PERSONNEL COMMISSION MINUTES · department. She decided to finish her bachelors’ degree and go on...

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PERSONNEL COMMISSION MINUTES

Regular Meeting, Wednesday, February 15, 2017, at 12:00 p.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA 90405

Distribution List for Personnel Commission Announcements, Agendas and Minutes DEPARTMENTS: PLEASE POST 3400 Airport/SBDC: Sasha King Academic Affairs: Rebecca Weiland Accounts Payable: Cristina Hamblet Admissions & Records: Esau Tovar African American Center: Sherri Bradford Airport: Rassheedah Watts Athletics: Jaclyn Johnson Auxiliary Services: Ofelia Meza Bookstore: Jaime Recinos Bundy: Beverly Redd-Walker Bursar’s Office: Chandra Dhruv Business Department: P. Murray Campus Police Office: Jennifer Jones Career Services: Vicky Rothman Center for Media & Design: Edna Flores Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Raymond Bruce Disabled Students Center: Stephanie Schlatter Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Joanne Laurance EOP&S: Nick Mata ESL Office: Janet Harclerode Events Office: Joy Bice Faculty Association: Peter Morse Financial Aid Office: Stacy Neal Health Sciences: Ida Danzey Health Office: Nancy Alfaro HSS: Carolyn Baugh International Students Center: Ana Jara KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz Library: Fabienne Chauderlot Madison: Gail Johnson Maintenance/Facilities Time Clock: C.Rogers Math Village: Mitra Moassessi Media Center: L. Nakamura Modern Language: Jeanne Laurie Music: Lori Geller Outreach & Recruitment: Will Taylor Payroll: Ian Fraser Science: Ingrid Cardwell Student Life: Amelia Trejo Student Success Initiatives: Trena Johnson Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Emeritus: Gita Runkle Facilities: Bruce Wyban HR: Sherri Lee-Lewis Info Tech: IEC: Denise Kinsella Instructional Technology: Joshi John Maintenance: J. Bradney Operations: Anthony Barlow George Webb Receiving: Lisa Davis Supplemental Instruction: Wendi DeMorst

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: Kathryn Jeffery Executive VP: VP Academic Affairs: Georgia Lorenz VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: Marcia Wade VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard Community Relations: Kiersten Elliott Public Information: Grace Smith PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: Margie Espinoza CSEA Chapter Pres.: Robert Villanueva CSEA Chapter 1st V.P.: Martha Romano CSEA Chapter 2nd V.P.: Maria Bonin CSEA Chief Job Steward: Lee Peterson CSEA Corresponding. Sec’y: Ana Jara CSEA Recording Sec’y: Kennisha Green SMC POA President: – Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible.

Revised 1/11/17

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

PUBLIC PARTICIPATION

ADDRESSING THE PERSONNEL COMMISSION

Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public

Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made.

Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker’s time may not be transferred to another speaker.

Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments

∗ The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda.

∗ Five minutes is allotted to each speaker per topic for general public comments. The speaker must

adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments.

Agenda Items

∗ The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda.

∗ Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic.

Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda.

Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel.

2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting.

No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule 2.2.8 Government Code sections 54954.2, 54954.3, 54957.9

Santa Monica College Personnel Commission MINUTES of Regular Meeting, February 15, 2017

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Board Room, Business Building, Room 117, 1900 Pico Blvd., Santa Monica, CA 90405 Any public records, which can be disclosed, related to an open session item on the agenda and distributed to the Personnel Commissioners less than 72 hours prior to the meeting, are available for public inspection in the Personnel Commission Office, 2714 Pico Blvd, Santa Monica, during normal business hours. Any individual or group may address the Personnel Commission during the Comments—Public Forum segment of the meeting regarding any item that is within the Commission’s subject matter jurisdiction. However, the Commission will not take action on any item that is not on this agenda.

Any individual may appear at the Commission meeting to respectfully testify in support of or opposition to any item being presented to the Commissioners for consideration. Individuals wishing to address items to the Commissioners should complete a Request to Address the Personnel Commission card (green form) prior to the start of the meeting.

PUBLIC SESSION: 12:00 P.M.

I. ORGANIZATIONAL FUNCTIONS

A. Call to Order _12:01_ p.m.

B. Roll Call Commissioner Present Absent Commissioner Metoyer, Chair X Commissioner Abbott, Vice-Chair X Commissioner Greenstein X Commissioner Jansen X Commissioner Leone X

II. REPORT – DIRECTOR OF CLASSIFIED PERSONNEL Carol Long, Director of Classified Personnel, shared the following; Cyclical Classification Reviews Personnel Commission staff is completing a mini-study on two classifications within Admissions and Records: the Student Services Specialist - Admissions and Records; and Senior Student Services Specialist - Admissions and Records. Duties listed on the current class descriptions describe work performed relating to transcript evaluation, and other general Specialist responsibilities relating to student admissions. Recommendations to create separate classifications for the transcript evaluator functions are being proposed today. We are revising the Specialist and Senior Specialist classifications to remove duties specific to transcript evaluation, and we are creating separate Specialist and Senior Specialist classifications which are strictly for performance of transcript evaluation responsibilities. All requested desk audits have been completed for classified staff members in the Bookstore, Warehouse, and Transportation Department. Information collected from these audits are currently being evaluated by Personnel Commission staff. Duty analysis information is also being collected from management. Once our evaluations are completed, tentative recommendations will be proposed to management staff, incumbents, and CSEA for feedback. We will be presenting a final report to the Personnel Commission, after all issues have been addressed.


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Merit Rules Advisory Committee Update The Merit Rules Advisory Committee is bringing forward a portion of Chapter 2, Merit Rule 2.1, for a second and final reading. Merit Rule 2.1 covers Personnel Commission Organization. If approved, these revisions will be finalized and posted on our web site. In addition, the Committee is bringing forward the remainder of Chapter 2, and additional revisions to Merit Rule 12.2.4 for a first reading. Merit Rule 12.2.4 is being reviewed in response to recent changes in laws relating to initial salary placement of new employees. In addition, the Committee is continuing to review Chapter 8 of our Merit Rules, which covers “Employee Clearances”.

III. COMMENTS AND INFORMATIONAL REPORTS A. Recognition of Employee Longevity: February 2017

10 YEARS

Julia Gothold, Student Services Clerk, Pico Partnership

Brenda Benson, Senior Administrative Dean, Counseling, Retention and Student Wellness, shared that, “Julia currently works for the Pico Promise Program to serve at-risk youth, she has spent the bulk of her time working as an Administrative Assistant in the Counseling department. She decided to finish her bachelors’ degree and go on for a master’s degree in Rehabilitation Counseling, she hopes to come back to Santa Monica College as a Counselor in our DSPS program. Julia has been an absolute dream come true, a wonderful employee and an SMC success story.”

15 YEARS

Bharose Dindial, Community College Parking Enforcement Officer, Campus Police

Elease Juarez, Bookstore Operations Assistant, Bookstore

Chris Bonvenuto, Chief Director, Business Services, read a message on behalf of Jaime Recinos, Interim Bookstore Manager, for Ms. Juarez. “Elease is one of the hardest working and most dedicated individuals I’ve ever met. Elease has proven herself to be self-motivated, loyal, honest, knowledgeable, and a resourceful individual that is well respected by both her peers and her supervisors. Her support and commitment for our mission to serve our students, faculty and staff, along with the community is contagious. I would like to thank her for her 15 years of service to the SMC family.”


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*Lisa Moss, Senior Career Services Advisor, Career Services Center

Brenda Benson, Senior Administrative Dean, Counseling, Retention and Student Wellness, remarked, “It’s my honor to say a few words on behalf of Lisa Moss. When I first started supervising Lisa, she was an Administrative Assistant in the Career Services Center, she was outstanding in this position. Honestly, there is no one more organized, detail oriented than Ms. Lisa. When there was a vacancy as a Senior Career Services Advisor, Lisa applied and was a successful candidate. As the Senior Career Services Advisor, Lisa coordinates our very successful Internship Program. In this capacity, she helps hundreds of students secure internships every year. She organizes a very large internship fair and she also coordinates our unique Cool Careers Program, where we have themed panels of career professionals talking to thousands of our students about their work. It has been very exciting for me personally to watch Lisa grow into this position. She is absolutely phenomenal, students love what she does, she’s brought a new vitality and energy to the position and is really making it her own. Lisa Moss is a success story at Santa Monica College and it is my privilege to honor her today.” *Cheryle Rogers, Administrative Assistant I, Operations

Bruce Wyban, Director of Facilities Management, shared that, “Cheri Rogers has worked primarily in the Maintenance and Facilities department. Cheri started as a temporary employee and then was hired on permanently with the college. She has primarily been in charge of working with our Grounds and Operations groups. She is well known to our groundskeepers and custodians since she maintains their timecards. She works diligently when organizing the supplies, materials, and purchase orders and keeping the office on track. We’d like to commend Cheri on her 15 years of service to the college.”

Tom Corpus, Grounds and Landscape Supervisor, thanked Ms. Rogers for her service to the college.

25 YEARS

Edna Flores, Administrative Assistant I, Center for Media Design

B. Comments from Vice President of Human Resources Marcia Wade, Vice President of Human Resources, congratulated the employees that celebrated their longevity with the college. Ms. Wade thanked the Management team members that attended and spoke on behalf of their colleagues. Ms. Wade pointed out that the season for budget planning and budget management is coming up in March and April. Lastly, she thanked the Personnel Commission office for maintaining the Seniority lists and revising the Merit Rules through the efforts of the Merit Rules Advisory Committee.


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C. Comments from CSEA Chapter 36 Representative Martha Romano, CSEA 1st Vice President, congratulated the Classified employees celebrating their longevity with the college. Ms. Romano expressed her support for the work the Personnel Commission is doing to review and revise the classification descriptions. She looks forward to the upcoming class studies and maintaining a collaborative relationship with the Personnel Commission.

D. Comments from Management Association President Chris Bonvenuto, Chief Director ,Business Services and Management Association President, thanked and recognized the Classified employees’ hard work ensuring that SMC runs smoothly as we begin the Spring semester.

E. Comments from Personnel Commission Staff None

F. Public Comments (non-actionable comments from those in attendance) None

G. Comments by Personnel Commissioners Commissioner Metoyer welcomed back Commissioner Jansen.


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IV. AGENDA REPORTS – MAJOR ITEMS OF BUSINESS

# ITEM Page

1 Amendment to Rules and Regulations of the Classified Service – Chapter 2 – Second Reading Merit Rule 2.1: Personnel Commission Organization 7

2 Amendment to Rules and Regulations of the Classified Service – Chapter 2 – First Reading Merit Rule 2.2: Meetings Merit Rule 2.3: Commission Employees Merit Rule 2.4: Budget

11

3 Amendment to Rules and Regulations of the Classified Service – Chapter 12 – First Reading Merit Rule 12.2.4: Salary on Employment 16

4 Request for Approval of Classification Revisions: Student Services Specialist–Admissions and Records 18

5 Request for Approval of Classification Revisions: Senior Student Services Specialist–Admissions and Records 25

6 New Class Description: Student Services Specialist–Academic Records Evaluator 31 7 New Class Description: Senior Student Services Specialist–Academic Records Evaluator 39

8 Position Reclassification: Student Services Specialist–Admissions and Records to Student Services Specialist–Academic Records Evaluator 47

9 Position Reclassification: Senior Student Services Specialist–Admissions and Records to Senior Student Services Specialist–Academic Records Evaluator 50

10

Extension of Eligibility Lists: • Laboratory Technician – Life Science • Payroll Specialist • Research Analyst • Student Services Assistant

53

11

Certification of Seniority Lists: • Assessment Center Supervisor • Assistant Director of Facilities Planning • Classification and Compensation Manager • Compliance Administrator/Title IX Coordinator • Controller • Director of Facilities Management • Director of Human Resources • Instructional Technology Services Manager • Instructional Technology Services Manager – Entertainment Technology • Principal Programmer Analyst • Production Manager • Web Content and Social Media Manager

55

12 Extension of Provisional Working Out of Class Assignment: Denise Henninger 63


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V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page 13 Ratification of Eligibility Lists 66 14 Ratification of Limited Term Assignments 67

15

Examination Schedule: • Athletic Activities Assistant • Career Services Advisor • Information Systems Administrator

68

16 Approval of Minutes 69

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 17 Advisory Item: Appointments to Limited Term Positions 70 18 Advisory Item: Appointments to Provisional Assignments 72 19 Recruitment & Examination Status Report – Information Only 73

VII. ADJOURN AT _______ P.M. Next regularly scheduled meeting: Wednesday, March 15, 2017 at 12:00 p.m.


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AGENDA REPORT NO. 1 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 2 – SECOND READING

MERIT RULE 2.1: PERSONNEL COMMISSION ORGANIZATION DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 2: Merit Rule 2.1, are attached for a second reading. Recommendations were developed with input from the CSEA, Campus Counsel, and the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which may be repetitive or unnecessary.

CHAPTER II – THE PERSONNEL COMMISSION THE ORGANIZATION AND BYLAWS OF THE COMMISSION

Rule 2.1 PERSONNEL COMMISSION ORGANIZATION

(Education Code Division 7, Part 51, Chapter 4, Article 3) 2.1.1 MEMBERSHIP OF THE PERSONNEL COMMISSION

By law, beginning July 19, 2006 and henceforward, tThe Personnel Commission of the Santa Monica Community College District shall consist of five members (Education Code 88067)

2.1.2 APPOINTMENT OF MEMBERS OF THE PERSONNEL COMMISSION

(Education Code 88065, 88066, 88068)

Appointments to the Personnel Commission shall be made in accordance with the Education Code by the governing board and classified employees, and in accordance with any subsequent legally binding agreements between the bodies as approved by the Chancellor’s office. If the governing board and the classified employees of the district are unable to agree upon the manner in which Commissioners shall be appointed, the Chancellor of the California Community Colleges shall make the appointment within 30 days (Ed Code 88066 (b) (2)).

A. Initial Appointment

1,. Personnel Commission members for the Personnel Commission

shall be appointed as follows:

a. Two members appointed by the governing board of the district,


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b. Two members appointed by the classified employees of the district,

c. Those four members shall, in turn, appoint the fifth member.

B. Subsequent Vacancies

1. Where a system is already in existence and When a vacancy will exist on December 1, by not later than September 30 in a position candidate shall be nominated by either or both the governing board and/or the classified employeesthe appointing authority, no later than September 30:

a. The Personnel Commission shall, as much as possible, notify

the governing board and/or the classified employees of a vacancy at least 90 120 -days prior to the vacancy occurring in order to allow sufficient time for the body to nominate, vote, and appoint a member to the Commission.

b. The governing board and classified employees shall follow the

procedures outlined in the Education Code, the CSEA contract, and any subsequent legally binding agreements between the bodies as to the nomination, election, selection, and appointment of Commissioners.

c. In all other situations where a vacancy shall occur, the

Personnel Commission shall, as much as possible, notify and provide for sufficient notice of the vacancy to the governing board and classified employees.

2.1.3 QUALIFICATIONS FOR MEMBERSHIP (Education Code 88064)

Members of the Commission shall be registered voters, residents within the District, and shall be "known adherents of the principle of the merit system." For purposes of this Rule the following definitions shall apply:

1. "Known adherents to the principle of the merit system," with respect to

a candidate for new appointment, shall mean a person who by nature of his/her prior public or private service has given evidence that he/she supports the concept of employment, continuance in employment, in service promotional opportunities, and other related matters on the basis of merit and fitness.

2. With respect to a candidate for reappointment, "known adherent of the

merit system” shall mean a Commissioner who has clearly demonstrated through meeting attendance and actions that he/she does, in fact, support the merit system and its operation.


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3. No member of the governing board of any school district or county

board of education shall be eligible for appointment, reappointment, or continuance as a member of the Commission nor shall a Commissioner be an employee of the District during his or her terms of service.

2.1.4 TERMS OF OFFICE

By law, the term of each Commissioner is for three years. The five terms are staggered and one Commissioner's term expires each year at noon on December 1. The two appointees of each appointing body shall serve staggered three year terms. On or about September August 1 of each year, the Director of Classified Personnel shall notify the governing board and the classified employees of the name and address of the Commissioner(s) whose term(s) will expire and whether he or she, if offered, will accept reappointment. The notification shall also indicate that the governing board and classified employees shall follow the procedures as provided for in Education Code Section 88068 and as agreed upon in any subsequent agreements between the bodies.

2.1.5 ELECTION OF OFFICERS

At the first meeting following December 1 of each year, the Commission shall elect one of its members as Chair and another member as Vice Chair, to serve for a term of one year or until their successors are elected. The Chair shall be the presiding officer of all regular and special meetings. In the absence of the Chair, the Vice Chair shall preside.

2.1.6 CONDUCT OF BUSINESS

The Commission is committed to the deliberation of matters of business in an open and orderly manner. To this end, the Commission will be guided by the following code of conduct:

1. The Commission is made up of individuals with differing values and beliefs,

debate is natural and expected; however, Commissioners will work with the Chair and fellow members in a spirit of respect, harmony and cooperation.

2. The Commission has authority to act only in official meetings; an individual

Commissioner cannot bind the Commission outside such meetings.

3. The Commission encourages dialogue with the governing board, the District administration, and employee representatives; however, decisions should only be made after all facts have been presented and discussed. Statements or promises as to how a member will vote prior to a meeting are inappropriate.


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4. Members of the Commission should recognize that deliberations held in

closed session are confidential and discussion in public or release to parties outside the deliberations is unlawful unless previously authorized by a majority vote of the Commission.

2.1.7 CAUSES FOR REMOVAL OF A COMMISSIONER

Pursuant to Government Code 1770, a Commissioner's office becomes vacant, prior to the expiration of his/her term on the happening of any of the following events A Commissioner may be removed from office for any of the reasons set forth in Government Code 1770.:

A. Death of a Commissioner. B. A quo warranto adjudication declaring the Commissioner physically or mentally incapacitated. C. Submission of the Commissioner's resignation to the Commission or the

governing board.

D. Ceasing to discharge the duties of the office for a period of three consecutive months, except due to illness or excused absence.

E. Decision by a court of competent jurisdiction declaring the Commissioner's

appointment to be illegal or removing the Commissioner from office.

F. Conviction of a felony crime or violation of the official duties of a Commissioner as required by law or these Rules.

2.1.8 QUORUM AND MAJORITY

Three (3) members shall constitute a quorum for any regular or special meeting of the Commission. The affirmative vote of three (3) members shall be necessary to any action.

DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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AGENDA REPORT NO. 2 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 2 – FIRST READING

MERIT RULE 2.2: MEETINGS MERIT RULE 2.3: COMMISSION EMPLOYEES MERIT RULE 2.4: BUDGET (Note: No formal action will be taken at this meeting.)

DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 2: Merit Rule 2.2, 2.3, and 2.4, are attached for a first reading. Recommendations were developed with input from the CSEA, Campus Counsel, and the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which may be repetitive or unnecessary. Rule 2.2 MEETINGS 2.2.1 REGULAR MEETINGS The Commission shall adopt a calendar of regular meetings in July of each year for the following year. The Commission shall hold its regular meeting on the third Wednesday of each month. The Commission shall designate the time and place of the meetings on the Commission’s official bulletin board. The Commission may meet at some other time or place, provided that at least 24 hours notice is given to Commissioners, employees, and administration representatives. Notice shall be posted on the Commission’s official bulletin board and shall also be given to newspapers who have filed written request for such notice. 2.2.2 SPECIAL MEETINGS

A. The Secretary or the Chair of the Commission may call a special meeting of the Commission whenever is necessary.

B. The members of the Commission shall be notified of each special meeting by written

notice delivered to them personally, or by mail, or by email at least 24 hours in advance of the meeting. A copy of the written notice shall be posted on the Commission's official bulletin board which shall specify the time and place and the business to be transacted. Only those items of business listed in the notice will be considered at the meeting.

C. Newspapers, radio stations, and other agencies specified in Government Code

Section 54956 shall be notified 24 hours in advance of a special meeting if they have requested such notification prior to the meeting.


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2.2.3 ADJOURNMENT

A. The Commission may adjourn any regular meeting to a time and place specified in the order of adjournment. The adjourned meeting is for all purposes, a regular meeting.

2.2.4 PUBLIC MEETINGS

A. All regular and special meetings of the Commission shall be open and public, and all persons shall be permitted to attend the Commission meetings, except as provided in Rule 2.2.5 below. This Rule shall not be construed as permitting employees to be absent from duty to attend Commission meetings without authorization.

B. Individual employees, employee organizations, and other interested parties may

submit their written comments on any matter before the Commission and will be granted a reasonable time to present their views at the appropriate time in the meeting.

2.2.5 CLOSED SESSION

A. The Commission may hold a closed session for any of the following reasons:

1. To consider the appointment, employment, evaluation of performance, discipline, or dismissal of an employee.

2. To hear charges or complaints brought against a person or employee by another, unless such person or employee requests a public hearing.

3. To discuss legal matters that come within the attorney-client privilege. 4. For discussions with a state conciliator who has intervened as authorized by law. 5. To review and discuss its position and instruct its representatives on items within the

scope of negotiations.

B. The vote or abstention of every member present on action taken in closed session shall be publicly reported.

2.2.6 RULES OF ORDER

The Commission shall be governed by the rules of order approved by the Commission. 2.2.7 ORDER OF BUSINESS AND AGENDA

A. The order of business at each meeting of the Commission shall be established in the agenda for the meeting.

B. The Director of Classified Personnel shall prepare an agenda for each regular and special meeting of the Commission. The agenda shall insofar as possible be delivered to each Commission member at least 48 hours prior to the meeting.

C. The Director of Classified Personnel may submit addenda to the agenda in writing

prior to a regular meeting. The Commission may act on the addenda.


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2.2.8 BUSINESS FROM THE FLOOR

A. The Commission will set aside a portion of each regular meeting for public comments. Any person requesting to speak to the Commission will be allowed a reasonable time, as determined by the Commission, to present their issue(s).

2.2.9 RECORDING OF MOTIONS

A. Motions or resolutions shall be recorded as having carried or failed. Individual votes shall be recorded unless the action is unanimous.

2.2.10 MINUTES

A. The Director of Classified Personnel shall record in the minutes the time and place of each meeting, the names of the Commissioners present, all official acts of the Commission, and votes of the Commissioners. When requested, a Commissioner's dissent or approval and his/her reasons shall be recorded. The minutes shall be written and presented, whenever possible, for correction and approval at the next regular meeting. The minutes and a true copy thereof shall be open to public inspection. Copies of the official minutes shall be distributed to recognized employee organization representatives who have filed a written request for them.

2.2.11 PAYMENT FOR MEETING ATTENDANCE

A. Each Commissioner shall receive the sum of $50.00 for each meeting attended in any one month, including regular, adjourned or special meetings but not to exceed a total of $250.00 per month. (Approved by Board of Trustees on 06/14/93).

Rule 2.3 COMMISSION EMPLOYEES 2.3.1 STATUS OF COMMISSION EMPLOYEES

A. The Director of Classified Personnel and other persons required to carry out the responsibilities of the Commission shall be appointed by and be responsible to the Personnel Commission. However, they shall be considered part of the classified service, and the rules, procedures, benefits, and burdens pertinent to the classified service of the Santa Monica Community College District shall apply to Commission employees.

2.3.2 GENERAL DUTIES OF THE DIRECTOR OF CLASSIFIED PERSONNEL

A. The Director of Classified Personnel shall perform all of the duties and carry out all of the functions imposed by law and these rules and shall be free of prejudgment or bias in order to ensure the impartiality of the Commission. The Director shall act as secretary to the Commission and shall issue and receive all notifications on its behalf. The Director shall direct and supervise the employees of the Commission and conduct administrative transactions consistent with the law and rules and necessary to the proper functioning of the office and staff of the Commission.


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B. The Director of Classified Personnel shall conduct classification, salary, and rules

studies. The Director shall plan and administer examinations for the selection of classified employees, monitor the assignment and transfer of employees by the Board and shall make such other investigations as directed by the Commission or as are deemed necessary by the Director. The Director may be designated as a hearing officer in accordance with Education Code Section 88131.

C. In cases where two or more rules appear to be in conflict, or when no rule provides a

clear-cut answer to a problem, the matter shall be decided by the Director of Classified Personnel, subject to appeal to the Commission.

Rule 2.4 MISCELLANEOUS PROVISIONS (EDUCATION CODE SECTIONS 88073, 88086) 2.4.1 BUDGET

A. The Director of Classified Personnel shall prepare and submit to the Commission a proposed operating budget for the Commission for the next ensuing fiscal year. The budget shall be submitted not later than the appropriate Commission meeting in April.

B. The Commission shall designate one of its meetings in May at which a public hearing on

its proposed budget will be held. At the time the Commission schedules the public hearing as required in Education Code Section 88073, it shall direct the Director of Classified Personnel to forward a copy of the proposed budget to the Board of Trustees and notify the Board of the time, date, and place of the public hearing. Board and administration representatives shall be invited to attend the public hearing and present their views on the proposed budget.

C. Prior to adoption of its budget the Commission will hear and fully consider all comments

and suggestions that may be offered by District administration, the Board, or other concerned persons or organizations. Efforts shall be made to resolve any differences that may exist between the Commission and Board.

D. When approved by the Commission the budget shall then be submitted to the County

Superintendent of Schools in accordance with Education Code Section 88073. 2.4.2 ANNUAL REPORT

A. The Director of Classified Personnel shall prepare, as required by Education Code Section 88086, an annual report of Commission activities. When approved by the Commission, the annual report shall be submitted to the Board of Trustees

and the college community.

B. The report shall be prepared for Commission approval as soon after each fiscal year as possible and no later than the last meeting in September. The report shall cover Commission activities for the preceding fiscal year.


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2.4.3 LEGAL COUNSEL FOR THE PERSONNEL COMMISSION

A. The legal counsel of the governing board shall aid and represent the Commission in all legal matters. If the legal counsel does not respond to a written request by the Commission for aid or representation within 15 working days of receipt of the written request, the counsel is deemed to have refused to aid or represent the Commission in that matter.

B. The legal counsel shall refuse to represent the Commission in circumstances in which

the counsel knows, or has reason to know, that at the time the request is made a conflict exists between the interests of the Commission and the interests of the governing board or the school district.

C. If the legal counsel refuses to aid or represent the Commission in a legal matter, the

Commission may employ its own attorney, and the reasonable cost thereof shall constitute a legal charge against the general funds of the school district, whether or not the many costs for such legal services appear on the Commission's budget.


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AGENDA REPORT NO. 3 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 12 – FIRST READING

MERIT RULE 12.2.4: SALARY ON EMPLOYMENT (Note: No formal action will be taken at this meeting.)

DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 12: Merit Rule 12.2.4., are attached for a first reading. On January 1, 2017, AB 1676 was enacted, and amended the Labor Code to prohibit a new employee’s prior salary from being used, by itself, to justify any disparity in compensation. Revisions to Merit Rule 12.2.4 are recommended, in order to ensure compliance with this new law. Recommendations were developed with input from the Merit Rules Advisory Committee. 12.2.4 – SALARY ON EMPLOYMENT

A. New employees shall normally be hired at the first step in the salary Range for the classification, except for cases in which they have been approved for Advanced Step Placement.

1. An Accelerated Hiring Rate may also be approved for the Classification by the Personnel

Commission and the Board of Trustees prior to opening recruitment.

B. Advanced Step Placement

A new employee may be granted Advanced Step Placement on the salary schedule upon recommendation of the Director of Classified Personnel. The Director of Classified Personnel shall base his/her recommendation on a determination that Advanced Step Placement is necessary due to labor market conditions, or to properly compensate a new employee for previous training, experience, and qualifications which greatly exceed the standard expectations of a new employee on entry into the classification. Input from subject matter experts and the hiring manager regarding the criteria for advanced step placement will be considered when making this determination.

1. Placement at the second step may be approved if the employee has had at least two

(2) additional years of training and experience beyond the years indicated in the class qualifications, and two or more of the criteria listed in Section 12.2.4.B.3 are present.

2. Placement at the third step may be approved if the employee has had at least four

(4) additional years of training and experience beyond the years indicated in the class qualifications, and two or more of the criteria listed in Section 12.2.4.B.3 are present.


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3. The following guidelines will be taken into account when making the final determination:

a. The candidate possesses value-added experience performing

substantially the same duties listed in the class description, above and beyond standard expectations for a new hire.

b. The candidate possesses value-added training which is directly related to the

required duties of the job, above and beyond standard expectations for a new hire.

c. Verifiable difficulty is experienced in attracting well-qualified candidates, or there is an insufficient number of eligible candidates ready and willing to accept a permanent assignment in spite of a targeted recruitment effort.

d. Salary placement at the first step would result in a loss of salary for the

candidate. Salary comparison must be on a similar basis; such as base salary to base salary, or total compensation to total compensation.

4. The maximum initial salary placement is the third step on the salary schedule, unless

approval for higher initial salary placement is granted by the Personnel Commission, Superintendent/President, and the appropriate appointing authority. In order to be considered for initial salary placement above Step C, candidates must have more than four (4) additional years of training and experience beyond the years indicated in the class qualifications, and two or more of the criteria listed in 12.2.4.B.3. must be present.

5. The initial offer or denial of Advanced Step Placement will be made as part of the job offer, and will be subject to receipt of written verification submitted by the new employee indicating that relevant criteria as outlined in Section 12.2.4 (B) have been met. Failure of the employee to submit the verification by the start date of employment shall result in ineligibility for Advanced Step Placement.

C. Accelerated Hiring Rate

An Accelerated Hiring Rate may be set prior to opening recruitment with the approval of the Personnel Commission and the Board of Trustees, at any step of the schedule of the class. Accelerated Hiring Rates may be utilized for classes where past recruitment efforts have indicated difficulty in recruiting at the first step. If an Accelerated Hiring Rate is approved, all current employees in the class shall be advanced to that rate and shall begin a new cycle of step advancement.


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AGENDA REPORT NO. 4

SUBJECT: REQUEST FOR APPROVAL OF CLASSIFICATION REVISIONS: STUDENT SERVICES SPECIALIST-ADMISSIONS AND RECORDS

DATE: February 15, 2017

TO: Members of the Personnel Commission

FROM: Carol Long, Director of Classified Personnel BY: August Faustino, Personnel Technician BACKGROUND Attached for your approval are class description revisions for Student Services Specialist-Admissions and Records. Esau Tovar, Dean of Enrollment Services requested that the classification description for Student Services Specialist-Admissions and Records be reviewed. The purpose of the review was to determine if the duties of admissions, residency determination, records maintenance and enrollment/eligibility should be separated into a different classification from those assigned academic records evaluation duties. During past recruitments, there have been challenges in identifying candidates with specific prior experience in each of the separate functional areas. In order to improve recruitment results and accurately depict the full scope of duties performed by incumbents, changes are being proposed to the current classification and a new classification is being created. The duties related to admissions, residency determination, records maintenance and enrollment/eligibility will remain in the Student Services Specialist-Admissions and Records classification description. Academic records evaluation duties will be allocated to the new classification of Student Services Specialist-Academic Records Evaluator, as referenced in subsequent agenda items. The proposed changes to the current classification are not intended to create additional duties beyond the scope of responsibility for this class. The Student Services Specialist-Admissions and Records classification was established in 2006 as a result of the Hay Study. Two former classifications, Admissions and Records Clerk II & III, were combined into one classification, Student Services Specialist-Admissions and Records. There are currently seven incumbents in this classification; five incumbents perform academic records evaluation, and two perform admissions, residency determination, records maintenance and enrollment/eligibility. METHODOLOGY

Personnel Commission staff met with Esau Tovar, Dean, Enrollment Services and Angela Munoz, Admissions and Records Supervisor, to review the current class description. Duties related to the evaluation of academic records, admissions, residency determination, records maintenance and enrollment/eligibility were identified. After discussions with management and CSEA, in addition to a review of similar job


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classifications in other agencies, a revised list of job duties was finalized, along with a list of knowledge, skills, and abilities (KSAs). Minimum qualifications and the concept of the class were reviewed as well. Internal comparisons were reviewed in order to ensure proper alignment within the occupational series. The proposed changes to the existing classification description are intended to describe the responsibilities of incumbents pertaining to admissions and enrollment which includes admissions, residency determination, records maintenance and enrollment/eligibility. The Student Services Specialist-Admissions and Records class specification was revised by the Personnel Commission staff and reviewed by Admissions and Records management, District administrators and CSEA. RESULTS Based on the data gathered, revisions are recommended to the concept of the class, distinguishing characteristics, essential duties, supervision, knowledge, skills and abilities and the experience requirement. Within the classification description attached, strikethrough is used for deletions and underline is used for insertions. Duties were removed that are related to the evaluation of academic records. Duties related to assisting in student athletic eligibility and using document imaging technology were added. Changes were made to accurately depict and clarify the assigned duties and to update the requirements for this job. A comprehensive salary study and a formal review of the Student Services series will be conducted once scheduled in the cyclical study calendar. RECOMMENDATION It is recommended that the Commission approve the attached revisions for the classification description for Student Services Specialist-Admissions and Records. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Joy Abbott SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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Santa Monica Community College District Personnel Commission

Student Services Specialist - Admissions & Records

CONCEPT OF THE CLASS

Under general supervision, positions in this classification perform a variety of complex and specialized duties pertaining to admission, enrollment, residency and records maintenance within Admissions and Records. student services area. Incumbents provide specialized knowledge and guidance to students, staff, and the public by following established District policies and regulations.

DISTINGUISHING CHARACTERISTICS The Student Services Specialist – Admissions & Records class performs complex and specialized duties pertaining to admission and enrollment throughout the student life cycle.within admissions and records student services area such as articulation and transfer, lead work in transcript evaluation and graduation eligibility, or residency determination. Incumbents are expected to be specialists in all functional areas of their Aadmissions and Rrecords areaand may work in any of these areas of specialization: residency and records, digital imaging, or enrollment/eligibility verification. Incumbents and are expected to have prior work experience in the specific assigned functional area(s). Incumbents are expected to resolve complex problems and issues presented by Student Services Assistants or Clerks, other staff, students, counselors, faculty and other members of the College community. At this level, independent judgment, correction and control of more complex errors in student records and department work is performed to ensure accuracy and compliance with federal, state, and local requirements. The Senior Student Services Specialist – Admissions & Records class performs lead work in the daily operation of the Admissions & Records office, monitoring and directing the work of permanent and temporary staff. Incumbents are expected to be specialists in all functional areas of Admissions and Records and oversee the work of the Student Services Specialists, Assistants, and Clerks. Incumbents must have prior work experience in assigned functional area.have knowledge in multiple admissions and records areas to monitor and direct the work of student services and temporary staff. Incumbents exercise a higher degree of responsibility and independent judgment to resolve problems and improve work processes. The Student Services Specialist – Academic Records Evaluator class performs analysis and evaluation of student academic records to determine progression and completion of degree, certificate and certification requirements. Incumbents are expected to be specialists and have prior work experience in the Academic Records Evaluation area. Incumbents are expected to resolve complex problems and issues presented by students and Student Services staff, faculty and other members of the College community. At this level, independent judgment, correction and control of more complex errors in student records and department work is performed to ensure accuracy and compliance with federal, state, and local requirements. The Student Services Assistant class performs routine and moderately difficult technical duties within admissions and records, international students, or financial aid student services areas such as transcript evaluation and graduation eligibility, certification of students for Veteran benefits, test administration, lead work in student enrollment and registration, international students admissions and student services or processing student loans and performing default


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management procedures. Incumbents are responsible for completion of a functional phase of work necessary in these student services areas, requiring knowledge of rules and regulations.

The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area.

ESSENTIAL DUTIES

Graduation: Provides guidance to Student Services Assistants who make final determination of the applicability of coursework regarding California State University General Education Certification, Intersegmental General Education Transfer Curriculum Certification, granting of Career Certificates, granting of Associate of Arts degrees, and awarding of subject and unit credit for Advanced Placement exams and CLEP exams, international records and transcripts, and military experience.

Communicates any changes in procedures, new major requirements and new general education requirements for the Associate in Arts degree, Career Certificate, California State University Certification and Intersegmental General Education Transfer Curriculum Certification.

Coordinates and trains Student Services Assistants on entire graduation evaluation process from evaluating to granting an Associate in Arts degree; ensures Student Services Assistants are adhering to and complying with the context of Title V, Administrative Regulations, and California Educational Code.

Leads staff and counselors in decision-making of transferability of courses for Associate of Arts degree and Intersegmental General Education Transfer Curriculum Certification & California State University General Education Certification.

Participates in coordinating yearly commencement ceremony with Dean of Enrollment Services; provides an estimate on how many students will be participating; disseminates list of names for name readers to rehearse; complies and prints name and major cards.

Prepares, records, and reports data to the Board of Registered Nursing.

Prepares and complies lists for transmit to diploma company for printing.

Residency:

Assists in coordinating day-to-day activities in area of responsibility and disseminates work to other staff.

Assists in verifying and certifying student athletic eligibility in compliance with local, state, and conference requirements, promptly communicates eligibility standing to Athletic Director (or designee) and to other parties as directed.

Collects, evaluates, and maintains non-resident applications; analyzes INS immigration documents, visas, and proofs to provide a final determination on eligibility of California residency for tuition purposes. Utilizes document imaging technology and specialized software to capture, verify and classify transcript data; matches transcripts to student information system and correctly processes unmatched transcripts; ensures relevant student data, such as courses and grades are captured; updates institutional and course databases.

Documents transcript, records affidavit, reviews non-resident application for implementation of AB 540, adhering to State guidelines.


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Interviews students who require a further evaluation/interpretation of documentation presented for a final determination of California residency.

Maintains and logs transactions concerning student records for auditing and other purposes; processes change of addresses; updates and changes residence codes; tracks and processes subpoenas; maintains the security of files and records.

All Areas: Answers inquiries and provides information to students, faculty, staff, and the public on District, Federal, and State procedures relating to student services area. admissions, enrollment, residency and records, digital imaging, maintenance policies and procedures. Stays abreast of updated or new student services rules, regulations, and policies relating to assigned student services area and communicates changes to others. Resolves complex problems and issues presented by Student Services Assistants or Clerks, other staff, students, counselors, faculty, and other members of the College community. Performs correction and control of more complex errors in student files to ensure their accuracy; merges and expunges records as needed. Prepares and finalizes statistical data (e.g., transfer success, Associates in Arts Degree) for Federal, State, and/or District reports; verifies and corrects enrollment reports submitted to the National Student Clearinghouse. Provides training and guidance to District staff members in the utilization of specialized software specific to an assigned area as neededwithin the Admissions & Records function. Interacts with external departments to create and maintain the College’s Student Experiences co-curricular transcript. May participate in designing and customizing admissions and records information system(s); monitors accuracy of information system(s); troubleshoots, identifies, and collects any inaccurate data and consults and notifies management information services and relevant others of problems. Assists with the implementation and execution of the College’s records retention and destruction policy; liaises with other departments to coordinate document storage and destruction schedules. Maintains and updates website specific to assigned area within the Admissions & Records function (e.g., Transfer Center); updates area information including content and format to ensure accuracy and usefulness. Performs general administrative duties; types correspondence, memos, and other material. Provides recommendations to improve workflow processes. Regularly schedules and delivers residency and reclassification workshops/information sessions for students. Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION

Supervision Received: Under general supervision, the employee receives assignments and is expected to carry them through to completion with substantial independence and accuracy.

Supervision Exercised: Serves as specialist in assigned area providing specialized knowledge and guidance to others, which can include student assistants, coworkers, and other District staff. The incumbent assigned to the Graduation area serves in a lead capacity to the following classifications: Student Services Assistants assigned to the Graduation area.


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KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Admissions and Records rules, regulations, policies, and procedures to comply with state, federal, and local laws California Educational Code, Title 5 California Code of Regulations, Family Educational Rights and Privacy Act California residency requirements Student athletic eligibility standards to comply with local, state, and conference requirements Personal computer based software programs that support this level of work, including word processing, spreadsheet, presentation graphics, data management and document imaging/indexing technologies Customer service practices Administrative practices and procedures, including record keeping and filing practices and procedures Skill in detail orientation.

Ability to:

Interpret, communicate, and apply, explain and reach sound decisions in accordance with applicable laws and , regulations, and District policies and procedures. Pay attention to detail and make accurate calculations and assessments when analyzing and correcting complex errors in student records. Operate a computer using word processing and other business software and standard office equipment Provide training and guidance to others on the specialized software

Contribute to workflow process development and improvement techniques Ability to access admissions and records systems to perform essential duties. Write reports, correspondence, and informational materials Organize, plan, and implement a variety of tasks simultaneously Work independently and cComplete work tasks with multiple interruptions and distractions. Collaborate with other student services areas. Ability to maintain confidential employee files. Communicate effectively, both orally and in writing Organize and maintain specialized files and confidentiality of employee and student information Provide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff


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Establish and maintain cooperative working relationships with District management, staff, employees, students, and members of the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment Maintain effective working relationships with students, staff, external contacts, and the general public.

Graduation: Ability to provide guidance and direction to others.

Residency: Knowledge of federal and state laws, requirements, policy and procedures including interpretation regarding residency, different visas, documents, and forms required to establish residency. Knowledge of Immigration laws and State policies.

MINIMUM QUALIFICATIONS

Education Requirement: Graduation from high school or evidence of equivalent educational proficiency plus an AA degree Associate’s degree or 2 years of college level coursework or equivalent. or 2 years of college level coursework or equivalent.

Experience Requirement: Four (4) year’s experience in a higher education setting performing progressively specialized and complex Admissions and Records duties that require knowledge of federal and state regulations, including the areas of specialization. specializing in one the of three following areas: articulation and transfer; analyzing, evaluating, and granting degrees, certifications of coursework for transfer; residency.

Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal Office Environment: While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet.

CLASS DETAIL

Job Family: Student Services (Non Classroom)

FLSA Status: Non-exempt

Personnel Commission Approval Date: 11/16/06

Class History: Admissions & Records Clerk III Revision Date(s): 11/16/06, 2/15/17


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AGENDA REPORT NO. 5

SUBJECT: REQUEST FOR APPROVAL OF CLASSIFICATION REVISIONS: SENIOR STUDENT SERVICES SPECIALIST-ADMISSIONS AND RECORDS



FROM: Carol Long, Director of Classified Personnel BY: August Faustino, Personnel Technician BACKGROUND Attached for your approval are class description revisions for Senior Student Services Specialist-Admissions and Records. Esau Tovar, Dean of Enrollment Services requested that the classification description for Senior Student Services Specialist-Admissions and Records be reviewed. The purpose of the review was to determine if the duties of admissions, residency determination, records maintenance and enrollment/eligibility should be separated into a different classification from academic records evaluation duties. In order to improve recruitment results and accurately depict the full scope of duties performed by incumbents, changes are being proposed to the current classification and a new classification is being created. The lead duties related to admissions, residency determination, records maintenance and enrollment/eligibility will remain in the Senior Student Services Specialist-Admissions and Records classification description. Lead academic records evaluation duties will be allocated to the new classification of Senior Student Services Specialist-Academic Records Evaluator, as referenced in subsequent agenda items. The proposed changes to the current classification are not intended to create additional duties beyond the scope of responsibility for this class. The Senior Student Services Specialist-Admissions and Records classification was established in 2006 as a result of the Hay Study. The resulting classification encompassed senior level duties from admissions, residency determination, records maintenance, enrollment/eligibility and academic records evaluation. There are currently a total of two incumbents in this classification; one of the incumbents performs lead academic records evaluation, and one of the incumbents performs lead admissions, residency determination, records maintenance and enrollment/eligibility.


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METHODOLOGY Personnel Commission staff met with Esau Tovar, Dean, Enrollment Services and Angela Munoz, Admissions and Records Supervisor to review the current class description. Lead duties related to the evaluation of academic records, admissions, residency determination, records maintenance and enrollment/eligibility verification were identified. After discussions with management and CSEA, a revised list of job duties was finalized, along with a list of knowledge, skills, and abilities (KSAs). Minimum qualifications and the concept of the class were reviewed as well. Internal comparisons were reviewed in order to ensure proper alignment within the occupational series. The proposed changes to the existing classification description are intended to describe the lead responsibilities of incumbents pertaining to admissions and enrollment which includes admissions, residency determination, records maintenance and enrollment/eligibility. The Senior Student Services Specialist-Admissions and Records class specification was revised by the Personnel Commission staff and reviewed by Admissions and Records management, District administrators and CSEA. RESULTS Based on the data gathered, revisions are recommended to the concept of the class, distinguishing characteristics, essential duties, knowledge, skills and abilities and the experience requirement. Within the classification description attached, strikethrough is used for deletions and underline is used for insertions. Duties were removed that are related to the evaluation of academic records. Changes were made to accurately depict and clarify the assigned duties and to update the requirements for this job. A comprehensive salary study and a formal review of the Student Services series will be conducted once scheduled in the cyclical study calendar. RECOMMENDATION It is recommended that the Commission approve the attached revisions for the classification description for Senior Student Services Specialist-Admissions and Records. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Barbara Greenstein SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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Santa Monica Community College District

Personnel Commission

Senior Student Services Specialist–Admissions & Records

CONCEPT OF THE CLASS

Provides assistance to the Dean and Supervisor in the daily operation of the Admissions & Records office.

Under general supervision, positions in this classification perform lead work in the daily operations of the Admissions & Records office, specifically overseeing the work of Student Services Specialists, Assistants, and Clerks in the areas of residency and records, digital imaging, or enrollment/eligibility verification.

DISTINGUISHING CHARACTERISTICS

The Senior Student Services Specialist – Admissions & Records performs lead work in the daily operation of the Admissions & Records office, monitoring and directing the work of permanent and temporary staff. class serves as lead workers and monitors and directs the work of permanent and temporary staff in the daily operation of the Admissions & Records office. Incumbents are expected to be specialists in all functional areas of Admissions and Records and oversee the work of the Student Services Specialists, Assistants, and Clerks. have knowledge in multiple admissions and records areas. Incumbents are expected to have prior work experience in assigned functional area(s). Incumbents exercise a higher degree of responsibility and independent judgment to resolve problems and improve work processes.

The Student Services Specialist – Admissions & Records class performs complex and specialized duties pertaining to admission and enrollment throughout the student life cycle. within the admissions and records student services area such as, transcript evaluation and graduation eligibility, or residency determination. Incumbents are expected to be specialists in their all functional areas of Aadmissions and Rrecords area and may work in any of these areas of specialization: residency and records, digital imaging, or enrollment/eligibility verification. Incumbents are expected to have prior work have prior work experience in the specific assigned functional area(s). Incumbents are expected to resolve complex problems and issues presented by Student Services Assistants, Clerks, other staff, students, counselors, faculty and other members of the College community. At this level, independent judgment, correction and control of more complex errors in student records and department work is are performed to ensure accuracy and compliance with federal, state, and local requirements..

The Senior Student Services Specialist – Academic Records Evaluator class performs lead work in the daily operation of the Admissions & Records office, specifically overseeing Student Services Specialist – Academic Records Evaluators. Incumbents are expected to have knowledge in analysis and evaluation of academic student records. Incumbents exercise a higher degree of responsibility and independent judgment to resolve problems and improve work processes.

The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area.

The Student Services Clerk class provides a variety of general and routine clerical duties for student services departments and programs. Incumbents are generally assigned to the front counter and are the first point of contact for students in their respective student services area. These positions are distinguished from the Administrative Clerk classification in that positions assigned to the Student Services Clerk classification are required to obtain a breadth of knowledge in their respective department, necessary to assist students at the front counter.


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ESSENTIAL DUTIES Oversees the work of staff in residency and records, digital imaging, or enrollment/eligibility verification; serves as the lead worker for the Admissions & Records staff responsible for processes and policy implementation in residency and records, digital imaging, or enrollment/eligibility verification. determining residency or transcript evaluation and graduation eligibility. Disseminates and monitors adherence to admissions and records policies, procedures, and requirements. Oversees the athletic eligibility process; identifies and communicates to area managers potential problems impacting institutional compliance with Athletics Commission regulations. Oversees the graduation process including but not limited to, student petitions, ceremony preparation, student communication Performs and oOversees the grade change process, academic and progress renewal and reporting of positive attendance process. Mediates and resolves complex problems and issues presented by student services staff, other staff students, counselors faculty, and other members of the College community. Oversees the scanning and imaging process for all student related documents, the scheduling of office phone coverage during peak seasons and the hiring and distribution of work to student workers. Performs general clerical duties, types correspondence, writes memos, updates forms and procedures, other materials and the Admissions & Records webpage as needed. Serves as first line support on all admissions and records issues to includinge articulation and transfer, residency determination, admission, graduation, enrollment, and transcript processing, student complaints, verifications and records managements. Corrects data entry errors made by staff into the Admissions and Records systems, spot checks the work of staff and monitors individual productivity and efficiency. Assists Leads in the training of student services staff and temporary employees in the Admissions & Records office. Ensures accuracy of information provided by student services staff by phone, in person, e-mail, or correspondence; receives, records, and maintains log for accuracy and completeness. Performs and oOversees the posting and distribution of grades and finalization of student records in all phases of admissions. Answers inquiries and provides information in person or via e-mail students, faculty, staff, and the public on District, Federal, and State procedures relating to Admissions and Records policies and procedures.area Attends meetings to remain current on changes and disseminates information impacting the Admissions office; participates in professional development trainings. Prepares and finalizes statistical data for Federal, State, and/or District reports. Serves as a liaison with the Counseling Department, Academic Affairs, Management Information Systems, the Articulation Officer, and Department Chairs. Serves as the area expert on the admission application, student information system for the area, and other software; troubleshoots student application software issues as they arise. Performs other related duties as requested or assigned. Stays abreast of updated or new student services rules, regulations, and policies relating to assigned student service area and communicates changes to others Serves as the Degree Audit liaison Prepares and prints diplomas or certificates as require


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Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance SUPERVISION Supervision Received: Under general supervision, the employee receives assignments and is expected to carry them through to completion with substantial independence.

Supervision Exercised: Serves in a lead worker capacity, providing training and work direction to student services staff and temporary employees. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: the District rules, regulations, policies, and procedures pertaining to all areas of Admissions and Records to ensure compliancey with state, federal, and local laws California Educational Code and Title 5 California Code of Regulations, Family Educational Rights and Privacy Act California residency requirements Student Athletic eligibility standards to comply with local, state, and conference requirements Knowledge of articulation and transfer policies and procedures Personal computer based software programs that support this level of work, including word processing, spreadsheet, presentation graphics, and data management and document imaging/indexing technologies Customer service practices Administrative practices and procedures, including record keeping and filing practices and procedures Ability to: Lead, provide work direction, and train others, including training others in the use of specialized software specific to assigned area of responsibility Interpret, and explain communicate, and apply laws, regulations, and District policies and procedures related to Admissions and Records, particularly as they relate to assigned area of responsibility Pay attention to detail and make accurate calculations and assessments when analyzing and correcting complex errors in student records Write reports, correspondence, and informational materials Organize, plan, and implement a variety of tasks simultaneously Operate a computer using word processing and other business software and standard office equipment Communicate effectively, both orally and in writing Establish and mMaintain effective cooperative working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment external contacts, and the general Complete work with multiple interruptions and distractions Collaborate with other student services areas Maintain confidential files Recognize limits of authority and refer serious or complex problems to supervisor Provide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff


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MINIMUM QUALIFICATIONS

Education Requirement: AA degree or 2 years of college level coursework or equivalent. A Bachelor’s degree is desirable.

Experience Requirement: Five (5) years experience in performing progressively specialized and complex Admissions and Records service duties that require knowledge of federal and state regulations, including at least one (1) year providing work direction to students or temporary staff. Work experience in all functional areas of Admissions and Records is desirable.

Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Normal Office Environment:

While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet.

CLASS DETAIL




Class History: Admissions and Records Coordinator; Admissions and Records Evening Coordinator, Student Services Senior Specialist – Admissions and Records

Revision Date(s): Hay Study, 11/16/06, 08/21/2013, 2/15/17

Title Change, PC: 4/16/08


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AGENDA REPORT NO. 6 SUBJECT: NEW CLASS DESCRIPTION: STUDENT SERVICES SPECIALIST– ACADEMIC RECORDS EVALUATOR DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst BACKGROUND Attached for your approval is a new classification for Student Services Specialist – Academic Records Evaluator. Esau Tovar, Dean of Enrollment Services requested that the classification description for Student Services Specialist–Admissions and Records be reviewed. The purpose of the review was to determine if the duties of admissions, residency determination, records maintenance and enrollment/eligibility should be separated into a different classification from those assigned academic records evaluation duties. During past recruitments, there have been challenges in identifying candidates with specific prior experience in each of the separate functional areas within Admissions & Records. In order to improve recruitment results and accurately depict the full scope of duties performed by incumbents, the proposed classification is being created. The duties related to admissions, residency determination, records maintenance and enrollment/eligibility will remain in the Student Services Specialist–Admissions and Records classification description. Academic records evaluation duties will be allocated to the new classification of Student Services Specialist–Academic Records Evaluator. The proposed classification will be overseen by the Admissions & Records Supervisor and/or its designee. See attached organizational chart for reference.

*Proposed new classifications.


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METHODOLOGY Personnel Commission staff met with Esau Tovar, Dean of Enrollment Services, and Angela Munoz, Admissions & Records Supervisor and developed a draft of the proposed class description titled Student Services Specialist – Academic Records Evaluator. As requested by CSEA, a class study orientation meeting was scheduled on March 18, 2016 with the Specialists performing academic evaluations. The meeting discussed the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Incumbents were requested to complete a Position Description Questionnaire (PDQ) by May 16, 2016. Supervisors had an opportunity to review the PDQs and provide comments. Personnel Commission Staff met again with Admissions & Records management to clarify the parameters of this proposed classification. Following this discussion and a review of similar job classifications from other agencies, and PDQs submitted by incumbents, it was determined that a new classification was warranted. Job duties were finalized, along with a list of knowledge, skills, and abilities (KSAs). Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other internal classifications within this series. The Student Services Specialist – Academic Records Evaluator class specification was developed by the Personnel Commission staff and reviewed by Admissions and Records management, District administrators and CSEA. RESULTS Key factors in determining that a new classification should be established involved the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, and consequence of error. An incumbent in this position:

• Grants degrees and certificates, and makes final determination of eligibility for graduation and transfer.

• Interprets, analyzes and keeps abreast of potential and actual changes in procedures, major requirements, general education requirements for degrees and certificates.

• Utilizes various resources including online college catalogs, course descriptions/syllabi, and correspondence.

• Evaluates, interprets, applies and processes approved college course substitutions, including curricular exceptions, military courses and job-related training programs for college credit.

Positions in this class will not have supervisory responsibilities; however, incumbents will perform complex and specialized duties and provide specialized knowledge, work direction and guidance to Student Services Assistants and/or Clerks. In addition, incumbents will exercise independent decision-making and use complex technical knowledge of records evaluation to execute their work. Based on the specialized knowledge required and the scope of the work performed, a new classification is being proposed.


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This new classification has been evaluated and determined to align best with other Student Services Specialist classifications at Range 30 on the Classified Employee Salary Schedule. A comprehensive salary study and a formal review of the Student Services series will be conducted once scheduled in the cyclical study calendar. RECOMMENDATIONS It is recommended that the Commission approve the attached classification description for Student Services Specialist – Academic Records Evaluator (Classified Salary Range 30: $4,067 to $4,943 per month). DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Poonam Pant and Karen Sasaki, Student Services Specialist-Admissions and Records, shared their concerns about increased duties being added to their job descriptions in 2011, 2012 and presently. Ms. Pant shared that in the past they were told that their jobs had evolved and changed and they were not eligible for reclassification. Ms. Pant shared her concerns and frustration with the study that has now been completed. She is requesting a reclassification for Student Services Specialist-Admissions and Records now rather than wait until the entire Student Services Specialist series is studied at a future date. Cleve Barton, Student Services Specialist-Admissions and Records shared salary, cost of living, and education data for four Admissions & Records Evaluator positions from the City College of San Francisco, Saddleback College, Riverside City College and Bakersfield College as well as some data on SMC Classified position comparisons. Mr. Barton suggested that the reclassification with no salary change was unfair. Chris Young, Student Services Specialist-Admissions and Records, spoke on behalf of Estela Ruezga, Senior Student Services Specialist-Admissions and Records. Mr. Young shared Ms. Ruezga’s concerns that there is a gap in the job description between the proposed job description and the actual job duties. Ms. Ruezga states that the current job description makes the position sound highly clerical when there is more critical thinking, analyzing and researching required. Ms. Ruezga feels that there is no mention of the lead role that she holds handling cases involving residency, high school concurrent enrollment verification, time conflicts and name changes. Also, there is no mention of her role in the graduation process. Ms. Ruezga stated, “Today, I am asking to reassess my position concerning the high level of critical thinking involved and


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the large responsibility of coordination graduation that was omitted from the description that is being submitted today. Thank you.” Chris Young, Student Services Specialist-Admissions and Records, concluded that, “We are asking for the reclassifications for Student Services Specialist-Admissions and Records and Senior Student Services Specialist-Admissions and Records be tabled and that our ad hoc reclassification forms be taken into account. Thank you for your time.” Carol Long, Director of Classified Personnel, clarified that the Student Services Specialist-Admissions and Records and Senior Student Services Specialist-Admissions and Records positions were part of a mini study to look at one specific narrow issue. The intention was to look at the Student Services Specialist-Admissions and Records and the Senior Student Services Specialist-Admissions and Records positions where one classification does just transcript evaluations to determine awarding degrees and the other side of the office that does everything else, residency determination, etc. Both sides of the office do not mix so we wanted to list the duties for the Evaluators that pertain to them only. Finally, the intention was to take the Evaluator duties and move them off of the Student Services Specialist-Admissions and Records classifications and put them onto a specialized classification titled Student Services Specialist-Academic Records Evaluator and Senior Student Services Specialist-Academic Records Evaluator. We decided not to look at salary because we want to look at all the Student Services Specialist classifications across college at the same time. Ms. Long acknowledged receiving the request for the ad hoc study from the group. She will review the request and make sure that the request has all the required signatures from CSEA and Senior Staff in order to decide how to move forward. Esau Tovar, Dean of Enrollment Services, highlighted that the reasons for this study were due to the difficulty in filling a couple of vacancies with Evaluators in the Admissions and Records office. Dr. Tovar recounted filling some positions using the eligibility list from the Student Services Specialist-Admissions and Records. Dr. Tovar found that none of the candidates had the experience and hired the candidates knowing that they would require months of training to perform the duties of the positions. He stated that he wants his department to be competitive with other institutions and would like to hire individuals with academic record evaluation experience therefore; the revisions to the class descriptions were warranted. Dr. Tovar currently has 3 vacancies in the evaluation unit and is severely understaffed. He is in favor of the revisions to the class descriptions in order to staff the evaluation unit so that the department can meet the needs of the students that attend the college. Motion was passed.


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Santa Monica Community College District

Personnel Commission

Student Services Specialist–Academic Records Evaluator

CONCEPT OF THE CLASS Under general supervision, positions in this classification perform complex and specialized duties within Admissions and Records student services such as analysis and evaluation of student records, including transcripts and test scores from other institutions for incoming and continuing college students, to determine progression and completion of degree, certificate and certification requirements. DISTINGUISHING CHARACTERISTICS The Student Services Specialist – Academic Records Evaluator class performs analysis and evaluation of student academic records to determine progression and completion of degree, certificate and certification requirements. Incumbents are expected to be a specialist and have prior work experience in the assigned Academic Records Evaluation area. Incumbents are expected to resolve complex problems and issues presented by students and student services staff, faculty and other members of the college community. At this level, independent judgment, initiative, correction and control of more complex errors in student records and department work is performed to ensure accuracy and compliance with federal, state, and local requirements. The Student Services Specialist – Admissions & Records class performs complex and specialized duties pertaining to admission and enrollment throughout the student life cycle. Incumbents are expected to be a specialist in assigned functional areas of Admissions and Records and may work in any of these areas of specialization: residency and records, transcript imaging and articulation technology, or enrollment/eligibility verification. Incumbents are expected to have prior work experience in the assigned functional area(s). Incumbents resolve complex problems and issues presented by staff, students, faculty and other members of the College community. At this level, independent judgment, correction and control of more complex errors in student records and department work is performed to ensure accuracy and compliance with federal, state, and local requirements. The Senior Student Services Specialist – Academic Records Evaluator class performs lead work in the daily operation of the Admission and Records office, specifically overseeing the work of the Student Services Specialist-Academic Records Evaluators. Incumbents are expected to have knowledge in analysis and evaluation of academic student records and monitor and direct the work of Student Services Specialists. Incumbents exercise a higher degree of responsibility and independent judgment to resolve more complex problems and improve work processes. The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area. ESSENTIAL DUTIES Grants degrees and certificates, and makes final determination of eligibility for graduation and transfer, by researching, reviewing, and analyzing administrative regulations, transfer requirements, general education patterns, and agreements.


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Interprets, analyzes and keeps abreast of potential and actual changes in procedures, major requirements, general education requirements for degrees, certificates, California State University Certification and Intersegmental General Education Transfer Curriculum Certification. Utilizes various resources including online college catalogs, course descriptions/syllabi, correspondence with the institutions involved, articulation agreements, ASSIST, and other appropriate reference materials to evaluate academic records. Evaluates, interprets, applies and processes approved college course substitutions, including curricular exceptions, military courses and job-related training programs for college credit. Effectively utilizes specialized computer application programs to facilitate evaluation of records and assignment of course credit, including Student Information Systems, degree audit, transcript capture technology, electronic transcripts, and course articulation application; images, indexes, and archives documents related to academic records evaluations. Maintains information on policy changes and dates affecting requirements, including current and historical curriculum guides and changes. Analyzes, researches and evaluates national and international transcripts and test scores taken at other colleges and institutions to determine applicability degree, certificate, and certification requirements. Interprets, explains and defends decisions regarding deficiencies, policies and procedures to students, faculty and staff regarding evaluation, general education certification including recommending course alternatives, curricular analysis and plans of corrective action. Performs correction and control of more complex errors in student files to ensure their accuracy. Interprets course descriptions including foreign and domestic transcripts for courses and units completed, identifies upper and lower division courses, converts quarter units into semester units, and computes units and grade points to determine eligibility for graduation or transfer. Communicates with other District departments and personnel, educational institutions, and other outside organizations and agencies to exchange information. Attends and participates in seminars, conferences, workshops, and other training sessions to learn about laws and regulations pertaining to the evaluation of academic records. Performs accurate calculations, computes total units and GPA to determine student record status. Prepares, updates and compiles lists of commencement ceremony participants; participates in the graduation ceremony preparations as directed. Prepares and maintains a variety of records, reports and files. Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION Supervision Received: Under general supervision, the employee receives assignments and is expected to carry them through to completion with substantial independence and accuracy.


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Supervision Exercised: Positions in this classification do not supervise others, but may provide specialized knowledge and guidance to Student Services Assistants or Clerks. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: District and other colleges’ policies concerning admission, enrollment, graduation, degree and certificate requirements, course equivalencies and substitutions, credit course limitations, transcript evaluation procedures, grading systems, and confidentiality of student records California Educational Code, Title 5, the Family Educational Rights and Privacy Act Federal, state and local laws, rules and regulations governing community college enrollment, graduation and certification State colleges and universities general education requirements Understanding of Degree Audit computer software processes and logic Administrative practices and procedures, including record keeping and filing Modern office methods, practices and equipment Basic Math Sound communication, and customer service techniques for public contact in person, on the telephone, and in written communications Operation of computer equipment and various software programs including student information systems, degree audit programs, word processing, database management, spreadsheet computer applications software, electronic mail and the Internet Ability to: Perform complex and technical duties involved in the analysis and evaluation of student records and transcripts for graduation, transfer and certification Interpret, apply, explain and reach sound decisions in accordance with applicable laws and regulations, and District policies and procedures Pay attention to detail and make accurate calculations and assessments when analyzing and correcting complex errors in student records Make mathematical calculations with speed and accuracy Analyze situations accurately and adopt an effective course of action Operate a computer using word processing and other business software and standard office equipment Organize work, set priorities, meet critical deadlines and follow up on assignments


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Identify inefficiencies and recommend improvements for business processes and supporting systems Work independently with little direction Complete work efficiently with many interruptions Review situations accurately and determine appropriate action according to established guidelines Understand scope of authority in making independent decisions Assist in the training of other Academic Records Evaluators Maintain confidentiality of information Perform specialized clerical/technical duties related to Admissions and Records services Communicate effectively both orally and in writing using tact, patience, and courtesy Create and produce forms, correspondence, reports and procedures documentation independently or with brief instructions Establish and maintain cooperative and effective working relationships with those contacted in the course of work Provide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff MINIMUM QUALIFICATIONS Education Requirement: Associate’s degree or 2 years of college level coursework or equivalent. Experience Requirement: Four (4) years of experience in a higher education setting performing progressively specialized and complex admissions and records duties. Work experience evaluating student records and transcripts is desirable. Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None WORKING ENVIRONMENT AND PHYSICAL DEMANDS Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. While performing the duties of this job, the noise level in the work environment is usually quiet.

CLASS DETAIL




Class History: New

Revision Date(s):


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AGENDA REPORT NO. 7 SUBJECT: NEW CLASS DESCRIPTION: SENIOR STUDENT SERVICES SPECIALIST– ACADEMIC RECORDS EVALUATOR DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst BACKGROUND Attached for your approval is a new classification for Senior Student Services Specialist – Academic Records Evaluator. Esau Tovar, Dean of Enrollment Services requested that the classification description for Senior Student Services Specialist – Admissions & Records be reviewed. The purpose of the review was to determine if the duties of academic records evaluation, awarding degrees, and graduation eligibility should be separated into a different classification from admissions, residency and matriculation duties. In order to accurately depict the full scope of duties assigned and performed by incumbents, changes are being proposed to the Senior Student Services Specialist–Admissions & Records classification and a new classification is being created. The lead duties related to admissions, residency determination, records maintenance and enrollment/eligibility will remain in the Senior Student Services Specialist–Admissions and Records classification description. Lead academic records evaluation duties will be allocated to the new classification of Senior Student Services Specialist–-Academic Records Evaluator. The proposed classification will be overseen by the Admissions & Records Supervisor and/or its designee. See attached organizational chart for reference.

*Proposed new classifications.


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METHODOLOGY Personnel Commission staff met with Esau Tovar, Dean of Enrollment Services, and Angela Munoz, Admissions & Records Supervisor and developed a draft of the proposed class description titled Senior Student Services Specialist – Academic Records Evaluator. As requested by CSEA, a class study orientation meeting was scheduled on March 18, 2016 with the Specialists and Senior Specialists performing academic evaluation. The meeting discussed the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Incumbents were requested to complete a Position Description Questionnaire (PDQ) by May 16, 2016. Supervisors had an opportunity to review the PDQs and provide comments. Personnel Commission Staff met again with Admissions & Records management to clarify the parameters of this proposed classification. Following this discussion and a review of similar job classifications from other agencies, and PDQs submitted by incumbents, it was determined that a new classification was warranted. Job duties were finalized, along with a list of knowledge, skills, and abilities (KSAs). Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other internal classifications within this series. The Senior Student Services Specialist – Academic Records Evaluator class specification was developed by the Personnel Commission staff and reviewed by Admissions and Records management, executive administrators and CSEA. RESULTS Key factors in determining that a new classification should be established involved the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, and consequence of error. An incumbent in this position:

• Oversees the work of staff in the academic records evaluation unit. • Serves as the lead worker and works as the first line support responsible for

determining transcript evaluation and degree/certification/transfer eligibility decisions.

• Interprets, analyzes and keeps abreast of potential and actual changes in procedures.

• Grants degrees and certificates, and makes final determination of eligibility for graduation and transfer.

• Leads the planning and execution of the graduation ceremony. Positions in this class will not have supervisory responsibilities; however, incumbents will perform complex and specialized duties and provide specialized knowledge, work direction and guidance to Student Services Specialists. In addition, incumbents will exercise independent decision-making and use complex technical knowledge of record evaluation to execute their work. Based on the specialized knowledge required and the scope of the work performed, a new classification is being proposed.


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This new classification has been evaluated and determined to align best with other Senior Student Services Specialist classifications at Range 32 on the Classified Employee Salary Schedule. A comprehensive salary study and a formal review of the Student Services series will be conducted once scheduled in the cyclical study calendar. RECOMMENDATIONS It is recommended that the Commission approve the attached classification description for Senior Student Services Specialist – Academic Records Evaluator (Classified Salary Range 32: $4,270 to $5,190 per month). DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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Santa Monica Community College District Personnel Commission

Senior Student Services Specialist– Academic Records Evaluator

CONCEPT OF THE CLASS Under general supervision, positions in this classification perform lead work in the daily operation of the Admissions & Records office specifically overseeing the work of the academic records evaluation unit. DISTINGUISHING CHARACTERISTICS The Senior Student Services Specialist – Academic Records Evaluator performs lead work in the daily operation of the Admissions & Records office, specifically overseeing Student Services Specialist – Academic Records Evaluators. Incumbents are expected to be a specialist and have prior work experience with analysis and evaluation of academic student records. Incumbents exercise a higher degree of responsibility and independent judgment to resolve problems and improve work processes. The Senior Student Services Specialist – Admissions & Records performs lead work in the daily operation of the Admissions & Records office, monitoring and directing the work of permanent and temporary staff. Incumbents are expected to be a specialist in the assigned functional areas of Admissions and Records and oversee the work of the Student Services Specialists, Assistants, and Clerks. Incumbents are expected to have prior work experience in the assigned functional area(s). Incumbents exercise a higher degree of responsibility and independent judgment to resolve problems and improve work processes. The Student Services Specialist – Academic Records Evaluator class performs analysis and evaluation of student academic records to determine progression and completion of degree, certificate and certification requirements. Incumbents are expected to be a specialist and have prior work experience in the academic records evaluation area. Incumbents are expected to resolve complex problems and issues presented by students and student services staff, faculty and other members of the college community. At this level, independent judgment, initiative, correction and control of more complex errors in student records and department work is performed to ensure accuracy and compliance with federal, state, and local requirements. The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area. ESSENTIAL DUTIES Oversees the work of staff in the academic records evaluation unit; serves as the lead worker and works as the first line support responsible for determining transcript evaluation and degree/certificate/certification/ transfer eligibility decisions. Keeps immediate supervisor informed of the office workflow and monitors staff by tracking work progress on a regular or monthly basis.


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Grants degrees and certificates, and makes final determination of eligibility for graduation and transfer, by researching, reviewing, and analyzing administrative regulations, transfer requirements, general education patterns, and agreements. Interprets, analyzes and keeps abreast of potential and actual changes in procedures, major requirements, general education requirements for degrees, certificates, California State University Certification and Intersegmental General Education Transfer Curriculum Certification. Utilizes various resources including online college catalogs, course descriptions/syllabi, correspondence with the institutions involved, articulation agreements, ASSIST, and other appropriate reference materials to evaluate academic records. Evaluates, interprets, applies and processes approved college course substitutions, including curricular exceptions, military courses and job-related training programs for college credit. Effectively utilizes specialized computer application programs to facilitate evaluation of records and assignment of course credit, including Student Information Systems, degree audit, transcript capture technology, electronic transcripts, and course articulation application; images, indexes, and archives documents related to academic records evaluations. Maintains information on policy changes and dates affecting requirements, including current and historical curriculum guides and changes. Analyzes, researches and evaluates national and international transcripts and test scores taken at other colleges and institutions to determine applicability degree, certificate, and certification requirements. Interprets, explains and defends decisions regarding deficiencies, policies and procedures to students, faculty and staff regarding evaluation, general education certification including recommending course alternatives and plans of corrective action. Performs correction and control of more complex errors in student files to ensure their accuracy. Interprets course descriptions including foreign and domestic transcripts for courses and units completed, identifies upper and lower division courses, converts quarter units into semester units, and computes units and grade points to determine eligibility for graduation or transfer. Communicates and participates with other district departments and personnel, educational institutions, and other outside organizations and agencies to exchange information and coordinate activities related to graduation ceremonies. Attends meetings, participates in seminars, conferences, workshops and other training sessions to remain current on changes and disseminates information impacting the Academic Records Unit. Performs accurate calculations, computes total units and GPA to determine student record status. Assists in the training of student services staff within the evaluation unit and Admissions & Records.

Mediates and resolves complex problems and issues presented by student services staff, students, faculty, and other members of the College community.


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Serves as a liaison with district departments, and compiles and analyzes data related to student academic records. Corrects data entry errors made by staff into the admissions and records systems, regularly spot checks the work of staff. Leads the planning and execution of the graduation ceremony.

Prepares and finalizes statistical data for Federal, State, and/or District reports. May assist in other areas of Admissions & Records.

Performs other related duties as requested or assigned. Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION Supervision Received: Under general supervision, the employee receives assignments and is expected to carry them through to completion with substantial independence and accuracy.

Supervision Exercised: Serves in a lead worker capacity, providing training and work direction to student services staff and temporary employees.

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: District and other colleges’ policies concerning admission, enrollment, graduation, degree and certificate requirements, course equivalencies and substitutions, credit course limitations, transcript evaluation procedures, grading systems, and confidentiality of student records California Education Code, Title 5, the Family Educational Rights and Privacy Act Federal, state and local laws, rules and regulations governing community college enrollment, graduation and certification State colleges and universities general education requirements Understanding of Degree Audit computer software processes and logic Administrative practices and procedures, including record keeping and filing Modern office methods, practices and equipment Basic Math Sound communication, and customer service techniques for public contact in person, on the telephone, and in written communications


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Operation of computer equipment and various software programs including student information systems, degree audit programs, word processing, database management, spreadsheet computer applications software, electronic mail and the Internet Ability to:

Lead, provide direction, and train others, including in the use of specialized software specific to assigned area of responsibility Perform complex and technical duties involved in the analysis and evaluation of student records and transcripts for graduation, transfer and certification Interpret and explain rules, regulations, procedures, policies, and catalogs regarding student admission, transcript evaluation, degree requirements and veteran’s regulations Pay attention to detail and make accurate calculations and assessments when analyzing and correcting complex errors in student records Make mathematical calculations with speed and accuracy Operate a computer using word processing and other business software and standard office equipment Organize work, set priorities, meet critical deadlines and follow up on assignments Identify inefficiencies and recommend improvements for business processes and supporting systems Work independently with little direction Complete work efficiently with many interruptions Review situations accurately and determine appropriate action according to established guidelines Understand scope of authority in making independent decisions Analyze situations accurately and adopt an effective course of action Assist in the training of Academic Records Evaluators Collaborate with different campus department and divisions. Maintain confidentiality of information Perform specialized clerical/technical duties related to Admissions and Records services Communicate effectively both orally and in writing using tact, patience, and courtesy Create and produce correspondence, reports and procedures documentation independently or with brief instructions Establish and maintain cooperative and effective working relationships with those contacted in the course of work


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Provide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff MINIMUM QUALIFICATIONS Education Requirement: Associate’s degree or 2 years of college level coursework or equivalent. A bachelor’s degree is desirable. Experience Requirement: Five (5) years of experience in a higher education setting performing progressively specialized and complex admissions and records service duties, including at least one (1) year providing work direction to students or temporary staff. Experience evaluating student records and transcripts is preferred. Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None

WORKING ENVIRONMENT AND PHYSICAL DEMANDS Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. While performing the duties of this job, the noise level in the work environment is usually quiet. CLASS DETAIL




Class History: New

Revision(s):


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AGENDA REPORT NO. 8

SUBJECT: POSITION RECLASSIFICATION: STUDENT SERVICES SPECIALIST–ADMISSIONS AND RECORDS TO STUDENT SERVICES SPECIALIST–ACADEMIC RECORDS EVALUATOR



FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst BACKGROUND As a result of the review of the Student Services Specialist–Admissions & Records classification, a reclassification study was initiated to determine which positions in the Student Services Specialist – Admissions & Records classification are eligible for reclassification to the new proposed Student Services Specialist – Academic Records Evaluator. Positions which will be allocated to the proposed Student Services Specialist–Academic Records Evaluator classification perform complex and specialized duties within Admissions & Records student services area such as analysis and evaluation of student academic records. Incumbents are expected to be specialists and have prior work experience in academic records evaluation. At this level, independent judgment, initiative, correction and control of complex errors in student records is performed to ensure accuracy and compliance with federal, state and local requirements. There are five incumbents that are responsible for the evaluation of student academic records with the following dates of hire in their current classification: INCUMBENT DATE OF HIRE Poonam Pant 08/01/2006 Karen Sasaki 01/01/2007 Chris Young 01/08/2007 Clarence Warren 02/17/2015 Cleve Barton 03/17/2016 According to PC rules, in order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties (Merit Rule 3.3.3.B (3)). Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”


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METHODOLOGY This study was part of the review of the Student Services Specialist–Admissions & Records classification requested by the department. As requested by CSEA, a class study orientation meeting was scheduled on March 18, 2016 with the Specialists and the Senior Specialist performing academic records evaluation, since the positions assigned to these incumbents would be reclassified to new classifications. The meeting discussed the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Incumbents were requested to complete a Position Description Questionnaire (PDQ) by May 16, 2016. Management had an opportunity to review the PDQs and provide comments. Commission staff gathered information from the incumbents and management about duties expected to be performed in the academic records evaluation area. ANALYSIS Key factors assessed when studying a position or classification include the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, consequence of error, and environmental demands of the job. The duties performed by evaluators are highly complex and require a solid knowledge of District policies, rules and regulations. Incumbents require a knowledge of standardized rules, procedures, or operations that require considerable training and experience to perform the full range of assignments and resolve recurring problems. The incumbents use initiative in carrying out recurring assignments independently without specific instructions, but refer deviations, problems, and unfamiliar situations not covered by instructions to the lead or supervisor for decision or help. The position requires the ability to perform complex and technical duties involved in the analysis and evaluation of student records and transcripts to award degrees and certificates and to certify transfer eligibility. Duties are performed with a high level of attention to detail. Incumbents research, interpret, apply, explain, and reach sound decisions in accordance with applicable laws, processes and procedures. The decisions regarding what needs to be done require the incumbent to research and analyze a variety of students records to justify evaluations outcomes, with a high degree of consequence of error. Task analysis was also performed to identify which tasks were an essential part of the job function and to determine the knowledge, skills, and abilities needed to complete each task. Tasks identified as nonessential were not considered. FINDINGS

• The five positions listed above are recommended for reclassification because the incumbents are required to perform highly complex academic evaluation duties on a regular basis which impacts a substantial portion of their work.

• These duties are required to support normal Department and District operations and cannot be absorbed by other staff members.


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• Assigned duties are at the level of Specialist in that the incumbents are required to resolve

complex problems and issues requiring independent judgment and specialized knowledge in the assigned area.

• When a position is reclassified to another classification and the incumbent does not have continuous employment of two (2) or more years in that classification, the position must be filled through competitive examination.

• Incumbents Poonam Pant, Karen Sasaki, Chris Young and Clarence Warren are eligible for reclassification with their position.

• Incumbent Cleve Barton does not meet the criteria for reclassification. However, Mr. Barton may apply for lateral transfer pending posting of transfer opportunity by the Personnel Commission.

Findings have been reviewed with the incumbents, CSEA, Admissions & Records management, Vice President of Enrollment Development, Human Resources, and Business Services.

Applicable Rules:

• In order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties. (Merit Rule 3.3.3.B (3))

• Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”

• Merit Rule 3.3.9.A (2) states changes in classification and salary resulting from a permanent reclassification of a position shall be effective not later than the first day of the month following the date the incumbent completes the selection process.

• At least two (2) years must elapse before another request for reclassification can be initiated for the same position. (Merit Rule. 3.3.6.E)

RECOMMENDATION It is recommended that the Commission reclassify the above listed positions along with Poonam Pant, Karen Sasaki, Chris Young and Clarence Warren to Student Services Specialist–Academic Records Evaluator effective 03/01/2017. It is also recommended that the Commission reclassify the remaining position occupied by Cleve Barton to Student Services Specialist- Academic Records Evaluator, following completion of a transfer process. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Barbara Greenstein SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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AGENDA REPORT NO. 9

SUBJECT: POSITION RECLASSIFICATION: SENIOR STUDENT SERVICES SPECIALIST–ADMISSIONS & RECORDS TO SENIOR STUDENT SERVICES SPECIALIST–ACADEMIC RECORDS EVALUATOR



FROM: Carol Long, Director of Classified Personnel BY: Karen Monzon, Personnel Analyst BACKGROUND As a result of the review of the Senior Student Services Specialist–Admissions & Records classification, a reclassification study was initiated to determine which incumbents in the Senior Student Services Specialist–Admissions & Records classification are eligible for reclassification to the new proposed Senior Student Services Specialist–Academic Records Evaluator classification. Positions in the proposed Senior Student Services Specialist–Academic Records Evaluator classification perform lead work in the daily operation of the Admissions and Records office, specifically overseeing incumbents responsible for the evaluation of student academic records. Incumbents are expected to be a specialist and have prior work experience in academic records evaluation. At this level, incumbents exercise a higher degree of responsibility and independent judgment to resolve problems and improve work processes. There is one incumbent responsible for overseeing and providing lead work to Specialists responsible for the evaluation of student academic records: INCUMBENT DATE OF HIRE

Estela Ruezga 09/11/2015

According to PC rules, in order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties (Merit Rule 3.3.3.B (3)). Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”


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METHODOLOGY This study was part of the review of the Senior Student Services Specialist–Admissions & Records classification requested by the department. As requested by CSEA, a class study orientation meeting was scheduled on March 18, 2016 with the Specialists and the Senior Specialist performing academic records evaluation, since the positions assigned to these incumbents would be reclassified to the new classifications. The meeting discussed the purpose of the study, methodology, timelines, possible outcomes and implications, and frequently asked questions. Incumbents were requested to complete a Position Description Questionnaire (PDQ) by May 16, 2016. Management had an opportunity to review the PDQs and provide comments. Commission staff gathered information from the incumbent and management about duties expected to be performed in the academic records evaluation area. ANALYSIS Key factors assessed when studying a position or classification include the scope of responsibilities, knowledge required for the position, level of complexity, degree of decision-making authority, nature & purpose of contacts, consequence of error, and environmental demands of the job. The duties performed by a senior evaluator are highly complex and require a solid knowledge of District policies, rules and regulations. The work requires knowledge of standardized rules, procedures, or operations that require considerable training and experience to perform the full range of assignments and resolve recurring problems. The incumbent is responsible for providing lead direction and training to Specialists in the academic records evaluation area. The incumbent takes initiative in carrying out recurring assignments independently without specific instructions, but refers deviations, problems, and unfamiliar situations not covered by instructions to the supervisor for decision or help. The position requires the ability to perform complex and technical duties involved in the analysis and evaluation of student records and transcripts to award degrees and certificates and to certify transfer eligibility. Duties are performed with a high level of attention to detail. The incumbent researches, interprets, applies, explains, and reaches sound decisions in accordance with applicable laws, processes and procedures. The decisions regarding what needs to be done require the incumbent to research and analyze a variety of students records to justify evaluations outcomes, with a high degree of consequence of error. Task analysis was also performed to identify which tasks were an essential part of the job function and to determine the knowledge, skills, and abilities needed to complete each task. Tasks identified as nonessential were not considered.


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FINDINGS

• The position listed above is recommended for reclassification because the incumbent is required to perform highly complex academic evaluation duties on a regular basis which impacts a substantial portion of the work.

• These duties are required to support normal Department and District operations and cannot be absorbed by other staff members.

• Assigned duties are at the level of Senior Specialist in that incumbent is required to perform lead work to Student Services Specialists to resolve complex problems and issues requiring independent judgment and specialized knowledge in the assigned area.

• When a position is reclassified to another classification and the incumbent does not have continuous employment of two (2) or more years in that classification, the position must be filled through competitive examination.

• Incumbent Estela Ruezga does not meet the criteria for reclassification. However, Ms. Ruezga may apply for lateral transfer pending posting of transfer opportunity by the Personnel Commission.

Findings have been reviewed with the incumbent, CSEA, Admissions & Records management, Vice President of Enrollment Development, Human Resources, and Business Services.

Applicable Rules:

• In order to qualify for reclassification, the change in duties and responsibilities must occur through a gradual accretion of duties and not occasioned by the sudden assignment of wholly new duties. (Merit Rule 3.3.3.B (3))

• Merit Rule 3.3.4 defines gradual accretion of duties as “occurring over two (2) or more years of regular service.”

• Merit Rule 3.3.9.A (2) states changes in classification and salary resulting from a permanent reclassification of a position shall be effective not later than the first day of the month following the date the incumbent completes the selection process.

• At least two (2) years must elapse before another request for reclassification can be initiated for the same position. (Merit Rule. 3.3.6.E)

RECOMMENDATION It is recommended that the Commission reclassify the above listed position to Senior Student Services Specialist–Academic Records Evaluator, following completion of a transfer process. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Joy Abbott SECONDED BY: Lawrence Leone AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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AGENDA REPORT NO. 10 SUBJECT: EXTENSION OF ELIGIBILITY LISTS:

• LABORATORY TECHNICIAN–LIFE SCIENCE • PAYROLL SPECIALIST • RESEARCH ANALYST • STUDENT SERVICES ASSISTANT

DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel The Personnel Commission Office is requesting that the following eligibility lists be extended for an additional six months.

Classification List Established Date

Current Expiration

Date

Number of Candidates

on List

Number of Ranks on

List

Proposed Expiration

Date Laboratory Technician – Life Science 3/10/2016 3/09/2017 6 6 9/09/2017 Payroll Specialist 3/15/2016 3/14/2017 5 3 9/14/2017 Research Analyst 3/07/2016 3/06/2017 9 6 9/06/2017 Student Services Assistant 2/17/2016 2/16/2017 14 11 8/16/2017

The Personnel Commission staff believes there are a sufficient number of available eligibles remaining to fill any future vacancies anticipated for the next six months. Merit Rule 6.2.3 (C) Duration of Eligibility List 6.2.3 (C) B. An eligibility list may be extended by the Personnel Commission for one or more periods, not to exceed a total of two years from the time the list was first established. The Personnel Director shall base his/her recommendation for extension of an eligibility list on the following factors: 1. a sufficient number of available eligibles remain to fill expected future vacancies; 2. the composition of the list reflects appropriate representation of ethnic minorities, underrepresented groups, or non-traditional candidates;

3. the field of competition in the occupational area has not changed dramatically.


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RECOMMENDATION It is recommended that the Personnel Commission approve extending the eligibility lists shown above for an additional six months. DISPOSITION BY THE COMMISSION MOTION MADE BY: Deborah Jansen SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed. ____________________________________________________________________________


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AGENDA REPORT NO. 11 SUBJECT: CERTIFICATION OF SENIORITY LISTS:

• ASSESSMENT CENTER SUPERVISOR • ASSISTANT DIRECTOR OF FACILITIES PLANNING • CLASSIFICATION AND COMPENSATION MANAGER • COMPLIANCE ADMINISTRATOR/TITLE IX COORDINATOR • CONTROLLER • DIRECTOR OF FACILITIES MANAGEMENT • DIRECTOR OF HUMAN RESOURCES • INSTRUCTIONAL TECHNOLOGY SERVICES MANAGER • INSTRUCTIONAL TECHNOLOGY SERVICES MANAGER –

ENTERTAINMENT TECHNOLOGY • PRINCIPAL PROGRAMMER ANALYST • PRODUCTION MANAGER • WEB CONTENT AND SOCIAL MEDIA MANAGER

DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel As part of the continuing practice to update and maintain Seniority Lists for the District, we present for your approval the following seniority lists mentioned below. Per Merit Rule 13.1.4 seniority lists are to be approved by the Director of Classified Personnel and certified by the Personnel Commission before they are used. Employees must be given a 5 working day review period before the lists are approved. During the review period an employee who believes an error has been made in his/her seniority computation is to notify the Director of Classified Personnel who will determine if a recomputation is appropriate. It is recommended that the Personnel Commission certify the following seniority lists effective February 15, 2017: Classified Employees and Classified Managers Assessment Center Supervisor Assistant Director of Facilities Planning Classification and Compensation Manager Compliance Administrator/Title IX Coordinator Controller Director of Facilities Management Director of Human Resources Instructional Technology Services Manager Instructional Technology Services Manager – Entertainment Technology Principal Programmer Analyst Production Manager Web Content and Social Media Manager


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____________________________________________________________________________ 13.1.4 SENIORITY LISTS

A. Seniority lists shall be prepared or updated for each class as necessary. When each list is initially established, it shall be approved by the Personnel Director and certified by the Personnel Commission before it is used.

B. When a seniority list is initially established or updated, the list shall be made available to the employee(s) for review during a five (5) working day period before it is approved.

C. During the prescribed review period, an employee who believes that an error has been made on his/her seniority computation shall notify the Personnel Director, who shall review the computations together with any additional information provided by the employee. The Personnel Director shall determine if a recomputation is appropriate and present an appropriate recommendation for action by the Personnel Commission.

D. Seniority lists that are maintained will be available for inspection in the Classified Personnel Department.

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Lawrence Leone SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 Motion was passed.


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AGENDA REPORT NO. 12 SUBJECT: EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT:

DENISE HENNINGER DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel It is recommended that the Personnel Commission approve an extension to the following provisional working out of class assignment at 100%:

Name Assignment Previous Dates on Provisional Status Length of Extension

Denise Henninger Deaf and Hard of Hearing Supervisor 9/1/2016 to 12/23/2016 78 working days

12/24/2016 to 1/17/2017 Not to exceed 90 total working days

BACKGROUND The previous Deaf and Hard of Hearing Services Supervisor has separated from the District, effective 8/31/2016. Recruitment has been requested to fill this position on a permanent basis. Additional assistance is now needed to cover responsibilities in this area until the recruitment process has been completed. Recruitment has now been completed. Ms. Henninger placed among the top three ranks on the eligibility list, and was selected for the permanent position effective 1/18/2017. She has continued to perform the duties of this assignment after 12/23/2016, up until the time she was appointed to this position on a permanent basis. Duties assigned which are at the level of Deaf and Hard of Hearing Services Supervisor have assumed more than 50% of Ms. Henninger’s daily assignments. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10

A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1. Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.


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2. Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule. 3. Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B. Procedure for Supervisor Requesting Approval for Working Out of Class 3. The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval. RECOMMENDATION Denise Henninger has been assigned additional duties at the level of Deaf and Hard of Hearing Services Supervisor, during the period of time between 9/01/2016 through 1/17/2017. These duties made up more than fifty percent (50%) of her daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: Joy Abbott SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.


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V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page 13 Ratification of Eligibility Lists 66 14 Ratification of Limited Term Assignments 67

15

Examination Schedule: • Athletic Activities Assistant • Career Services Advisor • Information Systems Administrator

68

16 Approval of Minutes 69 DISPOSITION BY THE COMMISSION MOTION MADE BY: Lawrence Leone SECONDED BY: Barbara Greenstein AYES: 5 NAYS: 0 ABSTENTIONS: 0 Amendments/Comments Motion was passed.

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 17 Advisory Item: Appointments to Limited Term Positions 70 18 Advisory Item: Appointments to Provisional Assignments 72 19 Recruitment & Examination Status Report – Information Only 73


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AGENDA REPORT NO. 13 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician

Class Title Field of Competition Promotional Total On List

Expiration Date

Campus Emergency & Safety Facilitator Merged Promotional & Open Competitive 1 7 1/20/2018



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AGENDA REPORT NO. 14 SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is requested to ratify the classification of the following Limited Term positions pursuant to Section [7.4.2(C)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District: Position Classification Department Effective Dates Bookstore Clerk/Cashier (28 part-time positions)

Bookstore 02/06/17-03/10/17

Bookstore Sales Clerk (3 part-time positons)

Bookstore 02/06/17-03/10/17

Cash Receipts Clerk (1 part-time position)

Auxiliary Services 02/06/17-02/24/17

Cash Receipts Clerk (1 full-time position)


Cash Receipts Clerk (1 part-time position)


Instructional Assistant – ESL (1 part-time position)

ESL 01/03/17-03/14/17


ESL 01/03/17-01/12/17


ESL 01/03/17-03/17/17

Receiving, Stockroom & Delivery Worker (1 full-time position)

Purch/Rec/Mail 01/23/17-06/30/17

Student Services Clerk (6 part-time positions)

Auxiliary Services 02/06/17- 02/24/17



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AGENDA REPORT NO. 15 SUBJECT: EXAMINATION SCHEDULE DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José Guzmán, Personnel Technician It is recommended that the Personnel Commission approve the following Examination Schedule:

Class Title Field of Competition Time

Athletic Activities Assistant Merged Promotional & Open Competitive 3 weeks

Career Services Advisor Promotional 3 weeks

Information Systems Administrator Merged Promotional & Open Competitive Continuous



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AGENDA REPORT NO. 16 SUBJECT: APPROVAL OF MINUTES DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Approval of the minutes for the following meetings of the Santa Monica College Personnel Commission:

Regular Meeting – January 18, 2017



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AGENDA REPORT NO. 17 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO LIMITED TERM POSITIONS DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following Limited Term positions from certified eligibility lists pursuant to Section [7.4.3(A)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District.

Candidate Position Department Duration* Eligible List Date

Abdulhafiz, Meymuna Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 12/15/04 Abel, Teneka Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 02/21/07 Ashby, Deanna Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 12/15/04 Bae, Daniel Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 04/01/13 Baskin, Patricia Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 08/20/97 Camp, Monique Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 04/01/13 Chang, Tony Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 06/18/08 Eichen, John Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 03/25/15 Garcia, Lucy Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 03/08/99 Grau, Donald Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 06/12/12 Hunter, Jennifer Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 07/18/11 Jones, Jennifer Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 03/25/15 Juarez, Jorge Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 09/04/09 Lemon, Curly Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 04/01/13 Lopez, Jose Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 07/18/11 Lopez, Veronica Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 03/25/15 Mehary, Mehret Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 11/16/02 Mehrazar, Saman Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 03/25/15 Micas, Donna Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 02/21/07 Miles, Erik Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 02/21/07 Navarro, Yadira Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 04/01/13 Naylor, Marisa Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 04/01/13 Nwonwu, Vergie Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 01/23/09 Pabst, Ester Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 09/04/09 Pacheco, Wendy Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 01/23/09 Thielking, Alan Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 08/26/92


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Torrence, Antoinette Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 04/01/13 Yogi, Nancy Bookstore Clerk/Cashier Bookstore 02/06/17-03/10/17 07/18/11 Exum, Ellen Bookstore Sales Clerk Bookstore 02/06/17-03/10/17 03/25/15 Kayinamura Mucy, Firmin Bookstore Sales Clerk Bookstore 02/06/17-03/10/17 03/25/15 Robles Jr, Jose Bookstore Sales Clerk Bookstore 02/06/17-03/10/17 03/25/15 Nelli, Maria Cash Receipts Clerk Auxiliary Services 02/06/17-02/24/17 12/13/06 Shine, Kevin Cash Receipts Clerk Auxiliary Services 01/23/17-03/17/17 10/15/08 Wilks, Susan Cash Receipts Clerk Auxiliary Services 01/23/17-06/30/17 07/30/14 Brown, Thomas Instructional Assistant – ESL ESL 01/03/17-03/14/17 10/05/12 Dell’Amico, Elena Instructional Assistant – ESL ESL 01/03/17-01/12/17 01/29/16 Hoch, Marilyn Instructional Assistant – ESL ESL 01/03/17-03/17/17 01/27/14 Griego Jr, Eliu Receiving, Stockroom & Delivery Worker Purch/Rec/Mail 01/23/17-06/30/17 06/14/16 Austin, Harald Student Services Clerk Auxiliary Services 02/06/17-02/24/17 02/03/15 Graham-Howard, Kimi Student Services Clerk Auxiliary Services 02/06/17-02/24/17 04/26/10 Morrow, Kristi Student Services Clerk Auxiliary Services 02/06/17-02/24/17 02/03/15 Stuck, Jennifer Student Services Clerk Auxiliary Services 02/06/17-02/24/17 10/01/12 Tolentino, Casimiro Student Services Clerk Auxiliary Services 02/06/17-02/24/17 04/26/10 Vo, Thea Student Services Clerk Auxiliary Services 02/06/17-02/24/17 07/21/16

*Not to exceed six (6) months or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Reference Merit Rule 7.4.3 (A) –Eligibility for Appointment Limited term appointments shall be made from eligibility lists and employment lists in accordance with procedures for regular appointments.


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AGENDA REPORT NO. 18 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO PROVISIONAL

ASSIGNMENTS DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following provisional assignments, not to exceed 90 working days pursuant to Section 7.2 of the Rules and Regulations of the Classified Service of the Santa Monica Community College District. Candidate Position Department Duration* Brundage, Kirk Accompanist – Dance Dance 01/03/17-06/30/17 Carbone, John Accompanist – Dance Dance 01/03/17-06/30/17 Muradyan, Ruzan Accompanist – Dance Dance 01/03/17-06/30/17 Osipova, Yelena Accompanist – Dance Dance 01/03/17-06/30/17 Plotkin, Alla Accompanist – Dance Dance 01/03/17-06/30/17 Soro, Gnenemon Accompanist – Dance Dance 01/03/17-06/30/17 Sow, Malick Accompanist – Dance Dance 01/03/17-06/30/17 Walker, Frederick Accompanist – Dance Dance 01/03/17-06/30/17 Gerhold, Thomas Accompanist – Performance Emeritus 01/03/17-06/30/17 Nesteruk, Gary Accompanist – Performance Emeritus 01/03/17-06/30/17 Brzechwa-White, Jaimee Cash Receipts Clerk Auxiliary Services 02/06/17-02/24/17 Urban, Kevin Personnel Specialist Personnel Commission 01/18/17-05/10/17 Brown, Carla Student Services Clerk Auxiliary Services 02/06/17-02/24/17 Chavel, Sean Student Services Clerk Auxiliary Services 02/06/17-02/24/17 Lemke, Connie Student Services Clerk Auxiliary Services 02/06/17-02/24/17 Lopez, Vanessa Student Services Clerk Auxiliary Services 02/06/17-02/24/17 Monzon, Ana Student Services Clerk Auxiliary Services 02/06/17-02/24/17 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


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AGENDA REPORT NO. 19 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT –

INFORMATION ONLY DATE: February 15, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


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VII. ADJOURN AT __1:09__ P.M. DISPOSITION BY THE COMMISSION Amendments/Comments Motion to adjourn was approved. MOTION MADE BY: Lawrence Leone SECONDED BY: Joy Abbott AYES: 5 NAYS: 0 ABSTENTIONS: 0 The next regular Personnel Commission meeting is scheduled for:

Wednesday, March 15, 2017 at 12 P.M. in the Santa Monica College Board Room,

Business Building, Room 117 at 1900 Pico Blvd, Santa Monica, California.

As required by law, this agenda for the Wednesday, February 15, 2017, Regular Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 72 hours prior to the date and time of this meeting.

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