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PERSONNEL COMMISSION

MINUTES

Regular Meeting, Wednesday, April 20, 2011 at 12:00 pm

Board Room, Business Building Rm. 117, 1900 Pico Blvd., Santa Monica, CA 90405

Distribution List for Personnel Commission Announcements, Agendas and Minutes

DEPARTMENTS PLEASE POST 3400 Airport/SBDC: M. King AET: R. Watts Admissions & Records: K. Elliott African American Center: Airport: J. Portal-Purdy Athletics: K. Stallings Auxiliary Services: O. Meza Bookstore: D. Dever Bundy: B. Redd-Walker Business Department: E. Tesdahl Campus Police Office: J. Jones Counseling Office: L. Gugliemo Custodian Time Clock: R. Ybarra Disabled Students Center: M. Weil Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales EOP&S: J. Goolsby ESL Office: P. Nemeth Events Office: J. Bice Faculty Association: M. Moassessi Financial Aid Office: T. Thomas Health Sciences: I. Danzey Health Office: D. Jensen Human Resources: L. Heyman Info. Mgmnt Syst.: D. Kasch International Students Ctr.: A. Jara Career Services: L. Moss KCRW: C. Gee Letters & Science: J. Dinkins HSS: R. Stewart Library: M. Martin Maint./Facilities Time Clock: C. Rogers Math Village: F. Manion Media Center: L. Nakamura Modern Language: J. Laurie Music/Madison: M. Windish Payroll: I. Fraser Science: I. Cardwell School Relations Outreach: B. Simmons Student Life: A. Trejo Superintendent/Pres. Office: L. Caldwell Theater Arts: J. Louff W& ED/Bundy: T. Ramos

ADMINISTRATORS and MANAGERS Acad. Comp.: J. John Emeritus: R. Furuyama Facilities: JC Keurjian HR: S. Lee-Lewis Info Mgmt: J. Chong Int. Ed. Ctr: D. Kinsella Maint.: J. Gehring Mktg.: D. Girard Operations.: J. Peterson Pico Partner: D. Goode Receiving: R. Jauregui

PRESIDENT/SUPERINTENDENT and VICE PRESIDENTS Superintendent/President: C. Tsang Exec. VP: R. Lawson VP Academic Affairs: J. Shimizu VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: M. Wade VP Student Affairs: M. Tuitasi PUBLIC POSTING LOCATIONS 2714 Pico: exterior display box Library for Public Posting (1) Library for Archives (2) Mailroom SMC Personnel Commission Office SMC Human Resources Staff Lounge EMPLOYEE ORGANIZATIONS CSEA Labor Rep.: T. Burdick(Email) CSEA Chapter Pres.: B. Rosenloecher CSEA Chapter 1

st V.P.: F. Zimmerman

CSEA Chief Job Steward: CSEA Correspndng. Sec’y: V. Cook CSEA Recording: Sec’y: C. Lemke SMC POA Pres: – Officer Champagne Mgmnt Assoc. VP: J. Neveau SMC BOARD OF TRUSTEES and PERSONNEL COMMISSION Board of Trustees (9)

(Minutes only) Personnel Commission Staff (6) IF YOU NEED AN ACCOMMODATION Written requests for disability-related modifications or accommodations that are needed in order to participate in the Commission meeting are to be directed to the Personnel Commission Office as soon in advance of the meeting as possible

Rev. 12/10

Santa Monica College Personnel Commission Minutes of Regular Meeting April 20, 2011

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PUBLIC PARTICIPATION

ADDRESSING THE PERSONNEL COMMISSION Members of the public may address the Personnel Commission by oral presentation concerning any subject that lies within the jurisdiction of the Personnel Commission provided the requirements and procedures herein set forth are observed: 1. Individuals wishing to speak to the Commission at the Personnel Commission meeting during Public

Comments or regarding an item(s) on the agenda must complete an information card with their name, name of organization (if applicable) and the topic or item on which the comment is to be made.

Five minutes is allotted to each speaker per topic. If there are more than four speakers on any topic or item, the Commission reserves the option of limiting the time for each speaker. A speaker’s time may not be transferred to another speaker.

Each speaker is limited to one presentation per specific agenda item before the Commission, and to one presentation per Commission meeting on non-agenda items. General Public Comments

The card to speak during Public Comments must be submitted to the recording secretary at the meeting before the Commission reaches the Public Comments section in the Agenda.

Five minutes is allotted to each speaker per topic for general public comments. The speaker must adhere to the topic. Individuals wishing to speak during the Public Comments will be called upon during Public Comments.

Agenda Items

The card to speak during Agenda Items must be submitted to the recording secretary at the meeting before the Commission reaches that specific item in the agenda.

Five minutes is allotted to each speaker per Agenda Item. The speaker must adhere to the topic. Individuals wishing to speak on a specific Agenda Item will be called upon at the time that the Commission reaches that item in the Agenda.

Exceptions: This time allotment does not apply to individuals who address the Personnel Commission at the invitation or request of the Commission or the Director of Classified Personnel.

2. Any person who disrupts, disturbs, or otherwise impedes the orderly conduct of any meeting of the Personnel Commission by uttering loud, threatening, or abusive language or engaging in disorderly conduct, shall, at the discretion of the presiding officer or majority of the Personnel Commission, be requested to be orderly and silent and/or removed from the meeting.

No action may be taken on items of business not appearing on the agenda. Reference: Merit Rule 2.2.8 Government Code sections 54954.2, 54954.3, 54957.9


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PERSONNEL COMMISSION REGULAR MEETING MINUTES

Wednesday, April 20, 2011 at 12:00 pm Board Room, Business Building, Rm. 117, 1900 Pico Blvd., Santa Monica, CA 90405

Any disclosable public records related to an open session item on the agenda and distributed to the Personnel Commissioners less than 72 hours prior to the meeting are available for public inspection in the Personnel Commission Office, 2714 Pico Blvd, Santa Monica, during normal business hours.

Any individual or group may address the Personnel Commission during the Comments—Public Forum segment of the meeting regarding any item that is within the Commission’s subject matter jurisdiction. However, the Commission will not take action on any item that is not on this agenda.

Any individual may appear at the Commission meeting to respectfully testify in support of or opposition to any item being presented to the Commissioners for consideration. Individuals wishing to address items to the Commissioners should complete a Request to Address the Personnel Commission card (green form) prior to the start of the meeting.

PUBLIC SESSION: 12:00 pm

I. ORGANIZATIONAL FUNCTIONS A. Call to Order 12:00 pm

B. Roll Call

Commissioner Present Absent

Commissioner Metoyer, Chair X

Commissioner Abbott, Vice-Chair X

Commissioner Greenstein X

Commissioner Jansen * X

Commissioner Press X

*Commissioner Jansen arrived at 12:05 p.m.

C. Approval of Minutes Regular Meeting – March 16, 2011 Motion made by: Commissioner Press Seconded by: Commissioner Greenstein Ayes: 3 Nays: 0 Abstain: 0

II. REPORT - DIRECTOR OF CLASSIFIED PERSONNEL Director MacDonald reported that she has received a request from the District to provide seniority lists for all classifications and staff is working on preparing them with information provided by MIS. She noted that she still needs to bring a seniority report to the Personnel Commission, but is waiting for some final resolution between the District and the Union regarding how they want to handle some items related to seniority. She informed the Personnel Commission that the project itself will take a substantial amount of staff time. The Director also introduced and welcomed the new Personnel Analyst, Mr. Michael Cool.

III. COMMENTS AND INFORMATIONAL REPORTS

A. Recognition of Employee Longevity: APRIL 2011

* = Present to receive recognition

5 Years Damon Mcleod, Student Services Specialist – Financial Aid, Financial Aid


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10 Years Michael Newport, KCRW Radio Station Operations Manager, KCRW Bernard Saffren, Skilled Maintenance Worker, Maintenance * Mr. Saffren’s supervisor, Bruce Wyban, congratulated Mr. Saffren and spoke about his value as an employee and thanked him for his service.

Kyle Smith, Events Technician, Campus Events * Linda Sullivan, Mr. Smith’s supervisor, congratulated him for many years of valued service.

15 Years Peter Smith, Music Equipment Assistant, Music

25 Years Albert DeSalles, Media & Reprographics Services Manager, Media Center * Mr. DeSalles’ supervisor, Erica LeBlanc, congratulated and thanked Mr. DeSalles for his many years of service. 30 Years Ronald B. Marable, Community College Police Officer, Campus Police *

Chief Vasquez, representing the campus police department, congratulated and thanked Officer Marable for his 30 years of service.

B. Comments from District Personnel Officer – Marcia Wade

Ms. Wade congratulated the employees who were recognized for their many years of service to the College. She also stated that she wanted to publicly acknowledge Director MacDonald for submitting a budget that complied with the request to reduce her departmental budget by 15 percent.

C. Comments from CSEA Chapter 36 Representative – No Comment

D. Comments from Management Association Vice – President – No Comment

E. Comments from Personnel Commission Staff – No Comment

F. Public Comments (non-actionable comments from those in attendance) – No Comment

G. Comments by Personnel Commissioners

IV. AGENDA REPORTS

# ITEM Page

1 Merit Rule Advisory Committee Member Appointment 6

2 Personnel Commission Budget 2011-2012 12

3 Personnel Commission Staff Action – Ratification of Appointment of Personnel Analyst 15

4 Personnel Commission Office Staffing 16

5 Position Audit and Recommendation for Reclassification – Marilyn Simons: Administrative Assistant II to Senior Student Services Specialist – Distance Education

17

6 Approval of Provisional Appointment to Working Out of Class Assignment 24

7 Approval of Examination Schedule

Community College Police Officer

Community College Police Sergeant

Student Services Assistant

26

8 Ratification of Eligibility Lists 27


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Custodial Operations Supervisor

Human Resources Specialist

Library Assistant

Personnel Analyst

Student Services Specialist—Veterans’ Programs

9 Notification Of Charges And Request For Appeal – Employee Discipline 28

10 Ratification of Limited Term Assignments 29

11 Advisory Item: Appointments to Limited Term Positions 30

12 Advisory Item: Appointments to Provisional Assignments 31

13 Recruitment and Examination Status Report 32

V. PUBLIC COMMENTS TO CLOSED SESSION ITEMS (No Closed Session) VI. ADJOURN AT 1:16 PM Next regular scheduled meeting: May 18, 2011 at 12:00 pm.


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AGENDA REPORT NO. 1

SUBJECT: MERIT RULE ADVISORY COMMITTEE MEMBER APPOINTMENT DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BACKGROUND On March 16, 2011, the Personnel Commission voted to establish a Merit Rules Advisory Committee. Since the Merit Rules Advisory Committee was established by the Personnel Commission, all meetings will be subject to the Brown Act. The Committee will consist of the following members:

o A Personnel Commissioner o The Director of Classified Personnel o 3 Classified Employees to be appointed by CSEA, Chapter 36 as follows:

1 member from the Operations and Support Unit 1 member from the Office, Technical and Business Unit and 1 member from the Instructional Assistant & Paraprofessional Unit

o 1 Police Officer to be appointed by the SMC Police Officer Association

o 1 Classified Manager or Classified Confidential Employee to be appointed by the Management

Association

o 1 Classified Employee to be appointed by the Personnel Commission as a Member-at-Large

Letters have been sent to CSEA, SMCPOA and the Management Association requesting each to provide the Director of Classified Personnel the name(s) of their appointee(s) by May 6, 2011. The Commissioners need to determine how they would like to appoint their Member-at-Large. It is suggested that the Commission accept applications from April 21 – May 5, 2011 via our online application system and appoint one or two Commissioners to review the applications, interview the prospective members and make a recommendation to the Commission. The Commission would then formally appoint their Member-at-Large at the May 18, 2011, Personnel Commission meeting. A proposed bulletin and supplemental questions are attached for the Commission’s review. RECOMMENDATION It is recommended that the Commission approve the bulletin and supplemental questions for the Member-at-Large. It is recommended that the Commission appoint one or two members to review and interview the applicants for the Member-at-Large Merit Rules Advisory Committee.


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DISPOSITION BY THE COMMISSION Amendments/Comments

It was moved and seconded that Agenda Report No. 1 be approved with the following amendments: In the draft bulletin, under the heading of DESCRIPTION, paragraph beginning ―The Committee will

meet periodically,..‖, the first sentence shall be amended to read: ―The Committee will meet periodically.‖ The phrase ―in the afternoons and/or early evening‖ will be deleted.

In the same paragraph under DESCRIPTION, delete sentence #3 and replace it with the following:

―The District will treat the committee as a normal District committee if it meets during normal work time and days.‖

In the draft bulletin, under the heading MINIMUM QUALIFICATIONS: insert the word ―retired‖ after

the word probationary and before ―Classified.‖ The sentence would then read: ―Must be a permanent, probationary, or retired Classified Employee.‖

MOTION MADE BY: Commissioner Jansen SECONDED BY: Commissioner Green AYES: 4 NAYS: 0 ABSTENTIONS: 0 There was no vote on the second recommendation.

PUBLIC COMMENTS:

Connie Lemke, CSEA Chapter 36, noted that she had been asked to send emails asking for volunteers, but no one will stay after hours without compensation. She also noted concern about the following: (1) being asked to possibly stay after hours to do the District’s work with no pay, (2) that there is no provision for alternates, (3) the union is expected to name their designee before the commission names theirs, (4) the need for more information since this is a two-year commitment. Bernie Rosenloecher, CSEA president, expressed concern that project scope has gone from minor changes and Education Code updates to a two-year commitment to a cover-to-cover scrub. He still suggested starting with specific examples of where in the Education Code the Merit Rules are not in compliance to get more buy-in. He noted that there is a problem with the two-year commitment because CSEA rules state that committee assignments run for one year (through the end of the year). He also spoke to the need for looking at the issue of alternates to cover the possibilities, including illness, retirement, promotion. He also questioned the paragraph in the application that talked about meetings possibly after regular working hours with no other compensation provided and stated that it would be better to stay with status quo if the process gets so cumbersome we can’t get volunteers. He also suggested that a possible solution to engaging volunteers would be to include active retiree members in the outreach. Tamara Thomas stated her agreement with the first two speakers, noting that her main concern was that the Merit System was developed in the spirit of fairness and the idea to ask for volunteers to work after working a full day is unfair. Pam Nieman also stated her agreement with the first two speakers, stating that it was ―screamingly ugly that we even have to bring these concerns‖ to the Personnel Commission.


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Chair Joe Metoyer noted that fairness is paramount and that it is reasonable to consider the issues of alternates and who makes appointment(s) first. Bob Myers, District Counsel, stated that the District is prepared to treat this committee like other District committees, noting that the District is not prepared to pay overtime for employees to meet in the evening, although if the meeting is held during they day, like other committees, they will be paid just like other committees. It is more problematic if the committee meets outside the structure of the college norm. He also stated that employees should not be required to use their own time for District committee work. He further noted that the Personnel Commission is technically outside the District structure of Shared Governance and could do the review itself and present recommendations at a hearing—by Education Code it has the statutory authority to do that without forming a committee. However, it is the desire of the Personnel Commission to have more input and establishing a committee is within the jurisdiction of the Commission. Ultimately the amount of participation will be determined by when the meetings are held. Director MacDonald noted that it was always her intent that this project be an update and much more simple, not a major overhaul of the rules with all the complexity that has come up in these discussions.


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AGENDA REPORT NO. 2

SUBJECT: PERSONNEL COMMISSION BUDGET 2011-2012 DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel PRESENTATION OF THE INITIAL PERSONNEL COMMISSION BUDGET FOR FISCAL YEAR 2011-2012. FIRST READING. (Note: No formal action will be taken at this meeting.) The attached proposed budget for the operation of the Personnel Commission Office for fiscal year 2011-12 is submitted to the Personnel Commission for review and discussion by the Director of Classified Personnel. In accordance with Merit Rule 2.4.1 (A) The Personnel Director shall prepare and submit to the Commission a proposed operating budget for the Commission for the next ensuing fiscal year. The budget shall be submitted not later than the appropriate Commission meeting in April.


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April 20, 2011 To: The Personnel Commission of Santa Monica College

Dr. Joseph Metoyer, Chair

Ms. Joy Abbott, Vice Chair

Ms. Barbara Greenstein

Ms. Deborah Jansen

Ms. Dolores Press

From: Dori MacDonald, Director of Classified Personnel Subject: FY 2011-12 Personnel Commission Budget I hereby submit a proposed budget for the operation of the Personnel Commission Office for FY 2011-12, pursuant to Santa Monica College Personnel Commission Rule 2.4.1. The attached Personnel Commission budget for 2011-12 reflects a $13,528 decrease in total expenses. The District has requested all departments to reduce supplies, operating expenses and equipment costs by 15%. For the Commission that means a reduction of $13,528 in non-labor expenses. I’m proposing that the majority of the decrease ($10,000) come from our advertising since we do not anticipate recruiting for as many positions as we have in the past couple of years. On February 1, 2011, the District instituted a hiring freeze due to the unprecedented problems with the State’s budget and the uncertainty of the amount of funding colleges will receive due to the State’s economic condition. The other decreases are as follows: $2,278 Legal $1,000 Equipment $ 250 Periodicals Campus Counsel is able to assist us with most issues and our appeal hearings continue to be limited. The remaining balance in the equipment account should be sufficient for any new or replacement equipment that is needed and I do not anticipate the need for any periodicals next year. For the 2011/12 budget, I am using the same figures for salary and benefits as were used for 2010/11. However, I anticipate salary and benefits savings as the Commission continues to help the District with its budget by not staffing one budgeted position. We have had some staff turnover, but the reduced costs of the new employees should offset any step increases or longevity increments of the current staff. Any funds the Commission does not utilize during the year are returned to the District’s general fund.


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AGENDA REPORT NO. 3

SUBJECT: PERSONNEL COMMISSION STAFF ACTION – RATIFICATION OF APPOINTMENT OF PERSONNEL ANALYST

DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel It is requested that the Personnel Commission ratify the appointment of Mr. Michael Cool, effective April 18, 2011, to fill the vacant Personnel Analyst position within the Commission Office. Mr. Cool competed in and was successful in the testing for Personnel Analyst. The top three ranks were interviewed on April 1, 2011 by the Commission Chair and Vice Chair and the Director of Classified Personnel. This position was posted on the transfer bulletin in compliance with article 6 of the contract. Merit Rule 2.3.1(A) Status of Commission Employees

A. The Personnel Director and other persons required to carry out the responsibilities of the Commission shall be appointed by and be responsible to the Personnel Commission. However, they shall be considered part of the classified service, and the rules, procedures, benefits, and burdens pertinent to the classified service of the Santa Monica Community College District shall apply to Commission employees.

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Commissioner Greenstein SECONDED BY: Commissioner Press AYES: 3 NAYS: 0 ABSTENTIONS: 1 Commissioner Jansen


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AGENDA REPORT NO. 4

SUBJECT: PERSONNEL COMMISSION OFFICE STAFFING DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BACKGROUND On April 1, 2011, Lisa Jenkins, the Supervising Personnel Analyst resigned. Since her resignation was after the hiring freeze the Commission Chair sent a request to the Senior Staff Task Force requesting approval to fill this position and stated that the Commission would be willing to defer or eliminate one of the two vacant Personnel Analyst positions. The Senior Staff Task Force did not approve the request as the District is trying to reduce its management team through attrition and asked the Commission to fill the two Personnel Analyst positions and defer the Supervising Personnel Analyst. RECOMMENDATION It is recommended that the Personnel Commission discuss the issue and determine if they would like to fill both Personnel Analyst positions or ask the District to reconsider.

DISPOSITION BY THE COMMISSION Amendments/Comments In was moved and seconded that Agenda Report No. 4 be tabled and brought back at a Special Meeting of the Personnel Commission to be called for a date prior to their next regularly scheduled meeting so all Commissioners can be present. MOTION MADE BY: Commissioner Press SECONDED BY: Commissioner Jansen AYES: 4 NAYS: 0 ABSTENTIONS: 0


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AGENDA REPORT NO. 5

SUBJECT: POSITION AUDIT AND RECOMMEDATION FOR RECLASSIFICATION – MARILYN SIMONS: ADMINISTRATIVE ASSISTANT II TO SENIOR STUDENT SERVICES SPECIALIST – DISTANCE EDUCATION

DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: Lisa Jenkins, Supervising Personnel Analyst BACKGROUND A Position Description Questionnaire (PDQ) was submitted to the Personnel Commission Office by Marilyn Simons on May 30, 2008. At this time, Ms. Simons was requesting to be reclassified to a Senior Student Services Specialist. The position of Senior Student Services Specialist is distinguished from the Student Services Specialist classification by its responsibility for leading other employees. At the time, Ms. Simons was not responsible for leading other employees so it was explained that a reclassification to a Senior Student Services Specialist would not be appropriate. In October 2010, the Dean of Academic Affairs, Erica LeBlanc, and the Associate Dean of Online Services & Support, Julie Yarrish, requested a meeting with Personnel Commission staff to discuss the changes that have occurred within the position and once again requested a reclassification. The Director of Classified Personnel, Dori MacDonald, ordered a reclassification study to be conducted. The rules for the reclassification of positions are specified in Merit Rule 3.3 and Education Code 88104. METHODOLOGY Several interviews were conducted with the Associate Dean of Online Services & Support. Several personal Interviews and work observations with the incumbent were conducted and work samples were obtained. ANALYSIS In order for a reclassification to occur, there must be a gradual accretion or growth of duties and responsibilities that are more accurately defined by a different classification. The gradual accretion of duties must occur over two or more years of regular service. Ms. Simons has been an Administrative Assistant II in the Distance Education Department (formerly under the auspices of the Academy of Entertainment Technology) since 1998. As an Administrative Assistant II to the Associate Dean of Distance Education, Ms. Simons performed general secretarial and administrative support duties such as booking travel and appointments; preparing correspondence and maintaining calendars; preparing and submitting requisitions and tracking expenditures; and performing various support tasks. However, Ms. Simons’ role has grown within the context of the Distance Education program as a whole. In the 1999-2000 school year, enrollments in Distance Education numbered 665. By the 2002/03 school year, the enrollments had grown to 6,210, and increased to approximately 12,000 in the 2005/06 school year. Between the 2005/2006 and 2009/2010 school years, the total enrollments grew to 23,311 and accounted for approximately 12.5% of all District enrollments. As the program expanded and the department converted to a new Course Management (CMS) system, e-College, Ms. Simons became increasingly responsible for administering the CMS, interacting with faculty in order to ensure that their course content is appropriately uploaded, responding to student and faculty inquiries, maintaining records and producing reports related to


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department data and statistics, and other specialized duties. As the program grew, there was a need for more staff, and with the addition of a Student Services Specialist in February 2009, Ms. Simons took on the lead role in the operation of the office. Ms. Simons has gradually accreted the following duties that are beyond the scope of an Administrative Assistant II which constitute a significant change to the nature of her position:

1. Provides lead direction and training to the Student Services Specialist in the Distance Education Office.

a. Mr. Willis Barton was added to the staff of the Distance Education Department as a Student Services Specialist in February of 2009. Ms. Simons provided training on the overall operation of the Distance Education Office and specifically on e-College, the college’s Course Management System (CMS).

b. Questions of a more complex nature, including student inquiries, are routinely directed to Ms. Simons for resolution.

c. Ms. Simons is expected to provide ongoing problem resolution, training, and work direction to the Student Services Specialist in the office.

2. Provides daily assistance to the Associate Dean of Online Services & Support in regards to the general operation of the Distance Education Program.

a. Ms. Simons serves as the number two person in the department and assists with the overall operation and administration of the Distance Education program.

b. Ms. Simons routinely responds to inquiries and solves issues and problems coming from faculty, students, and other staff members.

c. The level and scope of knowledge that Ms. Simons needs to possess regarding the Distance Education program is in line with what is required of other Student Services Specialists or Senior Student Services Specialists.

d. Ms. Simons is responsible for all first-line contact with faculty members regarding establishing and updating their online sections and she serves as the first-line resolution of more complex problems brought by students.

3. Administers the Course Management System (CMS), e-College, and serves as the primary point person to resolve technical and operational errors within the system.

a. Ms. Simons works with e-College personnel, faculty members, the IT department and other college representatives on an ongoing basis to ensure the course management system is operational, contains accurate information, and is accessible to serve the needs of all students.

b. Ms. Simons serves as a liaison to the Admissions & Records Office regarding the integration of ISIS enrollment with enrollment in the CMS.

c. She ensures that all online course content is uploaded into the virtual classroom and available to students and faculty in a timely manner.

The job duties listed above that Ms. Simons now performs have accreted over a period of two or more years (and in many cases over a period of 8 – 10 years). Additionally, she is still responsible for some administrative support duties and spends approximately 15 – 20 % of her time on administrative support duties, such as preparing and tracking requisitions and preparing and submitting department payroll. A nominal amount of time is spent on duties related to providing direct administrative and secretarial support to the Associate Dean. For example, Ms. Simons does not prepare and edit correspondence on behalf of the Associate Dean on a regular basis nor is she responsible for maintaining the Associate Dean’s calendar, coordinating travel expenditures, etc.


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CONCLUSIONS The Administrative Assistant II classification is not appropriate for what is required of Ms. Simons’ position. Rather, the position and requirements are more appropriately classified within the Student Services job family. The concept of the Student Services Specialist classification is to perform complex and specialized clerical duties related to the preparation and implementation of Student Services programs. While both the Senior Specialist and Specialist classifications are intended to have prior work experience in their functional area in order to perform as a specialist in the area, the Senior Specialist is distinguished by responsibility for leading other classified employees. The scope and nature of Ms. Simons’ position is comparable to other Senior Specialists in the Student Services family. Specialized knowledge of the functional area is required, and the incumbent in the classification must apply their knowledge in order to respond to problems and issues that are outside of the norm. Aside from the Associate Dean of Online Services & Support, Ms. Simons is expected to be the most senior expert on Distance Education and CMS matters. She is expected to provide lead direction and training to the Student Services Specialist in the office and respond to questions or inquiries of a more complex nature. She operates in the context of long-range and short-range deadlines, but is given considerable discretion in how to plan and organize her work. She is given a great degree of independence and judgment in the performance of her regular job duties. In addition, she serves as the first line of contact for faculty members who are utilizing the CMS to form shells for online course offerings. These factors are characteristic of a Senior Student Services Specialist and constitute a growth of duties and responsibilities that are more accurately represented by a new classification. Because the Senior Student Services Specialists are department-specific, a new classification description has been written. RECOMMENDATIONS

1. It is recommended that a new classification for Senior Student Services Specialist – Distance Education be established, allocated to Range 32 on the Classified Staff Salary Schedule (same as the other Senior Student Services Specialists).

2. It is recommended that Marilyn Simons be reclassified to Senior Student Services Specialist – Distance

Education from Administrative Assistant II, effective May 1, 2011 (per Merit Rule 3.3.9 A.1).

DISPOSITION BY THE COMMISSION Amendments/Comments It was moved and seconded that Recommendations #1 and #2 be approved. MOTION MADE BY: Commissioner Press SECONDED BY: Commissioner Jansen AYES: 4 NAYS: 0 ABSTENTIONS: 0


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Santa Monica Community College District Personnel Commission

Senior Student Services Specialist – Distance Education

CONCEPT OF THE CLASS

The position in this classification provides assistance to the Associate Dean of Online Services & Support in the daily operation of the Distance Education program.

DISTINGUISHING CHARACTERISTICS

The Senior Student Services Specialist serves as a lead worker and monitors and directs the work of permanent and temporary staff in a student services department or program. Incumbents are specialists in their functional area and exercise a higher degree of responsibility and independent judgment. The Student Services Specialist class performs complex and specialized duties relating to the preparation and implementation of student services and programs. Incumbents are expected to be a specialist in their functional area and have prior work experience in the specific functional area. The Student Services Assistant class performs moderately difficult clerical duties in support of an assigned student services area. In large offices, incumbents may be responsible for the completion of a functional phase of clerical work necessary in the assigned student services area. The Student Services Clerk class provides a variety of general and routine clerical duties for student services departments and programs. Incumbents are generally assigned to the front counter and are the first point of contact for students in their respective student services area. These positions are distinguished from the Administrative Clerk classification in that positions assigned to the Student Services Clerk classification are required to obtain a breadth of knowledge in their respective department, necessary to assist students at the front counter.

ESSENTIAL DUTIES

Assists in the training and of all student services classified and temporary employees in the Distance Education office; leads and oversees the work of classified staff as assigned

Oversees the day-to-day use and operation of the e-College Course Management System, including the input and maintenance of online course content for all virtual classrooms

Serves as first line of contact for faculty members related to support on questions related to their course content and set-up of the online classroom

Acts as the liaison between the Distance Education Office and other campus departments, such as the Disabled Students Center and the Admissions and Records Office

Researches and resolves discrepancies and issues, particularly those of a more complex matter, within the Course Management System (CMS); works with the CMS support staff and the College MIS department to ensure that technology problems are resolved

Resolves and responds to the more complex student questions and inquiries

Disseminates and monitors adherence to District and departmental policies, procedures, and requirements.

Ensures accuracy of information contained in the CMS and reconciles information with information contained in ISIS


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Corrects data entry errors made by staff into the CMS

Answers inquires and provides information to students, faculty, staff, and the public on Federal, State, local and District laws, regulations, policies and procedures

Stays abreast of updated or new changes and upgrades to the CMS database and communicates changes to others

Mediates and resolves complex problems and issues presented by student services staff, other staff, students, counselors, faculty, and other members of the College community

Compiles and maintains detailed and accurate records, reports, and statistics related to the Distance Education program and prepares statistical data, charts, and information for District or other reports

Creates content and maintains page(s) on the college website regarding the program and its services

Performs general administrative duties, such as tracking and monitoring expenditures, preparing requisitions and work orders, typing correspondence, memos, and other material, ordering supplies and preparing and submitting department payroll Performs other related duties as requested or assigned Examples of essential duties are descriptive and not restrictive in nature and are generally listed in descending order of importance.

SUPERVISION

Supervision Received: Under general supervision, the employee receives assignments and is expected to carry them through to completion with substantial independence.

Supervision Exercised: The employee in this position serves as a lead worker, providing training and work direction to student services staff as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the Distance Education program rules, requirements, processes and practices

Knowledge of admissions and records rules, regulations, policies, and procedures to comply with state, federal, and local laws

Strong working knowledge of the Course Management System used to administer the online course offerings

Knowledge of District policies and the structure, organization, and function of various offices on campus in order to ensure smooth operation and assist students

Knowledge of the California Educational Code and Title V

Knowledge of the Family Educational Rights and Privacy Act (FERPA)

Knowledge of personal computer based software programs that support this level of work, including web-ISIS, and general word processing, spreadsheet, presentation graphics, and data management software

Knowledge of customer service practices

Ability to train and provide work direction to others, including training others in the specialized software specific to assigned area of responsibility

Ability to interpret, communicate, and apply laws, regulations, and District policies and procedures, particularly as they relate to assigned area of responsibility


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Ability to pay attention to detail and make accurate calculations and assessments when analyzing and correcting complex errors in student records

Ability to write reports, correspondence, and informational materials

Ability to organize and present data and statistics in a clear, logical, and accurate manner

Ability to organize, plan, and implement a variety of tasks simultaneously

Ability to maintain effective working relationships with students, staff, external contacts, and the general public

Ability to complete work with multiple interruptions and distractions

Ability to collaborate with staff in other student services areas

Ability to maintain confidential files

Ability to provide sensitivity and understanding of the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students and staff

MINIMUM QUALIFICATIONS

Education Requirement: Graduation from high school or evidence of equivalent educational proficiency plus an AA degree or 2 years of college level coursework or equivalent.

Experience Requirement: Five (5) years of experience performing progressively specialized and complex student service duties that includes experience working with specialized student services software. One (1) year providing direction to student or temporary staff is desirable. Experience working in a Distance Education department or program is desirable.

Education/Experience Equivalency: A Bachelor’s Degree may substitute for two (2) years of the required experience. Two (2) years of additional work experience may substitute for the education requirement.

Licensure and/or Certification: None

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Disclosure: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Normal Office Environment: While performing the duties of this job the employee is regularly required to sit, use hands to keyboard, type, or handle materials, and talk and/or hear. The employee is occasionally required to stand and walk. The employee is regularly required to lift, carry, push, or pull up to 25 pounds. While performing the duties of this job, the noise level in the work environment is usually quiet.


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CLASS DETAIL

Job Family: Student Services (Non Classroom)

FLSA Status: Non-exempt

Personnel Commission Approval Date: 04/20/11

Class History:

Revision Date(s):


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AGENDA REPORT NO. 6

SUBJECT: APPROVAL OF PROVISIONAL APPOINTMENT TO WORKING OUT OF CLASS

ASSIGNMENT DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel

It is recommended that the Personnel Commission approve the following provisional appointment to a working out of class assignment at 100%

Name Assignment Length of Assignment

Mark Kessler

Community College Police Sergeant

90 working days beginning 3/20/11

BACKGROUND The request for working out of class was received in the Personnel Commission Office on 03/16/11. Officer Kessler has worked for the College since 1987 as a Community College Police Officer. Two Community College Police Sergeants have recently retired and due to the hiring freeze approval for filling these positions has been delayed. Approval to fill one Sergeant position was received on April 6, 2011. To help alleviate the increased demands and overtime on the remaining two Sergeants the Police Department has requested that Officer Kessler temporarily work out of class as a Community College Police Sergeant. Acting Sergeant Kessler’s new responsibilities will include the following:

Supervision of Community College Police Officers, Community College Police Dispatchers and Community College Parking Enforcement Officers on his assigned shift.

Oversight and administration of the Police Cadet Program.

Approve police reports for assigned shifts and follow-up as necessary.

Coordination of training for California POST compliance issues.

Complete and monitor evidence, property and the inventory control. Officer Kessler has worked for the College since 1987 as a Community College Police Officer and holds an AA degree in Criminal Justice. He is qualified for this working out of class assignment.


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Merit Rule 7.2 – Provisional Appointment (Education code Sections 88106 – 88108)

7.2.1 (B -C) GENERAL PROVISIONS

B. An employee may receive one or more provisional appointments, which may accumulate to a total of 90 working days in a fiscal year, after which a 90-calendar-day interval shall elapse during which the employee shall be ineligible to serve in any full-time provisional capacity.

C. Notwithstanding the provisions of paragraphs A and B above, the Personnel Commission may extend the

90-working-day provisional appointment for a period not to exceed 36 additional working days provided:

1. An examination for the class was given during the initial 90 working days of the employee's provisional assignment.

2. Satisfactory evidence is presented indicating:

b. Extension of this provisional assignment is necessary to carry on vital functions of the district;

3. No person shall be employed full-time in provisional capacities under a given Governing Board for

a total of more than 126 working days in any one fiscal year.

RECOMMENDATION It is recommended the Personnel Commission approve the request for working out of class.

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Commissioner Greenstein SECONDED BY: Commissioner Press AYES: 4 NAYS: 0 ABSTENTIONS: 0


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AGENDA REPORT NO. 7

SUBJECT: APPROVAL OF EXAMINATION SCHEDULE

DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist It is recommended that the Personnel Commission approve the following Examination Schedules: A. Examination Schedule

Class Title Field of Competition Time

Community College Police Officer (Lateral/Academy Graduate)

Open Competitive 3 Weeks

Community College Police Sergeant Promotional/Open Competitive 3 Weeks

Student Services Assistant Promotional 3 Weeks

DISPOSITION BY THE COMMISSION Amendments/Comments It was moved and seconded that Agenda Report No. 7 be approved with the following amendment: To the Class Title Community College Police Sergeant - Field of Competition, add the phrase Open Competitive after the word Promotional/. MOTION MADE BY: Commissioner Press SECONDED BY: Commissioner Jansen AYES: 4 NAYS: 0 ABSTENTIONS: 0


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AGENDA REPORT NO. 8

SUBJECT: RATIFICATION OF ELIGIBILITY LISTS

DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist A. Establishment of New Lists Class Title Field of Competition Promotional Total On List Expiration Date

Custodial Operations Supervisor

Merged Promotional & Open Competitive

0 3 04/06/12

Human Resources Specialist Merged Promotional & Open Competitive

0 23 04/14/12

Library Assistant Merged Promotional & Open Competitive

0 24 03/28/12

Personnel Analyst Merged Promotional & Open Competitive

1 5 03/28/12

Student Services Specialist - Veterans’ Programs

Promotional 2 2 03/22/12

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Commissioner Greenstein SECONDED BY: Commissioner Press AYES: 3 NAYS: 0 ABSTENTIONS: 1 (Commissoner Jansen)


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AGENDA REPORT NO. 9

SUBJECT: NOTIFICATION OF CHARGES AND REQUEST FOR APPEAL – EMPLOYEE DISCIPLINE

DATE: April 20, 2011 TO: Member of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BACKGROUND On April 5, 2011, the Board of Trustees reported the following action out of closed session:

The Board voted to accept a recommendation from the Superintendent/President to suspend without pay for a period of 200 hours one classified employee. The suspension will begin on April 12, 2011.

Ayes: 5 Noes: 0 Absent: 2

The Personnel Commission Office received a timely demand for hearing from the employee suspended by the Board of Trustees on April 5, 2011. In accordance with Merit Rule 14.2.2 the Commission shall order a hearing. It has been the past practice of the Personnel Commission to appoint a hearing officer to conduct appeal hearings. The Commission regularly uses hearing officer, Michael Prihar, Esq. to conduct appeal hearings. RECOMMENDATION It is recommended that the Commission appoint Michael Prihar, Esq. to conduct the appeal hearing and direct the Director to contract Mr. Prihar’s services.

DISPOSITION BY THE COMMISSION Amendments/Comments It was moved and seconded the Agenda Report No. 9 be approved with the following amendment to the Recommendation: Insert the word ―conditionally‖ after ―Commission‖ and before ―appoint‖ and add the words ―and direct the Director to explore alternative choices and report to the Personnel Commission.‖ MOTION MADE BY: Commissioner Greenstein SECONDED BY: Commissioner Jansen AYES: 4 NAYS: 0 ABSTENTIONS: 0


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AGENDA REPORT NO. 10

SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist The Personnel Commission is requested to ratify the classification of the following Limited Term positions

pursuant to Section [7.4.2 C ] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District:

Position Classification Department Effective Dates

Administrative Assistant II (1 full-time position)

Student Judicial Affairs 11/17/10-04/01/11*

Administrative Clerk (1 part-time position)

Athletics 04/04/11-10/04/11

Instructional Assistant-English (2 part-time positions)

English 03/07/11-09/07/11

Instructional Assistant-English (1 part-time position)

English 03/31/11-09/30/11


English 03/03/11-09/03/11


English 03/07/11-09/07/11

Instructional Assistant-ESL (2 part-time positions)

ESL 03/28/11-09/27/11

Student Services Clerk (1 part-time position)

Pico Partnership 04/07/11-10/07/11


Trio 04/07/11-10/07/11


Trio 04/04/11-10/04/11

*Revised: Dates originally 11/17/10 – 03/31/11

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Commissioner Greenstein SECONDED BY: Commissioner Jansen AYES: 4 NAYS: 0 ABSTENTIONS: 0


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SUBJECT: ADVISORY ITEM: APPOINTMENTS TO LIMITED TERM POSITIONS

DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist The Personnel Commission is advised that the following persons have been appointed to the following Limited Term positions from certified eligibility lists pursuant to Section [7.4.3(A)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District.

Candidate Position Department Duration* Eligible List Date

Askew, Diana M. Administrative Assistant II Student Judicial Affairs 11/17/10-04/01/11 08/09/10**

Cano, Carol Administrative Clerk Athletics 04/04/11-10/04/11 08/09/10

Chon, Jane S. Instructional Assistant-English English 03/07/11-09/07/11 02/10/11

Hamada, Mik J. Instructional Assistant-English English 03/07/11-09/07/11 02/10/11

Knight, Takisha N. Instructional Assistant-English English 03/31/11-09/30/11 02/10/11

McAlpine, Barbara Instructional Assistant-English English 03/03/11-09/03/11 02/10/11

Pritchard, Lee A. Instructional Assistant-English English 03/07/11-09/07/11 02/10/11

Brown, Lauren A. Instructional Assistant-ESL ESL 03/28/11-09/27/11 02/29/11

Thatte, Victoria Instructional Assistant-ESL ESL 03/28/11-09/27/11 02/29/11

Brown, Stacee D. Student Services Clerk Pico Partnership 04/07/11-10/07/11 04/26/10

Mann, Deric R. Student Services Clerk Trio 04/07-11-10/07/11 04/26/10

Winn, Kristin D. Student Services Clerk Trio 04/04/11-10/04/11 04/26/10

*Not to exceed six (6) months or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. **Revised: Dates originally 11/17/10 – 03/31/11 Reference Merit Rule 7.4.3 (A) –Eligibility for Appointment Limited term appointments shall be made from eligibility lists and employment lists in accordance with procedures for regular appointments.


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SUBJECT: ADVISORY ITEM: APPOINTMENTS TO PROVISIONAL ASSIGNMENTS

DATE: April 20, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist The Personnel Commission is advised that the following persons have been appointed to the following provisional assignments, not to exceed 90 calendar days pursuant to Section 7.2 of the Rules and Regulations of the Classified Service of the Santa Monica Community College District.

Candidate Position Department Duration*

Sudbury, James A. Accompanist-Dance Dance 03/28/11-08/11/11

Basile, Frank J. Accompanist-Voice Music 03/21/11-07/22/11

Gottesman, Judith F. Accompanist-Voice Music 02/14/11-06/14/11

Colman, María E. Tutoring Coordinator-Business Program Development 03/28/11-08/02/11

*Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


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SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT – INFORMATION ONLY

DATE: March 16, 2011 TO: Members of the Personnel Commission FROM: Dori MacDonald, Director of Classified Personnel BY: José A. Guzmán, Personnel Specialist This item is presented for the Commission’s review – no action is required. Please see next page.


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V. PUBLIC COMMENTS TO CLOSED SESSION ITEMS – NO CLOSED SESSION VI. ADJOURN MEETING AT 1:16 PM Next regular meeting scheduled for Wednesday, May 18, 2011 in the Board Room, Business Building, Room 117.

DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: Commissioner Jansen SECONDED BY: Commissioner Press AYES: 4 NAYS: 0 ABSTENTIONS: 0

As required by law, this agenda for the Wednesday, April 20, 2011 Regular Meeting of the Santa Monica College Personnel Commission was posted at or before 12:00 pm on Friday, April 15, 2011 on the official District bulletin boards.

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