Chancellor's Cabinet Meeting

December 18, 2008

Present: Chancellor Roy Flores; Executive Vice Chancellor David Bea; Vice Chancellors Kirk Kelly and Raul Ramirez; Presidents Lou Albert, Christal Albrecht, Johnson Bia, Charlotte Fugett, Jana Kooi, and Sylvia Lee; Assistant Vice Chancellor and Vice Provost Brigid Murphy; Assistant Vice Chancellors Donna Gifford, Diane Groover and Rachelle Howell; Senior Assistant to the Provost Stan Steinman; Executive Director Doreen Armstrong for AVC Lynne Wakefield

1.         Presentation

TracDat Program — Dr. Nicola Richmond and Mr. Jason Brown
TracDat can be programmed to address Student Learning Outcomes; College Plan; HLC Accreditation and Program Review.  The sources of data are:  user entry (document repository), email tool (email surveys & email forms) and Banner (student & course data).  By using TracDat, reports can be generated with specificity depending on what is available at the time of the request.

2.         College Plan (R. Flores)

The College Plan will remain on agenda with expectations of updates as actions are completed.

3.         Policies and Procedures (D. Gifford)

3a.    SPG-4001.01/AF:  Faculty Administrative Appointments
This proposed SPG was reviewed and discussed.  Send further suggestions and revisions to Ms. Gifford.

4.         Follow-up

4a.    Communication (R. Flores)
When sending in monthly reports, use the format created by John Carroll (to be distributed via email from the Provost office).  Reports should be sent to Dr. Flores on the 1^st and 15^th of each month.  Attach to each report a copy of your meeting agenda. Insist on regular departmental/unit meetings with agendas from those you supervise.

Lists of issues:

• Minimize use of emails – delays work
• Good for transferring documents
• Mindful of coping supervisors
• With few exceptions Presidents should be copied on emails to campuses
• If it is important enough to contact campus cabinet – include copy to President
• Copy President as default unless something minor
• Groups will do an end-run and don’t copy supervisors
• Backlog of emails
• Various listserv – volume of email
• Informational things – one to one — discussions should be held via phone
• I sent an email about it – they assume they are off the hook — don’t assume by not receiving a response that it’s approved
• Issue at a campus – they will send an email and the issue gets blown out of proportion

Mechanics of using email

• Tools at disposal to manage emails
• How to align communication
• Identify someone who knows how to master the use of emails

Mr. Kelly will investigate who could help us understand how to align our communications and when is email effective.

Propriety of certain types of emails:

• Don’t discuss personnel issues via email
• Sensitive issues – be very careful

AVC Howell will research to see who can help us determine who should be copied and what is appropriate to include in an email.

Protocol

• Who should have authority to send emails on behalf of a unit:
  • Assistant Vice Chancellor’s
  • 2^nd line directors or designee
  • Analyst should not send email without Directors review
  • Vice Presidents of Instruction
• Those not reporting directly to a campus – reports should not be vetted out at a campus cabinet meeting before going directly to supervisor
• E-mails sent to any employee outside of your department, division or campus/unit:  copy your direct supervisor and their direct supervisor
• E-mails sent to all external constituents (any entity outside of the College): copy your direct supervisor
• Intra-College Standing Committee emails:  copy the committee chair
• Professional judgment is required on whether or not to copy your supervisor on an email for items such as:
  • reply of thanks
  • setting up an appointment time -if supervisor is already aware of your meeting
  • continuing business -  if your supervisor is aware of the business at hand
• If there is any question on a “need to know,” it is recommended that you err on the side of copying your supervisor

6.       Information Items

6b.    Part time Non-Exempt Employees as Adjuncts (R. Flores)
Timesheet requirements for part-time non-exempt employees working as adjuncts are identical to the requirements for full-time non-exempt working as adjuncts.

Additional Information

• Be sure to follow policy on International Travel
• Position Review Group:  Ms. Armstrong, Ms. Flores, Ms. Groover, Mr. Ward, Mr. Steinman and Dr. Riza
• Remember to copy Ms. Gifford on all things except personal items