Training Up the Deputies

CIO 411Academy

April 2-3, 2013

Dona BoatrightCCCC Vice Chancellor, Emeritus

“Our doubts are traitors, and make us lose the good we oft

might win, by fearing to attempt.”

Measure for Measure, W. Shakespeare

OverviewThe Hierarchy of

Rules

Key Regulations

Managing at the College

Hot Issues

Resources and Tips

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Understanding the Language

No good dictionary or Grammar availableBut check out the glossary of terms

Know the “frame”

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Living in Acronym WorldAnd then there is

the unrelenting use of abbreviations…….

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Abbreviations Can Make or Break You

WSCH

FTEF

FTES

SACC

TBA

FTO

ARRA

TMC

AA-T, AS-T

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Peralta Community College District PPSI

VVSS

PPIT

SPPAC

DAS

PRC

SMT

IEC

BCC

DMC

PAAA

CIC

IEC

BSMC

VPI/D

DWEMPC

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Some Words are Charged…

They have multiple meanings

The evoke different responses from different constituencies

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Some Issues Have Been Canonized…

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AB 1725Represents the 10

Commandments?

OR

Work of the Devil?

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Know Who is Talking Know who is talking

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Leadership in a bureaucratic environment:

See the big wave, surf forward; don’t look back

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The hierarchy of rules

Statute: state law—the Education Code

Title 5 (of the California Code of Regulations): regulations adopted by the Board of Governors

Local board policy: local implementation of regulations

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Statute

Title 5 regulations

Local board policy

Statute: Education Code Section 70901:

(a) The Board of Governors of the California Community Colleges shall provide leadership and direction in the continuing development of the California Community Colleges as an integral and effective element in the structure of public higher education in the state. The work of the board of governors shall at all times be directed to maintaining and continuing, to the maximum degree permissible, local authority and control in the administration of the California Community Colleges.

70901(b)(6): Establish minimum conditions entitling districts to receive state aid for support of community colleges.

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Ed Code, cont’d70902. (a) Every community college district

shall be under the control of a board of trustees, which is referred to herein as the "governing board." …The governing board of each community college district shall establish rules and regulations not inconsistent with the regulations of the board of governors and the laws of this state for the government and operation of one or more community colleges in the district.

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Regulations - who cares!!!

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Regulations—who cares?You Should!!!

Ethical commitments made by those who sign off on compliance

Economic implications for failure to adhere to regulations that have apportionment sanctions attached

Political implications of flouting of regulations

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Title 5 regulationsMinimum conditions for receipt of state

supportStandards of scholarship (§51002)Remedial coursework limit (§55765.5)Grade changes (§55760)Award of degrees and certificates (§51004)Minimum requirements for the Associate Degree

(§55806)Open courses (§51006)Equal employment opportunity (§51010)Student fees (§51012)Curriculum (§51021)

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Regulations and the Department of Finance

If DOF believes that a mandated cost results from a new regulation, they can veto a BOG decision!!

Local Board Policy

Policies implementing Title 5 regulations Per Ed Code 70902 aboveBe aware of your own district’s policies

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Minimum Conditions Compliance

Be aware of all the elements

Know which ones are your responsibility

Pay attention to deadlines on reporting

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Minimum Conditions Compliance Advice

Some topics “involve greater likelihood of violations and will be monitored more closely”

“Self-compliance and other mechanisms” will now be used for some issues which are tracked elsewhere: Comprehensive PlansApproval of new colleges and educational centersAccreditationCounseling programsObjectivesFaculty, staff and student participation in governance

or through the complaint process

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Leadership is Key•Stretch people to potentially achieve goals they didn’t think were possible.

•Be direct. Don’t tiptoe around hard issues.

•Be an “information socialist”. Don’t hoard information

Managing at the College

You cannot know all the information all the time.

Key is to be AWARE of:

your areas of responsibility

where to find information quickly when you need it

who you can call when you cannot find it!

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Managing at the College Hiring

Evaluation

Scheduling

Assignment/Load

Contract Negotiations

Contract Management

Conflict Resolution

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F/T Faculty Hiring/Evaluation

Use CIO network for “real” reference checksKeep department culture in mind (good fit or

change agent?)Be advocate for studentsBe vigilant during first yearBe bold

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P/T Faculty Hiring/Evaluation

Avoid Crisis or Convenience HiringCreate Part-Time Faculty PoolsPay attention to Evaluation processMonitor Re-hire process

Student evals & complaintsGrading practicesStudent retention

Avoid “owning” mediocre PT facultyBe Advocate for Student Needs

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Collective Bargaining Be involved whether at the

table or not

Pay attention in your practices

Avoid setting unwanted precedents

Train your Deans and Chairs

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Faculty Assignment and Load/Contract Enforcement

Quest for Perfect Schedule for STUDENT needs as opposed to faculty

Be strict, consistent but not inflexible

Create an ethos of fair process so you do not have to overrule your dept. chairs

KNOW the contract

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Conflict ManagementMaintain communication with deans/chairs

Follow college processes

Document conversations

Be creative

Use resources: HR, Medical, Legal

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REMEMBER: It’s not about you. You don’t lead by your

position. You lead by how you influence other people’s

thinking.

Awareness of Statewide Issues

Know the System Office Structure & Staff

Use the tools: websites Read the memosMeet the deadlinesAsk questionsEngage with the

Consultation Process

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Recent and Continuing Issues

Budget

Basic Skills

50% law

Categorical shrinkage

Scheduling Priorities (transfer, cte, basic skills)

SB 1440 Implementation aat/ast

Non Credit

BOG Student Success Task Force Recommendations

Title 5 Regulation changes.

Accreditation

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SB 1440 Law since 2010

Transfer Degree simplified to 60 units with 18 units of major or area of emphasis

C or better students guaranteed admission to CSU

Prohibit CSU from requiring additional lower division course work beyond the 60 units

Senate developed Degree plans

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SB 1440

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Intersegmental Curriculum Workgroup

Web site: SB1140.org

§58130

“No state aid or apportionment may be claimed on account of the attendance of students in non credit classes in dancing or recreational physical

education.”Top Codes 0835 and 1008

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Accreditation: FOCUS ON THE BIG 4+1

Accreditation: FOCUS ON THE BIG 4+1

Accreditation: The Big 4 +1

Responses to Previous Recommendations

Program Review – Sustained

Planning – Sustained

Student Learning Outcomes –Proficiency!

Distance Education

And now………….

New Requirements on Student Achievement

DataBeno letter of Jan. 31, 2013

US Dept. of Ed Regulatory Changes

Require setting standards for student achievement and performance

Require assessing achievement against college mission

Require public information

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Annual Report FormSuccessful course completion rates

Successful Retention Rates

Institutional set standards for course completion, degree attainment, transfer etc.

Proof of URL on college website where one can find SLO assessment results for programs

Over 50 questions with much specificity

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AFFIRMATIVE ACCREDITATION

REMEMBER: It’s all about the college……..

Question: “Can we assure parents, potential students and others that we provide a reputable, high quality educational experience?”

Answer: Clear, concise, honest review

Reports to avoid at all cost:National Enquirer or Doctoral Dissertation

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Be specific and measurable..

Action Plan

The College will investigate stable funding sources required to maintain technology and the required support.

The College will seek additional technology funding through on-going state funding, business and industry partnerships, and will forecast for a future bond measure to support its instructional technology needs.

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Self Evaluation

The College and Library together have a very strong information competency program and plan in place to ensure that students gain information competency skills. As the number of courses infused with information competency increases, students will have more opportunities to learn and practice these skills regardless of whether they plan to obtain associate’s degrees or pursue other educational paths.

Action Plan

None.

Remember - We’re all in this together…

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Resources and TipsProgram and Course Approval Handbook

Tutoring and Learning Assistance Guidelines

Basic Skills Report (“Poppy Copy”)

Legal Affairs site at www.cccco.edu

The roles of the “O’s”: CIOs, CSSOs, CHROs, CBOs, and others

CIO Manual

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ReferenceReframing Organizations, Artistry, Choice and

LeadershipLee Bolman and Terrence Deal

Jossey Bass, 1997

How Colleges Work, the Cybernetics of Academic Organization and LeadershipRobert Birmbaum

Jossey Bass,1988

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Where Can I Find This Stuff?

Ccccio.org: CIOs

Cccco.edu: Chancellor’s Office

Cccaoe.org: Technical Education Deans

Rpgroup.org: Researchers

Cssofficers.org: CSSOs

Ccleague.org The League

Accjc.org: Accreditation

Asccc.org: Academic Senate

SB1440.org

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Top 10 “Get Real” List of Things Administrators Need to Know

1. There will never be enough MONEY!

2. There will never be enough STAFF!

3. There will never be enough TIME!

4. There will never be enough SPACE! There will always be problems with construction projects.

5. People will still be PEOPLE! They will occasionally misunderstand, blame it on someone else and mess things up! We are not Gods!

6. Your job will get harder, and the organization and work will be more complex. More rules, constraints…

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Top 10 “Get Real List” (continued)

7. CHANGE will be the only CONSTANT!

8. There will be increased external COMPETITON.

9. OPPORTUNITIES are seldom labeled. Opportunities are often disguised as problems. Ban the word “CAN’T” from your vocabulary.

10. You are NOT ALONE – WORK IN TEAMS and partnerships. Compromise is not a dirty word. Strategic partnerships and teamwork can overcome most of the above realities.

Originally prepared by Bill Feddersen, Retired College President, Mt. SAC

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DON’T GO IT ALONE

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Q & A