PVCC Learning Support Services. Meeting Minutes

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Outstanding Action Items

Item

Action Item

Assignee

Target Due Date

Priority

Comments

Attend Whitewash and Are You Positive?

All

2/7/08

2:00 and 3:15 KSC

Review SIS Implementation Plan 2/12-2/19

All

1/30/08

See Jo Ann with questions

Send copies of handbooks/manuals your department uses for temporary/student workers re: job expectations/resources/etc.

All

2/7/08

Send to Tina Emmons to compile for review

Disaggregate area data of users to see if they representative of students at the college (for Diversity Task Force)

All

ongoing

Create portfolio of diversity activities that help us meet our goal of inclusiveness/student success

All

ongoing

Consider how we leverage this information (data and existing programs to infuse diversity and multiculturalism) to move toward our goal

All

ongoing

Create student focus groups to gather more intentional data (include past graduates) on diversity / multiculturalism

LSS Diversity Committee

ongoing

Create LSS ePortfolio to showcase what’s being done at college re: diversity

Tina

ongoing

Present

Sheri Bakunowski	Esther Schon	Norma Chandler	Laurie Cigan
Ken Clarke	Paul Dale	Tina Emmons	Shirley Green
Jennifer Strickland	Mary Lou Goff	Paul Golisch	Stella Napoles
Jacque Battistone	Ellen Hedlund	Rosemary Hooper	Greg Silcox
Paula Vaughn	Jack Becker	Carol Myers	Ryan Martin
Rick Sheets	Fred Wieck	Laurel Smith

Welcome and Agenda Overview

Thanks to Laurel for joining the group
Agenda Overview
Passed out Assessment Award Certificates

eVerify

Employer sanctions law went into effect January 1
eVerify matches employee ID to Social Security DB or Department of Homeland Security DB
If Laurel receives a “Tentative Non-Confirmation” – employees will be given a referral to make changes
- Employee has eight (8) days to complete (plus 2 days for SS or DHS to resolve)
- If not resolved, employee will be terminated
- Effects employees hired after January 1, 2008
- Employees MAY CONTINUE WORKING while the non-confirmation is being resolved
Number one factor contributing to “tentative non-confirmations” are name changes
Have resource for name/number match
Maricopa will advertise that we will participate in eVerify program (will be posted around campus)
Have to post “right to know/right to work” information, as well
Doesn’t take long to verify; must rely on how current SS/DHS databases are
Continue with new hire; don’t mention => Laurel will follow up with all “tentative non-confirmation” employees
Employee has eight (8) federal working days to contact agency => can elect to non-comply (followed by termination)
HR is responsible for continually checking update status
Short-term hires (i.e., interpreters) => all paperwork must be done BEFORE they work

Time and Labor

Time and Labor getting easier; reminders from District are now more specific

SIS Implementation

Taking down the Legacy system on 2/12, go-live is 2/19
If you have not been contacted about the impact of this decision, call
Integration testing is going OK
Training throughout week; very well attended
Stella/Shirley => FERPA completion/accounts released
Rod/Paul G. communicating to students many ways (banners, T-shirts, email, etc.)
A&R will be taking registration cards (2/12-2/19), time/date stamp, no guarantees students will get a spot, however
- Will be accepting transcript requests and holding until go-live
- Can’t do phone registration but will accept a fax (registration must come in writing)
- No new students; registration only for Sp08
- Will print rosters for classes that begin that week which instructors can update
Instructor testing will continue and testing for DL
- Placement tests for existing students only; scores will be input later
- If Cashier’s can’t take fees—no tests
- We need to post signs (add to college go-live checklist)
No purges that week for FinAid; status quo, otherwise; no new apps in the system that week
JoAnn and Maggie are compiling procedures for all; pending decision if taking fees
Advising can not register or put into AdvisorTrac; cards into time/date stamp queue
LSC tutors not using shadow system => minimal impact
Will have access to view legacy, no input
Plenty of people around to help 2/19+ (ASU gave some good tips re: security threats, unanticipated problems)
Make sure key people are aware and ready to go
Maricopa students will have a single record no matter which/how many MCCCD colleges they attend; ASU has a different system so the student ID won’t transfer
Go to Basic SIS Training no matter what
Go through FERPA Tutorial

Expectations for Hiring and Firing Temporary Employees

REMINDER: Are any formalized expectations shared with temporary employees by department? How do you communicate what resources are available to them? If you do have a handbook or other type of manual that you share, please forward to Tina Emmons so we can create a “general” handbook for LSS temporary/part-time staff/student workers to help them be better employees

Updates

Learning Week going well, sign-up
Tuition waivers—remember to comply

FY09 Budget Requests

Rolling over prior year budget requests
Shirley/Paul/Paul will take first cut
No new money (state may take money)
Recommendations will be brought back to this committee
College reduction of $18,000; hold harmless gone in Fund 2
Next 18-24 months will be very tight

Announcements

Spring Start-Up Issue/Announcement
- Will be open Saturday, 1/12/08, 8:00-12:00 PM
- Welcome Week coverage reminder—let Sharlene know your availability
- Longer summer with earlier start time in spring ... short winter break next year => calendar notification to students
- Double-check 2009 calendar
- Will be open Fridays this summer? 8:00-3:00 PM (yes, KSC and IRTS)
- Remind staff to wear nametags during Welcome Week
Diversity Sessions
- White Wash and Are You Positive?
  - Offering performances all day; PM session open to all
  - Have relationship and ongoing collaboration with other colleges; international opportunities with partners (in the past, they would WebCast internationally)
  - Maxed out on Whitewash; still room for Are You Positive—contact Jen for more information
  - Let’s make this ‘Standing Room Only’
  - Advertising to entire district? (yes, District-wide)
- Black History Connect => expand by working collaboratively
  - REMINDER: John Coltraine tribute this month
Relay for Life (4/11-12/08)
- There is no LSS Team yet!!!
- 50% off fee; 2/5, 6:00 PM, KSC208
- One phantom team (have to donate)—however, have other ways to help out—contact Paula Vaughn
- Can collect money online
- Business club will set up an ATM on track
MLK Junior Birthday Event at Park
- PVCC will have a table at the park at the end of the march next week
- SOAR: recruitment effort for District
- 40th anniversary of the death of MLK Jr.
- Student recruitment effort
Annual Report
- Online at www.pvc.maricopa.edu/lss/annual.html
- The division is getting pretty good at being explicit at what we’re going to do and evaluating it
Miscellaneous
- Jack is moving to GCC; PVCC is very dedicated to supporting students and he’s been glad to be a part of that; his last day was 1/18/08
- Bids are now open for the new baseball field
HR Updates
- ACE/SUCCEED Coordinator (final stages)
- Academic Advising Coordinator (Int 1/18)
- MAT17 pending final offer from DIST
- Two Student Services Specialists open in Student Life
- FinAid open
- Admin Sec II closed
- Search process for VPAA beginning
- Donna Jones now in IRTS at help desk
- Greg Silcox will be back full-time to Athletics on 2/1—has done a wonderful job!!!

Next Meeting
February 14, 2008 • 2:00-3:00 PM • M127