ADMINISTRATIVE COUNCIL MEETING

Wednesday, November 7, 2007

10:00 a.m., ACR

PRESENT: Margie Huerta, Anna Chieffo, Andy Burke, Ike Ledesma, Carmen Aguilera-Goerner, Lydia Bagwell, David Pearse, Jerry Welch, Sylvia Nickerson, Molly Morris, Robin Roberts, J.B. Carrica, Susan Roberts, Bill Glenn, Susana Rodriguez, Mozella Garcia, Fred Lillibridge, Lori Allen, Kelly Brooks, Doris Gleason, Kathy Reddington, Ben Altamirano, Brad Mazdra, Becky Orduñez, Larry Sharp, Ken Tellez, Irene Montoya (recorder)

ABSENT: John Paulman, John Walker, Meg Haines, Fred Owensby, Gladys Chairez, David Twitty

GUESTS: Geri Martinez for Gladys Chairez, James Hall (NMSU Athletics), Troy Franklin (NMSU Athletics), Michael Hites (NMSU ICT), Shawna Arroyo (NMSU ICT), and Randey Bamford (NMSU ICT)

Agenda Item	Discussion	Action/Disposition
Meeting Start Time	10:05 a.m. Dr. Huerta noted a good morning to everyone.  She welcomed guests Mr. James Hall and Mr. Troy Franklin from NMSU Athletic Department.	Informational Item
	Dr. Huerta noted communication is important.  Please give information from this meeting to your areas.  There will be certain issues we will solicit input from your areas.  Welcome to Dr. Mozella Garcia.  Also, Ms. Meg Haines and Mr. Fred Owensby are part of this council also.  It is important that everyone attend.  Make sure those who report to you and are part of this council are attending meetings.	Please pass along information from this meeting to your areas.
	Dr. Huerta reminded the group that the December Admin Council meeting would be the preliminary budget hearings.	Informational Item
	Dr. Huerta noted the nice event held at Sunland Park to receive a donation from Camino Real.  Mr. Juan Carlos Thomas and Ms. Suzanne Michaels were in attendance.	Informational Item
1 – Approval of the Minutes of October 3, 2007 – Dr. Huerta	Dr. Huerta asked the group to look over the minutes of October 3, 2007, for changes, etc.  Mr. Pearse noted on page 1, paragraph 1 – change Mr. to Dr. before Walker.  Also, page 1, paragraph 2 – change too to to.  Mr. Tellez noted page 5 – change Mr. to Dr. before Walker.  Dr. Huerta asked for a motion to approve with changes.  Ms. Morris motioned to approve the October 3, 2007, minutes with noted changes.  Mr. Welch seconded the motion.  There were no questions and all were in favor.  The motion carried.  Dr. Huerta thanked Irene for the good job on the minutes.  They are a lot of work.	The minutes of October 3, 2007, were approved with changes.  Irene will make changes and post on web.
2 – DACC Partnership Opportunities w/NMSU Athletics  – Mr. James Hall	Dr. Huerta invited Mr. James Hall and Mr. Troy Franklin from NMSU Athletic Department to talk about possible opportunities for partnerships.  Mr. Hall thanked Dr. Huerta for the opportunity to join this meeting.  The Athletic Department would like to create partnerships with the community college.  This comes from NMSU Regents, President Martin, and Athletic Director Dr. Boston.  They would like their athletes to be successful.  Mr. Hall noted he was the assistant athletic director for academic services.  He is responsible for athletic compliance, NCAA, and conference rules and regulations.  Mr. Hall came to NMSU from Ohio State where he spent 10 years.  Mr. Hall noted he has met with Mr. Ledesma and Mr. Mazdra from student services and Dr. Piña and Mr. Hammond from General Studies regarding athletes taking courses at DACC.  They would like to expand the number incoming freshman taking DACC courses.  The community college provides the attention some of these students need to succeed.  They would like the freshman to take their core course here at the college.  There are several athletes who have learning disabilities.  The Athletic Department has an 85% graduation rate (from freshman to senior).  They would like to continue to share partnerships with the community college.  On November 17, several DACC staff have been invited to attend the football game with Dr. Boston and his wife.   Discount tickets will also be started.  Mr. Hall noted the academic component would be taking the lead with the community college.  The Athletic Department will be learning the college’s protocol process in order to help their students succeed.  Mr. Hall gave brochures to the group and his business card.  Mr. Hall noted he was on our DACC Golf Tournament Committee and helped get Mr. Fred Young.  Please call Mr. Hall if you have any concerns or questions.  Mr. Franklin added a list of NMSU athletes taking courses here at the college was given to Mr. Ledesma.  There are currently four basketball players taking courses.  Mr. Franklin noted Coach Lou Henson cultivated the relationship with the community college.   Dr. Huerta thanked Mr. Hall and Mr. Franklin for attending and also for being willing to work with our faculty to help the student athlete succeed in the classroom.  Mr. Ledesma added Coach Menzies thought it also beneficial for students to take community college courses.	Please call Mr. James Hall if you have any concerns or questions regarding student athletes.
3 – Higher Learning Commission Team Chair Visit Update – Dr. Huerta	Dr. Huerta noted the college had a very good visit from the team chairs of the HLC site visit teams.  DACC’s site visit team chair, Dr. Sally Winship, Vice President of Continuing Education at Johnson County Community College, was very impressed.  Dr. Winship was impressed with our strategic plan and assessment.  Joining Dr. Winship was the team chair for NMSU, Dr. Celestino Fernandez.  The visit will be handled as two separate accreditation visits. Dr. Huerta asked that assessment plans and reports be sent to Ms. Susan Wood no later than November 15. The college is in the final stages of the Self-Study.  The plans and reports are needed to complete the Self-Study.  Dr. Huerta also noted if Ms. Wood e-mailed anyone for information, please respond.  Dr. Huerta also reminded the division deans that any updated resumes need to be given to Ms. Gleason so they can be added to person’s personnel file.  Please do so by February 1, 2008.  The college can be sited for faculty members who teach a course they are not qualified to teach.  Mr. Ledesma asked about staff resumes.  Dr. Huerta noted anyone who has updated their resume, please send to Ms. Gleason.  Division deans need to make sure they follow accreditation and industry standards.  The college needs to be ready and not be put in that position.  Ms. Aguilera-Goerner asked about updated transcripts.  Dr. Huerta noted yes, to prove.  Dr. Chieffo noted the visit allowed the college two hours with our team chair.  Each officer gave an overview of his/her areas.  Ms. Wood joined the group for lunch and logistics.  Dr. Huerta added that the site team visit would meet with this group, faculty, staff, student government, and students.  They will also tour our facilities.  Dr. Huerta noted we would let everyone know the agenda once we know.  Dr. Huerta also noted Dr. Winship had a background in dental.  She was taken to visit our dental lab.  The visit was very positive and we need to keep the momentum.	Please get assessment plans and reports to Ms. Wood by November 15, 2007.  Updated resumes and/or transcripts need to be given to Ms. Gleason by February 1, 2008.
4 – Preliminary Budget Hearings –Dr. Huerta	Dr. Huerta noted the college would be starting the budget process early.  The preliminary budget hearings will be held during the December Admin Council meeting.  The hearings will begin at 9:00 a.m. and end at 12 noon.  Please start preparing and tie your budget request to your PRIP.  Dr. Huerta noted your budget request should reflect and be connected to PRIP and planning.  The college will be marrying together planning plus budget.  The budget hearings will be held on February 14, 2008.  The Budget Committee chair will be invited to the December 7 meeting.	Please start preparing for the preliminary budget hearings.  Please tie budget to PRIP and planning.
5 – Electronic Notification of Direct Deposit Payments  – Dr. Huerta	Dr. Huerta gave the group as an FYI a handout on direct notification of direct deposit payments.	Informational Item
6 – NMSU Changes Summer Session Length – Dr. Huerta	Dr. Huerta gave the group as an FYI a handout on summer changes to the schedule.  Dr. Chieffo noted she had asked the NMSU Registrar’s Office to provide input on the college being able to offer two five-week sessions.  There might be an option for one 10-week session, two 5-week sessions, and possibly one 8-week.  Mr. Ledesma added that financial aid would be affected by this.  Students will need to be told.	Informational Item
7 – Exit Interviews – Dr. Huerta	Dr. Huerta noted she would like exit interviews to be conducted when employees leave DACC.  It is currently optional and Dr. Huerta would like a more coordinated effort.  Along with exit interviews, Dr. Huerta would like to see a more organized method of collecting keys, etc.  Dr. Huerta has asked both Ms. Gleason and Ms. Reddington to work on entry and exit procedures.  Dr. Huerta noted it would be good for us to learn as an employer why employees choose to leave.  She would like employees leaving to sit with Ms. Gleason.  The college values employees and has asked Ms. Gleason to work on an organized approach.  Ms. Gleason asked that resignation letters not be held, please get them to Ms. Gleason as soon as possible.  She can make contact sooner.  Dr. Huerta noted this will become critical to advertising positions.  Ms. Morris asked if Ms. Gleason would be conducting the interviews.  Ms. Gleason noted yes.  Ms. Nickerson asked if it was appropriate for supervisors to attend interview or possibly hold their own.  Ms. Gleason noted the more people, the less likely employee will share.  Ms. Nickerson would like accountability for what the employee says.  Dr. Lillibridge noted having the supervisor there could stifle.  He added it is remarkable if we do get employees to show up for interviews.  Dr. Huerta noted only Ms. Gleason would be conducting the interviews.  Dr. Huerta noted that the group should start thinking about job announcements also for the preliminary budget hearings.  Ms. Gleason noted part of requests for positions is an attached position announcement.  Dr. Huerta asked that announcements be brought to the hearings.  Dr. Huerta also requested that years of experience required be noted as full-time years.	Informational Item
8 – Report of Fall Graduates – Mr. Ledesma	Dr. Huerta asked Mr. Ledesma to share information on graduates for the group.  Mr. Ledesma referred to the handout he provided the group.	Informational Item
	Graduation Comparison – Fall 2006 and Fall 2007                         Fall 2006                     Fall 2007 B&I                 39                                60 HPS                 76                                104 TIS                  35                                45 GS                   51                                108 Total                201                              317	Informational Item
	Fall 2006 Graduate Follow-Up Report Percentage of Employment Highlights                         Related to       Not Related    Total                         Major              to Major          Employed B&I                 57                    33                    90 HPS                 66                    17                    83 TIS                  67                    27                    93 GS                   61                    25                    86	Informational Item
	Division Statistics – Last Three Semesters Health & Public Services                         Related to       Not Related    Total                         Work               to Work           Employed Spring 2006     70                    6                      76 Summer 2006  60                    40                    100 Fall 2006         66                    17                    83	Informational Item
	Division Statistics – Last Three Semesters Business & Information Systems                         Related to       Not Related    Total                         Work               to Work           Employed Spring 2006     53                    26                    79 Summer 2006  50                    50                    100 Fall 2006         57                    33                    90	Informational Item
	Division Statistics – Last Three Semesters Technical & Industrial Studies                         Related to       Not Related    Total                         Work               to Work           Employed Spring 2006     59                    31                    90 Summer 2006  71                    14                    85 Fall 2006         67                    27                    94	Informational Item
	Division Statistics – Last Three Semesters General Studies                         Related to       Not Related    Total                         Work               to Work           Employed Spring 2006     61                    20                    81 Summer 2006  62                    32                    94 Fall 2006         61                    25                    86	Informational Item
	Mr. Ledesma noted there had not been much fluctuation in the last three semesters.  Mr. Ledesma will be talking to Drs. Huerta and Chieffo on changing how the college tracks students.  Dr. Carrica asked what kind of jobs would a student in General Studies get.  Mr. Tellez noted mostly customer service, very general jobs.	Informational Item
9 – Early Enrollment Notification System – Mr. Ledesma	Mr. Ledesma noted his area was starting a Strategic Early Enrollment Notification System (SEENS).  Mr. Ben Altamirano would be overseeing the program.	Informational Item
	The targets include: all students prior to registration, current students who have not registered after classification registration, admitted students who have not registered after classification registration, registered students who have not paid, and students on academic sanctions.	Informational Item
	The calendar for continuing students will be: - registration reminder to (email), Wednesday, November 7, 2007 - updated list CNR (email), Monday, November 26, 2007 - registration reminder to all – faculty announcement (email & flyer), Monday, December 3, 2007 - updated list of CNR (phone), Wednesday, January 9, 2008	Informational Item
	The calendar for admitted, not registered will be: - registration reminder (postcard), Monday, December 3, 2007 - registration reminder (phone), Friday, January 4, 2008	Informational Item
	The calendar for registered, not paid will be: - registration documents & disenrollment flyer (letter), Monday, January 7, 2008 - disenrollment notification (phone), Monday, January 14, 2008	Informational Item
	The calendar for students on academic sanctions will be: 00 – good standing (no letter) 01 – restored good standing (separate congratulatory letter) WA, P1, & P2 – (generic letter) SU – suspension (separate letter) *all letters to be mailed on December 20, 2007	Informational Item
	Mr. Ledesma noted students on suspension would need to petition the Provost to get back in.  Next May, the letters will be customized with divisions.  Dr. Huerta noted these were important changes and they should yield positive results.	Informational Item
10 – Work Readiness Survey – Mr. Ledesma	Dr. Huerta asked Mr. Tellez to talk about the work readiness survey.  Mr. Ledesma noted he had met with both Dr. Huerta and Mr. Tellez and have been working on the survey.  The survey will be sent to the employers who hire our students.  This does not include practicum and clinical sites.  The Coop program enrolled 39 students in SSI and SSII and 59 in the fall.  Mr. Ledesma referred to the handout of the survey.  Questions 11, 12, and 13 are skills set questions.  Question 7 is a soft skill question.  There are more and more employers wanting soft skills.  MVEDA recently sent out a survey very similar to ours.  Ms. Roberts asked if emails addresses were being requested.  Dr. Huerta noted the survey sent out would be targeted to ones who employ our students.  Mr. Tellez asked for any suggestions to the survey.  Please email him or call him at ext. 7525.  Ms. Aguilera-Goerner asked that we define more the questions on work ethics, honesty, and integrity.  Ms. Roberts asked about customer service.  Mr. Tellez noted question 7 addressed both internal and external customers.  Dr. Glenn asked if we could add the employers of pharmacy tech and vet tech.  Mr. Tellez noted yes and to please send him contacts.  Dr. Huerta noted it was really important to get feedback.	Any suggestions to the work readiness survey, please email or call Mr. Tellez.
11 – New Cell Phone Policy – Dr. Michael Hites	Dr. Huerta introduced Dr. Michael Hites, Vice President of Planning, Information Technology, and CIO at NMSU.  Dr. Hites introduced Ms. Shawna Arroyo, Business Operations Specialist and Mr. Randey Bamford, Senior Administration Director.  Dr. Hites provided the group a draft of the memo on the new cell phone policy (mobile communication device usage policy).  Dr. Hites noted the new policy would make cellular, pagers, and mobile data service and equipment a taxable benefit as required by the IRS code.  Most companies do not do a good job documenting usage.  Employees will be provided an allowance that will be included in their regular paycheck.  The policy addresses both university (strict on call) and personal cells.  The transition phase will begin January 1, 2008, for 60 days.  Both Verizon and Alltel will waive their termination fees.  The cancellation fee of $150 will be paid by the university.  A form (NMSU Mobile Communications Device Allowance Authorization) will need to be completed by the employee.   Dr. Huerta asked if people document calls.  Dr. Glenn noted it was not in the current policy.  Dr. Hites noted the IRS now wants documentation as to why you made the call.  Ms. Allen asked if DSL connectivity to home would be available.  Dr Hites noted if your job required it, yes.  This is coming next.  Mr. Burke asked when it would no longer be a draft.  Dr. Huerta noted until next calendar year.  Ms. Brooks asked about credit checks and those employees who do not qualify but it is required of their job to have a phone.  Dr. Huerta asked if they could come to DACC.  Dr. Hites suggested his business manager contact our business manager.  Dr. Huerta asked Ms. Brooks if she was okay with being our contact person.  Mr. Burke noted the college would work on something internal.  Ms. Allen asked if blackberry’s would be a model people could directly purchase.  Dr. Hites noted yes.  All models would be.	The college will work on an internal process for the new cell phone policy.
12 – NMSU Strategic Planning	Dr. Hites continued with the University Strategic Planning Process.  Dr. Hites noted the plan will include goals, processes and procedures for strategic planning.  This will help the University with accreditation and planning.  The current strategic focus is student credit hours and individual college and department plans.  The Plan2Plan membership includes faculty, staff, and students appointed by the President.  The strategic plan components include the strategic plan, financial plan (budget), administration plan, information technology plan, and the physical resource plan.  The meetings have included literature reviews, integrating with existing committees, maintaining wide spread involvement, and looking at other techniques.  Visitors invited to meetings include President Martin on his personal values, Ms. Jennifer Taylor on the strategic budgeting model at NMSU, Mr. Michael Rickenbaker on the NMSU Master Plan, Dr. Robert Moulton on the outline of the plan, Drs. Huerta and Chieffo on the happenings at DACC, and the academic deans on their involvement in the process.  Dr. Hites noted the proposed strategic plan process would get input to committee structure, then input to mission, then input to deans and VPs, then input to the steering committee, and then input to everyone.  The document would be released annually.  The strategic plan process involvement will include faculty, staff, and students.  Dr. Hites noted the process by year would begin Fall 2007 and concluded in 2010.  There would be a small accreditation break in 2008.  The plan would rotate every two years.  The next step will be small group settings.  Dr. Hites noted values were needed for accreditation and a values definition would be worked on from now until accreditation.  The presentation was continued with the late 1990s principles, Plan2Plan values exercise, core values ranking sheet, core values at NMSU Carlsbad, values at NMSU Alamogordo, values at NMSU DACC, and NMSU Grants.  Dr. Hites noted they would hold a values workshop at the Branch Round Up at NMSU Grants on October 12, 2007.  Examples of value statements were also provided by Dr. Hites.  Dr. Hites noted the task for next summer (2008) include an environmental scan exercise with peer comparison, list “what you need to achieve” Living the Vision goals, and list the data (reports) you need to be successful in planning.  The email address to the strategic planning support team is planning@nmsu.edu and the website for strategic planning at NMSU is http://planning.nmsu.edu.   Dr. Hites noted they planned to present to at least 50 departments, colleges, or campuses.  Dr. Huerta thanked Dr. Hites and his staff.	Informational Item
13 – Announcements / Other	Mr. Pearse noted the blood drive is scheduled for Tuesday, November 13, 2007.	Informational Item
	Dr. Huerta noted good news that 36 teams have signed up for our golf tournament.  Tickets for the evening are also going well.  Please complete the Business Office survey.  The Celebration of Student Excellence is scheduled for December 3, 2007, at 6:00 p.m. at the Corbett Center.  The accreditation site visit for Sonography will be on November 12-13, 2007.	Please complete the Business Office survey online.
Next Meeting	Wednesday, December 7, 2007, 10:00 a.m., ACR Preliminary Budget Hearings
Meeting End Time	11:58 a.m.