Vol. XXXVI, No. 28

July 30, 2007

This Week at Valencia

No meetings are listed on the Web calendar for this week.

(If you would like a meeting or event listed in this section and it is not on any of the Valencia Web calendars send an email to Mary Jane Jones, mjjones@valenciacc.edu. )

District Board of Trustees Meeting Summary

Reports

Winter Park Campus - Ruth Prather, provost of the East and Winter Park campuses, began her presentation with some background on the Winter Park Campus. Dr. Prather said the Winter Park Center was established in 1986 in commercial rental space along Lee Road . The center moved to its current location at Morse Boulevard in 1998 in response to growing enrollment, which went from 100 students at its opening to 2,000 students today. Dr. Prather said that the Winter Park Campus has everything Valencia 's larger campuses offer but on a smaller scale, including a campus book store. In addition, Dr. Prather said, the campus is especially well-connected to the surrounding community, with strong ties to the local chamber of commerce, Rollins College and arts organizations such as Crealde, Morse Museum and Maitland Art Center . Dr. Prather introduced Michele McArdle, dean of the Winter Park Campus, who discussed the campus's expansion of online and hybrid courses which she said has aided enrollment growth and the campus cooperative learning community, a focused program for the most at-risk students.

Winter Park Student Government Association Report - Ms. McArlde introduced Matt Venture, Winter Park SGA president, for an update on SGA activities. Mr. Venture said the SGA had two goals for the coming year: "building our community" and "quality not quantity." Activities that the SGA plans to participate in include the American Heart Association walk, the Breast Cancer Awareness walk, the Winter Park and Orlando Christmas parades, the Adopt-a-Highway program, campus casino night, and movie night during Halloween.

Recognition of Jose Hoyos - The board paused to recognize outgoing trustee Jose Hoyos. Sanford Shugart, Valencia president, thanked Mr. Hoyos for five years of faithful service to the college, presenting him with the college's customary gift to parting board members: a framed caricature of himself by artist and Valencia senior graphic designer, Dean Scott.

Marketing Report - Susan Kelley, vice president for Institutional Advancement, introduced a presentation of the college's new advertising campaign by Christian Campagnuolo, assistant vice president of Marketing and Media Relations. In her opening remarks, Ms. Kelley outlined four key points that she wanted the trustees to be aware of: 1. The new advertising campaign is rooted in the college's strategic plan, the enrollment plan and the marketing plan; 2. The campaign represents our core values while communicating them to prospective students ages 18-24 in a fresh new way; 3. The campaign's development was data-driven using research derived from student focus groups and it will be evaluated based on data; and 4. The campaign stays within budget, in fact, the new campaign and media buy was budgeted at the same amount as 2006-07 media expenditures. Ms. Kelley turned the floor over to Mr. Campagnuolo, who began his presentation by briefly reviewing the campaign's goals (establish the Valencia brand in the marketplace and generate new applications), design principles and overall benefit messages. Next he played for the board the three new television commercials created for the campaign, which he said work in tandem with print ads, radio spots and a companion Web site found at educationisin.com. Mr. Campagnuolo said that the site has had 5,991 unique visitors in just the first week of the launch, and that those visitors viewed an average of 3.7 pages and spent an average of 5.3 minutes on each visit (in comparison, he said, 40 seconds is the average length of time that someone will typically spend on a Web site). Response to the new ads from the board was very favorable.

Strategic Planning Update - Ms. Kelley, co-chair of the College Planning Council, presented an update on the development of the strategic plan for 2008-2013. She said that the planning process was proceeding on schedule, and that the group would have revised statements on the college's vision, values and mission in September when they would be presented to the board for review.

Summer Enrollment - Kaye Walter, executive vice president and chief learning officer, prefaced the summer enrollment report with a brief presentation on enrollment planning. She said that enrollment planning allows the college to address two vital issues: reducing chaos for students with precision scheduling and improving the college's financial performance to reinvest dollars in student learning. Dr. Shugart told that the board that very few colleges plan their enrollment the way we do, partly because it is not a quick fix in that it involves completely reengineering the way you chain together all the processes at the institution. Dr. Walter introduced Joyce Romano, vice president, Student Affairs, for a review of final enrollment data for the 2007 summer terms. Overall FTE enrollment was up 9 percent, Dr. Romano said, adding that our goal had been 6 percent. She also said that each campus grew its enrollment for summer, with Osceola gaining the most FTE at 20 percent over last summer.

Kirkman Property, Parcels A & B - Keith Houck, vice president, Administrative Services, resumed discussion from the May board meeting on the two parcels of land that front Kirkman Road that the college is interested in selling to free up operating dollars. Several consultants were on hand to address questions from the board regarding zoning and appraisal issues. In attendance were: Joel West and Bill Kercher, Glatting, Jackson , Kercher, Anglin, Inc.; Rick Merkel, Highland Engineering; and Doug Leonard, Baker Barrios Architects.

Construction Report - Mr. Houck's written report included a revised project schedule for the "signature building" (Module 8) on West Campus, with construction to get underway in January 2008. The revised design includes a commercial kitchen for the Culinary Program, a 40-seat executive dining room, 320-seat assembly area, small office area and an architectural studio. The construction budget is approximately $5.2 million and the building area is approximately 17,000 square feet.

Faculty Council Report - Rose Watson, Collegewide Faculty Council president, recognized the president and board, on behalf of the faculty, for supporting the completion of the faculty compensation plan in spite of a challenging budget year

Foundation Report - Valencia Trustee Raymer Maguire reported that Valencia Foundation's assets grew from $49.7 million to $59.3 million over the previous nine months. He also said that the foundation awarded $967,000 in scholarships in 2006/07, an increase of 14 percent.

President's Report - Dr. Shugart discussed at length the state's projected shortfall in recurring revenue and its possible impact on Valencia . If, necessary, the president said, we will use our usual good judgment to manage expenses while protecting our core mission and our responsibilities to students, faculty and staff. Dr. Shugart planned to meet with Florida 's Lieutenant Governor Jeff Kottkamp and key staff from Governor Crist's office later in the day to discuss the situation. Shifting gears, the president announced that trustee Ed Moore had been named 2007 Outstanding Community Leader for Osceola County . Mr. Moore is the executive director of the Osceola Center for the Arts, and has been credited with its transformation. The president ended his comments with the announcement that the meeting location has changed for the months of September and October. In September, the District Board of Trustees will meet at the Osceola Campus and in October, they will meet on East Campus.

New Business

Resolution for the Disposal of Kirkman Property and Amendment No. 3, Parcel A and Parcel B - In a joint motion, the board approved the college moving forward to authorize preparing the property for sale, subject to consultation with a Realtor.

Guaranteed Maximum Price (GMP) Building 10, West Campus - The board approved the college moving forward with the alternative financing put in place by the Valencia Foundation. This will allow the college to avoid a delay on construction plans for the joint-use building on West Campus.

Architectural Services Building 11, West Campus - The board approved the college's selection of C.T. Hsu + Associates as the architect for Building 11.

Construction Management Building 11, West Campus - The board approved P.P.I. as the CM for Building 11.

President's Contract - The board approved the president's contract, with a recommendation that approved study time would be reimbursed to the president if he was unable to take it.

Consent Agenda - Approved under a consent agenda were the Revised 2007-2008 Operating Budget; Designation of Winter Park Campus as a Campus; Capital Improvement Program Report; President's Evaluation; College-Wide Exterior Signage; New Parking Lot, West Campus; Ratification of Board Officer Results at June 19, 2007 meeting; additions, deletions or modifications of courses and programs; Valencia Enterprises courses and fees; Human Resources agenda; submission of grant proposals and property deletion.

Correction to the Previous Board Summary

Under the Strategic Planning Update section it was incorrectly reported that the full Strategic Plan was scheduled for completion in September. It is scheduled for completion in November and December for presentation to the December board meeting.

Human Resource News

New employee identification numbers - employees must immediately begin using Banner employee identification numbers, also known as VID numbers, on all forms and correspondence sent to Human Resources and Payroll. The old Oracle employee ID number is no longer valid. Banner ID numbers are printed on every pay check and/or direct deposit stub. Employees may also view their VID number by logging into Atlas and clicking the "Show VID" link.

Banner ID numbers are generated for new employees when they are hired and/or when they are entered into a class schedule as an instructor. Human Resources will e-mail the supervisor and provide the VID number for new employees when they are first set up in Banner. The supervisor should then make the new employee aware of his/her VID number.

New Petty Cash Reimbursement Forms

Petty cash reimbursement forms have been revised and can be picked up in any campus business office. The old forms will still be accepted as departments use up their inventory.

Please visit one of the following locations to pick up the new forms:

• East Campus, Building 5, Room 214, ext. 2387
• West Campus, SSB, Room 101, ext. 1200
• Osceola Campus, Building 1, Room 152, ext. 4132
• Winter Park Campus, Room 206, ext. 6055
• DTC, 3rd Floor, Room 309, ext. 3300

Procurement News

Check Requests - previously called General Paper Requisition, is only used for employee reimbursements, travel and SPD. All other requests are to be done by a Banner requisition or P-Card purchase. Check requests do not need Procurement approval. SPD and travel need to be sent to mail code 3-33 for approval. All other requests go directly to the Accounts Payable department at mail code DTC-3 for payment.

Supplier Profiles and W-9 forms - Procurement enters suppliers in the supplier database that have completely and correctly filled out the Supplier Business Profile and W-9 form. The W-9 form is an IRS requirement. This form must be signed by a representative of the company. Suppliers are entered based on their W-9 form information. The 'parent' company is the default company. Many 'parent' companies can have multiple 'daughters' or DBA's. Different sites will be set up under the parent company. Examples of some are

• F&C Capozzoli, Inc DBA United Fire Protection
• Florida Visual Display Products DBA Florida Chalkboard Co.
• Demaria Holdings Inc. DBA Mark Products
• DRII LLC DBA DA Sand Lake LLC
• Daniel E. Harvey Inc DBA Last Stage Out of Town

Should you have any questions, please contact the Procurement Office at x5532.

Copy Centers - any department needing color copy paper, Scantron/NCS answer sheets or NCR paper can contact the East or West Copy Centers for their needs. Cost for these items will be charged to the department budget.

• Color copy paper - $3.00/ream
• Scantron/NCS answer sheets - $.02 each
• NCR paper - $4.00/ream

Interested in submitting a workshop proposal for Learning Day? Visit online at: www.valenciacc.edu/learningday/ planningform.asp

Banner Training for the Fall Session-Register Today

Banner Finance, INB, and Self Service Refresher Workshop - This workshop is designed for users who have previously completed a Banner INB or Self Service class, and currently use the new financial system.  Bring your questions for an open discussion on how to maneuver around the system. Please choose from one of the following:

• September 6, 8:30-11 a.m., CJI Campus, Room 228, registration code: TBR-1
• September 12, 1:30-4 p.m., Osceola Campus, Room 3-330, registration code: TBR-2
• September 18, 1:30-4 p.m., Sand Lake Center , Room 2-110, registration code: TBR-3
• October 4, 8:30-11 a.m., Winter Park Campus, Room 134, registration code: TBR-4
• October 12, 1-3:30 p.m., West Campus, Room 6-221, registration code: TBR-5

Banner for Budget Managers - This workshop is designed for budget managers who are responsible for one or more departments. This class is for high level management who want to be able to look up their budgets, personnel expenses, and create budget transfers. September 6, 1-3 p.m., CJI Campus, Room 228, registration code: TBBM-1.

Banner Finance Self Service - This workshop is for first time Banner users. Create a requisition and budget transfer, and look up available funds in this self-service module through Atlas. INB Banner is NOT required prior to this workshop. Self Service is for the staff member who occasionally uses the finance system for simple look ups. If you are just interested in looking up available funds or financial transactions, this is the class for you. Please choose from one of the following:

• September 12, 8:30-11:30 a.m., Osceola Campus, Room 3-330, registration code: TFSS-1
• October 4, 1-4 p.m., Winter Park Campus, Room 134, registration code: TFSS-2

Banner Finance Internet Native Banner (INB) - This workshop is for first time users. Learn to create requisitions, look up your budget, query on requisitions, purchase orders, expenses, etc. This class is designed for the staff member who is responsible for the financial needs of the department and must query on all aspects regarding their budget. Choose from one of the following:

• September 18, 8 a.m.-12 noon, Sand Lake Center , Room 2-110, registration code: TINB-1
• October 12, 8 a.m.-12 noon, West Campus, Room 6-221, registration code: TINB-2

To register please go to http://valencia.cc.fl.us/leader ship/regstr and enter the registration code for the class you wish to enroll in.

Thank you

To my dear Valencia friends: I want to thank you for the hugs, e-mails and cards received following the death of my father.

    Diana Ciesko