. We submitted the posting for the open Financial Aid Tech. 7 position Career Services: The job fair was held in October, as well as three career development workshops which were a success. 45 committee members, 30 employers, and 250 students attended the job fair and workshops The public was invited as well Technical Services: RAVE Wireless - All Fall 2008 registered students who have an email address have been uploaded to RAVE. RAVE will be used to provide notification, via email or text, to students about campus emergencies only. Approximately 6,900 students have received an email notice to sign up and provide text messaging capability if they so choose. Employee email information will be uploaded soon. VoIP Telephony - Work with District Telecommunications is underway to begin a formal transition to Voice Over Internet Protocol at PVCC. All telephones will be connected to the data network rather than having a separate cabling configuration. The phones have a large, color display and many application features. Campus should be fully converted by December 2010. Staffing - Desktop/Media Services and the Help Desk are sharing temporary staff in order to try and provide full Help Desk coverage until 8:30pm at night and 8-Noon on Saturdays for classes and instructors. The hours of operation will be 7:00am - 8:30pm Monday through Thursday, 7:00a - 5:00pm Friday and 8:00am to Noon on Saturday. 12 New ID Card System - A new ID card system is being implemented that will include a new employee and student card design as well as allow students to be able to swipe their ID cards to release print jobs on the pay for print system. Eventually employees will only need one card for ID, printing, and building security via card key swipe once the new door readers are in place. Look for the marketing campaign soon to get a free re-print. Office Migration Update - Most all staff and classrooms on campus have been upgraded from MS Office 2003/2004 to the new MS Office 2007/2008 version. Anyone who has not been upgraded should call the Help Desk at x77780 to alert us of the oversight. Once alerted, we should be able to update the customer’s system within the next few business days. Athletics: PV's Men's Cross Country team won the ACCAC Championship. 10 Men and Cross Country runners earned All-Conference status. PV's Women's Soccer team set a record for most wins in a season with 15 3 of 4 PV Fall teams ranked in the top 10 in national polls: Men’s XC #5, Women’s XC #7, Women’s Soccer #10 Adjunct Faculty Report, Phillip Jalowiec • Adjunct Faculty CCSE Training – Friday, 11:30-2:00, October 10 & 24, 2008. The Adjunct Faculty Initiative (AFI) and the Community College Survey of Student Engagement (CCSSE) are co-sponsoring two “Student Engagement Active Learning” sessions. • Adjunct Faculty Recognition Event – Thursday, 5:30 – 7:00, October 16, 2008 The Adjunct Faculty Initiative (AFI) committee with the assistance of the Faculty Senate hosted the Adjunct Faculty to say "Thank you, You’re Special, We appreciate you, and Glad you’re here!" Adjunct Faculty in attendance were recognized for 5+, 10+ and 15+ years of service. With music, noshing, a skit and the usual comic relief by Jim Rubin and Paul Dale, a good time was had by all. • Adjunct Faculty Association Fall Workshop – Saturday, October 4, 2008 A full workshop with 55 attendees from across the district enjoyed and learned from formal presentations on “Diversity: Inclusive excellence in the classroom” and “Recognizing students in distress & identifying the resources to assist them” as well as round-table discussions among Adjunct Faculty and Association Board members about issues, challenges and resources. 13 Employee & Organizational Learning Report, Michaelle Shadburne Fall Learning Week and Employee Convocation, August 18 - 22, 2008: Fall 2008 Learning Week offered 26 sessions with over 482 in actual attendance and featured convocation speaker, Dr. Mark Milliron. Session topics included: student engagement strategies, assessment and Office 2007/2008 software transition. Adjunct Faculty Recognition Event, October 16, 2008: Please refer to Adjunct Faculty report submitted by Philip Jalowiec Adjunct Faculty Student Engagement Sessions Friday, October 10 and Friday, October 24, 2008 Marianne Auten and Catherine Mendoza are facilitating these hands-on sessions that incorporate OnCourse strategies. Collegial Support Partnership Program The new faculty and veteran partners are meeting this semester. These engaging and active sessions are open to all faculty. MOSAIC Series at PVCC Continues This Fall, PVCC is hosing a MOSAIC series (Maximizing Our Strengths as An Inclusive Community) Approximately 20 PVCC employees are attending this six session series. President’s Report, Paul Dale Diversity and Inclusion Update A draft college plan for Diversity and Inclusion has been developed. For more information see http://www.pvc.maricopa.edu/admin_bios/dale_bio.html Click on the Diversity and Inclusion link. The College is in the process of identifying two Diversity and Inclusion goals to focus on for 2008-2009. An open discussion on the “state of college diversity” was held during Learning Week. Twenty PVCC employees participated. 14 Under the direction of Michele Marion, a series of educational programs have been scheduled with the overriding topic of “You Can’t Understand Culture Without Understanding Religion.” Through PVCC’s E&OLT and with Michaelle Shadburne’s leadership, the College is hosting the six part MOSIAC series with over twenty PVCC employees participating. Norma Chandler, Coordinator of Job Placement, will be supporting the implementation of the Diversity and Inclusion Plan as part of her current role. In the very near future, the following will be completed: the diversity web site will be updated; a college-wide diversity and inclusion program calendar will be developed; and diversity and inclusion news will be included in College publications. So why is diversity and inclusion important to the college? There are many reasons, but the following are guiding us this year. According to Harper (2008) it has been shown that student interaction with diverse peers has a strong effect on cognitive outcomes including critical thinking and reasoning, perspective taking, and openness to cognitive dissimilarity and challenge. We need to ensure that student success at PVCC is equally distributed across all socioeconomic, ethnic, age, and gender groups. In order for students to be successful in the global economy and to effectively interact in a diverse society, they need to be inter culturally competent. Harper, S.R. (2008). Creating Inclusive Campus Environments. NASPA Publications, Washington D.C. Responses from the Learning Centered Conversation One of the guiding values at Valencia Community College in Florida is “Anyone can learn anything …under the right conditions.” Come to consensus either in support or opposition of this statement – list the reasons why. Yes, but … Students have to want to learn Depends on student motivation Students are here at different stages in their life 15 Skill sets may need more innate ability Provide different methods and modes of teaching to reach the unconventional learner If this statement were true, what would a GREAT college look like? Alter environment as needed Provide support throughout. Give them tools needed to succeed Students, faculty and staff engaged Multi-modality Happy employees Beautiful physical facility Engaging faculty Exemplary Keep trying Recognize different learners with different needs Create environments where learning can occur Teachers willing to explore ways of teaching “outside the box” If this statement were true what would a GREAT student look like? Relaxed, but motivated Realizes potential Accepts responsibility Students talking, interactivity Engaged, enthusiastic, self-motivated Good interaction between students and instructors Challenged, prepared, involved with the college Involved with the community Progressing toward their goals Student who know their learning style and takes personal responsibility for their learning (AAA115) 16