CCSF students

 

Board Agenda for the month of September

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**PLEASE NOTE: DEADLINE FOR PUBLIC COMMENT IS ON THURSDAY,

September 26 at 5:00 PM**

Please click the specific item(s) to review.

 

September 2013 Agenda

 

Description      

 

TABLE OF CONTENTS

 

 

I

 

CONSENT AGENDA ITEMS

 

A

 

Approval of Incoming Restricted Funds (Grants and Contract Education)

ATTACHMENT

B

Approval of Outgoing Restricted Funds (Grants and Contract Education)

ATTACHMENT

C

Approval of Contracts for Expenditures from Unrestricted Funds

D

Authorization for one (1) contract modification totaling $8000 for special services contracts and construction contracts

E

Authorization for two (2) new construction related service contracts that are not more than $60,000.  Contracts not subject to the formal bidding requirements of the Public Contract Code

F

Annual maintenance service activity for Information Technology Services at a total cost not to exceed $29,000 for fiscal year 2013-2014

G

Authorization to contract with Lilien LLC for HP Storage Area Network (SAN) expansion and related services for Information Technology Services at a total cost not to exceed $60,000 for fiscal year 2013-2014

H

Procurement of Equipment, Supplies and Services, Etc., less than $3000

I

Procurement of Equipment, Supplies and Services, Etc., more than or equal to $3000

J

Acceptance of Gifts/Donations

K

Disposal of Equipment

ATTACHMENT

L

Acceptance of Employee Resignations or Resignation with the Intent to Retire

M

Academic Employees (Faculty) Credit Program/Non-Credit Program, District Funded City College of San Francisco Temporary Hourly Assignments Academic Employees: General Fund, Unrestricted

N

Academic Employees (Faculty) Credit Program/Non-Credit Program,  City College of San Francisco Temporary Hourly Assignments – Academic Employees

O

Public Notice of Initial Proposals of the San Francisco Community College District (“District”) for a Successor Collective Bargaining Agreement between  the District and Department Chairperson Council

 

P

 

Appointment- Non-Educational Administrator Vice Chancellor Finance and Administration

Attachment

Q

Appointment- Educational Administrator

Dean Matriculation and Counseling Services

Attachment

 R

Appointment- Educational Administrator

Director of Student Health

Attachment

S

Appointment- Non-Educational Administrator

Director of Communications and Marketing

Attachment

 

T

Appointment- Educational Administrator

Vice Chancellor Academic Affairs

Attachment

U

Authorization to contract with IntelliResponse, to give immediate  automated answers to natural language questions posed on CCSF’s    website from September 30, 2013 to September 30, 2014 for a total  contract cost not to exceed $40,000

 

II

 

INFORMATION ITEMS

 

A

 

Accreditation Update: Accreditation Liaison Office Gohar Momjian

 

The College continues to promote that CCSF is open and accredited and is working very closely with the State Chancellor’s Office and Special Trustee Dr. Robert Agrella to meet the accreditation standards and keep the college open. The College is working diligently to make significant progress on its accreditation action plans to address deficiencies noted by the Accrediting Commission for Community and Junior Colleges (ACCJC). These action plans are updated on a weekly basis in the CCSF Forward website, www.ccsfforward.com

The CCSF Forward website is dedicated to keeping the college community, the public, policy makers, and media informed about accreditation issues.  The Roadmap on the website outlines the specific steps that must be taken to bring the college into compliance with the accreditation commission’s standards.  Below is a short description of the progress that has been made in various areas. 

ACCJC Standard I Institutional Mission and Effectiveness

-Moving forward into the second cycle of our integrated planning system

-Implementing program review improvements

-Conducting a review of CCSF’s mission and vision statements

 

ACCJC Standard II Student Learning Programs and Services

-Assessment work continuing on Student Learning Outcomes, Institutional Learning

 Outcomes, Administrative Unit Outcomes, and General Education Outcomes

-New one-stop enrollment and retention approach implemented in August by

 reassigning counseling and classified staff hours 

-Reorganization of counseling services under one program

-Contract with a firm to administer a student payment program that will recoup past

 unpaid student fees

 

ACCJC Standard III Resources

-Ongoing hiring processes to fill administrative positions (Chancellor, VC of

 Finance/Administration, Chief Technology Officer, General Counsel, several School

 Dean and Center Dean positions)

-With help from the San Francisco Mayor’s Office, CCSF has hired a director of

 payroll, four payroll clerks and has on loan an internal auditor

-Recruitment is under way for a new chief financial officer, general counsel, controller,

 and chief technology officer

-Complete technology assessment by Ellucian underway

ACCJC Standard IV Leadership and Governance

-Screening and selection of a new permanent Chancellor underway

-Participatory operational guidelines reviewed

-Special Trustee appointed

Per ACCJC’s Policy on the Review of Commission Actions, the College requested a review of the July 3, 2013 decision by the Accrediting Commission for Community and Junior Colleges (ACCJC) to terminate accreditation, effective July 2014.  The review and appeal process could take many months, and the College will remain open and accredited during this process.   The College is also working on providing more detail to its March 15, 2013 Closure Report which was required by ACCJC in the event that the ACCJC decision is upheld. The Closure Report will outline in more detail how City College will assist students continue their educational pathways, a plan for employees, disposition of assets, and storage of student records.  The plan goes into effect only if the termination decision is upheld.  The College must remain focused on completing its action plans, meeting improvement objectives, and making as much progress as possible in order for any decision to be reconsidered in the future.  Every individual has a role to play:

 

·         All members of the San Francisco community can help – Tell everyone you know that the College is open, accredited and enrolling students!  Take a class, enroll at www.ccsf.edu

·         Administrators, faculty, and staff

o   Support your unit to meet improvement objectives – these are in your program reviews and also part of the Show Cause action plans; active support and cooperation to complete these items are needed

o   Participate in program review and the improvement process for student outcomes  

§  Find and bookmark your departmental or unit web page, get involved in the data and assessment process, actively work to make it better. 

§  Instructional Departments: Kick that old course outline to the curb. If you are teaching from an outline more than 6 years old, volunteer to update the outline!

§  Instructional Departments: If applicable, participate in the Fall 2013 coordinated assessment of Institutional Learning Outcome (ILO) 1: Critical Thinking and Information Competency.  

§  Attend Academic Senate SLO Committee meetings to help develop ongoing processes for sustainability and authenticity and help the College meet the standards. 

o   Visit www.ccsf.edu/slo and stay informed with best practices, and participate in the assessment dialogue

o   Participate in various governance committees 

o   Voice your commitment to meet accreditation standards

 

Accreditation information is updated and posted on www.CCSFForward.com

B

Monthly Financial Report: Vice Chancellor of Finance and Administration Peter Goldstein

 

 

In accordance with state requirements, a public hearing on the Proposed Final Budget was conducted on the Ocean Campus on August 27th.   Approximately fifty people attended this session. The Proposed Final Budget was then submitted to the Special Trustee on September 11th for adoption.  The final budget book is on the college web site and can be accessed at the following link:

http://www.ccsf.edu/NEW/en/employee-services/district-business-office/budget.html

The State Chancellor’s Office continues to work with the state Department of Finance to determine the final deficit coefficient for all community college districts for fiscal year 2012-13, San Francisco City College District is using -1% as a placeholder until the final amount is determined. 

The College’s CFO and accounting staff are working with the independent auditors from Vavrinek Trine, Day and Co., LLP to ensure an on-time audit report prior to the end of the calendar year.

 

III

 

ACTION ITEMS

A

Policy Additions – to fulfill legal requirements the following policies are being added to

  the City College of San Francisco Policies and Procedures:

·         Parking BP 7.40

·         Reporting of Crimes BP 2.12

·         Time Warning and Emergency Notification BP 2.13

1st Reading

(See Appendix A)

 

RECOMMENDATION: That the Special Trustee conduct a first reading of this set of policies and provide direction for any modifications to be incorporated before the second reading.

B

Policy Amendment - BP 1.00 - Vision and Mission Statement

A college-wide email was sent on August 22 with a link for providing input during the annual review of the vision and mission statements.  Individual responses were collected through September 3.  Approximately 1,200 employees and students responded.  Results are being reviewed through Participatory Governance and shared college-wide.  http://www.ccsf.edu/NEW/en/employee-services/research-planning-and-grants/College_indices0.html                                                        

                        1st Reading

                        (See Appendix B)

 

                        RECOMMENDATION: That the Special Trustee conduct a first reading of a first reading of its annual review of Board Policy 1.00 - Vision and Mission Statement and provide direction for any  modifications to be incorporated before the second reading.

C

CCSF Technology Plan

Technology planning is an integral part of the College’s overall planning process. This coordination ensures that decisions about expending financial, human, and other resources on the acquisition and use of technology are consistent with the larger goals of the College. Using the College’s program review process, technology needs will be identified and prioritized against available resources and institutional priorities for the long term.

 CCSF’s technology plan is a dynamic roadmap that follows from the Strategic Plan to further define the direction that the College needs to take to support its Mission. This alignment begins with guiding principles and a vision for CCSF educational and information technology and is part of a continuous improvement process to adapt to technological changes and allocate resources based on prioritized program needs for educational excellence. The plan and principles focus on information technology. Other highly particularized technologies (e.g., medical equipment for health programs, airplanes for aeronautics program) are not within the scope of this plan.

 

The link below gives you access to the Technology Plan under consideration for adoption, as well as an outline of the College’s discussion process:

www.ccsf.edu/BOT/2013/September Regular/Technology Plan - Additional Context - 2013.pdf

RECOMMENDATION: That the Special Trustee approve the adoption of the CCSF 2013-2015 Technology Plan.

 

 

IV

 

REPORTS FROM CONSTITUENT GROUPS:

Fred Teti, Academic Senate President:

 

The College community had a very productive day on Friday, August 30. On that day,  Community College League President Scott Lay and State Academic Senate President Beth Smith spent six hours at CCSF presenting to us on governance, Title 5, program review, and institutional planning and effectiveness. They shared their opinions of how we've progressed since last year and gave examples of best practices at other colleges and at the State level. We hope that acting on their recommendations will help CCSF in addressing our accreditation issues.

The Senate's Executive Council had its annual Retreat and Orientation at Gough Street on August 28. We studied parliamentary procedure, the Brown Act, our own constitution and bylaws, and many District documents. Knowledge and skills gained from the retreat will help us engage in meaningful deliberation and make decisions that promote the common good of the District and our students.

There was exemplary, meaningful deliberation at the September 4 Council meeting. Many agenda items attracted a lot of attention from the faculty. I was pleased to see so many people attend our meeting. (If only we received that much attention regularly!) Despite whatever temptations there might have been to be disruptive, all present conducted themselves decorously and contributed well-considered, relevant pieces to the dialogue. I felt very proud of my colleagues after that meeting. A bit shaky, too, but mostly proud.

As I type this (Monday, September 16), we are preparing diligently for our big accreditation Flex day tomorrow, Tuesday, September 17. Our SLO coordinators have done a superhuman job of putting together the day's schedule, arranging for speakers and presenters, and even adding an evening session at the last minute. On behalf of all the faculty, I applaud the SLO coordinators and the fruits of their labors.