ADMINISTRATIVE COUNCIL MEETING

Wednesday, February 10, 2010

Administrative Conference Room

 

PRESENT: Margie Huerta, Margaret Lovelace, Andy Burke, Ike Ledesma, Fred Lillibridge, Ken Tellez, John Walker, Bernie Piña, Lydia Bagwell, Teresa Brandon, Jerry Welch, Tammy Welch, Carmen Aguilera-Goerner, Bill Glenn, Meg Haines, Fred Owensby, Susanna Rodriguez, Mozella Garcia, Kristian Chervenock, Luly Valencia-Glenn, Lori Allen, Ben Altamirano, Gladys Chairez, Brad Mazdra, Becky Orduñez, Larry Sharp, Rosa DeLaTorre-Burmeister, Rosalina Contreras, Joaquin Tadeo, Sylvia Duran Nickerson, Susan Roberts, Kathy Reddington, Doris Gleason, and Denise Lilley (recorder)

ABSENT: John Paulman, Susanna Rodriguez

GUESTS:  Ralph Lucero, Mack Adams, Dave Brockmeyer and Annja Cox

 

Agenda Item

Discussion

Action/Disposition

Meeting Start Time

10:10 a.m.

 

Dr. Huerta noted a good morning to everyone. 

Denise Lilley will be taking minutes for us today.

Thank you Dr. Walker for lending her to us. She reminded everyone that she had promised further training and today we are going to have the first of those trainings on Performance appraisals (new forms).

Dr. Huerta welcomed our guests: Ralph Lucero, Mack Adams, Dave Brockmeyer from NMSU.

Informational Item

1 – Training: Performance Evaluations & New Exempt Forms Mr. Lucero, Mr. Adams, and Mr. Brockmeyer

Handouts were distributed. Mr. Adams began the presentation:

 

Performance management is the most powerful tool we can utilize; it is also what makes the forms work. It should be a year-long process not just initiated when evaluations are due. Performance management defined - a collaborative initiative/partnership between a supervisor and an employee utilizing the concepts of coaching, supporting and developing, designed to advance the university’s mission by aligning individual contributions with university goals.

 

Why use performance management? It builds and maintains positive work relationships; improves communication; increases staff effectiveness; clarifies jobs and responsibilities; and increases staff performance. It also establishes common goals; identifies obstacles and barriers; improves teamwork; documents performance and supports management decisions; and limits liability. The performance management form can be used informally and more often than just once a year

 

 

Key elements of an effective performance management system include planning work, setting expectations and mutually establishing goals, evaluating performance for the entire year, coaching and developing, building on employee strengths, maintaining employee confidence and self worth,  communicating performance ratings to the employee, continually monitoring and documenting performance,  and providing frequent feedback/recognition/acknowledgement of performance and contributions. Mr. Adams stated that his office offers a workshop “Managing your Performance Evaluation” for the employees to help make them a more active part of the evaluation process.

 

New evaluation form - Mr. Adams introduced the new evaluation form that has been created for the exempt employee and gave a brief overview of the process in creating the form.  During this evaluation cycle, using this form is optional, however, next year it will become mandatory. Dr. Huerta reviewed the form and her recommendation is that all units use the current form this year, and review the new form with employees and let them know that it will be used next year. Human Resources agreed with this recommendation indicating this would be to be fair to the employee.

 

New evaluation form and highlights include: linking performance to the mission of the university; creating a fair and measurable process allowing NMSU to link pay to performance; assessment areas are applicable to broad constituencies; employees have a clear understanding of expectations; enhances employee and supervisor interactive process; and measurable evaluation ratings building common foundations and consistent processes.

 

NMSU has developed an optional self-assessment form.  NMSU recommends this form be used for new employees and used for annual evaluations as well.  Dr. Huerta pointed out that she would like DACC to be consistent, either we all use it or we do not use it. She stated that we will revisit this at a later time.

 

New evaluation form sections include Section 1A: Assessment of Job responsibilities, please note that the evaluation criteria are different for each category; Section 1B: Assessment of Expected Behaviors; Section 1C: Assessment of Achievement of Goals, please note this section has room for five goals, you don’t need five goals, but could have more than five.  Section 2 is the development plan for the coming year. Section 2A is the goals for the coming year. Section 2B is to be used if employee is not meeting expectations. If you have a category that needs improvement or does not meet expectations you should use this section. Note that this section is really a performance improvement area. Note, if you have not had issues throughout the year with the employee then categories should not be marked low. Note that the evaluation should reflect the overall evaluation of the past period. 

 

Mr. Adams pointed out some of the things that supervisors should be fair when evaluating the employee and justify rating in the comments section regardless of if they are high or low.

 

Mr. Adams concluded the training by providing the following websites for additional trainings and resources:

 

Trainings:

http://training.nmsu.edu/registration/event.php?course=162

 

Performance Management:

http://training.nmsu.edu/registration/event.php?course=161

 

Evaluating Employee Performance:

http://training.nmsu.edu/registration/event.php?course=201

 

Managing Your Performance Evaluation Resources:

http://hr.nmsu.edu/hrs/leadership-development-d.html

 

Training Manual:

http://hr.nmsu.edu/empnmgmt/

 

Employee & Management Service (646-8000):

http://hr.nmsu.edu/empnmgmt/performance.html

 

Evaluation forms:

http://hr.nmsu.edu/hrs/

 

Center for Learning & Professional Development (646-7444)

hrs@nmsu.edu send comments to HR

 

Dr. Huerta indicated she will discuss with Employee and Management for additional trainings.

Informational Item/

Use current evaluation form this year, review new form with employee for use next year.

 

2 – Approval of the Minutes of December 4, 2009 and January 8, 2010 (handouts)

Dr. Huerta

Dr. Huerta called for approval of the minutes. Dr. Sharp motioned to approve and Mr. Ike Ledesma seconded the motion. The minutes were passed.

Informational Item

 

3 – Budget Update Dr. Huerta/Mr. Burke

Dr. Huerta provided an update on the senate session which ends on February 19. She indicated that there will probably be another session. Senate Bill 113- (building project in Gadsden) HED gave the full amount but current vote cut it to 5.6 million instead of 7 million. Dr. Huerta pointed out that things are changing daily and more cuts are expected. Higher education is being cut more that other areas. This is a national trend which New Mexico appears to be following.

 

Dr. Huerta discussed the Budget Hearing format (handout was given).  She indicated that the credit deans had been asked to make presentations regarding their schedules.  Dr. Huerta believes, if possible, we need to fund the schedule first.  She has been evaluating the schedules that everyone has turned in to be sure that we are scheduling efficiently.  She stated that she understands the need to have smaller classes but she is taking a close look at those classes with fewer than 10 students. She stated she does understand the exceptions but really we can’t afford to do less than 10 students in each section. This budget cycle will give everyone a chance to evaluate the schedule and make sure we are scheduling efficiently.

 

Dr. Huerta stated that anyone else who wanted to present a budget request could come from 11:15 to 12:00 to have the request heard by the budget committee. Ms. Nickerson indicated that she would like to present some ABE requests  Mr. Ledesma also stated that Student Services had some requests. Dr. Garcia indicated that Student Success had some requests as well.  Dr. Huerta stated that ABE, Student Services and Student Success could present a brief presentation (5-7 minutes) at the budget hearings, and they did not need to submit a budget request.

 

Annja Cox requested specific information on the satellite growth to be presented by the credit deans at the budget hearings. Ms. Cox also requested some clarification on how dual credit is funded.  Mr. Burke stated that dual credit is funded the same as “regular” courses, except we do not collect tuition. He also pointed out that there is the potential that a strictly dual credit course could not get funded if a course was exclusively for dual credit students, and additional sections of the course were not scheduled at other locations.  HED is closely reviewing the dual credit courses that are being offered at the high schools.

ABE, Student Services, and Student Success to present briefly at the budget hearings.

4 – NMSU Lobbying Policy (handout) Dr. Huerta

Dr. Huerta reminded everyone that any lobbying efforts need to be coordinated through the President’s office. It is her responsibility to notify the NMSU President’s office if politicians come to any DACC events/campuses.

Information Item

5 – Schedule requests from Credit Divisions (handout) February 19, 2010, 9:00 a.m., ACR

Dr. Huerta/Mr. Burke

See notes regarding Budget Update Item #3

Informational Item

 

6- Vacant Positions Update (handout)

Dr. Huerta/HR

Dr. Huerta pointed out that the vacant position are not new positions but are existing positions that are already funded. We are hoping to fill these positions. NMSU currently has a hiring moratorium and will only be filling vacant faculty positions.

 

Dr. Huerta indicated that the second posting for the Vice President for Academic affairs closes on March 31, 2010. She also thanked Dr. Lovelace for filling in and helping out. Dr. Lovelace thanked everyone for being so welcoming. The committee for the Division Dean of Health and Public Services is being formed.

Informational Item

7 – Inventory

Dr. Huerta

Dr. Huerta extended a big thank you to those who have completed the annual inventory.

Informational Item

8- OE Prefix

Dr. Huerta indicated that this is the year that she wants to eliminate the remaining OE prefixes. She assured everyone that she will not do anything to compromise funding (Tier 3 to Tier 1).  Prefixes currently being changed include: Radiology, Respiratory, Dental Assistant, Sonography and Health Occupation Program (OEHO).

 

Dr. Huerta noted we are starting a new MLT program (Medical Laboratory Technician). Alamogordo has cancelled their MLT program as they could not find a department chair.  They also expunged this program from system. We will not be starting the Physical Assistant Program as we could not hire a department chair.

 

Additional prefix changes include T & I:  OEES to ETEL, aerospace and ; CMT were changed last year. The prefix changes will make it easier to transfer to NMSU or other universities. NMSU President Couture is very receptive to transfers. Dr. Huerta is organizing a meeting with NMSU deans and with DACC division deans to discuss this issue.

Informational Item

9– Announcements

Mr. Ledesma: Commencement this year will be the last one at the Pan Am Center! Next year’s commencement will be at the ne Convention Center. We are currently paying $10,000 for the use of the Pan Am Center. The Convention Center will charge $2,500. We may need to hold two commencement ceremonies at Convention Center holds 1,400 maybe go back to a December graduation as well.

Mr. Ledesma indicated that the Commencement Committee is rather small (ABE, Faculty Council President, Ken Tellez, Beckie Taulbee, Ike Ledesma) and he would like more representatives from divisions. This committee looks at forwarding names for honorary degree, Deans please submit names. Their next meeting is February 15th.

Informational Item

Ms. Nickerson: March 15th is Hispano Caucus Annual Leadership Summit. It is open to all, she will send out the flyer. This year we have a Community College Panel to discuss student retention, graduation and leadership.

Informational Item

Mr. Tadeo: Border Learning Conference is tomorrow and Friday. This is our 10th year of co-sponsoring this conference. This year we have created 4 different strands one of which is a student strand. This year there will also be a special award ceremony on Friday for 3 steering committee members who have been committee members for 10 years. This year we have the largest student participation to date (over 60 students).

Informational Item

Dr. Walker: NMSU Summit will be April 21st and 22nd.  The Summit will begin with an evening reception on April 21st and the 22nd will be a daylong summit. There will be strands where community college faculty and NMSU faculty can discuss transfer/articulation issues

DACC/NMSU Transition day is March 10/11.

Informational Item

Ms. Haines: Marina Atma attended Society of Resource Management and received Outstanding Volunteer Award.

Informational Item

Dr. Lillibridge: NMHEAR is January 25/26, it should be a successful conference.

Informational Item

Mr. Mazdra: February 9th NM Advisors Association is holding its annual conference at NMSU, Brads’ office is hosting.

Informational Item

Ms. Chairez: February 17th is the Financial Literacy Fair.

Informational Item

Mr. Welch: DACC has a gaming program that is world class. At a recent competition they entered 3D entries of which there were only 3. CMT did an excellent job.

Informational Item

Dr. Huerta: The next TV commercial will be airing this weekend. It will highlight financial aid.

Informational Item

 Dr. Lillibridge: Everyone please post the good news on Outlook to entire community college so it can be captured for use in our accreditation.

Informational Item

Next Meeting

Friday, March 5, 2010, 10:00 a.m., ACR

 

Meeting End Time

12:00 p.m.