Vol. XXXIV, No. 18

May 16, 2005

This Week at Valencia.

Tuesday, May 17

District Board of Trustees, 8:30 a.m., East Campus 8-101

Osceola Faculty Staff, 1:20 p.m., Osceola Campus 1-232

Student Affairs Leadership Team, 3 p.m., Winter Park Campus 123

Wednesday, May 18

East Campus Staff, 9 a.m., East Campus 3-113

Career Staff Council, 10 a.m., Winter Park Campus rm. 246

Design & Operations-Deans & Team, 1 p.m., Osceola Campus 2-223

Thursday, May 19

West Campus Career Staff Council, 8:30 a.m., West Campus Terrace Rm.

Process of Excellence Showcase, 3 p.m., Osceola Campus Bldg. 1 Atrium

A Report from the College Planning Council

The 2004-2005 College Year is the fourth year of the college's journey in collaborative college governance. As the end of the fiscal year approaches, each of the governing councils highlights its accomplishments in an annual report.

Accomplishments of the College Planning Council include: Acceptance of the recommendation by the Diversity Committee to include "sexual orientation" in the Valencia Community College "Nondiscrimination and Equal Opportunity" Policy, Number: 6Hx28:02-00. The recommendation was forwarded to the College President and the Vice President for Policy and General Council, and the changes approved by the Board of Trustees at the December 2004 meeting. The policy changes will be reflected in the 2005-06 College Catalog. The Council also approved a plan by the Diversity Committee to review programs and procedures that support the Diversity Works goal. Recommendations by the committee are expected later in 2005.
Completion of the Strategic Learning Plan (SLP) Refresh process, recognizing 35 completed action items in the SLP. A newly designed Precedence Diagram will facilitate the work of the remaining 24 action items.

Review and modification of processes in the Strategic Budget Initiative (SBI). The modifications will make proposals competitive on an annual basis and will target funding to large scale trial projects already proven effective on a smaller scale.
Initiation of a design for a Research and Development model to assist staff and faculty in locating internal and external funding for projects in the early stages of development.

The latest from Leadership Valencia

Diabetes - Hosted by representatives of Orlando Regional Medical Center, this workshop will cover various health related topics including the risk factors and prevention of diabetes. Join us on Thursday, May 19, 2:30 p.m. - 4:30 p.m., at East Campus, Room 3-113, registration code GDIA1.

Discovering Valencia: Visions, Values, History and Mission - Explore the history and vision of Valencia Community College. Join us for a fun session that will explore who's who and what's what at Valencia. Topics include Valencia's academic programs, services, facilities, image, and role in the community. Join us on Thursday, May 19, 1:00 p.m. - 5:00 p.m., at West Campus, Room 6-202, registration code GNE0519.

Banner Refresh: Reviewing General Student Information - Topics will include accessing a student's admissions information, general student, holds, test scores, academic status, and current enrollment/registration information. Note: Hands-on participation is limited to staff who have access privileges to query student information in the General Person, General Student, and Registration modules of Banner. Join us on Tuesday, May 24, 9:00 a.m. - 11:00 a.m., at East Campus, Room 5-213, registration code TRGSE.

To register for any Leadership Valencia workshop, mail a completed registration form to DTC-1, fax to ext. 3134, or register online at http://valenciacc.edu/leadership/regstr.asp. For additional information, please call Donna Dudash at ext. 3128.

Florida Retirement System Members Annual Statement

The Florida Retirement System (FRS) is in the process of preparing the 2005 FRS Member Annual Statement for all employees participating in the FRS Pension Plan. If you have had a change of address within the last year, please make sure to update this information with the Human Resources department. This will ensure timely delivery, of your FRS Member Annual Statement, to your home address. If you have any questions, please contact Barbara Luse, Human Resources, ext. 1045.

News from Procurement

Need money? Trying to stretch those dollars till year end? Run the Oracle VCC Encumbrance Detail Report to see if any money is left on your old PO's. We have seen anywhere from 0.01 to $1,000.00 left on PO's that were forgotten! Notify Procurement via our e-mail address: Valenciaprocurement@valenciacc.edu to close those PO's and un-encumber that money. All we need is the PO # and supplier name. That money will be returned to your budget and available for spending.

Valencia has a new Tax Exempt number, effective May 10. The new number is 85-8012739699C-1 and a copy of the certificate can be found at http://valenciacc.edu/procurement/vendor.asp.

Suppliers are set up in our Oracle database based on their reporting name to the IRS. The name on the required W-9 form is the name we use in Oracle. Some suppliers are difficult to find because of this. An example is Red Lobster. We all know that Red Lobster is a Darden Restaurant. However, the name of the corporation is GMRI Inc. All Darden restaurants are listed under GMRI Inc with a unique site for the individual restaurants and addresses.

Any questions regarding our supplier database should be directed to Aida Gonzalez at x5537.

News from Marketing and Media Relations Department

Reprint deadline extended: The deadline for submitting reprints of existing print projects (projects with no changes) that must be delivered before June 30, 2004 has been extended from May 14 to June 1, 2004. Projects will be reviewed when submitted and a determination will be made if there is enough time for bid solicitation, production and delivery by June 30. We will notify you immediately if there is a problem meeting delivery.

New projects requiring design consultation: Now is the time to begin planning your design and print requests for the coming fiscal year. Work requests are now being accepted for projects that deliver after July 1. Visit http://valenciacc.edu/printingservices, or use the link through Valencia Forms online to download the creative services request form and submit it to MC 4-19.

Kudos

The West Campus Science Department has selected Valencia student Nerissa J. Alday as the 2005 recipient of the Chemistry Achievement Award. The award, for excellence in freshman chemistry courses, consists of a 2005 CRC Handbook of Chemistry and Physics.

Dr. Jennifer Taylor, Professor of Humanities, East Campus, was awarded Professor of the Semester by Phi Theta Kappa.

Nicole Boucher Spottke and Nicole Valentino, Professors of Communications, West Campus, presented a paper entitled "Embracing Elizabeth Madox Roberts in a Community College: Teaching 'On the Mountainside' Through Reader Response Theory." The work was presented at the 7th Annual Elizabeth Madox Roberts Society Conference on April 25, 2005 in Springfield, Kentucky.

A chapter written by Dr. Ron Keiper, Dean of Science, West Campus, entitled "Behavioral Ecology of Feral Horses," is included in The Domestic Horse, a book published in 2005 by Cambridge University Press. The publication of this chapter stretches Dr. Keiper's record of more than 50 publications over five decades, from the 1960s into the 2000s.

Hats off to Lana Powell, Professor of Business, West Campus, and her Introduction to Business classes, which were recently featured in Orlando Business Journal. The students were assigned a semester-long project of starting their own business with just $20 in startup capital. Business plans and marketing strategies were also part of the assignment. At the end of the semester, the 100 participating students revealed the results of their work. All but one posted a profit, and in an extraordinary display of entrepreneurial success, one student made more than $17,000 from his project! Check out the April 29-May 5 edition of the Orlando Business Journal to learn more.

Thank you.

To my Valencia family and friends for the cards, food, hugs, words of comfort, and donations to Hospice given to me and my family on behalf of my father Joseph J. Barton who died on April 11. During the past 8 months, he was diagnosed with Alzheimer's and lost the ability to walk. He now is robust, happy, and mentally acute in God's home and back with his many family members and friends. Your kind support has helped us all deal with our sorrow.
                                                    - Donna L. Harrison

Year End Closing Guidelines

The 2004-05 fiscal year is nearing its close, and we would like to assist you in making all appropriate charges and encumbrances to the accounts in your budget. Planning is essential -- in order to provide an orderly close out of the college's accounting records, by June 30, 2005, it is important that we meet the following guidelines:

Cash Receipts: All funds (monies) received that are to be credited to the 2004-05 fiscal year must be receipted by the Business Office by the end of business Thursday, June 30, 2005.

General Requisitions: Only goods and services received by June 30, 2005 and invoices received in Accounts Payable by July 8th, will be charged to your 2004-05 budget. Any items received after June 30th, or invoices received in Accounts Payable after July 8th, will be charged to the new fiscal year budget. Therefore, the timing of when you create your general requisitions is very important. This year we will not establish a specific cut-off date, but to provide sufficient time for goods and services to be received and invoiced by June 30, we do suggest that requisitions be input in Oracle by Monday, May 30. This is especially critical for grants with a June 30 closing date. Please address related questions to Pedro Rivera at ext. 3350.

Input of general requisitions for fiscal year 2005-06 purchases may begin Friday, July 1, 2005.

Outstanding PO's: In order to perform some internal maintenance on the Purchasing Module in Oracle, we will cancel all General Operating-Fund 1 and Restricted-Fund 2 purchase orders as of June 30, 2005. This will actually occur after the cut off of the invoice process against the old year on or about July 8th.

Procurement will re-encumber on a "new" purchase order any items previously encumbered in a 700000 general ledger code and notify the departments of those new numbers. We will carry forward the funds associated with those 700000 encumbrances to the new fiscal period. Invoices for materials for 600000 general ledger code items received on or after July 1, 2005 should be forwarded to Accounts Payable on a General Requisition indicating the prior purchase order number that was canceled, such as: "Ordered on P.O. # 343434 canceled as of June 30, 2005." These items will be charged to the new budget year. We would suggest that departments run the VCC Encumbrance Detail Report for your department and analyze all PO's showing a balance, especially those thirty days or older, to determine their status and cancel any outstanding items not needed. Contact the Procurement Office at ext.5532 should you have any questions in reference to General Operating Fund 1 purchase orders and Sherri Dixon at ext. 3306 for Grant-related purchase orders.

Vendor Invoices: Invoices must be received in Accounts Payable (mail code DTC-3) by Friday, July 8, 2005 for old year obligations to be charged to the 2004-05 budget year. *Please forward invoices immediately to Accounts Payable for processing.

Petty Cash: The last day for reimbursement from the Business Office is Friday, June 24, 2005. Reimburse-ments will be limited to $75 per receipt. Petty Cash processing for 2005-06 will resume Friday, July 1.

College Bookstore: The Bookstore will remain open to accommodate the Summer Registration schedule. Bookstore orders received by June 30, 2005 will be charged to the 2004-05 fiscal period. All outstanding orders will be closed and/or charged to the 2005-06 fiscal period.

Travel Reimbursement: Requests for travel reimbursement must be received in Accounts Payable (mail code DTC-3) by Friday, June 24, 2005. Requests received after this date will be charged to the 2005-06 fiscal year budgets. Travel occurring June 27 through June 30 will be handled on an exception-only basis.

Personnel Pay Forms: Time sheets for part-time hourly and student employees for hours worked the period of June 26th through June 30th are due in Payroll Services no later than Friday, July 1, 2005. Time sheets received after this date will be charged to the 2005-06 fiscal year budgets.

Procurement Cards: Procurement card encumbrances will close as of June 30, 2005. Prior to July 6th, all transactions posted by Master Card will be charged to the applicable fiscal period based on the transaction date posted in the system. Any transaction posted to MasterCard on or after July 6th will be expensed to the 2005-06 fiscal year budgets. Please review your new budgets and initiate a new encumbrance for Procurement Card purchases. Contact the Procurement Office at ext.1974 with any questions.

VALENCIA COMMUNITY COLLEGE
DISTRICT BOARD OF TRUSTEES
Orlando, Florida

Regular Meeting Room 8-101, East Campus
701 Econlockhatchee Trail, Orlando
May 17, 2005 - 8:30 a.m.

AGENDA

THIS MEETING IS OPEN TO THE PUBLIC
 

Call to Order -- Board Chairman

Invocation - Dr. Stanley H. Stone, Vice President of Human Resources and Diversity

Pledge of Allegiance to the Flag

Recognition: Louise Pitts, Interim Vice President for Academic Affairs & Chief Learning Officer

I. Approval of Minutes - April 14, 2005, Budget Workshop Meeting and April 19, 2005, Regular Meeting

II. Reports
A. East Campus (Dr. Anthony Beninati, Interim Provost East Campus )
B. Civic Leadership Internship Program (Jared Hess, Student)
C. East Student Government Association Report (Anthony Jensen, East SGA President)
D. Quarterly Report (Keith Houck, Vice President Administrative Services)
E. MasterLink (Helene Loiselle, Assistant Vice President for Facilities)
F. Construction (Ms. Loiselle)
G. Internal Auditors Report (Undria Stalling, Board Internal Auditor)
H. Faculty Association Report (Chris Borglum, President, Collegewide Faculty Association)
I. Valencia Foundation Report (Larry Slocum, Vice Chairman, DBOT)
J. President's Report (Dr. Sanford Shugart)

III. New Business
A. Student Fees
B. Memorandum of Understanding Winter Park
C. Letter of Intent Ford Property
D. Change Order No. 2, Criminal Justice Institute (CJI), East Campus
E. Expenditure of SPD Funds for Out-of-the-Contiguous-U.S. Travel
F. Additions, Deletions or Modifications of Courses and Programs
G. Valencia Institute Courses and Fees
H. Senior Management Service Class (Florida Retirement System)
I. Human Resources Agenda
J. Submission of Grant Proposals
K. Property Deletion

Submissions to the Bulletin are encouraged, so please e-mail your achievements, awards, recognitions, and relevant information for the college community to Mary Jane Jones, Staff Assistant in Marketing and Media Relations. Deadline for submission is 5 p.m. on the Tuesday preceding each Friday's distribution. Mary Jane can be reached at ext.1017, mc 4-34 or mjjones@valenciacc.edu.