Training Up the Deputies CIO 411Academy April 2-3, 2013 Dona Boatright CCCC 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

Overview The Hierarchy of Rules Key Regulations Managing at the College Hot Issues Resources and Tips 3

Understanding the Language No good dictionary or Grammar available But check out the glossary of terms Know the “frame” 4

Living in Acronym World And then there is the unrelenting use of abbreviations……. 5

Abbreviations Can Make or Break You WSCH FTEF FTES SACC TBA FTO ARRA TMC AA-T, AS-T 6

Peralta Community College District PPSI VVSS PPIT SPPAC DAS PRC SMT IEC BCC DMC PAAA CIC IEC BSMC VPI/D DWEMPC 7

Some Words are Charged… They have multiple meanings The evoke different responses from different constituencies 8

Some Issues Have Been Canonized… 9

AB 1725 Represents the 10 Commandments? OR Work of the Devil? 10

Know who is talking 11

Leadership in a bureaucratic environment: See the big wave, surf forward; don’t look back 12

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 13 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 (b)(6): Establish minimum conditions entitling districts to receive state aid for support of community colleges. 14

Ed Code, cont’d (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. 15

Regulations - who cares!!! 16

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 17

Title 5 regulations Minimum conditions for receipt of state support Standards of scholarship (§51002) Remedial coursework limit (§ ) 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) 18

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 above Be aware of your own district’s policies 20

Minimum Conditions Compliance Be aware of all the elements Know which ones are your responsibility Pay attention to deadlines on reporting 21

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 Plans Approval of new colleges and educational centers Accreditation Counseling programs Objectives Faculty, staff and student participation in governance or through the complaint process 23

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! 25

Managing at the College Hiring Evaluation Scheduling Assignment/Load Contract Negotiations Contract Management Conflict Resolution 26

F/T Faculty Hiring/Evaluation Use CIO network for “real” reference checks Keep department culture in mind (good fit or change agent?) Be advocate for students Be vigilant during first year Be bold 27

P/T Faculty Hiring/Evaluation Avoid Crisis or Convenience Hiring Create Part-Time Faculty Pools Pay attention to Evaluation process Monitor Re-hire process Student evals & complaints Grading practices Student retention Avoid “owning” mediocre PT faculty Be Advocate for Student Needs 28

Collective Bargaining Be involved whether at the table or not Pay attention in your practices Avoid setting unwanted precedents Train your Deans and Chairs 29

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 30

Conflict Management Maintain communication with deans/chairs Follow college processes Document conversations Be creative Use resources: HR, Medical, Legal 31

. 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 memos Meet the deadlines Ask questions Engage with the Consultation Process 33

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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 35

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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 37

SB 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

40 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 Data Beno 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 41

Annual Report Form Successful 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 42

43 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

44 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.

45 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… 46

Resources and Tips Program and Course Approval Handbook Tutoring and Learning Assistance Guidelines Basic Skills Report (“Poppy Copy”) Legal Affairs site at The roles of the “O’s”: CIOs, CSSOs, CHROs, CBOs, and others CIO Manual 47

Reference Reframing Organizations, Artistry, Choice and Leadership Lee Bolman and Terrence Deal Jossey Bass, 1997 How Colleges Work, the Cybernetics of Academic Organization and Leadership Robert Birmbaum Jossey Bass,

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 49

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… 50

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 51

DON’T GO IT ALONE 52

53 Q & A