5055 Santa Teresa Blvd.
Gilroy, CA 95020
Accreditation Progress Report
For the Past Accreditation Visit
Spring 2003
Table of Contents
Statement on Report Preparation Page 3
Recommendation 1:Faculty and StaffPage 4
Draft Staffing Plan, Table of ContentsPage 5 - 6
Recommendation 2:Financial ResourcesPage 7
Recommendation 3:Strategic PlanningPage 8
Attachment 1:Board ActionPage 9
STATEMENT ON REPORT PREPARATION
To Whom It May Concern:
The Progress Report was compiled by the Accreditation Liaison Officer, Vice President of Student Services, in concert with the Office of the President, the Office of the Vice President of Instructional Services, and the Office of the Vice President of Business Services. Those working on the preparation, review and approval of the report include the President’s Council (shared governance council), which includes representation from the Academic Senate, Associated Students, Professional Support Staff, Department Chairs, Curriculum Committee, Budget Committee, Facilities and Grounds Committee and Equal Employment Opportunity Committee.
The Report was submitted to the Board of Trustees for adoption on March 11, 2003 at their regular Board Meeting and was approved.
Sincerely,
John Baker, Ed.D.
Vice President of Student Services and
Accreditation Liaison
Recommendation #1
The Team recommends GavilanCollege must develop and implement a comprehensive staffing plan to support the Educational Master Plan. The development of this plan should include participation by all constituent groups.
At the time of the Interim Report, the college was in the process of identifying staffing plan components that included resource documents currently available and best practices information. The District requested staffing plan examples from other community colleges to no avail. Consequently, the District is in the process of developing the District’s own Staffing Plan with the participation of all constituent groups. Attached is a Draft Staffing Plan, Table of Contents.
Many of the items listed in the Table of Contents have been used by the District for a number of years, for example, Section I, D, Personnel Budget, is currently used as part of the District budget process. The information is a detailed account of each authorized position and the employee currently in that position. Information includes budget codes, reporting relationships, and current salary, burdens, and benefit costs. In addition, Section IV, Staffing Activities, includes the hiring process. All processes used for the various District employee groups have been revised over the last two years and included participation by all constituent groups.
The next step is to take the Draft Staffing Plan to the District’s Equal Employment Opportunity Committee and then to the District’s President’s Council. Both Committees include representation of all District constituent groups.
Draft Staffing Plan
Table of Contents
Executive Summary
Section I Current Staffing
A. Staffing Overview
B. Staffing Objective
C. Staffing Responsibility
D. Personnel Budget
E. Part-Time Faculty Staffing Requirements
F. Current Staffing Summary
Section II Attrition
A. Attrition Overview
B. Three-Year Attrition Survey
C. Three Year Attrition Summary
Section III Hiring Projection
A. Hiring Projection Overview
B. Administrators
C. Full-Time Faculty
D. Part-Time Faculty
E. Supervisory / Confidential
F. Classified
G. Hiring Projection Summary
Section IV Staffing Activities
A. Initiating the Process
B. Recruiting
C. Screening and Selection
Section V Diversity in Staffing
A. Diversity Overview
B. Diversity in Recruiting
C. Diversity in Screening and Selection
D. EEO Advisory Committee
E. Assessing Diversity
Section VI Employee Retention
A. Retention Overview
B. New Employee Probation
C. Employee Evaluation
D. Compensation
E. Employee Benefits
- Staff Development
Section VII Staffing Plan Attachments
1. Organization Chart
2. Hiring Procedures
3. Personnel Budget
4. Temporary Faculty Legal Opinion
5. Position List
6. Chancellor’s FTE Obligation Letter
7. Personnel Request Forms
8. Comprehensive List of Advertising Locations
9. Newspaper Circulation Information
10. Job Announcement
11. Advertising Media by Location
12. List of Minority Recruiting
13. Screening Committee Responsibilities
14. Statement of Fairness
Recommendation 2:
The team recommends that GavilanCollege must prepare a comprehensive study of long-term obligations and implement a plan to budget for these future expenditures.
All long-term financial obligations continue to be centralized with the Business Services Office. These obligations are reported in both the annual budget document and the annual audit report including debt service payment obligations. In addition, the District’s long-term financial obligation, estimated at $2,500,000, for retiree health benefits is also reported in both the budget document and the audit report. For fiscal year 2002-03 the District will implement the requirements of the Government Accounting Standards Board (GASB) Statements 34 & 35. The Management’s Discussion and Analysis portion of the new report will provide even greater disclosure and reporting of the District’s long-term financial obligation.
The District currently has a lease revenue bond that will mature and be paid off in 2008. As of June 30, 2002, the balance, including both interest and principal, was $2,559,685. The District is considering issuing a Certificate of Participation (COP) in order to prepay the bonded debt and to pay for various capital improvements. This will serve to bridge the gap between current District needs and the effect on the District the CaliforniaState budget crisis is having. This strategy also offers the District the ability to pay off the COP’s when other District funding is available in the future.
Over the next 15-25 years, the District’s most significant financial obligation will be in funding the maintenance of existing facilities and for growth and expansion. In order to identify and budget for these long-term financial obligations, the District has a number of reports that has either been completed or that are in process. For example, in May 2002, the District completed an Energy Infrastructure Assessment Report, in July 2002, a title search was completed, and in February 2003, the District received a draft Facility Condition Assessment Report. In addition, the Technology Plan continues to be developed and a Land Use Study is in process.
These reports are examples of individual studies that will become part of a comprehensive study and implementation plan to budget for long-term financial obligations. The process will include a system for project prioritization based in part on how much the District can afford over the long term.
Recommendation #3
The Team believes it is now imperative, and recommends that all plans become integrated, their outcomes specified, priorities and strategies delineated. Further, that in order to assure all constituencies that the plans are actually the basis for decision-making, specific consultative procedures should be developed to include input from staff who have direct operational responsibilities for the execution of the respective plans. The Team recommends that the institutional planning processes make provisions for responding to changing circumstances and opportunities.
As of February 18, 2003, the Strategic Plan is in draft form, containing the college Mission, Values and Objectives. Each objective is supported by a specific outcome measure and activities leading to completion of the objectives. Due to the budget crises facing the college, the final strategic plan can be completed only after the college budget is stabilized for 2003-2004. The Strategic Plan will thus be finalized and approved by the Board after the 2003-2004 State Budget is approved (sometime after July 2003). The President’s Council (a representative body consisting of all college constituencies) and the Board Strategic Planning Subcommittee are working to complete the Strategic Plan. The Strategic Plan is the “umbrella” for the Staffing, Facilities and Technology plans. The Facilities Plan has been completed and the Technology Plan is in final draft form. Both will be updated after completion of the Educational Master Plan.
A major objective of the Strategic Plan, completion of the Institutional Learning Outcomes, has been achieved. The Curriculum Committee and Department Chairs are establishing learning outcomes and measures for each general education course and relating them to the institutional learning outcomes. The format for the learning outcomes, measures and documentation of student performance has been established. Completion of the general education course outline updates is expected by fall semester 2003. This will be followed by updates of other courses and development of program learning outcomes.
The Educational Master Plan consists of the unit plans for all college departments and programs. These plans are nearing completion by the staff in the unit areas (those responsible for plan execution). Administrative and Student Services have recently gone through program review and are completing action plans for each of their program and service areas. The 12 instructional departments have completed drafts of their unit plans. Each unit plan is in the form of an action plan complete with objectives, outcome measures, activities, costs and assigned responsibility. These unit plans will be completed in the spring semester 2003. Integration is achieved because the unit plans are used to support the budget development process each year, are reviewed and updated every 3-4 years during program review, and form the basis for preparation of the accreditation self-study. These review and update cycles provide for response to changing circumstances and opportunities.
The college is also beginning a land use study that will look out 15-20 years, determine what the college will need at that time, and plan for the needed facilities and land.
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