10-22-09

Student Services Planning Team Meeting

Thursday, October 22, 2009

9:00 – 10:30 am

Community Center 102

 

Membership (those in italics not present): Wes Bryan, Janet Houlihan, Lois Miller (chairs)

Mary Avalos, Rob Bachmann, David Baird, Debbie Bales, Susan Bixler, Adrienne Burton, Shirley Donnelly, Zayda Garcia, Albert Gasparian, Belen Genet, Karen Hinton, Janelle Leighton, Chip Marchbank, Rebecca Ogaz, Jennifer Ortberg, Valerie Venegas, Tuan Vo, Stephen Woodyard, Linda York

Guest: Victor Quiros

 

The meeting was called to order at 9:05 a.m. by Wes Bryan.  Minutes from the previous meeting held on September 17, 2009, were read and approved.

 

 

Announcements

 

1. Update on Vice President of Student Services position – The hiring committee has been formed.  The job announcement will be finalized at the committee’s first organizational meeting scheduled for next week.  The goal is to have a new Vice President by January or February.

 

1.  Employee Flu Shot are available in the Student Health Center from 12 – 4 pm, for $10.  This activity is funded by the Wellness Committee.

 

1. Night at the Races is this Friday, October 23, 2009.

 

1. Courtyard of Honor will be held next, Wednesday, October 28, 2009.

 

 

Review 6 Year College Goals

 

Wes Bryan distributed copies of GWC’s 2004-2010 College Goals.  Committee members were asked to use the handout to review the college goals and provide feedback.  This starts the process of setting our next 6-year plan.

 

The following guest and committee members provided college goal information relevant to their department/wing/assignment:

-Victor Quiros reported on the status of student learning outcomes for student services, instruction, administrative services, programs, courses, and majors.

- Janet Houlihan reported on the status of capital projects, and facility plans, specifically the renovation of the existing Library to a new Student Services One-Stop.  She is in discussion with several architects and is getting quotes to create adjacency diagrams.  Student services capital projects are low on the state’s funding priority list.  GWC would need another bond measure to fund this renovation.

- Jennifer Ortberg reported that we exceeded the 1% enrollment growth target.

- Debbie Bales reported that the college is continually working on improving its image and has a new logo.

- Wes Bryan stated that although our numbers are not reflective of the community we serve, diversity has increased 30% for faculty, 50% for classified, and 48% for management.   He also updated the committee on future revenue from CVS and legal issues behind leasing campus facilities.

ACTION:  The committee completed and submitted the goals handout.  Results will be tallied for use at the 10/23/09 P&B/IE joint meeting.   This meeting is open to the campus.

 

 

SSPT SLO Process Objectives 2007/2008

 

SSPT reviewed the 2007/2008 Student Services Planning Team Objectives (handout).  Column 4 and 5 are incomplete.

ACTION:  Victor Quiros, Mary Avalos, Rob Bachman, Janet Houlihan, and Valerie Venegas will research the SLO files and report back to this committee their findings.

 

 

SSPT SLO Process Objectives 2008/2009

 

SSPT reviewed the 2008/2009 SSPT committee objectives (handout).  Columns 4 and 5 are due to the Institutional Effectiveness Committee by May 15, 2010.

 

 

Categorical Program Cuts/Planning for 2010/2011 Budget

 

Planning and Budget formed a sub-committee to review categorical cuts and recommend a plan for a 2010/2011 budget.  Four handouts from a District meeting on this topic were distributed to this committee for discussion.  The first handout provided 12 district directives for categorical programs.

 

1.         All programs will face a significant reduction in their allocation for 2010-11 onward.

• The district absorbed categorical cuts over 16%.  We are currently spending at 84% of our dollars.  If we spend all of this, next year’s budget for categorical programs will start at a 62% reduction.

2.         All programs will absorb the budget cuts for 2010-11.

• Categorical programs are being asked to save 10-15% this year to perpetuate services next year.

3.         Identify by position (not name), non-sustainable personnel within categorical programs.

• Organizational charts for student services will be color coded to identify employees on general fund and those on categorical dollars.  The goal is to sustain our permanent employees by moving those who are funded with categorical dollars that are in jeopardy and move them to permanent vacant general fund positions or those positions required to receive funding.

4.         Reduce and/or eliminate all hourly employees for the remainder of the year.

• There are exceptions.  ACE has a vacancy that is currently being filled by an hourly.  The P&B Categorical Programs Sub-Committee needs to decide on a process for hiring hourly employees for these exceptions.

5.         Absolutely no hiring of personnel in 2009-10 or 2010-11 until situation/allocation improves.

6.         Stop all purchases for categorical programs including equipment, effective immediately.

7.         Review the State and Federal mandate and match requirements for the program.

• Janet announced that we have been allocating optional match dollars for categorical programs.  This sub-committee will identify required and optional categorical matches.

8.         Consolidate program offerings throughout the District.

9.         Current year (2009-10) allocation must be preserved as much as possible.  Categorical programs must spend stimulus package dollars first, State allocation second, and then District backfill dollars.

• Stimulus funding has not been entered into Banner.  Once it is, we will have approximately three days to spend it. 

10.       Any unspent State allocation will be available for 2010-11.

11.       All conferences for categorical programs to be eliminated, effective immediately

• This includes conferences that have been board approved and have not occurred.

12.       All guidelines related to general funds will also apply to categorical programs until further notice. 

 

Handout #2 identified college distribution per Chancellor’s Office for Basic Skills, EOPS, and CARE and estimated distribution for CalWorks, DSPS, Economic Development, Nursing Education, Credit and Non Credit Matriculation, and Transfer & Articulation.

 

Handout #3 provided a budget shortfall forecast for future years as of August 10, 2009.

 

Handout #4 – This Chancellor’s Office memo outlines administrative relief for Student Services categorical programs.

ACTION:  Chip Marchbank and David Baird volunteered to represent SSPT on the categorical cuts sub-committee from P&B.  Janet Houlihan will call the first meeting.

 

 

Program Vitality

David Baird distributed the Student Services Program Vitality template.  Student Services identified for vitality review from the 2008/2010 Program Reviews were Financial Aid and ACE.  Wes announced that these programs would not undergo the Program Vitality Review process at this time due to the vacancy of the V.P. of Student Services and other vacancies within those departments.  The Financial Aid Director is resigning as of the end of October and the Financial Aid Supervisor is out on medical leave.  ACE is understaffed and has had significant budget cuts.  Janet Houlihan is the Vice President temporarily working with both the Financial Aid and ACE departments to address their needs.

 

SSPT has an approved Program Review Process but does not have an approved Program Review Template.  SSPT will accept the Transfer Center’s Program Review as the initial template and will make revisions as needed.

 

Karen Hinton volunteered to serve as the SSPT representative for the PVR committee.

ACTION:  Wes made a motion to recommend the Transfer Center undergo the Program Vitality Review process and it was M/S/A.