CIO Academy

New/Aspiring CIO Academy

October, 2010

Dona BoatrightCCCC Vice Chancellor, Emeritus

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Overview

• Understanding the Language

• The Hierarchy of Rules

• Key Regulations• Managing at the

College• Hot Issues• Resources and Tips

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• No good dictionary or Grammar available– But check out the glossary of terms

• Sometimes we call things by many different names:Prop 98BOG75/25AB 1725SLO

Understanding the Language

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Some Words are Charged…

• They have multiple meanings

• The evoke different responses from different constituencies

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For Example, depending on who is talking and in what context:

• Enrollment Management

• “Side of the House”

• Categorical

• Economic Development

• Total Quality Management

• Student Learning Outcomes

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Some Issues Have Been Canonized…

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AB 1725

• Represents the 10 Commandments?

– OR

• Work of the Devil?

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• Know who is talking

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Living in Acronym World

• And then there is the unrelenting use of abbreviations…….

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Peralta Community College District

• PPSI• VVSS• PPIT• SPPAC• DAS• PRC• SMT• IEC

• BCC• DMC• PAAA• CIC• IEC• BSMC• VPI/D• DWEMPC

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Abbreviations Can Make or Break You

• WSCH• FTEF• FTES• SACC• TBA• FTO• ARRA• MIS

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The hierarchy of rules

• Statute: state law—the Education Code• Title 5 (of the California Code of Regulations):

regulations adopted by the Board of Governors• Local board policy: local implementation of

regulations

Statute

Title 5 regulations

Local board policy

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Statute: Education Code

• Section 70901: – (a) The Board of Governors of the California Community

Colleges shall provide leadership and direction in the continuing development of the California Community Colleges as an integral and effective element in the structure of public higher education in the state. The work of the board of governors shall at all times be directed to maintaining and continuing, to the maximum degree permissible, local authority and control in the administration of the California Community Colleges.

– 70901(b)(6): Establish minimum conditions entitling districts to receive state aid for support of community colleges.

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Ed Code, cont’d

• 70902. (a) Every community college district shall be under the control of a board of trustees, which is referred to herein as the "governing board." …The governing board of each community college district shall establish rules and regulations not inconsistent with the regulations of the board of governors and the laws of this state for the government and operation of one or more community colleges in the district.

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• Regulations - who cares!!!

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Regulations—who cares?You Should!!!

• Ethical commitments made by those who sign off on compliance

• Economic implications for failure to adhere to regulations that have apportionment sanctions attached

• Political implications of flouting of regulations

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Title 5 regulations

• Minimum conditions for receipt of state support– Standards of scholarship (§51002)– Remedial coursework limit (§55765.5)– Grade changes (§55760)– Award of degrees and certificates (§51004)– Minimum requirements for the Associate Degree

(§55806)– Open courses (§51006)– Equal employment opportunity (§51010)– Student fees (§51012)– Curriculum (§51021)

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Title 5

• Revised and Reorganized

• Curriculum and Instruction

• CIO Bible

Regulations and the Department of Finance

If DOF believes that a mandated cost results from a new regulation,

they can veto a BOG decision!!

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Local Board policy

• Policies implementing Title 5 regulations – Per Ed Code 70902 above– Be aware of your own district’s policies

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Minimum Conditions Compliance

• Be aware of all the elements

• Know which ones are your responsibility

• Pay attention to deadlines on reporting

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Minimum Conditions Compliance Advice

• Some topics “involve greater likelihood of violations and will be monitored more closely”

• “Self-compliance and other mechanisms” will now be used for some issues which are tracked elsewhere: Comprehensive PlansApproval of new colleges and educational centersAccreditationCounseling programsObjectivesFaculty, staff and student participation in governance

• or through the complaint process

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Managing at the College

You cannot know all the information all the time.

Key is to be AWARE of:• your areas of responsibility• where to find information quickly when

you need it • who you can call when you cannot find it!

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Managing at the College

• Hiring• Evaluation• Assignment/Load• Contract

Negotiations• Contract

Management• Conflict Resolution

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F/T Faculty Hiring/Evaluation

– Use CIO network for “real” reference checks

– Keep department culture in mind (good fit or change agent?)

– Be advocate for students– Be vigilant during first year– Be bold

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P/T Faculty Hiring/Evaluation

– Avoid Crisis or Convenience Hiring– Create Part-Time Faculty Pools– Pay attention to Evaluation process– Monitor Re-hire process

• Student evals & complaints• Grading practices• Student retention

– Avoid “owning” mediocre PT faculty– Be Advocate for Student Needs

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Collective Bargaining

• Be involved whether at the table or not

• Pay attention in your practices

• Avoid setting unwanted precedents

• Train your Deans and Chairs

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Faculty Assignment and Load/Contract Enforcement

• Quest for Perfect Schedule for STUDENT needs as opposed to faculty

• Be strict, consistent but not inflexible

• Create an ethos of fair process so you do not have to overrule your dept. chairs

• KNOW the contract

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Conflict Management

• Maintain communication with deans/chairs

• Follow college processes

• Document conversations

• Be creative

• Use resources: HR, Medical, Legal

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Awareness of Statewide Issues

– Know the System Office Structure & Staff

– Use the tools: • websites • Read the memos• Meet the deadlines• Ask questions• Engage with the

Consultation Process

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Recent and Continuing Issues

• Budget• Basic Skills• 50% law• Categorical shrinkage• FTO-full-time faculty obligation (75/25)• Student Learning Outcomes• SB 1440• Non Credit PE §58130• Accreditation

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SB 1440

• Transfer Degree simplified to 60 units with 18 units of major or area of emphasis

• C or better students guaranteed admission to CSU

• Prohibit CSU from requiring additional lower division course work beyond the 60 units

§58130

“No state aid or apportionment may be claimed on account of the attendance of students in non credit

classes in dancing or recreational physical education.”

Top Codes 0835 and 1008

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Accreditation:FOCUS ON THE BIG 4+1

• Responses to Previous Recommendations

• Program Review – Sustained• Planning – Sustained• Student Learning Outcomes –

Development• Distance Education

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AFFIRMATIVE ACCREDITATION

REMEMBER: It’s all about the college……..

• Question: “Can we assure parents, potential students and others that we provide a reputable, high quality educational experience?”

• Answer: Clear, concise, honest review• Reports to avoid at all cost:

– National Enquirer or Doctoral Dissertation

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Focus • III.A. 3.a. The institution establishes and adheres to written

policies ensuring fairness in all employment procedures. • Descriptive Summary• Written policies exist as part of the human resources section of

the Board Policies and Procedures Manual. (REF:III.A.10.) These policies relate to all aspects of employment, including recruitment and selection, job descriptions and personnel appointments, employee rights and protections.

• Self Evaluation• The College meets this standard.• Action Plan:• None.

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Be specific and measurable..

• Action Plan• The College will investigate stable funding

sources required to maintain technology and the required support.

• The College will seek additional technology funding through on-going state funding, business and industry partnerships, and will forecast for a future bond measure to support its instructional technology needs.

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• Self Evaluation• The College and Library together have a very strong

information competency program and plan in place to ensure that students gain information competency skills. As the number of courses infused with information competency increases, students will have more opportunities to learn and practice these skills regardless of whether they plan to obtain associate’s degrees or pursue other educational paths.

• Action Plan• None.

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Remember - We’re all in this together…

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Resources and tips

• Program and Course Approval Handbook• Tutoring and Learning Assistance Guidelines• Basic Skills Report (“Poppy Copy”) • Legal Affairs site at www.cccco.edu• The roles of the “O’s”: CIOs, CSSOs, CHROs,

CBOs, and others

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Where Can I Find This Stuff?

• Ccccio.org: CIOs• Cccco.edu: Chancellor’s Office• Cccaoe.org: Technical Education Deans• Rpgroup.org: Researchers• Cssofficers.org: CSSOs• Ccleague.org The League• Accjc.org: Accreditation• Asccc.org: Academic Senate

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Top 10 “Get Real” List of Things Administrators Need to Know

1. There will never be enough MONEY!2. There will never be enough STAFF!3. There will never be enough TIME!4. There will never be enough SPACE! There will

always be problems with construction projects.5. People will still be PEOPLE! They will occasionally

misunderstand, blame it on someone else and mess things up! We are not Gods!

6. Your job will get harder, and the organization and work will be more complex. More rules, constraints…

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Top 10 “Get Real List” (continued)

7. CHANGE will be the only CONSTANT!8. There will be increased external COMPETITON.9. OPPORTUNITIES are seldom labeled. Opportunities are

often disguised as problems. Ban the word “CAN’T” from your vocabulary.

10. You are NOT ALONE – WORK IN TEAMS and partnerships. Compromise is not a dirty word. Strategic partnerships and teamwork can overcome most of the above realities.

Originally prepared by Bill Feddersen, Retired College President, Mt. SAC

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DON’T GO IT ALONE

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Q & A