Board Agenda December, 2013
Board Agenda December, 2013
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**PLEASE NOTE: DEADLINE FOR PUBLIC COMMENT IS ON THURSDAY,
December 19 at 5:00 PM**
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Table of Contents
I Approval of Minutes
II Consent Agenda Items
Approval of Incoming Restricted Funds (Grants and Contract Education)
Approval of Contracts for Expenditures from Restricted Funds as required by Grant Funding or Contract Education
Approval of Contracts for Expenditures from Unrestricted Funds
Review of Purchase Orders that have been issued in accordance with Board
Acceptance of Gifts/Donations
Disposal of Personal Property with Insufficient Sales Value
Appointment – Non-Educational Administrator – General Counsel
Appointment – Non-Educational Administrator – Dean of Employee Relations
Acceptance of Employees Resignation or Resignation with the Intent to Retire
Academic Employees (Faculty) Credit Program/Non-Credit Program,
Academic Employees (Faculty) Credit Program/Non-Credit Program,
Approval of 53 new courses, 5 new course options, 8 substantial course revisions, and 8 new instructional programs recommended by the College Curriculum Committee
Recommend approval of tentative agreement between City College of San
Recommend approval of tentative agreement between City College of San Francisco (CCSF) and Stationary Engineers, Local 39
Recommend approval of tentative agreement between City College of San
III Information Items
III - A. Susan Lamb, Vice Chancellor of Academic Affairs
Academic Affairs has begun enrollment planning for the 2014-15 academic year. The college is looking to offer a diverse set of both credit and noncredit offerings during the summer, fall, and spring semesters. Special emphasis is being place on the placement of career and transfer pathways at a variety of locations across the city.
Several management positions in Academic Affairs have been filled. On November 1, Carl Jew began his new appointment as the Dean of Civic Center and John Adams Center, and Chris Cox became the Interim Associate Dean of the Library.
Numerous City College departments, faculty, and students have been recognized for their excellence, and are offering activities to engage the public:
- Ann Fontanella of the English as a Second Language department was chosen the 2014 TESOL Teacher of the Year. TESOL (Teachers of English as a Second or Other Language) is the professional organization for English as Second Language teachers around the world. This recognition is the most prestigious award granted to teachers by TESOL and is based on their ability to inspire students of all backgrounds and abilities to learn, to have a positive impact on students and colleagues, and numerous other criteria.
- The Journalism Department won 24 awards this semester, including the General Excellence Award for The Guardsman from the Journalism Association of Community Colleges.
- The Dental Assisting Department received 7 year full accreditation from the Commission on Dental Accreditation of American Dental Association (CODA).
- The Registered Nursing Department is graduating 38 students from our Registered Nursing Program on December 14th.
- The Health Education Department in partnership with San Francisco State University Health Education Metro Academy received the 2013 national award: Association of Public Land Grant Universities, “Most Visual Program Award”.
- The PBS Newshour selected one of the Downtown Center culinary arts students, Aaron Macholl-Stanley, for an interview regarding his experiences with the Affordable Care Act. The interview with Aaron was aired on November 15 on KQED Channel 9.
- The Fire Science Department is graduating 31 students from the 12th Fire Academy on December 17th.
- To enhance access to information, the library continues to support database and e-book collections which are suited to the needs of its service community. Recently the library licensed a new Ebsco Ebook Collection which is specifically targeted to the needs of community colleges. The 120,000 titles in this collection will be searchable in its own interface, but the library will import catalog records for each title into the college library catalog, with links out to the database. The ability to access these collections 24/7 from offsite locations, and to locate items seamlessly through the catalog, not only enhances the experience for distance learners, it greatly expands equitable access to resources for the entire college community.
- On December 7th, the Culinary Arts & Hospitality program had graduation ceremonies for thirty-two graduates at the Diego Rivera Theatre.
- The English department published its fall edition of Forum Magazine. The magazine was established in 1937 and is a student-run literary journal that serves the City College of San Francisco community. The Forum collects, edits and publishes quality works of literature and the visual arts and is dedicated to providing a platform for the contemporary, urban voices of the institution.
Since its founding in 1948, the Licensed Vocational Nursing Department has been dedicated to Vocational Nurse Education. The Fall 2013 commencement ceremony will be held on Wednesday, December 18th, at 5:00 pm in the John Adams Auditorium. In addition, the Licensed Vocational Nursing Department is awarding 20 certificates to nurses for completing the Nursing Refresher Program. The refresher class updates nursing skills for job reentry.
- The 39th Annual Fort Mason Holiday Exhibition and Show was held on December 6-8 by the Art Department. This event was very well-attended and raised money for the department.
- The Athletic Department Women’s Soccer Team made the State Final 4 playoff and the Men’s Soccer Team made the State Final 8 playoff.
- The Department of Environmental Horticulture and Floristry will hold its Annual Holiday Sale/Open House on Thursday, December 12th in the CCSF Horticulture Center. It will feature floral arrangements, poinsettias, orchids, holiday wreaths, and selected indoor and outdoor plants for sale. The day will include presentations by nationally-known floral designers and flower care experts.
III - B. Fabienne McPhail Naples, Vice Chancellor for Student Development
Associated Student leaders and Dominik Zelichowski, the Environmental Economic Development Coordinator for Associated Students, is developing a plan to implement a Farmer’s Market on campus for Spring 2014. Students are learning the ropes of business economics by including with local vendors and farmers, researching required permits and fees, and working with campus partners on establishing policies and procedures to ensure a successful event. A great deal of effort has gone into researching the necessary background information for the feasibility of this business endeavor.
The Department of Education team conducted an on-site extensive Financial Aid Program review from December 2 – December 6, 2013. Student records were reviewed and on-campus interviews of administrators, faculty, students and especially Financial Aid staff were conducted. Dean Jorge Bell, Sophia Toney, Senior Management Assistant, Ms. Roma Cusi, and Dr. Matais Pouncil did an outstanding job preparing documents for the site visit review. At the exit conference held on Friday, December 6, 2013 the DOE findings were reviewed.
Two very important Student Service policy revisions will be submitted to the Board for approval. Revisions to the CCSF Student Code of Conduct were led by Dean of Student Affairs, Samuel Santos and received campus wide approval from constituency groups. The Student Code of Conduct was updated and revised to include new violations such as cyber bullying and gender harassment.
The second policy, Drug and Alcohol-Free Work Place and College Environment was updated. On Monday, November 25, 2013 Dr. Lani Battiste and VC Faye Naples led the Crisis Management Team in the review of The Alcohol and Drug Policy, administrative procedures, and a draft biennial review of 2013-2014 San Francisco Community College District, Alcohol and Other Drug Programs report. Based upon federal requirements, the Biennial Report of Alcohol and Other Drug Programs requires a campus wide assessment of Alcohol and Drug Policy, review of administrative procedures, and campus programs to respond to incidents of alcohol and drug related cases/incidents.
Three Student Services administrative positions are posted and will close on December 31, 2013. Search Committees for the Dean of Financial Aid, the Associate Dean of Financial Aid and Student Success Programs, and the Associate Dean of Student Activities will convene in the New Year. We anticipate selection and hiring processes will be complete by March 1, 2014.
Chancellor Tyler is set to meet with Whole Foods store managers at a luncheon to be held on January 8, 2014 to discuss upcoming business partnerships and collaborations; such as, campus student job fairs and the use of CCSF facilities for Whole Foods orientation and training of new staff. Whole Foods is our neighbor and in addition to providing high quality food and services, Whole Foods has been a supportive partner and a generous donor to many CCSF campus and student events and activities.
Led by Associate Dean Chuen Chan, an extensive review of all Student Service Policies is underway; and we should have completed our review and drafting of Student Service Policies by March 1, 2014.
III - C. Vice Chancellor of Finance and Administration Ron Gerhard
Please find below a Budget Summary Report and Monthly Expenditure Chart for the Unrestricted General Fund summarizing the College’s financial activity for fiscal year 2013-14 as of November 30, 2013. These summaries present expenditure activity both by functional activity as well as by major account classification as defined by the State.
Through November 30th, or approximately 42% of the fiscal year, the College has expended and encumbered 40% of the Unrestricted General Fund budget. Current activity is tracking within expectations and in accordance with the existing budget.
III - D. Associate Vice Chancellor of Institutional Development and Accreditation Liaison Officer Gohar Momjian
City College is kicking-off the Education Master Planning (EMP) process. The College has engaged the Voorhees Group LLC to help facilitate the process. Together we will create a comprehensive Education Master Plan that will help the College set a unified direction for the College’s future. A combination of small group strategy sessions and larger public forums will be convened at each of the College’s centers and are planned for the weeks of January 27, February 17, and March 10. These conversations will be informed by internal and external data, both quantitative and qualitative. The College has created a webpage (www.ccsf.edu/emp) to share data throughout the process and to announce scheduled events. The EMP website will be regularly updated with meeting dates and other materials. Currently we’re collecting initial input from CCSF students and employees, as well as external community members in the San Francisco Bay Area as well as. The survey can be found at this location https://www.surveymonkey.com/s/2K2622W
Program Review materials have been submitted to Deans and Vice Chancellors. The program review website is being populated with the completed reports, including how requests were initially scored. The final ranking process for resource allocation will occur in early spring 2014. http://www.ccsf.edu/NEW/en/employee-services/research-planning-and-grants/planning/program_review.html
The College will deploy the Community College Survey of Student Engagement (CCSSE) in Spring 2014. We last participated in 2007. To complement this credit survey, we’re exploring creative methods for efficiently implementing a noncredit survey. These surveys are an important way for us to learn from our students and based on feedback and analysis implement improvements. In regards to Student Learning Outcomes (SLO) work, results and recommendations are available for the coordinated GE-Area C Spring 2013 assessment. Please review the report and contribute to the ongoing discussions of the SLO Committee, Planning Committee, Assessment Planning Team, and Academic Senate Executive Council. Congratulations to all members of the CCSF Community. We are ALL getting used to the process of completing SLO progress reports at the end of each semester. Based on the reports already submitted, it's clear that people know where to find the forms, how to complete them, and how to see the results. Results are available through department/unit assessment web pages. (Click here to get to the reports.) Based on feedback about departmental and unit workflow, in early January, when the spring semester starts, we will close the Fall 2013 reports and make the Spring 2014 reports available at the same time. With access to end-of-the-semester forms at the beginning of the semester, departments and units can easily keep track of progress made during the first month of the semester, at FLEX events and department meetings, and incorporate activity into Spring progress reports.
I would like to share some of my observations and words of gratitude to the employees at this institution and the supportive community at large. Together we have moved the College forward in a focused and driven manner to ensure CCSF remains a place of opportunity for our students, and our students continue to place their trust in CCSF in pursuit of their educational goals. It is important to pause and reflect on the tremendous progress which the College has accomplished in all facets of our operations to improve our institution and meet the standards of accreditation.
Please visit the Roadmap to Success located at www.ccsfforward.com for a more detailed description of the actions, timelines, and outstanding areas described below.
In responding to the ACCJC’s recommendations and meeting the standards on Institutional Mission and Effectiveness (Standard I), the college completed its review of CCSF’s mission and vision statements; its improved cycle of program review is in its 5th year of annual program review, with changes in administrative procedures to directly connect planning with budget. In 2014 the College will have reached a major turning point, as we focus on the development of an Education Master Plan, participation in a comprehensive survey of students, and further discussions on College benchmarks of student success and annual indicators.
Student Learning Programs and Services (Standard II) improvements continue to focus on assessment work on Student Learning Outcomes, Institutional Learning Outcomes, Administrative Unit Outcomes, and General Education Outcomes. In June 2013, the ACCJC produced a report on the overall SLO Assessment Implementation across all their colleges. In September 2013, CCSF requested a specific feedback report on our performance relative to the SLO rubric and other colleges to help focus our efforts. In their report, ACCJC scored CCSF (based on our March 2013 report) with an overall average of 3.42 out of 5. Shout out to the Student Services division which scored a 5 on their specific rubric! The College is doing even better now than we were in March 2013 and that our practices and change in culture embracing the SLOs is sustainable in the long term. Visit the outcomes and assessment website www.ccsf.edu/slo to engage in the college-wide dialog.
The accreditation standards are focused on the whole functioning of educational institutions, not just its parts. In that regard, ACCJC Standard III on Resources encompasses standards related to Human Resources, Physical Resources, Technology Resources and Financial Resources. These standards ensure that the infrastructure is solid to support all the good work taking place in the classroom for the benefit of our students. Last year’s reorganization of the administrative structure and hiring of more than 30 positions is essentially complete; however a few of the administrative positions remain to be filled and are in progress. Financial resources allocated through an integrated process that uses program review as the central component for decisions. Financial policies and procedures are being updated and put in place to sustain a healthy fiscal condition for the College in years to come.
Leadership and Governance (Standard IV) concern not only the role of the Chancellor and Board, but also includes an explicit understanding of the responsibilities of constituent leadership, stakeholders, and the processes in which decisions are made to benefit the institution as a whole. The College has a State appointed Special Trustee who continues to make final decisions on behalf of District, a permanent Chancellor, and a Participatory Governance Council that recently established operational guidelines and has begun discussions on a self-evaluation process. With the Academic Senate leadership, the College held a training session on Collaborative Leadership which included robust and healthy dialogue on governance roles, responsibilities, and a commitment to shared responsibility for City College’s success.
We are uniting with common purpose to improve the campus environment, which is evidenced by the WeAreCCSF Day-On activities with SEIU leadership whereby all members of the institution are invited to participate in various clean-up activities. City College continues to receive unwavering support from the Mayor’s Office to assist the College meet its staffing goals. A consortium of funding agencies has pledged their support of over $500,000 to assist CCSF fund accreditation related activities (e.g. Education Master Plan; Technology improvements; Documentation of policies and procedure efforts). It is with the collective positive efforts which contribute to the CCSF’s ability to meet all the accreditation standards, eligibility requirements, and policies, that will enable the possibility for any accreditation decision to be reconsidered in the future.
While the College continues to be accredited in the review stage of the Commission’s decision, CCSF will be submitting a Substantive Change Proposal to the ACCJC. The College acknowledged in its Show Cause Report it did not previously submit Substantive Change Proposals. The Commission expects accredited institutions to undertake change responsibly and to continue to meet the Eligibility Requirements, Accreditation Standards and Commission policies even as they make changes. To provide assurance of institutional quality to the public and to maintain Title IV financial aid funds for students of the institution, a Substantive Change Proposal must be reviewed and acted upon by the Commission’s Committee on Substantive Change, or the Commission as a whole. During the CCSF Participatory Governance Council’s Standing Committee on Accreditation held on December 3, and the Participatory Governance Council meeting held on December 5, I informed the membership that CCSF intends to submit a Substantive Change Proposal to the Commission per the ACCJC Policy on the following grounds: Change in Location; Change in Control; Change in Courses or Programs or their Mode of Delivery that Represents a Significant Departure from Current Practice. Link to Substantive Change Policy:
Additional accreditation information and action plans are updated and posted on www.CCSFForward.com
IV Action Items
A. Policy Amendments– the following amended policies are being presented for a second reading:
· BP 2.07 – City College of San Francisco District Policy on Participatory Governance
· BP 8.01 - Budget Preparation and Fiscal Accountability
· BP 8.03 - Auditing
· BP 8.06a – Procurement of Supplies, Equipment and Services
· BP 2420 – Authorizations to Encumber the District
RECOMMENDATION: That the Special Trustee approve the amended board policies: BP 2.07 – City College of San Francisco District Policy on Participatory Governance; BP 8.01 - Budget Preparation and Fiscal Accountability; BP 8.03 – Auditing; BP 8.06a – Procurement of Supplies, Equipment and Services; BP 2420 – Authorizations to Encumber the District
B. Policy Additions – the following new policies are being presented for a second reading:
· BP 8.11 – Delegation of Authority for Business
· BP 8.12 – Fiscal Management and Accounting
RECOMMENDATION: That the Special Trustee approve the new board policies: BP 8.11 – Delegation of Authority for Business; BP 8.12 – Fiscal Management and Accounting.
C. Policy Amendment – the following policy is being presented for a first reading:
· BP 3.32 – Drug and Alcohol-Free Work Place and College Environment
RECOMMENDATION: That the Special Trustee conduct a first reading of the amended
board policy: BP 3.32 – Drug and Alcohol-Free Work Place and College Environment and
provide direction for any modifications to be incorporated before the second reading.
D. The San Francisco Community College Board of Trustees has previously enacted
resolutions to reallocate funds available from the 2005 General Obligation Bond Issue
within existing projects approved by San Francisco voters. Such reallocations are permitted under the rules that govern Proposition 39 bond measures. These actions have been needed to address revised cost estimates for projects. Additional actions are now proposed to cover the costs associated with the following:
New Mission Campus Project
Prop 39 Energy Efficiency Project
Campus Police and Deans Office Renovation Project
RECOMMENDATION: That the Special Trustee grant the authorization to reallocate
$854,600 from the General Obligation Bond Issue. This reallocation includes
$161,500 going to the New Mission Campus Project, $47,100 going to the Prop 39
Energy Efficient Project, and $646,000 going to the Campus Police and Deans Office
E. Authorization to contract with Governet for implementation and follow-up
annual support of CurricUNET software (3 modules – curriculum, program
review, assessment) at a total cost of $80,000 for implementation in Spring
2014 with $18,500 annual support costs after implementation
RECOMMENDATION: That the Special Trustee authorize the District to enter into a
contract with Governet for $80,000 for licenses and implementation services, and $18,500
for annual support services thereafter.
F. Through a partnership with the San Francisco Promise Zone (SFPZ), the College seeks to reach out to underrepresented and underserved populations residing in the geographic neighborhoods served by the SFPZ, namely Chinatown, Western Addition, Tenderlion, Mission District, and Bayview-Hunters’ Point with the goal of connecting students with educational opportunities.
RECOMMENDATION: That the Special Trustee given authorization to enter into a
Memorandum of Understanding (MOU) with the Mission Economic Development Agency
of the San Francisco Promise Zone for services related to the development of an
education master plan, total cost not to exceed $100,000 for the period from December
20, 2013 through June 30, 2018.
G. Authorization to enter into a five (5) year relationship with Ellucian. Ellucian will provide a comprehensive improvement program that will cover the major operational processes of the institution. It will include and go beyond the Banner-related processes cited as issues by FCMAT and ACCJC, although the FCMAT and ACCJC issues will be the priority areas for service delivery.
RECOMMENDATION: That Special Trustee approve entering into a contract with Ellucian
for project management, technical remediation, and functional services and support related
to the District’s Banner enterprise resource software platform.
V Reports from Constituents
Fred Teti, Academic Senate President
The Academic Senate met on Wednesday, November 20 at the Civic Center Campus. In addition to receiving an SLO report from Coordinator Kristina Whalen (her teleconference with ACCJC rep Krista Johns went well), the Senate appointed faculty to the AB86 consortium workgroup (many thanks to Kristin Charles for representing the administration thereon), clarified our expectations for the December 6th training (see next paragraph), and adopted our committee's self-evaluation survey instrument (thus addressing yet another line item on The Roadmap). Also, we expressed our gratitude to Vice Chancellor Lamb for permitting established courses whose newly-updated outlines had been submitted to (but not yet approved by) the Curriculum Committee to be offered next semester.
I was heartened by the large turnout of all constituencies for the December 6th training on Communication and Constituency Roles. Representatives from the State Academic Senate and The League were on hand to give presentations on Title 5 and Collegial Consultation. We heard about how Cuesta College moved mountains to get off of Show Cause. We engaged in a fun activity wherein we wrote what CCSF's "Yelp" reviews might look like five years from now. We all look forward to improved communications and camaraderie in the future.
I will close by drawing attention to the expansive efforts of the faculty spearheading the Enrollment Campaign. Every Saturday, Leslie Simon, Susan Lopez, Danny Halford, and Ann MacAndrew (maybe not all at one time) spend the day at Mission Campus where faculty they've recruited pick up a kit of posters, handouts, schedules, brochures, thumbtacks, tape, and directions to neighborhood locations where it is fruitful for the College to advertise. They report that even some retirees have shown up to do their part. It is all very inspiring and I hope you will join me in thanking them for dedication and generosity of spirit.