Vol. XXXVIII, No. 24, June 29, 2009

This Week at Valencia

Thursday, July 2

College Learning Council, 2:30 p.m., West Campus, 6-202

Friday, July 3

College closed for Fourth of July holiday

District Board of Trustees Meeting Summary

Recognitions

Sanford Shugart, president, and Susan Kelley, vice president, Institutional Advancement, presented a resolution to formally express the College’s gratitude for Bill Castellano’s contributions and recognize him as a “Friend, Emeritus” of the College. Mr. Castellano passed away last February, after a long and diverse history with Valencia as a professor, professional staff member, career service employee, former student and alumnus, co-editor of the Valencia History, and member of Valencia’s Retiree Connection.

A framed copy of the Board’s resolution was presented to Robin Castellano in honor of her late husband’s indelible legacy. Ms. Kelley noted that the College plans to dedicate a story to Mr. Castellano in an upcoming issue of its alumni magazine, Vitae. She also noted the contributions of Julia Ribley to developing the resolution and the article.

Shifting gears, Dr. Shugart acknowledged the passing of the torch from outgoing president of the Collegewide Faculty Council Michael Shugg, whom he thanked for his service, to incoming president Jean Marie Führman.

Reports

Winter Park Campus Report

Ruth Prather, provost, Winter Park and East campuses, welcomed trustees to the Winter Park Campus and led a report on the College’s sabbatical leave policy, which offers seasoned faculty (7 years of service and above) an opportunity to take some needed time off for individual renewal so that teaching practices can be enhanced. Michele McArdle, dean, Winter Park Campus, introduced Trudy McNair, Humanities professor, who traveled to Japan as part of her sabbatical. Dr. McNair shared her experiences traveling to Kyoto, seeing a geisha theatrical performance, visiting Mt. Fuji and the Peace and Children’s Memorial at Hiroshima, learning Japanese calligraphy and writing Haiku poetry. Dr. McNair will use her experiences to teach Asian Humanities at the Winter Park Campus this fall.

Student Government Association

Edwin Harvey, 2009/10 president, Winter Park Student Government Association, said he would begin his term with many events and opportunities for community service planned for the students. Mr. Harvey attended Edgewater High School prior to enrolling at Valencia.

2008/09 Year-End Report

Keith Houck, vice president, Administrative Services, told trustees that the College will conclude the 2008/09 fiscal year with a savings of approximately $3 million as a result of good stewardship throughout the College and unfilled staff vacancies. A portion of that savings, $1.825 million, will be used for an early buy-out of Valencia’s technology services contract with SunGard. This one-time investment allows the College to bring these resources in-house and will result in a recurring savings of about $2 million a year. Mr. Houck said these dollars will be reallocated toprovide better service tostudents in the coming year. The remainder of the savings will help to reduce the transfer of dollars from the bookstore operations. Administrators are also lookingat ways to provide relief to students this coming year by providing some type of discounts at the campus bookstores.

Construction Report

Mr. Houck reviewed the status of several West Campus construction projects. He said that the joint-use facility is close to being completed, and renovation projects in buildings 1, 3, 4 and HSB are expected to be complete by fall 2009. Mr. Houck said that the various energy savings measures--including the new chiller plants on East and West campuses--are expected to result in an annual savings of $900,000, money that can be used to reinvest in academics and students. President Shugart said that the College’s highest priority for new construction is a fourth building for the Osceola Campus, citing the need there for new classroom space, wet labs, a library and parking. Enrollment at Osceola continues to climb to record levels, impacting not only Valencia but also UCF, which Dr. Shugart says is able to fill every course it schedules.

Faculty Council Report

Jean Marie Führman, president, Collegewide Faculty Council, discussed the Council's plans to help students at risk of dropping out. She presented trustees with a “fact sheet” of organizations that have been helpful to Valencia students in the past, which have been shared with adjuncts and full-time faculty so they can let students know that help is available when they need it. Oftentimes, Ms. Führman said, faculty are the only ones who may know that students are struggling with coming to class because, for example,they may have lost their apartment or had other hardships that community agencies might be able to assist in addressing.

Audit Reports

Undria Stalling, internal auditor, provided trustees with two follow-up reviews of recent audits—Accounts Receivable/Fee Collections Audit and Bookstore Buyback Services Audit—outlining corrective actions management has decided to take or have taken as a result of the findings. A status of the audit plan was also provided.

Valencia Foundation Report

Jerry Buchanan, trustee and Valencia Foundation board liaison, reported that as of April 30 the Foundation had collected $2.8 million in external funding. She added that since the beginning of the 2008/09 fiscal year through April 30, more than $3.1 million had been disbursed for scholarships, chairs, programs, community partnerships and the College.

President’s Report

Employee Insurance Benefits

Dr. Shugart began his report by informing trustees that the College had undertaken a process to evaluate its options for insurance plans. He introduced Stan Stone, vice president, Human Resources and Diversity, to review the process.

According to a written report he provided trustees, Dr. Stone shared that for 26 years Valencia has been part of the Florida Community College Risk Management Consortium, a risk-sharing pool for workers’ compensation and insurance. The consortium currently manages a self-insured health insurance program through Blue Cross Blue Shield of Florida, as well as dental and life insurance programs through Florida Combined Life. Since 2000, Valencia has experienced health insurance rate increases of over 96%. Given the considerable costs borne by the College and employees for these benefits and the desire to improve benefits, the College made the decision to shop the marketplace for other alternatives. Dr. Stone said that the College issued a request for proposals and selected RobinsonBush, a professional employee benefits consultant, to lead us in the review.

A Benefits Review Committee (BRC) was formed with representatives from faculty, staff, administration, professional and career services. Forums were held on each campus to encourage broad-based participation, followed by a flashlight survey that garnered significant feedback to inform the BRC’s recommendations. Next, a request for proposals was issued to solicit prospective vendors to provide health, dental and life insurance benefits. The BRC reviewed the proposals received and conducted interviews with the finalists, weighing those proposals against a presentation by the consortium.

The result was a recommendation from the BRC to leave the consortium effective January 1, 2010, and contract with Cigna for health care coverage, Florida Combined Life for dental care coverage, and Minnesota Life Insurance for group term life insurance coverage. Dr. Shugart said that this change would give us more flexibility, better benefits for the same cost and more control over future costs. Dr. Stone said that the proposals, now in legal review, will give employees an opt-out program as well. He said that the College will now issue an RFP for a voluntary vision insurance program.

Educational forums will be conducted during the Open Enrollment period this fall, so that all employees will be aware of theiroptions and the improvedbenefits available to them. Dr. Stone and Dr. Shugart joined the Board in thanking the members of the BRC for their work.

Developmental Education Initiative

The presidentcontinued his report, sharing that Valencia has been informed that it has been selected to receivea $743,000 grant, soon to be announced publicly by the Bill and Melinda Gates Foundation and MDC, Inc. He said that the Foundation is making major investments in improving developmental students' success in postsecondary education, building on the successes of the Achieving the Dream Initiative (ATD). Board chair Lew Oliver commented that theFoundation had transformed gift giving by looking at empirical results as a major criterion for selecting grantees. Dr. Shugart said the grant will help us continue the evolution of our work which can be traced back over many years through efforts such asthe Underprepared Student Initiative, continuing throughValencia's designation as aVanguard Learning-Centered College, and on through the 2005-09 ATD initiative. While no other Florida college received one of the 15 grants awarded nationally, the State of Florida also received a grant, he said, to align curriculum and support college readiness.

Media Coverage

Dr. Shugart noted recent Valencia press coverage including two items in USA Today and a mention in a column by Mike Thomas of the Orlando Sentinel.

Southeast Campus

The president said that the College was closing in on a decision for a location for the southeast campus. He said that two or three properties were being reviewed and that he would be bringing back a recommendation to the board soon.

Enrollment Demand

He noted that a discussion of the Enrollment Demand Report will be held at theSeptember meeting of the Board of Trustees.

New Business

Approval of Annual Operating Budget for Fiscal year 2009-2010

Trustees approved a $141 million budget for fiscal year 2009-2010.

Downtown Center Lease Amendment

Mr. Houck told trustees that the College needed to extend our lease agreement with Valencia Foundation for the lease of the Downtown Center facility. Trustees voted to approve the lease for the period from July 1, 2009 to June 30, 1010, with no increase in the lease amount.

Osceola Campus Land Lease

The Board of Trustees approved the lease agreement between the Valencia Community College Foundation and Valencia Community College for the lease of the Osceola Campus land.

Approved under the consent agenda were: Policy Against Improper Activities and Whistleblower Protection; Adoption of 403(b) Plan Document; Delinquent Accounts; East Campus Water Improvements; Change Order/Health Sciences Building; 2008-2009 Annual Fire Safety, Casualty Safety and Sanitation Inspection; Approval of 2009-10 Federal Stabilization Funding; Request to Reserve Fund Balance; Additions, Deletions, Modifications of Courses and Programs; Valencia Enterprises Courses and Fees; Human Resources Agenda; Submission of Grants Proposals; and Property Deletion. 

News from Procurement

PCard Fiscal Year End Guidelines - While you may continue to use your PCard throughout year end, please be aware of the following important transaction cut off dates: The procurement card transactions downloaded on July 8th (posted to PaymentNet between June 29th and July 3rd), and July 15th (posted to PaymentNet between July 6th and July 10th), with a June transaction date, will be charged to your 2008-09 fiscal year budget. Procurement card transactions included in the July 15th download with a July transaction date will be posted to the 2009-10 budget year. Transactions included in downloads after July 15th will be charged to the 2009-10 fiscal year budgets regardless of the transaction date and unfortunately, no exceptions can be made.

Please plan your purchases accordingly so they coincide with the above mentioned parameters. Call Kacy Weekes at ext. 1974 with any questions.

Valencia Employees vs Consultants - If a person is an active Valencia employee, they cannot be hired as a consultant for the college. If the person is doing a special job outside their normal duties, they would still get paid through the payroll process. 

Tax Exempt - Remember that Valencia is a tax exempt institution. For on-line purchases let your supplier know that Valencia is tax exempt. You can find the tax exempt certificate on the Procurement website http://valenciacc. edu/procurement/vendor.asp. If using Petty Cash, tax is NOT reimbursed by the Business Office.

Office Supply Companies - The Procurement Department promotes and recommends the purchasing of consumable office supplies with Office Depot and the Valencia Bookstore. Through Office Depot, we have our own website with contract pricing unique to the college. Next day delivery is the norm with a minimum $25 order. This contract is a nationally competitive bid and Valencia is able to reap the awards in tremendous savings. Office Depot also awards us on a quarterly basis with a rebate check back to the college based on our spending.

The Valencia Bookstore, located on East, West, Osceola and Winter Park campuses offers competitive pricing for last minute requests. Pick up what you need using your Valencia PCard without leaving the campus.

Many office supply companies are located in our surrounding area. While they may be convenient to use on the way to or from home, please remember that you are paying retail prices when walking into one of these stores. Our contract pricing is not reflected when shopping at an Office Depot store. Your best pricing will always be on-line with Office Depot or our Bookstore.

Should you have any questions regarding office supply companies, please contact Annmarie, ext. 5543 or Janet, ext. 5542.

Congratulations to the following employees who finished all 12 weeks of the Step-by-Step program:  Johnny Aplin, Bebi Ali, Rose Bratson, Jeanne Curran, Meg Curtis, Berneice Ferber, Deidre Holmes-Dubois, Susan Ling, Joe Nunes, Ellen Pastorino, Beverly Pugh, and Lisa Yenke. They will be receiving lots of incentive points to cash in as incentive bucks.

There were also 30 employees who completed the first six weeks of walking and they will also be receiving incentive points. We will have another Step-by-Step program kick off in the early fall. Hope you will join us.

It’s not too late to join in on any Wellness activity offered. They will last till the end of July. It is a great way to start moving, relieve some stress and become healthier. You can join Weight Watchers too on East or West campus. New sessions are just beginning. Go to the valenciacc.edu/wellness to check out the current classes.

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 used Cognos for reporting. Presenter: Jim Ferrari. June 30, 9-11 a.m., CJI Institute, Room 228. Registration Code: LDWT-25

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. Presenters: Vicki Nelson and Gisela Acosta. 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 are: 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? Presenters: Dr. Shugart and Michael Shugg. 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 a bad time, and appreciating and managing the good times. Presenter: Joanna Branham. 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. Presenters: Joanna Branham, Brent Nakagama and Joe Nunes. July 21, 1-5 p.m., West Campus, Room 8-111-A/B, Registration Code: PTTCC-2

ABC’s of Portfolio Building - A professional portfolio can help you secure the job offer. Plan to demonstrate your learning or to document your work/educational experiences as though you are preparing for your ideal job interview. Presenters: Enid Rosa and Arlette Guerrero. August 5, 1-2 p.m., East Campus, Room 5-112. Registration Code: GABC-1

Preparing Yourself For Retirement (Session I of IV): Budgeting Your Needs - Budgeting your needs would be based on your current habits, your retirement picture, and any social security income, defined benefit income, etc. We will forecast federal income taxes and average inflation with all of these figures for your personalized retirement plan. NOTE: Sponsored by the Valencia Chapter of AAWCC (American Association for Women In Community Colleges). Presenter: Helen Von Dolteren-Fournier. August 6, 9-10:30 a.m., East Campus, Room 5-112, Registration Code: GBYN-1 OR  August 13, 9-10:30 a.m., West Campus, Room HSB-211, Registration Code: GBYN-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.

Kudos

Eddie Howel, instructional design specialist, and Lisa Macon, professor of art, engineering and technology were featured in the June 1, 2009 issue of Distance Education Report. The article was about the training course that the two developed to acquaint Valencia faculty and staff with the virtual reality world, Second Life. Howel was instrumental in building a Valencia Second Life campus, making Valencia one of the few community colleges to have a presence in the virtual reality world. The training course takes place at the virtual campus and participants must attend in the form of an avatar. In addition to covering how to function within the Second Life world, the course explores ways that Second Life can be used for students with disabilities and for distance learning.

Outlook TIP of the Week

We're repeating the tip on printing Outlook Calendars for anyone who may have missed it the first time.

If you need to print a detailed calendar from Outlook you can do so after selecting the print option. When in the calendar select File > Print (or you can press CTRL + P). Under print style scroll down to Calendar Details Style and highlight it. Then experiment with the style you prefer by clicking the button to the right: Define Styles (the tri-fold is a nice option).

More TIPS are available in the FAQ accessible via the OIT Tools icon on your desktop. "Ask a Question".

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.