Chancellor's Cabinet Meeting

Present: Chancellor Roy Flores, Provost and Executive Vice Chancellor Suzanne Miles; Executive Vice Chancellor David Bea; Vice Chancellors Kirk Kelly and Raul Ramirez; Presidents Lou Albert, Christal Albrecht, Charlotte Fugett, Jana Kooi, and Sylvia Lee; Assistant Vice Chancellor and Vice Provost Brigid Murphy; Assistant Vice Chancellors Donna Gifford, Diane Groover, Rachelle Howell and Lynne Wakefield; Senior Assistant to the Provost Stan Steinman; Marketing and PR Coordinator Paul Schwalbach

1.       Action

1a.    National Automotive Technicians Education Foundation Re-Accreditation of Pima Community College’s Automotive Technology Program (J. Bia)
Pima has a NATEF-approved automotive curriculum that prepares student to get a Basic Certificate in Automotive Technology, Associates of Applied Science in Automotive Technology, and readiness to take ASE (Automotive Service Excellence) exams.  The program articulates with all local high schools that have an automotive program.  This program has been one of the College’s most stable programs, in both attendance and revenue, for over 20 years.

Action:  Approved to move forward.

2.       Follow-up

2a.    Communication (R. Flores)
Communication has improved but there is still a need to make sure everyone is on the same page and a need to improve on follow-up (implementation).

2b.    Campus after Hours Coverage Consistency (C. Albrecht)
President Albrecht updated the Cabinet on the changes made from the last discussion held on this item. 

Action:  President Albrecht will provide the Presidents with copies of materials in the Desert Vista’s resource manual.  Also a copy of this document will be attached and made a part of these minutes

3.         Policies and Procedures (D. Gifford)

3a.    SPG-1502/BA:  Cyclical Review
AVC Gifford noted that no comments have been received on this item.

3b.    SPG-1502/BB:  Individual Position Studies
AVC Wakefield noted that she had received comments on this item.  There was some concern that reviews went directly to Human Resources and bypassed the Chancellor.

Action:  After some discussion, this document will be revised and will come back to the next meeting.

SPG-4004/AA:  Recognition at Board of Governors Meetings
AVC Gifford informed Cabinet that the Board of Governor wishes to change the December Recognition to the November Board Meeting.  This document will be posted for the 21-day review.

4.       College Plan (R. Flores)

Chancellor Flores noted that he was pleased with where we are with the plan.

5.       Budget:  Ways to Save Money (R. Flores)

At the next Cabinet meeting EVC Bea and VC Kelly will identify items in their areas as ways to save money.

6.         Organizational Climate (R. Flores)

Members of Cabinet have all identified areas to work on and will be meeting with staff.

Dr. Flores noted that this semester, he would like to have the web page revamped – more contemporary, more video, more directions – social networking to better allow students access to information.

Provost Miles will take lead on looking at ways to recognize staff.

7.       Information Items

7a.    Reauthorization of the Higher Education Act (R. Flores)
Mr. Steinman will work with AVC Gifford to produce a list of requirements that we are to follow.  This item will come back to the next meeting.

7b.    Transfer Data (R. Flores)
A report was distributed on transfer.  The report provided an overview on PCC students enrolled at the state universities, with a focus on the University of Arizona and new transfer students.

7c.    Cachement Area Space for Special Programs (R. Flores)
This item will come back to the next meeting.

7d.    On-line Hiring System Update (L. Wakefield)
This item will come back to the next meeting.

Additional Information

• First Amendment and art displays on campuses.
  Dr. Flores noted that some art can be offensive to some and we have to sensitive when hanging art.  AVC Gifford will contact legal for disclaimer language.

Ad Hoc Committee Report for Evening and Weekend Supervisor Duty

Meeting May 19, 2009 1:30 – 2:30 pm at Desert Vista

And Conference call June 8, 2009 4:00 – 5:00 pm

In attendance: Vicki Cook, Loraine Morales, Dan Wright, Nancy Russell, and Christal M. Albrecht. Terry Flores was unable to attend. Additional information was obtained from Juan Soto by email and phone.

Members shared information regarding hours of responsibility, levels of personnel performing the responsibilities, resources provided, and the activities addressed by the supervisor. The information is summarized below:

Several campuses reported that there is inconsistency in the level of involvement of the supervisor during the shift. For instance, one campus clearly defines the expectation to walk the campus to maintain visibility. That expectation is not consistently articulated at all campuses and in some instances, the supervisor uses the shift to catch up on paperwork in the office.

All campuses reported that the types of calls or issues they deal with are either facilities related or student related. The most frequently reported issues are asterisked* below. Most campuses noted that the level of activity varies throughout the semester with the highest activity during the beginning of the semester, with the exception of Community Campus, which has consistent activity throughout the semester. 

Recommended Hours of Operation:

1. Hours of supervisor coverage should be 5 – 7pm M-Th and Saturdays 7:45 am – 1 pm year round except when the college is officially closed and during spring break week. The employee serving on Saturday duty will also be the on-call supervisor for Friday night and Sunday of the same weekend.

1. The assigned supervisor should be on campus during the scheduled time.

Recommended Job Description:

1. Serve as a point of contact in the evening/weekend hours for reporting facility issues such as room temperature, locked doors, plugged toilets, or animal on campus.
2. Serve as a point of contact in the evening/weekend hours for reporting student issues such as instructor not coming to class or student complaints.
3. Assist students in locating classrooms.
4. Assist students in finding services such as advising, registration, counseling, and library.
5. Submit an electronic report to the President’s office regarding significant events occurring during the shift. If no significant events have occurred, a report of ‘No activity to report’ should be submitted to the President.
6. Communicate any emergency situations immediately to the Department of Public Safety (2700) and the President.
7. Circulate throughout the campus and maintain visibility.

Recommended Level of Personnel to staff this position:

1. The evening/weekend supervisor should minimally be an Advanced Program Manager or higher level and include representation from across the campus such as instruction, student development, and business services.
2. Specific titles recommended are Advanced Program Manager, Campus Director of Administrative Services, Division Dean, Vice President of Instruction, and Vice President of Student Development. The President will serve as a substitute as needed. The supervisor should be an employee that is located at one of the six campus sites, and not an employee from an off-site location. 

General Recommendations from the committee:

1. Create a campus resource manual for each campus location, in a paper and/or electronic version.
2. Post a Weekend Update with information regarding classes and events on Friday night, Saturday and Sunday. The posting may be paper or on an electronic display monitor.
3. Provide a common cell phone or a common phone number that can be transferred to the individual supervisor phone.
4. Provide access to a master key in a common location.
5. Provide training for all supervisors such as CAT and AED/CPR.
6. Establish a system to report activities that occur during the evening/weekend shift.
7. Provide a means of identification for the supervisor such as a name tag.