CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO President’s Office
Administrative Council Meeting August 31, 2009
Present: Aguilar, Arlin, Bisbee, Bodman, Bowerman, Burns, Caballero, Carlson, Chen-Maynard, Clark, Dickson, Freund, Gardner, Hatcher, Jandt, Karmanova, Karnig, Lilienthal, McGowan, Rincón, Robinson, West, Wilson, Yasuhara, Zorn
Absent: Aylmer, Frost, Fukazawa, Kamusikiri, Kray, Langford, Moran,
Nassar, Thompson,
Guests: Ken Lira, Robie Madrigal, Jean Peacock, Roger Reed, Olivia Rosas
1. Revisions to International Travel Form
· Mr. West will add a line for international insurance information.
· Forms will be processed in the following order: Dean to Provost, Provost to President, President to HR (Mr. West), HR to traveler and Dean and Provost or Vice President (as cc) that form is completed, along with information on the required insurance.
2. Report on CSU Executive Council Meeting
· Chancellor is requiring that every contract $50,000 and above be placed on the web; this includes auxiliaries and campus organizations.
· A new compliance system will be presented to the Board of Trustees in January 2010: audits will be focused on campuses with a risk in specified areas, or groups of campuses will be sampled. This will reduce the number of audits.
· The Chancellor discussed conferring of degrees on those who have completed requirements. Our Enrollment Management Task Force is addressing the lack of an electronic method of identifying students with a discrete number of credits needed to graduate (they currently must be manually identified). We also need to create an appeals mechanism in this area.
· The Chancellor has stated that furloughs will be for this year only. He has also requested that, on State Shutdown Days, there be a representative available on campus to facilitate calls that come in for the President or Vice Presidents. A coverage system will be put into place by Mr. Gardner’s Office. Mr. Freund will research the mechanism(s) necessary for forwarding phones.
· The Chancellor recommended we have local labor unions established.
· The Chancellor recognized that financial staff may need to work through furlough weeks in order to close the books for the year.
· Dr. Bodman and Ms. Lilienthal will work with the deans to look into the appropriate way to note when faculty have decided not to complete and sign a furlough request form.
· Skilled trades will vote soon on whether or not to accept furloughs.
· Most campuses turned in enrollment management plans, which were approved. Thirty-thousand fewer resident admissions were reported. College deans are to be convened on Wednesday from 10-12 to decide if we will pursue transferring Summer to CEL.
· We need to demonstrate to the California legislature that this budget cut is having an impact. Please present Dr. Karnig with the impact of furloughs on our students and on the educational process; Mr. Robinson can then send this on to Long Beach.
· Personnel paid by gifts are to be treated the same way as personnel paid by grants and contracts.
· We do not anticipate any additional cuts to our budget this year.
· A current lawsuit discusses insufficiency of notification of the fee increases. The following language must be added to our websites regarding these fee increases:
The CSU makes every effort to keep student costs to a minimum. Fees listed in published schedules or student accounts may need to be increased when public funding is inadequate. Therefore, CSU must reserve the right, even after initial fee payments are made, to increase or modify any listed fees, without notice, until the date when instruction for a particular semester or quarter has begun. All CSU listed fees should be regarded as estimates that are subject to change upon approval by The Board of Trustees.
The Bursar’s Office must produce information for distribution concerning the fee increases.
· An initiative is underway to consolidate servers on CSU campuses, to promote greater efficiencies and cost savings. Additional discussion is underway to develop common systems among campuses to infuse technology into more lower division courses.
· Academic Affairs will work with the deans to clarify FERP for all departments, particularly with assignments for FERP faculty during this furlough year.
· Contracts are coming up this year for CFA, Police, Physicians; next year, Academic Professionals. Ms. Lilienthal, along with the Vice Presidents, need to collect information on what needs to be altered in the contracts.
· The CSU has realized a dividend of $16M from Workmen’s Compensation.
· If employees travel for business on a furlough day, they are not taking a furlough day. However, travel on furlough days is discouraged.
· Hospitality programs now exist on 14 campuses, and a website is in the works. A similar initiative is being undertaken for Entertainment programs.
· More arithmetic instruction should be folded into teacher preparation.
· The UC system allows a non-resident student to be a resident student ONLY if that student demonstrates financial independence. The CSU will adopt that mechanism. This step has major consequence to Athletics—they can’t be a dependent on someone else’s taxes—thought this is a greater issue for Division I teams that recruit nationally
· The Chancellor’s Office is requiring that we divulge bookstore profits to students, and gather their comments. Two-thirds of campuses have moved to textbook rentals.
· The Chancellor will be participating in the UC’s committee to look into their system’s future. Please send Dr. Karnig your suggestions in the next 2 days so that he may forward them to the Chancellor.
3. Report on “Paperless Office Concept”
Mr. Freund is chairing an ad hoc committee with cross-campus representation. It will take an inventory of current campus processes, prioritize and cost them, and chart a course for the campus to move forward in this area.
4. Employee Emergency Fund Policy & Employee Salary Advance Policy
· An Employee Emergency Fund will be established, funded by donations, to which employees can apply twice per year for amounts not exceeding $150.
· The existing Salary Advance Policy was last revised in 2000. It hasn’t been implemented in the past year because of budget restrictions. One salary advance may be allowed each fiscal year, to be automatically deducted for repayment from the next paycheck. Bob Wilson will look into when during a month such a request may be made as well as the feasibility of paying back the advance with accrued vacation time.
5. Update – Budget and Furloughs – Question Time
No questions were asked regarding the budget or furloughs.
6. Update – Enrollment
The enrollment model is being re-worked to compare the merits of running Summer through the State-side or through CEL. Purges are taking place and our numbers for Fall continue to drop. It is currently estimated that we will lose 180-190 students through non-payment of fees (many who are initially dropped will be able to re-register, though their class spots will have been lost). Dr. Peacock stated that we will need to keep track of those students who are administratively dropped (that is, dropped through administrative error). Dr. McGowan will look for a way to identify new students among those dropped for non-payment of fees so that they can receive the appropriate guidance. There will be one more purge on the 16th of September. The Enrollment Management Task Force will look into the question of how best to be accommodating but also to enforce our requirements for paying fees on time (including the integration of financial aid timing issues).
A future discussion topic will involve the status of the Veteran’s Initiative.
7. Roundtable
Ms. Bisbee expressed concern over the status of evacuation procedures for disabled students. Mr. Gardner will investigate this.
Financial Aid for the Fall Quarter will be disbursed on September 14th. The total financial aid funds we receive each year are divided into thirds, one third to be disbursed each quarter.
Minutes Prepared by T. Wise
