Vol. XXXVII, No. 17, May 12, 2008

This Week at Valencia

Wednesday, May 14

College Operations Council, 9:15 a.m., West Campus, 6-202

DOT Deans, 1 p.m., Winter Park Campus, Rm. 123

College Curriculum Committee, 2 p.m., West Campus, 6-202

Thursday, May 15

Faculty Council, East Campus, 7-112 (no time listed on Web calendar)

If you receive an employment verification request, please forward it to HR for completion. HR is the only authorized source of information regarding verification of employment. Teacher recertification letters should also be forwarded to HR. If you choose to write a letter of recommendation, please write it as a personal recommendation rather than as an endorsement by the college. If you have any questions, please contact HR at ext. 8033 or mail code 3-33.

There are 26 pay periods in the academic year 2008-2009. All 10-month faculty have the option of having their base salary disbursed in 22 payments over ten months, based on academic appointment, or in 26 payments over twelve months. Once the first payroll for the academic year is processed, this option may not be changed until the next academic year.

Human Resources is posting this notice in the Bulletin several times over the summer in lieu of a mailing to faculty home addresses. All 10-month faculty will continue to have the June/July window to revise their salary payment option for the coming academic year. No action is necessary unless a change is being requested.

Faculty wishing to make a change will be required to complete a Payment Option Form for 10-Month Faculty. The form is available online through Atlas at Valencia Forms. To make a change, a faculty member must complete the form and submit it to Human Resources no later than July 31. Changes are then effective for the first payday in the new academic year. Please contact Vicki Nelson at ext. 8031 if you have any questions.   

Beginning in July an important change will be made to the way most annual/fiscal year salaries are distributed. This change will affect ALL full-time 12-month employees and includes full-time career service employees, full-time administrators, full-time professional employees, full-time counselors and librarians.  The change does not apply to work study, part-time hourly and adjunct employees. Ten-month faculty, eight-month faculty, and four-month faculty will not be affected by this change. 

During the month of May, Human Resources will be conducting meetings on each campus to explain the change. In an effort to provide information to everyone this effects, the meetings will be published in the Bulletin; an issue of HR Notes will be devoted to this subject; a notice will be posted on the HR Web site; and a college-wide email will be sent. Contact Human Resources at ext. 8033 or Payroll at ext. 8100 if you have any questions. 

Salary Distribution Change Meeting Schedule:May 12, 4-5:30 p.m., Osceola Campus, Building 2, Room 101

May 14, 9-10:30 a.m., Criminal Justice Institute, First Floor Auditorium

May 20, 2-3:30 p.m., Criminal Justice Institute, First Floor Auditorium

May 22, 3-4:30 p.m. or 5-6:30 p.m., West Campus, HSB, Room 105

The Tech Prep Educators-In-Industry Institute is a great way to explore current industry trends by visiting top employers in the Central Florida area. It also provides great networking opportunities while forming long-lasting professional associations with teachers, administrators, and counselors from Orange and Osceola District Schools andValencia Community College. Over 800 educators have participated in the institute since Tech Prep began this program in 1992.

The institute is four days in length. The first 3½ days are spent visiting seven businesses in key industry areas. The final afternoon is spent in a workshop to discuss what was learned and how we can integrate our experience into our teaching or interactions with students. The institute will be held this year on June 16-19. Limited space is available. Email bandrews@valenciacc.edu for more information or to sign-up.

New Promotional and Marketing Suppliers - Our current contract with American Ads Specialty expired last month. A new search was completed to find the best vendor(s) to meet the colleges growing needs. This year’s award will allow five qualified suppliers to erve the college. The following departments were represented on the committee that agreed to the new contract: Student Development, Marketing & Media Relations, College & Community Relations, College Bookstore, Valencia Enterprises, Workforce Development, Office of the Provost, and Tech Prep. A contract has been signed by the below suppliers to provide promotional and marketing items. In order for the college to honor our contractual obligations to the below suppliers, we need to give them first right on any and all promotional items that the college requires. These suppliers will be more than happy to help you with all of your promotional needs. In alphabetical order they are:

• American Ads Specialties, contact: Tammy Lamm, phone: 407-649-7784, fax: 407-649-4772, e-mail: tammy@americanadspec.com
• Carpe Diem Sales & Marketing, contact: Ben Johnson. phone: 407-682-1400, fax: 407-682-4707, e-mail: bjohnson@carpedieminc.com
• Mad Max Promotions, contact: Sam Gotlib, phone: 407-359-1333, fax: 407-386-3223, e-mail: sam@madmaxpromo.com
• Metropolis Graphics, phone: 407-740-5455, fax: 407-740-5537, e-mail: info@metrogreek.com
• Promotional Products Solutions, contact: Jocelyn Azada, phone: 800-218-4350, fax: 414-258-4617, e-mail: jazada@ppsolutionsllc.com

Procurement determines the need for solicitations like this by tracking the College’s spending. We look for items or services based on account codes and then proceed accordingly. Everyone still needs to follow College Policy 6Hx28:06-12, with this contract. For any spending threshold over $3,500, written quotes are needed by each of the above awarded suppliers.

Procurement encourages departments to submit quotes with their requisitions. This gives you (the user) a good idea of the cost of the good or service and it gives Procurement a benchmark 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 one we use then Procurement will obtain the necessary quotes. Procurement will help obtain any quotes hat are needed provided we have a good description of what is required.

PCard Transactions - All purchases made using the PCard (the College’s Master Card) are subject to audit review. Receipts must be kept with the card coordinator and available for review at any given time. Approvers should always check to see if the receipt matches the transaction listed in PaymentNet. They should also check to make sure that all procedures and guidelines are followed according to the PCard Procedure Manual. Any credits should be reviewed and approved. Since the college is tax exempt, no tax should be charged on your college owned card. If a vendor does charge you for tax, please have them credit your card immediately.

Year-End is Coming. Please check in Banner using the form: FGIENCD for any open ncumbrances on your purchase orders. If you have a balance and no longer need the purchase order, please e-mail the procurement office, valenciacc procurement@valenciacc.edu, with the purchase order number so we can close it. This is the only way for the balance to be returned to your account.

Cabin Creek Food Service Summer Hours - The summer hours are posted on our website for your convenience: http://www.valenciacc.edu/procurement/FoodServices.asp

What does your heart say about you? An EKG can detect heart problems and give you and your physician important information about the condition of your heart. Join us for a free EKG and blood pressure reading by Florida Hospital East Orlando Cardiologists on Wednesday, May 14 from 8 a.m. to 5 p.m. in Room 3-113 on East Campus. These are by appointment only and space is limited. Call 407-582-2281 to schedule. **Waiting area and blood pressure readings will take place in the atrium.

Brown Bag Lunch, May 15 - Cholesterol: What You Need to Know  

• East Campus, 11 a.m.-12 noon, Room 3-113
• West Campus, 1-2 p.m., Room 6-202
• Osceola Campus, 11a.m.-12 noon, Auditorium
• Winter Park Campus, 1-2 p.m., Room 224

The Wellness program has many healthy offerings to help you keep in shape for the summer. Wellness classes start the week of May 12 and end the week of August 4. No pre-registration is required and you can attend any class at any campus.

East Campus:

• Tai Chi, Wed., 5:15-6:15 p.m., 6-105
• Yoga AM, Thurs., 7-7:45 a.m., 6-104, Note-this time can be adjusted if needed
• Yoga PM, Tues., 5:30-6:30 p.m., 6-105
• Boot Camp, Thurs., 7:15-7:45 a.m., 6-105
• Weight Watchers, Tues., 12 noon-1 p.m., 6-217

West Campus:

• Tai Chi, Tues., 5:15-6:15 p.m., HSB-123
• Golf, Thurs., 5-6 p.m. (first class meet in HSB-123)
• Boot Camp, Wed., 7:15-7:45 a.m., HSB-123
• Weight Watchers, Wed., 2:30-3:30 p.m., 1-229

Downtown Campus:

• Yoga – Wed., 5:30-6:30 p.m., Conference Room

Winter Park Campus:

• Yoga, Tues., 5:15-6:15 p.m., Room 224

Osceola Campus:

• Weight Watchers, Wed., 3-4 p.m., Room 3-103

College policy only allows reimbursement for excess mileage. Excess mileage is any extra miles over your normal daily commute. As an example, if your normal daily commute to work is 10 miles round trip then the college will reimburse anything over 10 miles for that day. However, if you travel less than your normal daily commute, no reimbursement is owed, even if your travel is between campuses during the business day.

In the new Banner system, the in-district travel invoices are entered as your initials and the last day of travel on the in-district form. As an example, if your initial are NB and the last day of travel is 03/30/08 the invoice number will be NB 03/30/08. Please be certain to capture all dates within a range. If your travel is between 03/01/08 and 03/30/08 and AP processes the check for that date range, it can become an audit issue if AP enters a date for travel reimbursement of 3/29/08 that you forgot to include in the original 03/1/08-03/30/08. AP assumes that when you completed the in-district travel on 03/30/08 you claim all your miles up to that date.

We strongly recommend submitting your in-district travel reimbursement on a weekly, bi-weekly or monthly basis. This helps ensure accuracy, increases chances of available funding and helps with budget allocation. A reimbursement request for a period longer than those outlined becomes cumbersome and will not be on AP’s priority list to process. All requests for in-district travel reimbursement must be for the current fiscal year. 

Due to the increased number of calls regarding in-district travel reimbursement in the last couple of weeks, the Accounts Payable Department prepared an excel spreadsheet to assist with the calculation of the excess miles for allowable reimbursement. The spreadsheet is located on our website at http://www.valenciacc.edu/accounts payable/forms.cfm and is titled “Excess Mileage Worksheet”.

To help make the in-district travel policy more understandable, AP is posting weekly quizzes in the Bulletin. The first correct response sent to nbrandolini@valenciacc.edu each week will receive a gift.

Congratulations to Annelle Rosemayer for being the first to submit the correct responses. Enjoy your Starbucks Annelle!! The correct responses to last week’s quizzes: Quiz #1-answer #2 and Quiz #2-answer #2.

Quiz # 3:  When traveling to a seminar in Orlando that runs for three days, what are you allowed to submit and claim on the Per Diem and Other Than In-district Travel Report Voucher?

1. Submit a Per Diem with only your mileage

2. Submit a Per Diem with your meal subsistence and your mileage

3. Submit a Per Diem for “0” and put your excess miles on the In-District Travel Report

Quiz # 4:  Your “home campus” is located on West Campus and you must drive to East Campus for a scheduled meeting from 3-5 p.m. After work you decide to go to Bed Bath and Beyond to use your 20% off coupon, then go home. How many excess miles can you claim?

1. All of them as long as I get to save 20% at Bed Bath and Beyond

2. Round trip from West Campus to East Campus and back to West Campus

3. Add mileage from West Campus to East Campus, then to your home and subtract your normal commute (example-West to East + East to Home – West to Home = Excess Miles)

Please submit your answers to nbrandolini@valenciacc.edu and look for the correct answers in the next week’s  issue of the Bulletin.

Microsoft Office Essentials Online- This is a 6-week online course (May 12-June 16) and covers the main applications in the new Office 2007 Suite. There is an optional on-site orientation on May 12. Participants who have no prior WebCT or Microsoft 2007 experience are strongly encouraged to attend the on-site orientation. For more details, please contact your instructor via e-mail at: ehowell@valenciacc.edu. May 12, 3-4:30 p.m., West Campus, Room 6-326A, Registration Code: TMOEO

Classroom Performance Systems - This is a face-to-face professional development session which will guide faculty through the interface and practical application of this formative assessment tool for traditional courses. May 13, 1-2:30 p.m., Osceola Campus, Room 2-116, Registration Code: TCPS

Podcasting 101 - Podcasts and vodcasts can deliver educational content for listening or viewing on students' computers and MP3 players, freeing learning from constraints of the physical classroom. There is a required face-to-face orientation to this introductory course, which begins on March 25. The remainder of the coursework will be completed online using WebCT. Participants who have never used WebCT are strongly encouraged to attend. Please contact the section instructors if you have any questions. May 20, 1-2 p.m., Osceola Campus, Room 2-116, Registration Code: TPC101

Session II of IV: Different Retirement Investment Choices - What is the best for you? How can you know? Investment choices include 403B, ROTH IRA, 403B ROTH, 457, FRS Pension vs. Investment Plan. Sponsored by the Valencia Chapter of AAWCC, a box lunch and beverage will be served. May 21, 11:30 a.m.-1 p.m., West Campus, Room 6-202, Registration Code: GDRIC

Banner for Beginners: (Finance & Procurement) - Banner for Beginners includes INB and Self Service. May 21, 8-11:30 a.m., Criminal Justice Institute, Room 228, Registration Code: TBB-1

Refresh Banner for Finance & Procurement - Open to all who have attended a Beginners class. May 21, 1-3:30 p.m., Criminal Justice Institute, Room 228, Registration Code: TBR-1

Banner - Faculty Schedule, Course Schedule, Reassign Time Entry Training -  This training will be for all Administrative Assistants to the Dean and Academic Department Staff Assistants for entering courses, faculty schedule, faculty load and re-assign time. Choose from one of the following:

May 21, West Campus, Room 6-221

• 10 a.m.-12 noon, Registration Code: TBAN-3
• 1:30-3:30 p.m., Registration Code: TBAN-4

May 22, East Campus, Room 4-133

• 10 a.m.-12 noon, Registration Code: TBAN-5

Podcasting 201W: Windows Users - Learn how to create and distribute your classroom lectures, meetings, materials to students using Valencia iTunes University on software for Windows users. Although this is a face-to-face course, participants will have access to additional learning materials and reference documents online via WebCT. For more information, please contact the instructors. May 27, 2-4 p.m., West Campus, Room 6-326A, Registration Code: TPCWIN

Podcasting 201A: Apple Users - This is a face-to-face course that will cover the basics of developing Podcasts using Apple computers. Participants will have access to additional learning materials and reference documents online via WebCT. For more information, please contact the instructors. May 29, 2-4 p.m., East Campus, Room 1-215, Registration Code: TPCAPP

Institutional Review Board (IRB) Training - Part I and II - Planning to conduct a study involving Valencia students or employees? Not sure if your study needs to comply with Valencia's new mandatory Institutional Review Board (IRB) process for research projects? The Valencia IRB process is designed to encourage faculty, staff and student research while protecting the participants, the college, and even the researcher. Part I provides an overview of human search protection; and how our IRB works with an aim to be as unintrusive as possible while complying with Federal regulations. Completion of the Part I workshop satisfies the IRB training requirement for investigators of Valencia projects that have been approved through expedited or full review. Part II will walk you through the Valencia IRB application process through interactive discussions, including questions and discussion of examples. Contact Liz Gombash at ext. 2919 or lgombash@valenciacc.edu for "Upon Request" training.

To register for any Leadership Valencia workshop go to http://valenciacc.edu/leadership/regstr.cfm. Please be sure you have the approval of your direct supervisor prior to registering for a workshop. If aworkshop is canceled, only those registered will receive a cancellation e-mail.To view the status of any workshops go to the Leadership Valencia calendar located online.

Chanda Torres, director of Student Development, received her Doctorate in Education, at UCF on May 3. Her dissertation was entitled: "Leadership behaviors gained as a result of involvement in a community college student leader program."

Pya Verrett. East Campus Admissions and Records office, graduated May 2 from UCF with a BA degree in Legal Studies.

Ron Colburn, professor of Speech at Osceola Campus, was one of the judges at the Florida Thespian Conference, the largest conference of its kind in USA. This is a tribute to his standing in the theater community. 

Dr. Sanford C. Shugart, president of Valencia Community College, has signed on as corporate chair of the 2008 Greater Orlando Light The Night® Walk, for the Central Florida Chapter of The Leukemia & Lymphoma Society. Light the Night is an annual fundraiser held each fall to raise money for cancer research and patient services. Participants at the walks carry illuminated balloons–white for survivors, red for supporters–to honor and commemorate lives touched by blood cancer. In Central Florida, the walk will take place on Saturday, September 27 at Lake Eola in downtown Orlando.

To support Dr. Shugart and bring help and hope to thousands of cancer patients and their families, look for information in August about a Valencia team forming. You can also contact the Central Florida Chapter of The Leukemia & Lymphoma Society at 407.898.0733 or visit www.lightthenight.org/cfl