Vol. XXXIV, No. 23

June 20, 2005

This Week at Valencia.

Monday, June 20:

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

Tuesday, June 21:

District Board of Trustees, 8:30 a.m., DTC

Friday, June 24:
Student Affairs Professional Development Day, 8 a.m., TBA

Symbiosis: Works on Paper by Rachael Simmons, Anita S. Wooten Gallery, East Campus runs through August 5

The latest from Leadership Valencia

Zoonotic Diseases - This workshop is designed to discuss diseases connected with rabies, mad cow, anthrax, and toxoplasmosis. Information provided on pet vaccines discussing which ones are recommended and why. Tuesday, June 21, 2:30-4:30 p.m., East Campus, Room 5-112, registration code GZOO1, OR Tuesday, June 28, 2:30-4:30 p.m., West Campus, Room 9-123, registration code GZOO2.

Banner Refresh: Reviewing Student Academic History - Topics will include reviewing course history, grade change information, transcript events and student degree/graduation status. Note: Hands-on participation is limited to staff who have access privileges to query student Academic History module of Banner. Tuesday, June 21, 1-3 p.m., West Campus, SSB-142, registration code: TRSAHW.

Maximizing PowerPoint for Teaching-Take your presentations to the next level with this quick session covering the following topics: taking your show on the road, incorporating flash, video and other multimedia elements, timing multiple animations, customizing your background design and making your presentation accessible to your students in different formats. A working knowledge of PowerPoint is required for this workshop. Wednesday, June 29, 5-6:30 p.m., Osceola Campus, Building 2, Room 116, registration code TMPPT OR Thursday, June 30, 5-6:30 p.m., West Campus, Room 6-327B, registration code TMPPT2 OR Friday, July 1, 9-11 a.m., West Campus, Room 6-220, registration code TMPPT3.

Health Issues and Nutrition - This workshop will be led by representatives of Orlando Regional Medical Center. Presenters will discuss various health issues and the importance of of nutrition to maintain a healthy lifestyle. Thursday, July 7, 2:30-4:30 p.m., East Campus, Room 3-113, registration code: GHEALTH1.

Achieving Your Leadership Potential - Prior to this workshop, participants will complete the Achieving Your Leadership Potential: The Handbook for Learning Leaders, Book One. This book, in conjunction with other interactive activities, will introduce participants to the development process, helping to determine motivation and agility for learning. Topics covered include the Learning Leader, Diagnose and Select, Targeting Development, Your Personal Business Case, and Execution: Bridging the Knowing-Doing Gap. Friday, July 8, 8:30 a.m.-12 noon, Sand Lake Center, registration code MALP.

Introduction to iLife '05 - For Mac Users ONLY: Come learn how to iLife '05. With this software you will be able to import, organize, and edit RAW photos and stun people with fully customizable slideshows, movies and DVDs. No previous experience with movie editing required. Friday, July 8, 9-11:00 a.m., West Campus, Room 6-101, registration code TIIL.

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.

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; we understand that all processes cannot stop due to end of the fiscal year, but some cut-off dates are required and must be enforced due to Florida Department of Education (DOE) requirements and audit guidelines. 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. Submit completed budget amendment forms to the Budget Office (mail code DTC-3). Please address related questions to Pedro Rivera at extension 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 extension 5532 should you have any questions in reference to General Operating Fund 1 purchase orders and Sherri Dixon at extension 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 to request reimbursement from the Business Office is Friday, June 24, 2005. Please do not accumulate numerous Petty Cash transactions, as reimbursements will be limited to $75 per receipt. Petty Cash processing for 2005-06 will resume Friday, July 1; please plan accordingly.

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 27th through June 30th 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, regardless of the transaction date. Please review your new budgets and initiate a new encumbrance for Procurement Card purchases. Contact the Procurement Office at extension 1974 should you have any questions.

News from Procurement

Beware of solicitors calling you regarding your copier toner needs. This is a scam and the college will be billed an over inflated price for the goods. Our current copier companies DO NOT call employees. Orders are placed when needed, and the company supply/service phone number is found on the unit. In many cases, the toner cartridge is included in our service agreement. All invoices for supplies or service should be sent to Procurement at MC 4-42. College Policy 6Hx28:04-04 states that Agents, sales persons, and solicitors are NOT permitted on campus to distribute literature, solicit funds, or sell to faculty, staff, students, or campus organizations without specific approval by the president or an authorized designee. If you have an un-welcomed sales person show up, please direct them to the Procurement Office located on the West Campus, Bldg 14 or have them call 407-582-5532 to make an appointment.

Need a new Valencia name tag? Loose another one again? Ordering is easy! Go to our web-page located at: www.valenciacc.edu/procurement/facultystaff.asp under Name Tags and fill out the necessary fields. We will create the PO, notify the supplier and your new name tag will be delivered to you in 3-5 business days. The cost is $6.50 each and includes shipping.

News from the College Executive Council

The 2004-2005 academic year is the fourth of the college's journey in collaborative college governance. As the end of the fiscal year approaches, each of the governing councils highlights accomplishments in an annual report. Accomplishments of the College Executive Council include:

. Approval of future Academic Calendars for 2006 through 2010. The calendars are established on a perpetual model, and also coordinate with Orange County Public Schools as much as possible. One significant change involves College Nights being held on East campus on Tuesday evening, and on West Campus on Thursday evening. This prevents Nursing Program students from missing a day of clinicals.

. Recommendation for approval of a contract proposal with FACTS to provide a deferred tuition payment plan to Valencia students. When implemented, students will be able to apply for the loan through Atlas, with a link to FACTS.

. Reviewing the SAS Reporting and Data Warehouse Project. This large-scale project will enable retrieval of current data college-wide, compiling data from Atlas/Banner, Continuity 2000, LifeMap, and Oracle. The SAS data warehouse will allow the College to perform heavy analytical reporting, including special data projects such as precision scheduling. SAS, a leader in higher education data management, has a proven track record of working with learning-focused institutions.

Hello and Goodbye

A fond farewell and best wishes are extended to Bill Castellano, Stanley Melnick, Roberta Vandermast & Penny Villegas who are retiring on 6/21/05 and Susie Andrew, Emilia Arias, Lynda Waters & Ruth Webb who are retiring on 6/30/05.

VALENCIA COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES MEETING AGENDA

Regular Meeting Room 103, Downtown Center

June 21, 2005 - 8:30 a.m. 190 S. Orange Avenue, Orlando, Florida

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:

I. Approval of Minutes - May 17, 2005, Regular Meeting

II. Reports
A. Strategic Indicators
B. Minority Participation Report (Keith Houck, Vice President Administrative Services)
C. Administrative Services including Petty Cash Procedure (Mr. Houck)
D. Construction (Ms. Loiselle)
E. Internal Auditors Report (Undria Stalling, Board Internal Auditor)
F. Faculty Association Report (Amy Bosley, President, Collegewide Faculty Association)
1. Faculty Compensation Plan
2. Other Materials
G. Valencia Foundation Report (Larry Slocum, Vice Chairman, DBOT)
H. President's Report (Dr. Sanford Shugart)

III. New Business
A. Annual Operating Budget, Salary Plan, and Unexpended Plant Budget - FY 2005-2006
B. Special Fees 2005-2006
C. Resolution of Authority: Personnel Contract Forms
D. Resolution for Disposal of Land and Building, Commonly Known as the Professional Development Center (PDC)
E. Delinquent Account Write-Off
F. Travel by Authorized Personnel
G. College Property Control
H. College Calendars for 2006-07, 2007-08, 2008-09, 2009-10
I. Downtown Center Lease
J. Osceola Campus Land Lease
K. Safety and Security Plan Implementation
L. Resolution Certifying the Valencia Community College Foundation as a Direct Support Org.
M. 2004-2005 Annual Fire Safety, Casualty Safety, and Sanitation Inspection
N. Florida Equity Act Update
O. Valencia Institute Courses and Fees
P. Senior Management Service Class (Florida Retirement System)
Q Human Resources Agenda
R. Submission of Grant Proposals
S. 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