Present: Chancellor Roy Flores; Provost and Executive Vice Chancellor Suzanne Miles, Executive Vice Chancellor Charlotte Fugett; Vice Chancellors David Bea and Kirk Kelly; Presidents Lou Albert, Johnson Bia, Sylvia Lee, Raul Ramirez and Mary Vanis; Senior Assistant to the Chancellor Tom Tomasky; Assistant Vice Chancellor of Marketing Lynne Wakefield

Guests:  Louise Glogoff, Director of Web Systems; David Padgett, Assistant Vice Chancellor of Academic Services and Mary Ann Martinez-Sanchez, Administrative Intern

Shirley Jennings highlighted the January 25^th meeting of the Deputy Executives Group.

Dr. Mary Vanis, Interim President, Desert Vista Campus and Mr. Kirk Kelly, Acting Vice Chancellor for Information Technology.

2.       Information

2a.    Marketing Committee Revised Recommendation 06-08 (S. Lee)
President Lee distributed copies of the revised recommendations.  The Committees recommendations included:  Retain focus on the “one College concept”, but also market campuses and education centers specifically to service area neighborhoods, and promote locations; Conduct a market analysis and environmental scan for the College; Expand outreach events on campuses, such as a community open house or sample college for a night opportunities; Create a Frequently Asked Questions link utilizing an FAQ “knowledge management tool” on the website along with a printed Question/Answer brochure; and Create a Customer Service Committee.

Action:  A Customer Service Committee Work Group will be added to the Standing Committees list.

2b.     PIR Requests from Campuses (S. Miles)

Provost Miles informed Cabinet that some of the requests coming to Planning and Institutional Research are items that can be handled on the campuses.  Each campus has a position entitled “Director of Enrollment Services” and this person, according to their job description, can collect, analyze and disseminate a variety of information; and prepare related reports and summaries.

Action:  Training for the Directors of Enrollment Services will occur within three weeks.  After which the Presidents will brief the Cabinet on utilization.

3.         Follow-up

3a.     MyPima Student Processes (R. Ramirez)
President Ramirez noted that some concerns have come up at the East Campus regarding the student section of MyPima.  Some concerns include:  the disappearance of student names from the faculty roster; students unsure of what their user ID is if they change their name; and how does the students learn about MyPima.  After a brief discussion, it was decided that further questions and suggestions on the MyPima Processes should be emailed directly to Louise Glogoff with a copy to Chancellor’s Cabinet.  Cabinet will revisit this item in two weeks.

3b.     Direct Care Professional (S. Lee)
President Lee distributed copies of the Direct Care Professional feasibility study for Cabinet review.  Demand for home health care workers—comprised primarily of Direct Care Professionals and CNAs—is viewed by CCS Benefits database as the 5^th largest job growth area nationally in the next ten years.

Action:  Feedback required by 12 noon on Monday to President Lee and copy the Chancellor’s Cabinet.

4.       Issues and Concerns

4a.      Program Review Documents (S. Miles)
AVC Padgett presented this item to Cabinet to approve the Program and Service Review Schedule, Implementation Calendar, revised Program and Service Review self-study, Chancellor Cabinet program presentation dates, and Program Review Request forms.

Cabinet was asked to consider the following:

1. Program review becoming program and services review
2. Implementation calendar being expanded to provide faculty more time to do the self-study adding an additional month in the spring semester.
3. The self-study will include a Strengths, Weaknesses, Opportunities, and Threats (SWOT) analysis approach.
4. Chancellor’s Cabinet Cycle 1 review will be scheduled for November 30, 2007 and December 7, 2007.  These dates would allow for action plan requests to connect with the budgeting schedule.

Action:  Approved.  If there are any questions, email AVC Padgett and copy the Chancellor’s Cabinet.

4b.     Proposed Faculty Mentor Program (S. Miles)
Ms. Martinez Sanchez Development of a formal college-wide Faculty Mentoring Program was initiated through the 2006-2008 College Plan; Initiative 1, Improve Institutional Outcomes; Strategy 1.7, Institutionalize a faculty mentor program.  The goal of the program is: to provide a supportive academic environment for new faculty members; to facilitate the entry of new faculty members into the faculty culture, structures, and processes at the college; and to provide experienced faculty members with an opportunity to share their professional and institutional knowledge with new colleagues.  The Faculty Mentor Program is neither supervisory nor evaluative.

Administrative responsibility for the program resides in the office of the Provost.  The Provost will select, or approve selection of, the mentors from a list of recommended faculty members provided by the CDACs.

Action:  Approved but include an “Agreement” sheet for both parties to sign and include an extraction clause.

4c.      Counselors' Search and/or Faculty Recruitment (R. Flores)
Discussion centered on recruitments.  Currently, a Counselor Search is underway for Community Campus.  Human Resources will include two Full-time Counselors for Downtown Campus and one for West Campus in the search process.

4d.    IU Proctoring (R. Flores)
Questions have surfaced regarding the fees for proctoring tests.  The testing centers have requested a list of schools that we have articulation agreements with.  By providing this list, it will help ensure consistency with waiving the fees.

Action:  The school list will be published on PCC website.  Mr. Tomasky is to meet with the Deputy Executive Group to standardize fees.

4e.    College Management of Forms (R. Flores)
Follow-up:  Executive Vice Chancellor Fugett and Vice Chancellor Bea will present this item at the next Cabinet meeting.

4f.     College Publications in Spanish (T. Tomasky)
Mr. Tomasky distributed copies of Proposition 103 – English as the Official Language.  The proposition specifies situations in which state or local government could act in a language other than English, including:

1. When required by federal law or when necessary to preserve the right to petition the government.
2. In teaching languages other than English, or in using or preserving Native American languages.
3. In actions to protect the public health and safety, including law enforcement and emergency services, or to protect the rights of crime victims and criminal defendants.
4. Providing assistance to hearing impaired or illiterate persons.
5. In informal or nonbinding communications or translations among or between government officials and the public.
6. For actions necessary for tourism, commerce or international trade.

After further discussion, Mr. Tomasky will contact Mr. John Richardson asking him to prepare a communiqué on the Chancellor’s behalf to be distributed college wide and to include a disclaimer.

4g.    Requests for Student Information (T. Tomasky)
Mr. Tomasky distributed copies of a memorandum from Mr. John Richardson, Attorney, regarding requests for student information.  There are situations where it would be appropriate to review and respond to a request for personally identifiable student information:

• written consent for release signed by the student himself or herself,
• if to a college, university or other educational entity into which the student seeks to enroll,
• is made in connection with a student’s application for financial aid,
• is made in order to respond to a health or safety emergency,
• is made by a properly identified federal official – such request for information that appears to be other than a reference check, the Chancellor’s office should be informed of the situation as soon as possible.

Situations when to send to the Chancellor’s Office:

• when the request for information is in the form of a subpoena or court order.  The college is obligated to inform the affected student of the subpoena or court order in advance. The Chancellor’s office will send the letters. Ms. Wesson will maintain copies of this material.

As a reminder, please send original paperwork including envelop to Mr. Tomasky in the Chancellor’s Office.

5.       Significant Events

5a.    TUSD Career Fair, Saturday April 28, 9–Noon at the East Campus (R. Ramirez)
President Ramirez shared with Cabinet that on April 28, TUSD will be holding a Career Expo at East Campus.

Action:  Let President Ramirez know by March 15 if the campuses are interested in have a table at this event.  Also, Chancellor Flores has asked for a letter from TUSD listing their intent and focus for using PCC.

Additional Information

1. East Campus sent response cards to students who were admitted but had not signed up for classes.  432 cards were sent with 42 responses.
   
2. College Standing Committees – vacancies are being filled for next year.  Dr. Mary Vanis will chair the Professional Development Committee and Executive Vice Chancellor Fugett will chair the Copyright Committee.
   
3. Organization Changes – External Relations:  Ms. Imelda Cuyugan, currently the Executive Director of Grants will become the Assistant Vice Chancellor for External Relations.  The office of External Relations will include the Foundation, Grants and Government Relations.  Recruitment for a Director of Grants will soon begin.   Ms. Jacquelyn Jackson, Assistant Vice Chancellor will be working on special projects for the Chancellor. 
   
   Mr. Tomasky will formalize the presentation on reviews of policies and standard practice guides. 
   
   A new Division Dean for Occupational Programs FTE will go to Desert Vista Campus.
   
4. Leadership Academies – Executive Vice Chancellor Fugett notified Cabinet that the $10,000 that was set aside for Leadership Academies will be folded into the Administrative Management Leadership Academy.  Campuses may still recommend someone for the Leadership Academies but the funds will come from the campuses not district.
   
5. New brochures will be coming from the Marketing Department.
   
6. PCC/UA Breakfast will be in either March or April.  Send recommended agenda item to Mr. Tomasky by the end of February.
   
7. Vice Chancellor Bea distributed copies of UA vs. PCC tuition and fee comparison.  Also, Vice Chancellor Bea will be conducting open forums on the College budget beginning Friday, February 9. 
   
   The schedule is as follows:

• February 9, West, Cholla Room A-G01, 1:00
• February 12, Downtown, Amethyst Room, 1:00
• February 13, Desert Vista, Ocotillo Room, 10:00
• February 14, East, Community Room, 3:30
• February 14, District Office, Community Room C-105, 10:00
• February 26, Northwest, Community Room A-207, 1:00
• March 26, Community, A109/112, 1:00