Transcript All Faculty Day January 16, 2015 Sponsored by PCCEA and the Faculty Senate.

All Faculty Day
January 16, 2015
Sponsored by PCCEA and the Faculty Senate
ON-TIME REGISTRATION –
What Faculty Need to Know
For 16-WEEK, 1ST-8-WEEK, OR
1ST-5-WEEK CLASSES
 Students won’t be able to
register for these classes
through My Pima starting on
the first day of the semester
(Tuesday, January 20)
Registration Is Still Open If The Class
Hasn’t Met Yet
Students can contact
Student Services to add a
class without instructor
permission, as long as it’s
before the first class
session has started
Once The First Class Session Has Started…
 Students will be directed to
get instructor permission
to add the class
 You can give students your
permission by email or by
signing a registration form
 Instructors still reserve the
right to add students to
their classes up to the 45th
day of the semester
New Registration Form: top half (bottom
half is Pre-req. waiver)
FOR OTHER “PARTS OF TERM”
 For other parts of term,
like 14-week or 2nd 5- or
8-week classes, the last
day to register through
MyPima will be the day
before the start of that
part of the term
One Exception
If a student’s class is cancelled in the
week before the semester begins,
 SSC staff can register the student for a
replacement class without instructor
permission until close-of-business on
the seventh calendar day from the
beginning of the semester
 In these cases, staff should indicate this
on the registration form by writing
“Student added due to class
cancellation”
 Inform students that they will need to
keep the yellow copy of the add/drop
form in case their instructor asks for it
Your Class Being Full Is A Separate Issue
If your class is full, no one can add a
student into your class without your
permission, even if the class hasn’t met
yet or the student had a class cancelled
A Student Missing A Prerequisite Is A
Separate Issue
If the student doesn’t have the prerequisites
needed, no one can add a student into your
class without your permission, even if the
class hasn’t met yet or the student had a
class cancelled
If A Student Contacts An Instructor Before
The Class Has Met….
If the student wants permission to add
and the class hasn’t yet met, you
shouldn’t say “No” unless the class is full
or the student doesn’t have the
prerequisite
Keep In Mind….
 For students who enroll in a class after it has
already met:
 About 50% of all final grades are D, W, or F
? QUESTIONS
Add questions/comments to cards
Review summary handout in package
See Perry Higgins at the PCCEA table at
lunch
Creeping Payrolls –
the Problems
 2014-2015 (20 paychecks or 20 + 6 checks for summer)
 Faculty on contract 8/20/14 so paid before we are working
 Pay cycle #1: 7/26/14 – 8/8/14; first pay on 8/15/14
 If on 20 pays, last check arrives before we stop working
 Cause: typically 26 Fridays/year for pay periods, but not exactly
52 weeks/year – paydates ‘creep’ forward about 1 day per year
 2015-2016 (without fix – keeping 20 or 26 pays)
 First pay on 8/14/14; Faculty on contract 8/19/14
 The problem continues... & it happened about 7 years ago ...
Fixing the Problem: Fall 14 – PCCEA
and Finance/Payroll meet
GOALS:
1. fix by August, 2015
2. give faculty time to plan
3. provide options
4. get paid when we’re actually working
5. keep a total of 26* paychecks
•
*calendar year 2015 has 27 Fri pay periods
6. ensure the problem doesn’t occur again!
“Fixing the Problem”
 If you’re a 12-month faculty, 9-
month faculty on a flex schedule, or
Educational Support Faculty (ESF):
 The problem doesn’t exist as you
are already paid year-round (July 1 –
June 30); paychecks are never
missed
 So no change, no adjustments –
you are set!
Fixing the Problem – 9-month Faculty
Fall 2015: move to a flexible system that allows
for 20 or 21 base pay periods; keep summer
deferred option
 For 2015-16: 21 base pay periods + 5 summer pay
periods (if on deferred pay) = 26 total pay periods
 First pay: 8/28/15 (two weeks later than without fix)
 Last pay: 6/3/16 (four weeks later than without fix)
 No change to total pay occurs; paycheck amounts
decrease slightly since 21 (not 20) base pays
Fixing the Problem – 9-month Faculty,
20 pays (none deferred)
 Challenge:
 Summer 2015 ‘dry spell’ is one
paycheck longer
 First pay is August 28 (vs.
August 14)
 Options:
 Plan now for a longer dry spell
 Increase teaching in summer 2015
 Move to a flex schedule (paychecks would begin in July);
review language in the FPPS and contact PCCEA for help
Fixing the Problem – 9-month Faculty,
26 pays (summer deferred pay)
 THIS SUMMER 2015:
 Default scenario - Miss a paycheck on 8/14/15
 3 July paychecks; summer base paychecks are larger
 Option for THIS SUMMER 2015:
 Request that deferred amount be paid in 7
(not 6) summer checks; request due 2/25/15
 Each summer 2015 check is smaller, but no pay periods are
missed during the ‘fix’ summer (summer 2015)
 Increase summer work to compensate or consider a flex
schedule
Details for those interested in the fine
print…
FY 2014-15
#
FY 2015-16
PAY DATE
15
16
7/18/14
8/1/14
PP- START
PP- END
6/28/14
7/12/14
#
7/11/14
7/25/14
17
8/15/14
7/26/14
8/8/14
18
19
20
21
22
23
24
25
26
1
2
3
4
5
6
7
8
9
10
11
12
13
14
8/29/14
9/12/14
9/26/14
10/10/14
10/24/14
11/7/14
11/21/14
12/5/14
12/19/14
1/2/15
1/16/15
1/30/15
2/13/15
2/27/15
3/13/15
3/27/15
4/10/15
4/24/15
5/8/15
5/22/15
6/5/15
6/19/15
7/2/15
8/9/14
8/23/14
9/6/14
9/20/14
10/4/14
10/18/14
11/1/14
11/15/14
11/29/14
12/13/14
12/27/14
1/10/15
1/24/15
2/7/15
2/21/15
3/7/15
3/21/15
4/4/15
4/18/15
5/2/15
5/16/15
5/30/15
6/13/15
8/22/14
9/5/14
9/19/14
10/3/14
10/17/14
10/31/14
11/14/14
11/28/14
12/12/14
12/26/14
1/9/15
1/23/15
2/6/15
2/20/15
3/6/15
3/20/15
4/3/15
4/17/15
5/1/15
5/15/15
5/29/15
6/12/15
6/26/15
Faculty Pay Type
Academic year
Deferred pay accruals/payout
# of Pays Biweekly Salary
20
$3,269
20/6
$2,514
Flex, 12 month & edu.support
26
$2,514
Those on deferred pay could have the option to defer pay over 7 summer pays
7 summer pays
$2,155
FY 2016-17
PAY DATE
15
16
17
18
19
20
21
22
23
24
25
26
27
1
2
3
4
5
6
7
8
9
10
11
12
13
Faculty Pay Type
Academic year
Deferred pay
accruals/payout
Flex, 12 month &
edu.support
7/17/15
7/31/15
8/14/15
8/28/15
9/11/15
9/25/15
10/9/15
10/23/15
11/6/15
11/20/15
12/4/15
12/18/15
12/31/15
1/15/16
1/29/16
2/12/16
2/26/16
3/11/16
3/25/16
4/8/16
4/22/16
5/6/16
5/20/16
6/3/16
6/17/16
7/1/16
PP- START
PP- END
6/27/15
7/11/15
7/25/15
8/8/15
8/22/15
9/5/15
9/19/15
10/3/15
10/17/15
10/31/15
11/14/15
11/28/15
12/12/15
12/26/15
1/9/16
1/23/16
2/6/16
2/20/16
3/5/16
3/19/16
4/2/16
4/16/16
4/30/16
5/14/16
5/28/16
6/11/16
7/10/15
7/24/15
8/7/15
8/21/15
9/4/15
9/18/15
10/2/15
10/16/15
10/30/15
11/13/15
11/27/15
12/11/15
12/25/15
1/8/16
1/22/16
2/5/16
2/19/16
3/4/16
3/18/16
4/1/16
4/15/16
4/29/16
5/13/16
5/27/16
6/10/16
6/24/16
# of Pays Biweekly Salary
21
$3,113
#
14
15
16
17
18
19
20
21
22
23
24
25
26
1
2
3
4
5
6
7
8
9
10
11
12
13
PAY DATE
PP- START
7/15/16
7/29/16
8/12/16
8/26/16
9/9/16
9/23/16
10/7/16
10/21/16
11/4/16
11/18/16
12/2/16
12/16/16
12/30/16
6/25/16
7/9/16
7/23/16
8/6/16
8/20/16
9/3/16
9/17/16
10/1/16
10/15/16
10/29/16
11/12/16
11/26/16
12/10/16
7/8/16
7/22/16
8/5/16
8/19/16
9/2/16
9/16/16
9/30/16
10/14/16
10/28/16
11/11/16
11/25/16
12/9/16
12/23/16
1/13/17
1/27/17
2/10/17
2/24/17
3/10/17
3/24/17
4/7/17
4/21/17
5/5/17
5/19/17
6/2/17
6/16/17
6/30/17
12/24/16
1/7/17
1/21/17
2/4/17
2/18/17
3/4/17
3/18/17
4/1/17
4/15/17
4/29/17
5/13/17
5/27/17
6/10/17
1/6/17
1/20/17
2/3/17
2/17/17
3/3/17
3/17/17
3/31/17
4/14/17
4/28/17
5/12/17
5/26/17
6/9/17
6/23/17
Faculty Pay Type
Academic year
PP- END
# of Pays Biweekly Salary
21
$3,113
21/5
$2,514
Deferred pay accruals/payout
21/5
$2,514
26
$2,514
Flex, 12 month & edu.support
26
$2,514
Summary of Options
Hiring Task Force Pilot Products
 Process created for
identifying how positions
are allocated
 Revised process for hiring
full-time, regular faculty
 Process created for hiring
provisional faculty
(formerly administrative
appointments)
Hiring Task Force Pilot Products
 Revised job announcement templates and
faculty feedback form
 New online training for committee members
 All in ‘pilot’ phase now; feedback will be solicited
from PCC community and applicants during the
spring and revisions made in response in Spring
2015
Position Allocation: CDAC Task
 Process begins TODAY for 2015-2016 searches
 CDACs discuss data (from PIR) and make
recommendations considering:
 Sub-disciplines that may be needed for district-wide
expertise
 Designated growth areas
 National and local trends
 Regulatory requirements
 CDAC Faculty Co-chair sends summary observations
and allocation suggestions with supporting rationale
to the Provost and PIR
Compliance
Why is attendance tracking required?
 Compliance with:
 Multiple accrediting agencies
 Federal Financial Aid regulations
 Veterans Administration regulations
Why now?
+ Compliance is part of the fabric of our institution.
+ PCC has been placed on notice that it needs to improve its
accountability for student attendance.
+ PCC has been notified of this problem for the last several years.
Compliance (continued):
How are we complying?
 As an attendance-taking institution, federal regulations
require us to have a procedure in place that allows the
College to:
 Know that a FA or Veteran student has begun academically
participating, and
 Know the last date of attendance for any FA or Veteran student,
and
 Know when a student “unofficially withdraws” (stops
attending).
 Higher Learning Commission Site Visit Team Review
Solution: New Definition
for ‘Attendance’
 New definition of ‘Active Academic
Participation’
 Clarifies responsibilities for students
 Can be used in traditional & non-traditional modalities
 Identifies what will be used for attendance reporting
 Requires at least one weekly/7-day activity by students
 Language mirrors Dept. of Education and HLC
language; meets their requirements (e.g. “substantive
participation” each week/7-days)
‘Active Participation’ – Syllabus
Requirements and Course Design
Faculty include initial paragraph verbatim
and include appropriate options from
bulleted list of examples
 “Traditional” classes:
 physical presence = attending
 “Non-traditional”:
 more complex; see handouts with options
 Log-on to course does not meet the
requirement
‘Active Participation’ – Syllabus
Requirements and Course Design
Online, hybrid, self-paced etc.
 Use existing tasks if your course already has weekly*
deadlines
 assignments, reading synopses, quizzes, academically-related
postings etc.
 Create weekly* alternatives such as a ‘self-assessment’
quiz (can be D2L-graded); Instructional Designers can help
create/implement options for courses using D2L and the
options may also work for other deliveries
 KEY: activities have to be OPEN for 7 days so students
MUST SUBMIT each week!
Solution: New ‘NA Grade’ if a student
does not ‘Initially Participate’
Initial Participation – Definition supports PCC BP 3108:
 “If the student is registered for the course, but does not
actively participate* as per the above definition by the
drop deadline, the faculty member will record a grade
of NA for that student within three days of the drop
deadline.
 “The student’s registration will be converted to a Never
Attended (NA) status that will have the effect of
dropping the student from the course and causing a
recalculation of the student’s cumulative enrolled
semester credit hours.”
New ‘NA Grade’ – Faculty need to:
 Include THIS language in your spring 2015 syllabus: “Students
who do not actively participate* (see above definition) in the class
by the drop deadline will be dropped from the class. This may result
in adverse financial consequences such as a change in financial aid,
veterans’ benefits, and/or other benefits related to being a student
(see PCC BP 3108).
 Record attendance using Attendance Tracker
 Go to MyPima  BannerOnline and enter ‘NA’ for students
who have not participated by the drop deadline; this must be done
within 3 days of the end of the drop period for that CRN
 Banner Online open first day of classes
Solution: New ‘RN Status’ if a student
‘unofficially withdraws’
Continued Participation – Definition supports PCC BP 3103
 “ If the student begins the course but does not actively
participate* as per the above definition for 10 consecutive
calendar days, the student’s record will be flagged with the
Registered but Not Attending (RN) status.
 “The College will initiate contact to determine whether the
student intends to return to the course.
 This contact is initiated by the Registrar’s Office NOT by
the faculty member.
 “If the College is unable to confirm the student’s intent to
return, the student will be considered unofficially withdrawn
for purposes such as Financial Aid and Veterans’ Benefits and
adverse consequences may result for the student.
New ‘RN status’ – Faculty need to:
 Include the language on the prior slide in your spring 2015
syllabus
 Record attendance using Attendance Tracker
Other Information:
 RN is a registration status not a grade (and not )
 RN students remain on class rosters and instructors will record a
final grade at the end of the semester
 You will be copied on the emails the students receive: use this as an
opportunity to help students determine the best course of action
Other syllabus requirements (in
response to recent HLC requirements)
 “Evidence that syllabi have specific learning goals,
including a process for reviewing syllabi to ensure
that they have proper and specific learning goals”
 Option 1: copy/paste course description and
objectives and attach to syllabi (if syllabi are
already complete and don’t already have these)
 Option 2: copy/paste and include in syllabi
 KEY: ensure they are CURRENT!
 See campus administration for YOUR review
process
 Syllabi must be in a CENTRAL repository
 Solution in progress
Other New Syllabus Requirements
No change to existing required language for other grades, ADA etc.
 New language re Mandatory Reporting (see
handout; Fall 15 OK)
 Options: copy/paste and
 include in syllabi in place of prior language
 attach to already-complete syllabi
 post on MyPima and/or D2L announcement
section
GOAL: Update Course Delivery
Method/Modality Descriptions to:
 Provide greater clarity for students
 The Fall 2015 Catalog and Schedule of Classes will be aligned and
more information will appear in the Schedule
 Faculty will be able to add additional information and attach syllabi
 Additional coding is in the development phase
 Ensure faculty record attendance correctly
 POTENTIAL NEGATIVE CONSEQUENCES FOR STUDENTS IF WE
DON’T
 Ensure they mirror current or best practice
 Ensure they are in compliance with DoEd/HLC requirements
What we CAN’T do -
Correspondence/Web Self-paced:
 “A course in which the instructor provides
instructional materials, by mail or electronic
transmission, including examinations on the
materials, to students who are separated from
the instructor.
 “Interaction between the instructor and student
is limited, is not regular (i.e. weekly active
participation is not required), and interactions are
primarily initiated by the student.”
Process: Update
Delivery/Modality Descriptions
1. Present DRAFT descriptions on All Faculty
Day (see handout)
 Traditional/Face-to-face (note 75% or more F2F)
 Distance/Online (note 75% or more Distance)
 Hybrid (between 25% and 75% F2F; decreased
seat time and distance)
 Self-paced On Campus (includes weekly active,
academic activity; first week meeting required)
Process: Update
Delivery/Modality Descriptions
1. DRAFT descriptions cont.
 Self-paced Independent (includes weekly active,
academic activity; first week meeting required)
 Internships (first week meeting required; faculty
verifies weekly student presence and records
attendance)
 Independent Study/Research (first week
meeting required; faculty initiates weekly
interaction)
 Also update descriptions for alternative
registration methods and delivery times
Process: Update Delivery/Modality
Descriptions
2.
Gather feedback from the Faculty Senate (today)
3.
Gather feedback from the College at large


Survey sent next week; Responses due Jan. 28
Please also review Financial Aid Implications!
4. ATF: Review feedback and modify descriptions

In weekly meetings from Jan 30  early February
Implement for fall 2015
5.


Deadline – Feb to early March
Update schedule coding, Ensure alignment with Catalog/Schedule,
Improve Schedule
Attendance Tracker Tips
 Record daily for F2F; Monitor at least once/week
for others
 Report in Attendance Tracker at least once per
week; ensure accuracy to avoid negative
consequences for STUDENTS!
 Note: Excused Absence – in Progress
 Note: Streamlined option for online – in
Progress
 Contact the Registrar if you are having
difficulty!
Steps: MyPima  Teach 
Attendance Tracking  Course
1.
Select Date Column (usu. past 
recent)
2.
“Update Empty Records to Present”
3.
4.
Click on student who was not
present to make ‘check’ (present)
 ‘line’ (not present)
Select “Update CRN Last Date
of Attendance”
PimaOnline: Learning, Teaching, Quality
High Quality Programs and Learning
High Quality Courses and Teaching
 Clear Paths for Students
 Programs not just classes
 Quality Assurance and Continuous Quality Improvement
 Faculty Training in 21st Century teaching strategies
 Support for faculty and students
• Compliance
• Training
• Continuous
Quality
Assessment
• Quality
Design
• Faculty
Support
Student Support
• Proof of
institutional
planning of
distancedelivered
offerings
(DDO)
Quality and Support
Planning
HLC Requires:
• Dedicated
student
services
• F2F = DDO
• Advising
• Fin. Aid
• Tutoring
• Testing
• Clear paths
PimaOnline Updates
So Far:
Coming Spring 2015
 Implementation Team formed
 Training developed
 Budget development
 Quality Rubric
 2 Forums
 A new name
 Timeline developed
 Training and Quality Rubric
development supplemental
assignments
 More forums
 Focus groups
 Budget refined
 Begin the transition
 Fall 2015: MAT, WRT, ANT, HIS,
POS, PSY,
 Spring 2016: Launch PimaOnline
fully
Get More Information
 Intranet: Academic Services → Pima Online
 Forum Video:
http://www.youtube.com/watch?v=Dr2s_Z5qkI
A Just Google PimaOnline Task Force Forum
(58 minutes)
 Working on FAQs