Vol. XXXVIII, No. 23, June 22, 2009

This Week at Valencia

Monday, June 22

Student Affairs Leadership Team, 10 a.m., West Campus, 6-202

Wednesday, June 24

Student Development Team, 8:30 a.m., West Campus, 1-212

DOT Deans, 9 a.m., West Campus, 7-107A

Thursday, June 25

Academic Affairs Leadership Team, 8:30 a.m., DTC, Rm. 106A/B

Important Fiscal Year-End Closing Guidelines and Timelines

As we approach the end of the 2008-09 fiscal year, the Financial Services department would like to assist you to best utilize your remaining budget funds.  Although financial processes cannot stop because of fiscal year end, the required cut-off dates are necessary to accurately record financial transactions in the proper fiscal year, in accordance with generally accepted accounting principles and audit guidelines. In order to have a smooth transition closing out fiscal year 2008-09, it is important that we strictly adhere to the following timeline.

Budget Amendments - After June 30, budget amendments for the 2008-09 fiscal year must be processed by submitting a completed budget amendment form and mailed to DTC-3 or email Sherri Dixon or Vilma Miller-Flores for processing. You may begin entering budget amendments for fiscal year 2009-10 on Wednesday, July 1. Please address budget amendment questions to Pedro Rivera, ext. 3350, Sherri Dixon, ext. 3306, or Vilma Miller-Flores, ext. 3340.

Cash Receipts - All money received that should be credited to the 2008-09 fiscal year must be turned into any Business Office location by 7 p.m. on Tuesday, June 30.

Electronic Time Sheets - Web Time Entry time sheets for part-time hourly and student employees for hours worked the weeks of June 7 and June 14 must be submitted online by June 24 for the July 10 payroll. Web Time Entry sheets for the weeks of June 21 and June 28 must be submitted online by July 8 for the July 24 payroll. Any late, paper timesheets for any of these dates received after July 8 will be charged to the 2009-10 fiscal year budgets.

Petty Cash - The last day to request reimbursement from the Business Office is Tuesday, June 30. Please do not accumulate numerous petty cash receipts, since reimbursements are limited to $75. Petty cash processing for fiscal year 2009-10 will resume on Wednesday, July 1.

Procurement Cards - The procurement card transactions downloaded on July 8 (posted to PaymentNet between June 29th and July 3rd), and July 15 (posted to PaymentNet between July 6 and July 10), with a June transaction date, will be charged to your 2008-09 fiscal year budget. Procurement card transactions included in the July 15 download with a July transaction date will be posted to the 2009-10 budget year. Transactions posted to PaymentNet after the July 15 download will be charged to the 2009-10 fiscal year budgets regardless of the transaction date.

Purchase Orders - Procurement recommends that you run the Banner report FGROPNE (Open Encumbrance Encumbrances Report) for your organization(s) to determine the status of all encumbrances (requisitions, purchase orders, and travel encumbrances) showing an encumbered amount. If you need additional help, please contact Brian Bastin at ext. 3303 or by e-mail.

Contact the Procurement Office at ext. 5532 or e-mail Valenciaprocurement@ valenciacc.edu should you need an encumbrance canceled, or have any general questions in reference to General Operating (Fund 1) encumbrances. For grant related (Fund 2) encumbrances, please contact Judy Jackson at ext. 3311 or by e-mail.

In order to ensure that goods and services are received by June 30, purchase orders for eneral operations (Fund 1) are not being issued after June 12. Please note that you may use your procurement card until the last day of the fiscal year-June 30, but transactions will be posted to the budget year in accordance with the procedures described above in the Procurement Cards section. Purchase orders will be issued on an exception basis after June 15. Please contact the Procurement Office for additional details.

Requisitions - You may begin entering requisitions for fiscal year 2009-10 on Wednesday, July 1.

Travel Reimbursement - Requests for travel reimbursement must be received in Accounts Payable (mail code DTC-3) by Friday, June 19. Travel occurring June 22-30 will be handled on an exception only basis.

Vendor Invoices - Goods and services must be received by June 30 and invoices received by the Accounts Payable department by July 10 for the expenditure to be charged to your 2008-09 budget. Please forward all invoices immediately to Accounts Payable for processing. When ordering goods or services, please allow sufficient time for goods and services to be received and invoiced by June 30. This is especially critical for grants with a June 30 closing date.

News from Health Sciences

Dr. Louise Pitts, dean of Health Sciences is pleased to announce the addition of the Polysomnography Specialty(Sleep Study) to an advanced level of Respiratory Therapy.The Polysomnography Specialty was reviewed by two national accrediting agencies which recognized the program’s compliance with established accreditation standards. Many congratulations to Wendi Dew for the research and start up of this program and to Lynn Capraun and Jamy Chulak in facilitating a successful site visit leading to national accreditation.

News from Procurement

Purchasing Card FAQ

Question: My PCard’s expiration date is approaching. Do I need to order a renewal? Answer: No. Your renewal PCard will automatically be sent to you before your current card expires.

PCard Fiscal Year-end Guidelines

Please be sure to follow the 'Procurement Card Guidelines' found in the Important Fiscal Year-End Closing Guidelines and Timelines section and plan your purchases accordingly. Call Kacy Weekes at ext.1974 with any questions.

Printer Toner Cartridges

Procurement only recommends the following printer toner cartridge companies:

1. Colamco Inc. (New & Remanufactured)
2. Ace Office Supplies (New)
3. Seminole Office Solutions Inc. (New)
4. Seminole Imaging Products Inc. (New & Remanufactured)

These are local companies that the college has been doing business with for years. If there is ever a problem or issue, Procurement can resolve it immediately and efficiently. They provide us with competitive pricing and by recycling the old toner cartridges, we are able to keep our pricing down and no charges are made for deliveries.

Recently, several out-of-state toner companies have been trying to entice end-users with ‘bargain prices’ based on overstocked material. Because toner cartridges have a shelf life, one has to wonder if the overstocked goods are really old toners that have been sitting in a warehouse somewhere. Many out-of-state toner companies also add a shipping charge to your order. They do not tell you that prior to the purchase, but it will show up on your invoice. Should you decide to return a toner to these other companies, they may charge you a ‘restocking’ fee which could be at least 25% of the order. Please be aware of any company soliciting over the phone. If in doubt, transfer the call to Procurement, ext. 5532.

Consultant Agreements

New Consultant Agreements are needed for the new FY 09/10. If your department utilizes Consultant Agreements for annual services, please be sure to have your consultants sign new agreements. The Consultant Agreement and Instructions for use can be found in Atlas under the Valencia Form Generator.

Submit Quotes with Requisitions 

Procurement encourages departments to submit quotes with their requisitions. This gives you a good idea of the cost of the goods or services and it gives Procurement a bench mark from which to work to finalize the purchase. This may or may not end up being the "official" quote. If the submitted quote does not end up being the "official" quote, (the one that we use) then Procurement will ascertain the necessary quotes. If quote(s) are not submitted with your requisition, Procurement will get them for you. Quotes are good business practice, no matter how much money is being spent.

Leadership Valencia

Data Warehouse Training for Cognos Users - This is a hands-on workshop that will teach you how to access and run Data Warehouse reports. This will be accomplished through the Data Warehouse web portal and directly within Excel using a special add-in. This workshop should be attended by everyone that was using Cognos for reporting. Choose from one of the following:

• June 23, 1-3 p.m., West Campus, Room 6-326B, Registration Code: LDWT-23
• June 25, 1-3 p.m., CJI Campus, Room 228, Registration Code: LDWT-24
• June 30, 9-11 a.m., CJI Campus, Room 228, Registration Code: LDWT-25

Case Study Approaches to Podcasting (LTAD 3245)(CRN 1388) - This is a face-to-face informational workshop on the application of case-based and problem solving approaches to podcasting. June 18, 1:30-2:30 p.m., West Campus, Room 6-326A, Registration Code: TCSAP-1

Circles of Belonging - Ever wonder what makes a person tick? Individual experiences play a huge part in shaping the way we interact with others and view the world around us. This in-depth interactive workshop will examine how diversity of experience impacts our interpersonal communications and relationships. Through discovery and discussion, learn more about yourself and the people around you. Participants will leave the session with an increased understanding of and appreciation for similarities and differences. June 30, 9 a.m.-1 p.m., West Campus, Room 6-202, Registration Code: PCOB-1

Collaboration at the Learning College - Join Valencia's leaders for a conversation about our habits of collaboration. Questions to be considered include: What is collaboration at a learning college? Why do we collaborate? What are some characteristics of authentic versus inauthentic collaboration? What are the preconditions for effective collaboration? How do we balance our collaborative process with the need to move work forward? What level of collaboration is appropriate for what types of decisions? July 8, 2-4:30 p.m., Osceola Campus, Room 3-239, Registration Code: PCALC-2

Peaks and Valleys - Throughout life, we find ourselves in either a peak or a valley. Come and join the discussion as we look at how a young man in a valley learns the secrets to using good and bad times. We'll talk about how peaks and valleys are connected by finding and using the good hidden in bad times, and appreciating and managing the good times. July 14, 2:30-4:30 p.m., East Campus, Room 3-113, Registration Code: GPV-1

Train-The-Trainer - Once upon a time, trainers like us could hold our audiences at rapt attention with nothing more than a smooth delivery and a flip chart. To really impress them, we brought out the big guns - the colored markers. If you have a desire to perhaps present a Leadership Valencia workshop, enhance your classroom presentation skills, or share your ideas and tips about training, then this workshop is for you. All those attending will receive a trainer's toolbox and an invaluable handbook full of great ideas and resources. July 21, 1-5 p.m., West Campus, Room 8-111-A/B. Registration Code: PTTCC-2

To register for all classes go to http://valenciacc. edu/leadership/. Please be sure you have the approval of your direct supervisor prior to registering for a workshop. If a workshop is canceled, only those registered can be sent a cancellation e-mail. To view the status of a particular workshop and to see a full listing of workshops check the Leadership Valencia calendar located online.

Wellness News

It's not too late to join in the wellness classes this summer. Check them out online through the Wellness link under the employee tab in Atlas.

Be sure to mark your calendar for the next Brown Bag Lunch Workshop on Cancer Prevention, being held July 14 from 11 a.m.-12 noon on East Campus, 3-113 and from 1-2 p.m. on West Campus, 1-212.

Outlook Tip of the Week - Managing Mailbox Folders and Storage Space

Still not sure what is taking up storage space in your mailbox? Here is an easy way to find out and give you an idea of what you have stored where, and if you have duplicates. Just follow these steps:

In Outlook click on Tools > Mailbox Cleanup:

• By default the find criteria is set to "find files larger than: 250 kilobytes.
• You can increase this to find files 1 MB or larger by changing the number to 1000 and then click on Find

This will launch a new window showing From, Subject, Received Date, Size, and the Folder.

• If you see duplicates, decide which ones you can delete.
• If you see large file attachments save them to another location other than the e-mail server
• (note: all of the files in folders are stored on the mail server)

Chances are you will find you have large files that are no longer needed and can be deleted.

Remember, for sharing photos and such from birthday, retirement and office parties there are many online photo sharing web sites that will easily allow you to share your photos.

For more information, tips and how to’s click on the OIT Tools Icon on your desktop and select Ask A Question to go to the FAQs.

Termination Reminder for Supervisors or Managers from Human Resources Supervisors or managers of part time hourly and work study student employees, are reminded to notify Human Resources when an employee resigns, transfers to another department, or is dismissed and will no longer be working for the department or Supervisor / Manager. Human Resources will need the last date worked for the specific position number which needs to be ended or terminated. Please contact Human Resources at ext. 8033 to be directed to an HR Specialist for assistance.

The West Campus Math Lab Needs Your Scrap Paper

Help students-while reducing costs and waste-by sending the Math Lab any scrap paper you have. Although we do check the paper, be sure to only include paper with a clean ide, and with no personal information such as SSN’s, VID’s, transcripts, etc. You can send it inter-office to Carol Thompson at 4-23, or contact us through the extensions or emails listed below, and we’ll be happy to assist. Please be aware that the blue recycling bins are shipped off to the county, and not actually re-used by Valencia. The truest form of recycling is re-using, so help students and cut costs by saving any scrap paper in a separate box, which we will gladly provide.

Math Lab Team – ext.1780 or ext. 1720; cthompson39@valenciacc.edu; abatra@valenciacc.edu; or jblanton4@ valenciacc.edu

Lego Robotics Camp Discount Available to College Employees

James Jones, adjunct professor and director of Voices of Valencia and Valencia A Cappella, offers Lego Robotics camps throughout the summer. James is a Brick Specialist with over 10 years experience in Lego Robotics and his Lego Robo camps are known throughout Central Florida. For more information about this unique camp visit the website at www.ibrickacademy.com. He is offering $50 off to anyone who works for the college. All you have to do is print the application from the website and mark on the application: VCC09 and take $50 off the regular price. (Not valid with any other discount and not redeemable for cash). For more information send an email to james.jones@ocps.net (best) or call 407-230-6100.

Jane Wiese, professor of Accounting, has been appointed to serve as the Accounting Discipline Coordinator for the Statewide Course Numbering System (SCNS).

Client Service Center at Valencia Enterprises

Valencia Enterprises has a department dedicated solely to assisting students called the Client Service Center (CSC). The CSC, with a bilingual staff of four, handles student inquiries, walk-ins, registrations, advising, and payment for all Valencia Enterprises students. If you have a student interested in continuing education courses, such as English as a Second Language, Spanish, leadership, management, technology certificates, and more, please refer them to Alexandra Cordero-Miles, CSC Supervisor, at 407-582-6607. Or, they can call the main CSC telephone number at 407-582-6688.

Submissions to the Bulletin are encouraged, so please e-mail your achievements, awards, recognitions and relevant information for the college community to Mary Jane Jones in the Marketing and Media Relations office. Deadline for submission is 5 p.m. on Tuesday to be included in the following Monday’s publication. Mary Jane can be reached at ext.1017, mc 4-34 or mjones2@valenciacc.edu