Meeting Notes - November 8, 2013

1) Welcome & Introductions

Jeanpierre welcomed the team to the meeting. The team are working to find a co-chair from with the PBT area. In the meantime Bret Watson will assist Jeanpierre with running the meetings.

Apologies: Jones-Dulin, Harada & Kahn.

2) Charge, Goals, Ground Rules, Principles, and Training PBT Members

 Jeanpierre reviewed the information with the members

3) Planning for the year

Jeanpierre shared part of the Board of Trustees Presentation named 2013-14 Adopted Budget Public Hearing August 26, 2013. At the present time, the district-wide shortfall is approx. $5M. This includes the FHDA 2.07% COLA. The state awarded COLA was 1.57%.

 The 2013-14 Adopted Budget Review Memo was also presented to the Board of Trustees on August 26, 2013.

Jeanpierre also shared the updated 2013 Student Employment Policies and Procedures.

Accreditation: 2013-14 is year three of the six -year planning and assessment cycle. This calls for a comprehensive program review by departments. For clarity, annual reviews are due on years 2014-15, 2015-16, 2016-17, 2017-18 & 2018-19. The next comprehensive program review is due in year 2019-20.

As this is a comprehensive program review year, departments must complete an assessment if they have not already done so. Departments can use Survey Monkey as an assessment tool.

COMPREHENSIVE REVIEW OUTLINE

  1. Mission Statement
  2. Number of FTE Staff
  3. Responsibility of Staff Persons
  4. Budget Summary
  5. Strengths
  6. Weaknesses
  7. Trends
    • Positive
    • Negative
  8. Quantitative Workload Analysis
  9. Qualitative Workload Analysis
  10. Planning Agenda
  11. Survey results/Feedback
  12. How your unit addressed recommendations

 11.Strategic Planning Initiative:

1. How does your program or service respond /address the College’s strategic initiatives?

2. Which initiatives does your program or service respond to and in what ways can the response be measured or evaluated? ‘

3. How does the work of your program, or service respond to increased access, growth, retention and/or student equity?

4. What other programs/services are you working with to accomplish your proposed goals/outcomes?

5. What is important to understand about your program, or service and the consequences to the college if it was discontinued or reduced?

ANNUAL PROGRAM REVIEW UPDATE (APRU) OUTLINE

1.What events or changes most impacted your Administrative Unit during the past Academic Year?

2.Provide quantitative (measurable) update, including Survey Results

3.Provide any qualitative update

4.Planning Agenda for this Academic Year. Give you three (3) highest priorities.

TIMELINE:

 Fall Quarter 2013 

 Review recommendations from prior year and respond as appropriate

 Design and administer survey instrument.

 Collect data for comprehensive program review or annual update.

 Review program review process and update as needed.

Winter Quarter 2014

 Review assessment (survey results) and recommendations

 Write comprehensive program review or annual update

Spring Quarter 2014

 Finalize comprehensive program review, or annual update

 Submit to FER BPT for posting to website; schedule presentation date

 FER PBT read and evaluates program review

 FER PBT makes recommendations for improvement

4) Quick News

  • TRG are still within the FER PBT group but now report to Marisa Spatafore.
  • OTI have moved to SS PBT and report to Stacey Cook.
  • The campus payroll position is open.
  • Comprehensive administrative evaluations are due this fiscal year.

Online Education Initiative: The following is an email sent on 10/11/13 by Chancellor Thor.

Colleagues:
 
I’m thrilled to report that we have just learned that Foothill-De Anza, in partnership with the Butte-Glen Community College District, was the top scoring applicant for a $16.9 million grant to develop and implement the statewide Online Education Initiative.
 
The work funded by the grant will be a game changer for California. It will give students a high quality, user-friendly, statewide system to find, enroll in and take high-demand online classes anywhere within California’s 112 community colleges. It represents a unique moment and opportunity in California history to make good on the Master Plan’s promise of universal access to public higher education while also improving student success by including comprehensive student support services and increasing our state’s transfer and graduation rates. I could not be more excited and honored to have our district lead the way!
 
The award is pending completion of a 10-day appeal process and approval by the Board of Governors of the California Community Colleges on Nov. 12-13. The grant period officially begins Dec. 1 and the grant may be augmented by $10 million annually beginning July 1 and the following four years.
 
My thanks to Vice Chancellor of Technology Joe Moreau, who oversaw development of our grant proposal on an unbelievably tight timeline with the aid of several dozen faculty and staff who have expertise in all aspects of community college instruction and student support services. We are indebted to all of them for making this effort a great success.
Linda
Linda M. Thor, Ed.D.

There is money set aside in the grant to fund a senior accountant, accountant, and an executive dean/project director position. There will also be funds available for various other positions as it's expected that managing this grant will result in various departments (purchasing/accounts payable/research/HR/payroll) being impacted by increasing work loads.

The largest grant the district received to date is approx. $2M. The whole $16.9M of this grant will be paid up front once the grant is officially awarded in mid November 2013.

Student Success & Support Program (SSSP or 3SP) & Budget Implementation

Student Success & Support Program (SSSP) (formerly Matriculation) is a process that enhances student access to the California Community Colleges and promotes and sustains the efforts of credit students to be successful in their educational endeavors. The goals of Student Success & Support Program (formerly matriculation) are to ensure that all students complete their college courses, persist to the next academic term, and achieve their educational objectives through the assistance of the student-direct components of the student success & support program (formerly matriculation) process: admissions, orientation, assessment and testing, counseling, and student follow-up.

The Student Success & Support Program (SSSP) Unit provides coordination and leadership to the community colleges with respect to credit and noncredit programs and services. Staff also provide technical assistance in the areas of prerequisites, assessment, and student success & support program plan review, in addition to administering the SSSP budget: allocations, recycling funds, and special project grants and contracts.

Stacey Cook & Rowena Tomaneng are co-chairing the SSSP planning committee. This program will require a considerable number of changes to orientation, assessment, registration priority, education plans, etc. It will also greatly change the way our funding is calculated.

Jeanpierre shared a two handouts named Proposed SD 1456 Student Success and Support Program Credit Funding Formula and Planning & Implementation Timeline with the team. The handouts detailed the new funding formula and the 2012-13 thru 2016-17 timeline. The handouts showed the complexity of changes and scope of work to be completed in a very short time frame. Implementing these changes will be challenging.


June 28, 2013 
TO: Superintendent/Presidents 
 Chief Business Officers 
 Chief Student Services Officers 
 Chief Instructional Officers

FROM: Dan Troy, Vice Chancellor for Fiscal Policy 
 Linda Michalowski, Vice Chancellor for Student Services 
 and Special Programs
SUBJECT: The New Student Success and Support Program 
 (formerly Matriculation) 
 Funding Notice and Requirements  
The purpose of this letter is to notify districts/colleges regarding the recent changes to the former Matriculation Program, now known as the Student Success and Support Program, as it relates to funding levels and requirements for the 2013-2014 fiscal year. 
Background: The Student Success Act of 2012 (Senate Bill 1456, Lowenthal), signed by Governor Brown on September 27, 2012, provides a foundation to implement several recommendations from the Student Success Task Force. Key recommendations include requiring students to complete core matriculation services, requiring students to declare a course of study early, and targeting funds to provide orientation, assessment, counseling, advising and other student education planning services. SB 1456 also renamed the former Matriculation program as the Student Success and Support Program (SSSP). While the bill became effective on January 1, 2013, significant policy work at the state-level began soon after the bill was signed into law to develop new title 5 regulations, a funding formula and MIS data elements. At the July 2013 Board of Governors meeting, we expect the Board will take action to adopt the new regulations. Under the implementation timeline (see enclosed chart), the 2013-2014 fiscal year is considered the local district/college planning year—the Chancellor’s Office will release new program and budget plan requirements, funding guidelines, and MIS data element changes so that districts can use this year to complete new program plans and budgets, reprogram necessary MIS changes, and plan for the delivery of targeted matriculation services to all non-exempt first time students beginning fall 2015.
2013-14 State Budget and SSSP FundingThe 2013-14 State Budget includes an additional $50 million for the Student Success and Support Program, bringing the program’s total funding level for credit and noncredit SSSP services to $98,608,000 ($89,227,000 for credit SSSP services and $9,381,000 for noncredit SSSP services). The budget authorizes up to $14 million of the new funds to support system-wide student services technology development, such as common assessment, eTran, and online education planning tools. For the 2013-14 fiscal year, colleges will receive allocations based on the existing formula that was used to fund credit and noncredit Matriculation services before Categorical Flexibility was put in place, which is based solely on student headcount data. The Chancellor’s Office will generate allocations by college and they will be transmitted to districts through the apportionment process. Funding guidelines on allowable expenditures and the match requirements will be published on or before August 1.
Categorical Flexibility No Longer in Effect:In response to the state’s fiscal crisis, then Governor Schwarzenegger signed into law major revisions to the 2009-10 State Budget that resulted in substantial funding cuts to most categorical programs. In order to help districts manage the deep funding cuts made in 2009-10, AB X4 2 (the education budget trailer bill) provided categorical flexibility for districts for some categorical programs, including Matriculation. Beginning with the 2013-2014 fiscal year, Student Success and Support Program funds (formerly Matriculation) are no longer under the categorical flexibility provision. 

Application and Certification for Non-Credit SSSP Funding: Historically, districts/colleges had to complete an application and certification in order to receive noncredit matriculation funding. Applying for noncredit matriculation funding has been voluntary since not all colleges have noncredit programs. With matriculation program funding frozen at 2008-09 funding levels for the last several years and due to the categorical flexibility provisions, the certification process was suspended and colleges continued to receive a proportional share of the funds based on their 2008-09 allocations whether or not they continued serving noncredit students. Because SSSP funds are no longer under categorical flexibility, in order to receive a noncredit allocation districts/colleges must submit an application for SSSP noncredit funding and certify that they are administering noncredit programs. Colleges will be required to submit separate noncredit program and budget plans during the 2013-14 fiscal year. A separate notice will be sent to districts/colleges soon regarding the noncredit SSSP application and certification process for 2013-14.

Targeted Funding to SSSP Services: SB 1456 requires districts/colleges to target funds to the core services of orientation, assessment, counseling, advising, and other education planning services. In addition, the bill allows funding to be used to provide support services and other targeted interventions to students who are at risk (students on academic or progress probation, facing dismissal, enrolled in basic skills courses, or undeclared). Services that may no longer be funded directly include admissions and records (A&R), except to the extent that specific SSSP functions, such as transcript evaluation for assessment for placement purposes, occur in A&R. Other functions, such as institutional research, may only be funded for research activities directly tied to evaluation of SSSP service delivery. While the bill became effective on January 1, 2013, we did not believe it was practical to require colleges to make these funding changes mid-year. As of July 1, 2013, SSSP funding must be targeted to the delivery of the core services required by the bill. Districts/colleges that are unable to do so may request a one year extension. A formal request for extension, signed by the college’s CBO and CSSO, must be submitted to Vice Chancellor Linda Michalowski at lmichalo@cccco.edu before August 1, 2013.

Match Requirements: The 3:1 match requirement for credit SSSP funds and 1:1 match requirement for noncredit funds is still in effect. In order to provide greater flexibility to colleges to meet the match requirement, a college may count as part of the match expenditures for functions that were permissible under the old Matriculation program but are no longer allowed: admission and records, institutional research, and SSSP-related technology (such as the development or purchase of online education planning or online orientation systems). This is in addition to the match allowed for the core program services (orientation, assessment, counseling, advising, etc.).

Action Requested: This letter serves to provide notice to districts about the new Student Success and Support Program, increase in funding for 2013-14, the program’s exclusion from categorical flexibility, targeted funding and match requirements. If a college would like to request a one-year extension to the targeted funding requirement, the college must send a letter requesting the extension to Vice Chancellor Michalowski at lmichalo@cccco.edu. Additionally, in order to receive noncredit SSSP funding for 2013-14, districts/colleges must submit an application and certification form that will be sent out soon.

Contact: If you have any questions regarding this notice, please contact Vice Chancellor Linda Michalowski at lmichalo@cccco.edu, Dr. Kimberly McDaniel at kmcdaniel@cccco.edu, or Dr. Debra Sheldon at dsheldon@cccco.edu.

 

Present: Jeanpierre, Watson, Gerard, Gibson.

Back to Top