Vol. XXXVI, No. 18

May 21, 2007

This Week at Valencia

Monday, May 21
Instructional Affairs Committee, 8:30 a.m., West Campus, 6-202

Friday, May 25
Collegewide Student Development Team, 9:30 a.m., Winter Park , 123

District Board of Trustees Meeting

The District Board of Trustees meeting summary will be available in next week's issue of the Bulletin.

Important Year End Information and Guidelines From Financial Services

As we approach the end of the 2006-07 fiscal year, Financial Services 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 especially critical this year as we convert from the Oracle financial system to the Banner financial system on July 2, while adhering to Florida Department of Education (DOE) requirements and audit guidelines. In order to have a smooth transition between the closing of the 2006-07 fiscal year in Oracle, and the opening of the 2007-08 fiscal year in Banner, it is important that we strictly adhere to the following timeline.

Cash Receipts - All money received that should be credited to the 2006-07 fiscal year must be turned into any business office location by the end of business day, 12:30 p.m., Friday, June 29 .

Vendor Invoices - Goods and services must be received by June 30 and invoices received by Accounts Payable by July 6 for the expenditure to be charged to your 2006-07 budget. Please forward all invoices immediately to Accounts Payable, mail code DTC-3, for processing.

When ordering goods or services, please allow sufficient time for goods and services to be received and invoiced by June 29. This is especially critical for grants with a June 30 closing date.

Completed budget amendment forms should be submitted to the budget office, mail code DTC-3. Please address related questions to Pedro Rivera, ext. 3350 or Sherri Dixon, ext. 3306.

Purchase Orders - Financial Services recommends that you r un the Oracle VCC Encumbrance Detail Report for your department to determine the status of all purchase orders showing an encumbered amount and cancel any outstanding items not needed. Contact Procurement, ext. 5532 or e-mail, Valenciaprocurent@valenciacc.edu, for questions relating to general operating fund one purchase orders. Contact Judy Jackson, ext. 3311 or e-mail jjackson90@valenciacc.edu for questions relating to grant purchase orders.

You may begin entering Banner requisitions for fiscal year 2007-08 on Wednesday, July 5. We are requesting that 2007-08 requisitions do not begin until we are several days into the new fiscal year, so that the Banner Finance Implementation team will have time to verify the new system. Should you need a 2007-08 fiscal year requisition processed in Banner prior to July 5, please contact the Procurement Office.

Petty Cash - The last day to request reimbursement from the business office is Monday, June 25 . Please do not accumulate numerous petty cash receipts, since reimbursements are limited to $75 per day. Petty cash processing for fiscal year 2007-08 will resume on Monday, July 2.

Travel Reimbursement - Requests for travel reimbursement must be received by Accounts Payable, mail code DTC-3, by Friday , June 23. Requests received after this date will be charged to the 2007-08 fiscal year budgets. Due to the conversion of financial system from Oracle to Banner, travel occurring June 25th through June 29th must be charged to the 2007-08 fiscal year in Banner.

Personnel Pay Forms - Time sheets for part-time hourly and student employees for hours worked the period of June 25 - June 30 are due in Payroll Services no later than Monday, July 2. Time sheets received after this date will be charged to the 2007-08 fiscal year budgets.

Procurement Cards - The last procurement card download into Oracle for the 2006-07 fiscal year will occur at the close of business on June 29. This download will include all transactions that have posted to PaymentNet, and these expenditures will be charged to your 2006-2007 fiscal year budget. Procurement card transactions posted after June 29 must be charged to the 2007-08 budget year in Banner due to the software conversion, even if the expenditure is related to the 2006-07 fiscal year. When purchasing goods or services using a procurement card, please remember to allow sufficient time for the vendor to post your transaction to the PaymentNet system by June 29.

News from Procurement

Important information on Banner finance suppliers - any vendor, supplier or consultant that the college conducts business with must complete a new Supplier Business Profile and W-9 form to be entered into the new Banner finance supplier database. We are not converting the old Oracle database into the new Banner database. To date, approximately 600 suppliers have been entered for our go-live date of July 2. The procurement office wants to ensure that your supplier is available to use when you need them. To obtain the new Supplier Business Profile and W-9 form, please contact the procurement office by e-mail at Valenciaprocurement@valenciacc.edu . If you are using your P-Card, the Supplier Business Profile and W-9 form is not required.

Upcoming Banner finance training - Three different classes have been designed for all staff needing to access the Banner Finance module. They will be conducted by Finance, Budget and Procurement staff. Registration is through Leadership Valencia. See the Leadership Valencia section of the Bulletin for additional details.

The schedule is out for summer classes offered by the Valencia wellness program. Below is a list of classes and their respective campuses.

East:

• Tai Chi - Starting May 15, 5:15-6 p.m., Tuesdays and Thursdays, room 6-125, Sherry McGregor, instructor
• Zumba - Latin dance choreographed into an aerobic workout, starting in Summer B, date to be determined, 11:30 a.m.-12:30 p.m., Tuesdays and Thursdays, room 6-125
• Weight Watchers - Starting May 22, 1-2 p.m., Tuesdays, room 3-113

West:

• Yoga - Starting May 7, 5:15-6:15 p.m., Mondays, room HSB123, Amy Anthony, instructor
• Step Aerobics - Starting May 8, 5:15-6:15 p.m., Tuesdays, room HSB123, Lora Costantini, instructor
• Belly Dance Aerobics - Starting May 9, 5:15-6:15 p.m., Wednesdays, room HSB123, Any Anthony, instructor
• Golf - Starting May 10, 5:15-6:15 p.m., Thursdays, room HSB123, Michael Kinney, instructor
• Weight Watchers - Starting May 29, 1-2 p.m., Tuesdays, room 5-251.

DTC: Yoga - Starting May 16, 5:15-6:15 p.m., Wednesdays, first floor conference room, Purvi Gandhi, instructor

Osceola : Yoga - Starting May 15, 5:15-6:15 p.m., Tuesdays, room 2-219B, Purvi Gandhi, instructor

Please join us in making a healthy move forward and have some fun at the same time.

Osteoporosis Prevention - The statistics regarding Osteoporosis are alarming. Twenty eight million Americans have Osteoporosis with 80 percent listed as women.  The count is projected to reach 41 million by the year 2015 unless steps are taken to prevent this disease.  Families Building Strong Bones helps parents understand the importance of developing strong healthy bones in children, as well as protecting their own bones. Join us to find out what you can do to reduce your risk. May 22, 2-4 p.m., Osceola Campus, room 3-239, registration code: GOP3. (This program is sponsored by Valencia Wellness: A Healthy Move Forward )

Distracted Driving: Expect the Unexpected - Attend this informative workshop to learn how to become a defensive driver. This session will sharpen your skills and hone awareness for this common activity while preparing you for the upcoming summer rainy season. May 23, 2-3 p.m., West Campus, room HSB-211, registration code: GDRIVE

Institutional Review Board Process - A workshop to train faculty and staff in the college's new institutional review board (IRB) process. Choose from one of the following:

• May 25, 9 a.m.-12 noon, East Campus, room 5-112, registration code: PIRBP-1
• June 1, 9 a.m.-12 noon, West Campus, room 6-202, registration code: PIRBP-2

Disability Etiquette - Learn the answers to common disability etiquette questions such as:  Should you offer to open the door for a person using a wheelchair?  Is it ever okay to pet a service dog?  How should you communicate with a student who has a hearing or vision impairment?  When should you refer a student with a disability to the Office for Students with Disabilities (OSD)?  May 30, 2-3:30 p.m., Osceola Campus, Room 1-172, registration code: LDE1.

Basic Banner - This workshop is designed for the user who inputs requisitions, follows the payment process, needs to query information, and keeps track of budget. Finance Self Service is not required. Please view the navigational video in Atlas prior to this workshop by logging into Atlas, then clicking on College Services. May 31, 8 a.m.-12 noon, Criminal Justice Institute, Room 228, registration code: TBB1.

Banner Training: Finance Self Service - This workshop is designed for the casual user who inputs requisitions and looks up funds available. It is a quick and easy way to make purchases or look up funds. May 31, 1:30-4:30 p.m., Criminal Justice Institute, Room 228, registration code: TFSS1.

Disability 101: Student Learning and Accommodations - Have you ever wondered about disability issues? What different disabilities may challenge a student's learning? What are your rights and responsibilities concerning students with disabilities? Join us to find out how the Office for Students with Disabilities (OSD) determines students' eligibility and accommodations. Some highlights include an overview of the Office for Students with Disabilities Services; disabilities and how learning is impacted; accommodation decision-making and related processes; rights and responsibilities; and legal implications of the Rehabilitation Act and the Americans with Disabilities Act. May 31, 1-2:30 p.m., East Campus, Room 5-112, registration code: LD101-2.

To register for all Leadership Valencia classes please go to http://valenciacc.edu/leadership/

Osceola Campus Learning Center

The Osceola Campus Learning Center is offering free workshops for students during the summer sessions. All workshops are held on Thursdays from 1:30-2:30 p.m., in building 3, room 100.

• 5/24 - Microsoft Word   
• 5/31 - Microsoft Power Point
• 6/07 - Microsoft Excel   
• 6/14 - Microsoft Access   
• 6/21 - Atlas/e-mail   
• 6/28 - WebCT 6
• 7/05 - Microsoft Word   
• 7/12 - Power Point   
• 7/19 - Microsoft Excel   
• 7/26 - MS Access   

If you would like to set up an in-class workshop, please contact Professor Bobby Cruz, ext. 4872 or Sandra Guevara, ext. 4112. For more information stop by the Learning Center or go to http://valencia cc.edu/osceola/learningcenter/workshops.

Educators-In-Industry Institute

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 and to form long-lasting professional associations with teachers, administrators and counselors from Orange and Osceola district schools and Valencia . Over 800 educators have participated in the institute since Tech Prep began this program in 1992.

The institutes are four days in length. The first 3 ½ 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. Two institutes will be held in June.

• Institute 1: June 4, 5, 6, 7
• Institute 2: June 11, 12, 13, 14

Limited space is available. Email bandrews@valenciacc.edu for information or to sign-up.

Does Your R.S.V.P. Matter?

People sometimes ask why an R.S.V.P. to college events, workshops and seminars is critical. Well, the answer lies in the acronym R.S.V.P. It is an abbreviation of the French term répondez s'il vous plaît which means please reply. And when an invitee replies--Yes or No--the event planners can accomplish two things: (1) make hospitable preparations (copies, catering, nametags, seating, etc.) and (2) save money.

Events that include catering can carry a price tag of $5 to $40 per attendee, and the caterer usually requires a guaranteed head count at least 48 hours before the event. If folks who have replied 'Yes' don't attend, the college is still required to pay for each no-show. If folks show up who have not responded 'Yes' may not have a place for them. In addition, a reply of 'No' from those who do not plan to attend is critical for an accurate head count. If an invitee's status changes any time prior to the function, the planners will always want to know.

Please remember your Yes or No truly counts!

A Warm Valencia Welcome to These New Full-time Employees

Dawna Culpepper , student services specialist, Student Services-West, SSB-106, mail code 4-10, ext. 1507

Cynthia Henriquez , library assistant, Library Services-East, 4-202, mail code 3-4, ext. 2106

Regina Seguin , librarian, Library Services-West, 6-327, mail code 4-14, ext. 1361

A Fond Farewell and Best Wishes to

Dan Kimble, librarian, West, retiring 5/31/07

Bill Maneer , professor, Mathematics, West, retiring 5/31/07

Helen Sambuca , educational advisor, Health Sciences, West, retiring 5/31/07