PERSONNEL COMMISSION SPECIAL MEETING AGENDA Special Meeting, Monday, June 29, 2015, at 9:00 a.m. Board Room, Business Building Room 117, 1900 Pico Blvd., Santa Monica, CA 90405
Distribution List for Personnel Commission Announcements, Agendas and Minutes DEPARTMENTS: PLEASE POST 3400 Airport/SBDC: Sasha King Academic Affairs: Rebecca Weiland Accounts Payable: Cristina Hamblet AET: Rasheeda Watts Admissions & Records: Esau Tovar African American Center: Sherri Bradford Airport: Jackie Portal-Purdy Athletics: K. Stallings Auxiliary Services: Ofelia Meza Bookstore: David Dever Bundy: Beverly Redd-Walker Business Department: P. Murray Campus Police Office: Jennifer Jones Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Raymond Bruce Disabled Students Center: Nathalie Laille Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Joanne Laurance EOP&S: R. Thomas-Green ESL Office: Pam Nemeth Events Office: Joy Bice Faculty Association: Mitra Moassessi Financial Aid Office: T. Thomas Health Sciences: Ida Danzey Health Office: Nancy Alfaro International Students Center: Ana Jara Career Services: Vicky Rothman KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz HSS: Carolyn Baugh Library: R. Furuyama
Maintenance/Facilities Time Clock: C.Rogers Math Village: Betty Wong Media Center: L. Nakamura M.I.S.: Lee Johnston Modern Language: Jeanne Laurie Music: Lori Geller Madison: Gail Johnson Payroll: Ian Fraser Science: Ingrid Cardwell School Relations Outreach: Trena Johnson Student Life: Amelia Trejo Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian
Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos
ADMINISTRATORS and MANAGERS Instructional Technology: Joshi John Emeritus: Gita Runkle Facilities: Bruce Wyban HR: Sherri Lee-Lewis Info Mgmt: J. Chong Int. Ed. Center: D. Kinsella Maintenance: Operations: Anthony Barlow Courtney Pierce Pico Partners: W. DeMorst Receiving: R. Jauregui
PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: C. Tsang Executive VP: Jeff Shimizu VP Academic Affairs: Georgia Lorenz VP Business/Admin: R. Isomoto VP Enroll. Services: T. Rodriguez VP Human Resources: Marcia Wade VP Student Affairs: M. Tuitasi Senior Director Government Relations & Institutional Communications: Don Girard Community Relations: Kiersten Elliott Public Information: Grace Smith 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.: M. Espinoza CSEA Chapter Pres.: R. Hnilo st CSEA Chapter 1 V.P.: Robert Villanueva CSEA Chief Job Steward: CSEA Corresponding. Sec’y: CSEA Recording Sec’y: C. Lagunas SMC POA President: – Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer Revised 4/29/15
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.
For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.
Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
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.
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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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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 Board Room, Business Building, Room 117, 1900 Pico Blvd., Santa Monica, CA 90405 Any public records, which can be disclosed, 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: 9:00 AM I.
ORGANIZATIONAL FUNCTIONS A.
Call to Order _______ a.m.
B.
Roll Call Commissioner Commissioner Metoyer, Chair Commissioner Abbott, Vice-Chair Commissioner Greenstein Commissioner Jansen Commissioner Leone
II.
Present
Absent
COMMENTS AND INFORMATIONAL REPORTS A. Public Comments (non-actionable comments from those in attendance)
III.
AGENDA REPORTS # 1 2 3 4 5 6
7 8
ITEM New Class Description: Case Management Coordinator
Page 5
Ratification of Extension of Provisional Working Out of Class Assignment: Administrative Assistant II: Brent Heximer Ratification of Provisional Working Out of Class Assignment: Director of Auxiliary Services: David Dever Ratification of Extension of Provisional Working Out of Class Assignment: Skilled Maintenance Worker: Jaime Luis Request for Approval of Salary Re-allocation: Human Resources Analyst-Employee and Labor Relations (Confidential) Approval of Allocation of New Position to an Existing Classification and Addition of Bilingual Duties: Instructional Assistant – Math Advisory Item: Appointments to Provisional Assignments
12
Examination Schedule • Case Management Coordinator • Instructional Assistant – English • Instructional Assistant – Math • Student Services Specialist – Supplemental Instruction
25
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15 17 20 22
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
9 10 11 12
IV.
Correction to Ratification of Provisional Working out of Class Assignment: Custodial Operations Supervisor: Mario Lopez Hernandez New Class Description: Student Services Specialist – Supplemental Instruction Approval of Allocation of New Position to an Existing Classification: Student Services Specialist – Supplemental Instruction Revised Class Description and Salary Re-allocation: Media and Reprographics Services Manager
ADJOURN AT _______ AM
Next regularly scheduled meeting: Wednesday, July 15, 2015 at 12:00 pm.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 1 SUBJECT:
NEW CLASS DESCRIPTION: CASE MANAGEMENT COORDINATOR
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
Attached for your approval is a new classification description for Case Management Coordinator. The Personnel Commission Office has been requested to create a new classification to provide professional, administrative, and technical support to the Crisis Prevention Team. BACKGROUND The Crisis Prevention Team at Santa Monica College was created to serve as a central, internal network, focused on assessment and early intervention for students experiencing severe distress, or displaying disruptive or possibly threatening behavior. The thirteen-person team consists of representatives from Campus Police, Psychological Services, Health Services, Human Resources, Disabled Student Programs and Services (DSPS), International Education, Counseling, Academic Affairs, and Student Judicial Affairs. The Crisis Prevention Team has received outside training in threat assessment and response from the Behavior Intervention Team Association. As a team, they receive reports of disruptive, problematic, or concerning behavior or misconduct; conduct investigations; perform threat assessments; and determine the best mechanisms for support, intervention, warning/notification, and response. The team then ensures appropriate actions are taken, and coordinates follow-up responses. The Crisis Prevention Team has requested a new classification which will assist with investigations of cases and assessment of potential threats, ensure appropriate follow-up actions are completed, oversee the tracking of all active cases, acquire and complete necessary documentation as required by team actions, and provide general administrative support to the Team. All Crisis Prevention Team members, including the Case Management Coordinator, will receive an eight hour training in the administration of the Structured Interview for Violence Risk Assessment (SIVRA-35) tool. The SIVRA-35 is a tool designed to assist Behavioral Intervention Teams within a campus environment in conducting threat assessments. The ideal approach for administering the SIVRA-35 involves utilizing an individual trained in risk assessment to interview the subject, using a structured set of items. This tool is not designed to be used as a formal psychological test, but it must be administered only by individuals who have completed the SIVRA-35 training. This test is designed with non-clinical language, and can be completed accurately by those without psychological or forensic training. Scoring of the assessment is completed online by the National Behavioral Intervention Team Association, and recommendations for appropriate responses are sent to the Crisis Prevention Team members by email. Other threat assessment tools may also be utilized by the Crisis Prevention Team.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
Potential threats are reported to the Crisis Prevention Team using an online referral and tracking form. This form would first go to the Case Management Coordinator, who would provide an initial assessment of threat to determine the most appropriate first steps to take in response. They may determine that the problem is not an immediate threat and only requires referral to appropriate resources. They may determine that there is a more urgent need for action, with direction to refer the problem to the Crisis Prevention Team for further evaluation. They may also determine that the threat warrants immediate and urgent action. In this case, the Case Management Coordinator would consult with the Crisis Prevention Team Leader and make a decision to call an emergency meeting of the Team. The Case Management Coordinator may also make determinations based on review of complaints as outlined on the referral forms, subject interviews, and a comparison of exhibited behavior with a “risk rubric” provided on additional threat assessment tools utilized by the Team. The Crisis Prevention Team discusses and responds to approximately twenty cases on a biweekly basis. Cases may involve students with severe mental health issues, students with criminal backgrounds, and students with mental health issues or criminal backgrounds who have access to weapons. The Case Management Coordinator will be responsible for recording and tracking the progress of each assigned case, and ensuring all necessary follow-up actions are taken.
METHODOLOGY The first step involved clearly defining a role that was needed. A review was then conducted of similar classifications within other public agencies, in order to research ways in which this role was met within other educational environments which had similar demands. A list of job duties was created, along with a list of knowledge, skills, and abilities (KSA’s). Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other classifications which held similar roles. Once the duties were finalized, the class description was created. An external salary study was conducted to evaluate salary ranges of classifications which were required to perform similar duties at a similar level. Professional and support classifications within Santa Monica College were reviewed as well, to compare scope of responsibility with what will be expected of this new classification. Salary recommendations were reviewed with the Dean of Counseling and Retention, Campus Counsel, and the Chief Director of Business Services. Personnel Commission staff will conduct further studies prior to opening recruitment, in order to gather and analyze documentation for developing an examination plan and creating and/or evaluating test content.
FINDINGS Key factors in determining that a new class should be established include the scope and nature of decision making, knowledge required for the position, scope of responsibilities, consequence of error, and nature and purpose of contacts. While administrative support is a part of the role of this classification, the individual selected for this position will primarily be required to independently carry out threat assessments (based on tools and training provided), refer Page 6 of 39
Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
legitimate threats to the team for further study, identify the highest level threats and call for emergency meetings to expedite responses, and track all cases to ensure all necessary followup is carried out. Assessment processes may include consultation with faculty and staff who refer student cases; and interviewing students in distress, and/or individuals with mental health challenges. In addition, the Case Management Coordinator will provide students with referrals to resources for needs that are immediate and clearly definable (i.e., shelter, food, counseling, medical assistance, financial aid). SALARY REVIEW In conducting an external salary review, we were unable to find a large number of closely comparable classifications within educational institutions. Behavior Intervention Teams constitute a new direction in behavior management and crisis intervention that has not yet been incorporated into many colleges at this time. Therefore, the role of the Case Management Coordinator is new as well, and not yet utilized in most two and four-year colleges in California. The list below includes a salary comparison of classifications that are performing a case management and client referral role within an educational institution (not necessarily as a member of a Behavior Intervention Team), or performing an entry-level professional social services role within public agencies. Classifications in the social services roles perform basic client evaluation and needs assessment under close supervision. The only classification shown below which is performing the full scope of duties required by the Case Management Coordinator is the Student Affairs Officer IV at UCLA. This is the only case listed which serves as a member of a Behavior Intervention Team, and performs any level of threat assessment responsibilities. AGENCY Santa Monica CCD UCLA LA Community College District El Camino College State Center CCD Long Beach Community College District LAUSD County of Los Angeles County of Orange County of Ventura County of Riverside
TITLE Case Management Coordinator (Proposed) Student Affairs Officer IV Student Services Specialist
MIN $62,100 $53,304 $54,390
MAX $75,492 $105,180 $67,379
CalWorks Case Management Coordinator Case Management Specialist – CalWorks/JTPA Student Conduct Specialist
$53,712 $45,347 $44,931
$65,820 $55,064 $55,334
Student and Family Resources Navigator Social Worker Trainee Social Worker Assistant Social Worker I Social Services Assistant Average th 25 percentile th 50 percentile th 75 percentile th 80 percentile th 90 percentile SMC PERCENT RANK (Proposed)
$43,013 $37,142 $31,886 $31,641 $26,576 $44,004 $34,514 $44,931 $53,508 $53,712 $54,390 100.00%
$53,536 $54,116 $53,390 $44,281 $39,629 $59,838 $48,909 $55,064 $66,600 $67,379 $75,492 90.00%
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
Internal Alignment Review Classifications chosen for internal alignment comparison perform responsibilities which include heavy contact with staff members or students in highly stressful or emotional situations, investigation of facts, evaluation of responses, and recommendation of an appropriate course of action. All classifications listed below are responsible for independent decision-making with a high consequence of error. INTERNAL SALARY ALIGNMENT Santa Monica CCD
Santa Monica CCD Santa Monica CCD Santa Monica CCD Santa Monica CCD
Human Resources Analyst – Employee & Labor Relations (Confidential) Case Management Coordinator (Proposed) Senior Career Services Advisor Human Resources Analyst – Leaves and Benefits Personnel Analyst
Range C41
$62,844
$76,392
Range 41
$62,100
$75,492
Range 41 Range 40
$62,100 $60,600
$75,492 $73,656
Range 40
$60,600
$73,656
RECOMMENDATION Personnel Commission staff is requesting approval of Case Management Coordinator as a new classification, and recommending that the salary be set at Range 41 ($62,100 to $75,492). DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 Santa Monica Community College District Personnel Commission
Case Management Coordinator Page 1 of 3 CONCEPT OF THE CLASS Under supervision, the Case Management Coordinator shall provide professional, administrative and technical support to the Crisis Prevention Team, will assist with initial investigations and assessments, will assist with tracking of all active cases, will acquire necessary documentation required by the team, and will ensure appropriate follow-up actions are completed. ESSENTIAL DUTIES Receives initial reports and requests for assistance from faculty, students, or other staff members regarding students with potential behavioral issues, and forwards requests to the Crisis Prevention Team. Assists with initial investigations under parameters provided by a member of the Crisis Prevention Team. Assembles relevant information, and alerts team members of circumstances that warrant an immediate response. Assist students who may be in crisis as a result of being the victim of sexual misconduct and provide them with support and information about available resources. Assists with the administration of threat assessment instruments used by the Crisis Prevention Team Maintains a database for recording and tracking the progress of each assigned case; ensures necessary follow-up contacts are made. Maintains detailed case records, notes, and reports related to assigned students and activities. Monitors status of referrals from faculty or staff. Maintains the security of files, records, and information to ensure confidentiality of sensitive and privileged information. Provides administrative support for the Crisis Prevention Team; develops and reproduces meeting agendas, attends meetings, takes notes and reproduces minutes, and maintains background and historical materials as needed. Distributes case information to members of the Crisis Prevention team at meetings. Ensures additional actions are followed through as requested. Maintains calendars; arranges meetings; sets appointments; and coordinates facilities usage 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 from the Chair of the Crisis Prevention Team, the employee receives assignments and is expected to carry them through to completion with substantial independence.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 Supervision Exercised: Serves as a specialist in assigned area providing specialized knowledge and guidance to others. Positions in this classification do not supervise or serve in a lead capacity to other staff members. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: District and community organizations, programs, services, and resources in the areas of health, mental health, social services, public safety, housing, education, and employment Needs and typical problems of students Issues faced by student veterans, former foster youth, parenting students, undocumented students, members of the LGBT community, students with a range of permanent and temporary disabilities, and students who are the victim of sexual misconduct. Dispute resolution alternatives Crisis prevention strategies and techniques Federal regulations impacting students and student records, including FERPA, HIPPA, Title IX, and Section 504. Ability to: Identify crisis situations and seek assistance from team members as needed Use informed judgment when receiving reports and requests for assistance. Work effectively with students, staff, faculty, community groups, and public agencies Maintain confidentiality Manage time and prioritize tasks to meet deadlines Maintain current knowledge of relevant laws, regulations, and policies Maintain focus and emotional control in stressful interpersonal situations Work effectively without immediate supervision Communicate orally and in writing clearly, concisely, and accurately Compose clear, grammatically correct, well-constructed correspondence, reports, and informational materials. Write analytical reports and make presentation on issues related to the Crisis Prevention Team. Interact positively with members of various ethnic and socioeconomic groups Use relevant technology required by position, including word processing, spreadsheet, presentation, database, and electronic mail application in order to perform all administrative responsibilities associated with the position.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 MINIMUM QUALIFICATIONS Education Requirement: Baccalaureate Degree in Psychology, Counseling, Social Work or related field from an accredited university or college is required. Experience Requirement: Four years of previous work experience in a secondary or post secondary student services setting, or four years of experience performing related responsibilities in the area of case management or social work. Education/Experience Equivalency: Experience and/or education of the same kind, level, or amount as required in the minimum qualifications may be substituted on a year-for-year basis. 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. CLASS DETAIL Job Family: Student Services (Non Classroom) FLSA Status: Non-exempt Personnel Commission Approval Date: 6/29/2015 Class History: NEW CLASS
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 2 SUBJECT:
RATIFICATION OF EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: ADMINISTRATIVE ASSISTANT II
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
It is recommended that the Personnel Commission approve an extension to the following provisional working out of class assignment at 100%: Name
Assignment
Brent Heximer
Administrative Assistant II
Previous Assignment Dates 2/17/2015 to 6/22/2015 Not to exceed 90 working days
Length of Extension 6/23/2015 to 8/11/2015 Not to exceed 36 additional working days
BACKGROUND The Personnel Commission approved an initial request on February 18, 2015 for Brent Heximer to work out of class as an Administrative Assistant II. Additional assistance is needed during the next few months with training new staff on proctoring tests; producing agendas, minutes, and other related reports; and with formalizing many of our office procedures. Brent Heximer has been asked to cover these responsibilities. Mr. Heximer is a permanent employee of the District, currently assigned as an Administrative Clerk within the Personnel Commission. These additional duties will assume more than 50% of Mr. Heximer’s daily assignments.
An examination for Administrative Assistant II is currently in progress. Education Code and Merit Rules allow for a 36-day extension to a provisional assignment when an examination for the classification is in progress. Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10 A. 1.
CONCEPT OF WORKING OUT OF CLASSIFICATION Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
B.
2.
Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.
3.
Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments).
Procedure for Supervisor Requesting Approval for Working Out of Class 3.
The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.
Merit Rule 7.2.1 Provisional Appointments (Education Code Section 88106 - 88108)
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 all of the following criteria are met: 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: a. b. c.
3.
Adequate recruitment effort has been, and is being made; Extension of this provisional assignment is necessary to carry on vital functions of the District; The position cannot satisfactorily be filled by use of any of the following: 1.) the eligibility list for the class; 2.) other employment lists such as reinstatement, or transfer; 3.) any other appropriate substitute eligibility lists.
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.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 Work out of Classification 11.7.1 Definition: Working out of classification assignments shall not exceed a period of ninety (90) working days per fiscal year and no more than ninety (90) days in any one hundred eighty (180) day period. 11.7.3 Compensation: a.
In the event that an employee is assigned duties at a higher classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.
b.
If those duties make up less than fifty percent (50%) of the employee’s daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)
RECOMMENDATION Mr. Heximer has been assigned additional duties at the level of Administrative Assistant II, during the period of time between 2/17/2015 through 6/22/2015. We are requesting an extension from 6/23/15 through 8/11/2015. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend as indicated under subdivision a of CSEA, Chapter 36, Article 11.7.3.b. (above). DISPOSITION BY THE COMMISSION Amendments/Comments
MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 3 SUBJECT:
RATIFICATION OF EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: DIRECTOR OF AUXILIARY SERVICES
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
It is recommended that the Personnel Commission approve an extension to the following provisional working out of class assignment at 100%: Name
Assignment
David Dever
Director of Auxiliary Services
Previous Assignment Dates 4/1/2015 to 7/1/2015 Not to exceed 90 working days per fiscal year
Length of New Assignment 7/2/2015 to 11/3/2015 Not to exceed 90 working days per fiscal year
BACKGROUND The Personnel Commission approved an initial request on April 3, 2015 for David Dever to work out of class as a provisional Director of Auxiliary Services. An extension to this assignment was approved on June 17, 2015, establishing a new ending date of 7/1/2015. Additional assistance is still needed during the next few months with providing direction and oversight to the District’s Auxiliary Services Operations. David Dever is currently employed by Santa Monica College as the Bookstore Manager, in permanent status. Duties which are outside the scope of Bookstore Manager will assume more than 50% of Mr. Dever’s daily assignments Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10 A.
CONCEPT OF WORKING OUT OF CLASSIFICATION
1.
Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.
2.
Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule. 3.
B.
Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments).
Procedure for Supervisor Requesting Approval for Working Out of Class 3.
The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.
RECOMMENDATION Mr. Dever has been assigned additional duties at the level of Director of Auxiliary Services, during the period of time between 4/1/2015 through 7/1/2015. We are requesting an extension from 7/2/2015 through 11/3/2015. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend. DISPOSITION BY THE COMMISSION Amendments/Comments
MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 4 SUBJECT:
EXTENSION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: JAIME LUIS
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
It is recommended that the Personnel Commission approve an extension to the following provisional working out of class assignment at 100%: Name Jaime Luis
Assignment Skilled Maintenance Worker
Previous Dates 2/2/2015 to 4/30/2015 5/1/2015 to 6/5/2015 90 working days total
Length of Extension 8/1/2015 to 8/31/2015 Not to exceed an additional 28 working days
6/8/2015 to 6/17/2015 Not to exceed an additional 36 working days BACKGROUND The Personnel Commission approved a recruitment and examination for Skilled Maintenance Worker on December 17, 2014. The Facilities Department is requesting additional assistance at the level of Skilled Maintenance Worker, until the eligibility list is produced and a permanent selection can be made. Jaime Luis has been asked to cover the duties normally assigned to the Skilled Maintenance Worker during this time. Mr. Luis is a permanent employee of the District, currently assigned as a Groundskeeper/Gardener. These additional duties will assume more than 50% of Mr. Luis’ daily assignments. Duties that have been assigned to Mr. Luis during this period include, but are not limited to, the following: •
Performing both skilled and routine tasks related to a variety of construction work, along with building and equipment maintenance, including banner hanging, replacing restroom dispensers, concrete grinding, drywall patching, and floor preparation for carpet or tile installation
•
Performing apprentice/non-journey level painting work, including prepping, priming, and minor painting of walls; restroom graffiti removal; and sticker removal
•
Performing apprentice/non-journey level electrical maintenance work, including minor electric cart repairs
•
Performing apprentice/non-journey level plumbing work, including snaking drains, repairing flush valves, addressing stoppages, and repairing piping as needed
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10 A.
B.
CONCEPT OF WORKING OUT OF CLASSIFICATION
1.
Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.
2.
Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.
3.
Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments).
Procedure for Supervisor Requesting Approval for Working Out of Class 3.
The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.
Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 Work out of Classification 11.7.1 Definition: Working out of classification assignments shall not exceed a period of ninety (90) working days per fiscal year and no more than ninety (90) days in any one hundred eighty (180) day period. 11.7.3 Compensation: a.
In the event that an employee is assigned duties at a higher classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
b.
If those duties make up less than fifty percent (50%) of the employee’s daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)
Merit Rule 7.2.1 Provisional Appointment – General Provisions (Education Code Section 88106 - 88108) 7.2.1 C. The Personnel Commission may extend the 90-working-day provisional appointment for a period not to exceed 36 additional working days provided all of the following criteria are met:
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: a. Adequate recruitment effort has been, and is being made; b. Extension of this provisional assignment is necessary to carry on vital functions of the District; c. The position cannot satisfactorily be filled by use of any of the following: 1. the eligibility list for the class; 2. other employment lists such as reinstatement, or transfer; 3. any other appropriate substitute eligibility lists.
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 Mr. Luis has been assigned additional duties at the level of Skilled Maintenance Worker, during the period of time between 5/1/2015 through 6/17/2015. We are now requesting that this assignment be extended from 8/1/2015 through 8/31/2015. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for one hundred percent (100%) of the stipend as indicated under subdivision a of CSEA, Chapter 36, Article 11.7.3.b. (above). DISPOSITION BY THE COMMISSION Amendments/Comments
MOTION MADE BY: SECONDED BY: AYES: ______
NAYS: ______
ABSTENTIONS: ________
____________________________________________________________________________
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 5 SUBJECT:
REQUEST FOR APPROVAL OF SALARY RE-ALLOCATION: HUMAN RESOURCES ANALYST – EMPLOYEE AND LABOR RELATIONS (CONFIDENTIAL)
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
BACKGROUND Attached for your approval is a request to re-allocate the salary range for Human Resources Analyst – Employee and Labor Relations (Confidential). The Personnel Commission is preparing to open recruitment for this classification in order to fill two vacancies. Marcia Wade, Vice President of Human Resources, requested that Personnel Commission staff conduct a salary study to review comparability of the current salary range for this classification with similar jobs in other agencies within the area. This study was requested to determine if an upgrade to the salary range might be warranted prior to opening recruitment. Classifications from nine other agencies in Southern California were reviewed. Comparable classifications which were included in the survey all have a primary role independently conducting investigations related to employee disciplinary issues, discrimination, and harassment; conducting research for the development of management positions related to collective bargaining activities; and assisting supervisors on matters relating to disciplinary and performance issues The table below indicates the specific agencies and classifications used for comparison, along with the corresponding minimum and maximum salary allocated to each class. Agency
Classification
City of Santa Monica City of Manhattan Beach Santa Monica Community College (Proposed Salary)
Human Resources Analyst Human Resources Analyst Human Resources Analyst – Employee and Labor Relations (Confidential) Management Analyst III Human Resources Analyst II Senior Human Resources Representative Employee Relations Specialist
City of Pasadena City of Anaheim Los Angeles Unified School District Los Angeles Community College District Long Beach City College Santa Monica Community College (Current Salary) City of Glendale El Camino College
Human Resources Analyst Human Resources Analyst – Employee and Labor Relations (Confidential) Human Resources Analyst Human Resources Analyst
Minimum Salary $86,424 $73,188 $70,956
Maximum Salary $106,692 $95,016 $86,244
$70,773 $69,526 $68,789
$88,466 $95,598 $85,660
$66,549
$82,443
$66,432 $62,844
$80,748 $76,392
$60,768 $56,256
$88,392 $72,432
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
The current salary range for Human Resources Analyst – Employee and Labor Relations (Confidential) is $62,844 to $76,392 (Confidential, Range 41). This range places this classification at the 22nd percentile, which means 78% of the cases listed pay at a higher salary range. Personnel Commission staff is recommending an increase in the salary range for Human Resources Analyst – Employee and Labor Relations (Confidential) as follows: FROM:
$62,844 to $76,392 (Confidential Range 41)
TO:
$70,956 to $86,244 (Confidential Range 46)
Placement at Confidential Range 46 will place the starting salary for the Human Resources Analyst – Employee and Labor Relations (Confidential) at the 78th percentile among the cases shown. RECOMMENDATION It is recommended that the Commission approve upgrading the salary range of Human Resources Analyst – Employee and Labor Relations (Confidential) from $62,844 to $76,392 (Confidential Range 41), to $70,956 to $86,244 (Confidential Range 46).
DISPOSITION BY THE COMMISSION Amendments/Comments
MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 6 SUBJECT:
APPROVAL OF ALLOCATION OF NEW POSITION TO AN EXISTING CLASSIFICATION AND ADDITION OF BILINGUAL DUTIES: INSTRUCTIONAL ASSISTANT - MATH
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
It is recommended that the Personnel Commission approve the allocation of the following new permanent position to the classification of Instructional Assistant – Math: Location Instructional Assistant – Math (Bilingual Spanish)
Hours 11 months per year, 40 hours per week
Effective Date July 7, 2015
BACKGROUND The Black Collegians and Adelante Programs at Santa Monica College have requested to establish one new position to provide full-time instructional assistance in math for students who participate in their programs. Personnel Commission staff contacted Brenda Benson, Dean of Counseling and Retention; Sherri Bradford, Counselor, Black Collegians and Maria Martinez, Counselor, Latino Center to review the duties which would be assigned to this new position, and ensure the proper classification. The individual selected to fill this new position will be responsible for providing math instructional support to students participating in the Black Collegians Program (50%) and the Latino Center/Adelante Program (50%). The majority of the students who participate in the Latino Center come from families whose first language in Spanish. Many of these students have limited English speaking skills. Therefore, this Instructional Assistant position requires the ability to speak Spanish fluently. There is less need for writing skills in Spanish. The majority of duties assigned to this position are most consistent with the concept of Instructional Assistant - Math. Since this position requires Spanish-speaking skills, the department is requesting that we fill the position with someone who is certified as bilingualSpanish. Merit Rule 3.2.7 ALLOCATION OF LIKE POSITIONS TO EXISTING CLASSES 3.2.7 A.
All positions which substantially consist of comparable duties, responsibilities, and qualifications shall be allocated to the same class.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
Merit Rule 3.2.11 POSITIONS REQUIRING SPECIAL LANGUAGE OR SKILLS
3.2.11 POSITIONS REQUIRING SPECIAL LANGUAGE OR SKILLS The Board of Trustees may request that the Personnel Commission designate certain positions within a class or classes to require the holder of the position to possess a special skill, license or language. The District must clearly set forth valid reasons for requesting such special requirements. The duties of the position must be the same as those for all other positions within the classification, except for this special requirement. Examples of special requirements include the need for the incumbent to read, speak and write a foreign language; an administrative secretary classification where one position requires the routine use of shorthand skills, or a gardener classification where one position requires a pesticide certificate. A.
The commission shall have the right to designate a differential salary rate to compensate incumbents in such special positions for their special skills. Such differential rates shall correspond to the salary schedule percentages between the ranges.
B.
If a request to designate a position in a class as requiring a specialized skill is challenged, the Personnel Commission shall cause a proper investigation to be made and shall consider the findings and all other pertinent data presented by any concerned and responsible source prior to taking final action on the request.
RECOMMENDATION It is recommended that the Personnel Commission approve the allocation of this new position to the classification of Instructional Assistant – Math, and designate this position as BilingualSpanish. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 7 SUBJECT:
ADVISORY ITEM: APPOINTMENT TO PROVISIONAL ASSIGNMENT
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
The Personnel Commission is advised that the following persons have been appointed to the following provisional assignments, not to exceed 90 working 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* Gurjian, Armineh Classification & Compensation Manager Personnel Commission 07/01/15 to 11/05/15 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 8 SUBJECT:
EXAMINATION SCHEDULE
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
BY:
José Guzmán, Personnel Technician
It is recommended that the Personnel Commission approve the following Examination Schedule: Class Title
Field of Competition
Time
*Case Management Coordinator
Merged Promotional & Open Competitive
3 weeks
Instructional Assistant – English
Merged Promotional & Open Competitive
Continuous
Instructional Assistant – Math
Merged Promotional & Open Competitive
Continuous
*Student Services Specialist – Supplemental Instruction
Merged Promotional & Open Competitive
3 weeks
*pending approval by the Board of Trustees
DISPOSITION BY THE COMMISSION Amendments/Comments
MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 9 SUBJECT:
CORRECTION TO RATIFICATION OF PROVISIONAL WORKING OUT OF CLASS ASSIGNMENT: MARIO LOPEZ HERNANDEZ
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
The Personnel Commission previously approved the following correction to a provisional working out of class assignment at 100% on June 17, 2015: Name Mario Lopez Hernandez
Assignment Custodial Operations Supervisor
Length of Assignment 3/23/2015 to 7/1/2015 Not to exceed 90 working days
Mario Lopez Hernandez did not actually start his working out of class assignment until 3/30/2015. The dates of Mario Lopez Hernandez’s working out of class assignment need to be corrected as indicated below: Name Mario Lopez Hernandez
Assignment Custodial Operations Supervisor
Length of Assignment 3/30/2015 to 7/8/2015 Not to exceed 90 working days
Merit Rule 3.2.10 Working Out of Class (Education Code Section 88010, 88087) 3.2.10 A. CONCEPT OF WORKING OUT OF CLASSIFICATION 1.
Each classified employee shall be required to perform the duties of the position approved by the Board and classified by the Personnel Commission for the class to which he or she is assigned. An employee may be required to perform other related duties consistent with the concept of the classification to which the position is assigned.
2.
Classified employees shall not be required to perform duties and responsibilities which are not fixed and prescribed for their positions or are not consistent with the concept of the classification of their current position for any period of time which exceeds five (5) working days within a fifteen (15) calendar day period, or equivalent (i.e., four 10-hour working days within a fifteen (15) calendar day period) except as provided by this rule.
3.
Working out of class assignments are designed for temporary situations and shall not be used to place an employee in a long-term or permanent assignment in a higher or different classification. No employee shall be assigned to work out of
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
class beyond the time limits specified in Merit Rule 7.2 (Provisional Appointments) and Merit Rule 7.4 (Limited Term Appointments). B.
Procedure for Supervisor Requesting Approval for Working Out of Class 3.
The Director of Classified Personnel will advise the Office of Human Resources of the findings and shall present those findings, including the recommended pay differential, to the Personnel Commission for approval. Confirmation of this approval shall then be sent by the Personnel Commission to the Supervisor and the employee, and forwarded to the Board of Trustees for final approval.
Agreement between Santa Monica Community College and CSEA, Chapter 36, Article 11 11.7 Work out of Classification 11.7.1 Definition: Working out of classification assignments shall not exceed a period of ninety (90) working days per fiscal year and no more than ninety (90) days in any one hundred eighty (180) day period. 11.7.3 Compensation: a.
In the event that an employee is assigned duties at a higher classification as defined above and those duties make up at least fifty percent (50%) of the employee’s daily assignments, the employee salary shall be adjusted as set forth in Section 11.4.1.
b.
If those duties make up less than fifty percent (50%) of the employee’s daily assignment, the District shall pay the employee equal to one half (1/2) of the stipend that would have been paid under sub division a (above)
RECOMMENDATION Mr. Lopez Hernandez has been assigned additional duties currently at the level of Custodial Operations Supervisor, during the period of time between 3/30/2015 through 7/8/2015. These duties will make up more than fifty percent (50%) of his daily assignments. Therefore, it is recommended that the Personnel Commission approve the correction to the request for working out-of-class for one hundred percent (100%) of the stipend as indicated under subdivision a of CSEA, Chapter 36, Article 11.7.3.b. (above), through 7/8/2015. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: ____________________________________________________________________________
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 10 SUBJECT:
NEW CLASS DESCRIPTION & SALARY ALLOCATION FOR STUDENT SERVICES SPECIALIST – SUPPLEMENTAL INSTRUCTION
DATE:
JUNE 17, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
BY:
Karen Monzon, Personnel Analyst
BACKGROUND Attached for your approval is a new classification description and salary allocation for Student Services Specialist – Supplemental Instruction. The Personnel Commission has been requested to create a new classification reporting to the Director of Supplemental Instruction/Tutoring, responsible for overseeing and administering the training components of the Supplemental Instruction (SI) program. The SI Program is an academic assistance program at Santa Monica College that provides free out-of-class sessions to students enrolled in specific courses. SI Leaders are student workers who provide tutoring to students in the program. In SI sessions, SI Leaders engage students in interactive group activities to help them learn course concepts, prepare for exams, and learn effective study skills. The Student Services Specialist – Supplemental Instruction will oversee the day to day operations of the SI program, which includes recruiting, hiring, training and overseeing SI leaders, monitoring SI sessions, conducting ongoing training and feedback meetings, as well as designing and conducting program evaluations. METHODOLOGY Personnel Commission staff met with Tony Prestby, Director of Supplemental Instruction/Tutoring, to discuss this new classification. The purpose of this meeting was to define and clarify the parameters of this proposed classification, and to make an initial recommendation as to whether proposed job duties fit into an existing classification, or if further study was needed to determine if a formal recommendation for a new classification was warranted. Following discussion and a review of similar job classifications within the Student Services series, a decision was made to create a new classification at the level of Student Services Specialist. A list of job duties was created, along with a list of knowledge, skills, and abilities (KSA’s) required for the position. Reporting relationships were defined, and recommendations for minimum requirements were discussed and compared with other classifications within this series. Once the duties were finalized, the class description was created by Personnel Commission staff and then reviewed by the Director of Supplemental Instruction/Tutoring. A copy of the new class description has also been provided to CSEA representatives.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
A review and external salary study was conducted of positions within other community college districts in California that held similar responsibilities at a similar level. Personnel Commission staff will conduct further meetings with department management prior to opening recruitment, in order to gather and analyze documentation for developing an examination plan and creating test content. RESULTS Key factors in determining that a new classification should be established involved the scope of responsibilities, knowledge required for the position, level of complexity, degree of decisionmaking authority, nature & purpose of contacts, and consequence of error. The individual selected for this position will oversee the daily operations of the Supplemental Instruction program, provide training to all Supplemental Instruction Leaders (student workers) and oversee all training components of the SI program including conducting mandatory trainings. Positions in this class will not have supervisory responsibilities; however, the incumbent will serve as a specialist in the assigned area, providing specialized knowledge and guidance to others, and providing training and work direction to SI Leaders. In reviewing classifications within the Student Services series across a variety of departments, positions allocated to the Student Services Specialist level were independently responsible for overseeing daily operations for assigned programs, evaluating documents and making a final determination of eligibility for services, providing technical guidance to students and/or subordinate staff, and dealing with questions and conflicts that subordinate staff members were unable to handle. This new position has been evaluated and determined to align best with other positions allocated to the level of Student Services Specialist and will be designated with the title of Student Services Specialist – Supplemental Instruction.
SALARY REVIEW Salary recommendations for this new classification are primarily based on internal alignment. All Student Services Specialists in the District are paid at Range 30 ($47,484 to $57,720). An external salary review was conducted to gather information about how this role was allocated in other comparable agencies. We were unable to find a large number of closely comparable classifications within educational institutions. We are recommending salary placement for this new classification to be in line with the salary for Student Services Specialists in other areas within our District. INTERNAL SALARY ALIGNMENT Santa Monica CCD Santa Monica CCD Santa Monica CCD Santa Monica CCD
Senior Student Services Specialist Student Services Specialist Student Services Assistant Student Services Clerk
Range 32 Range 30 Range 25 Range 21
$49,860 $47,484 $42,024 $38,112
$60,600 $57,720 $51,084 $46,332
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
RECOMMENDATION Personnel Commission staff is requesting approval of Student Services Specialist – Supplemental Instruction as a new classification, and recommending that the salary be set at Range 30 on the Classified Salary Schedule ($47,484 to $57,720).
DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
Santa Monica Community College District Personnel Commission
Student Services Specialist – Supplemental Instruction CONCEPT OF THE CLASS Positions in this classification provide a variety of complex and specialized clerical duties relating to the administration of the Supplemental Instruction (SI) program. Incumbent coordinates and provides extensive training to SI Leaders, provides feedback, establishes goals for improvement, and assists SI Leaders plan for sessions. DISTINGUISHING CHARACTERISTICS The Student Services Specialist – Supplemental Instruction class performs complex and specialized duties relating to the administration of the Supplemental Instruction (SI) program. Incumbent is responsible for providing leadership and administration of the Supplemental Instruction program, and is expected to be a specialist in their functional area. The Student Services Assistant class performs moderately difficult clerical duties. Incumbents are responsible for completion of a functional phase of clerical work necessary in the student services area. The Student Services Clerk class provides a variety of general and routine clerical duties for student services departments and programs. ESSENTIAL DUTIES Coordinates, organizes and oversees the day-to-day operations of the Supplemental Instruction Program, provides training to all Supplemental Instruction (SI) Leaders (student workers) and oversees all training components of the SI program including conducting mandatory trainings. Assists in recruiting, hiring, training and scheduling SI Leaders in accordance with established procedures. Assists with the planning coordinating and presenting SI training sessions and materials. Leads SI Leader training sessions and meetings, assists SI Leaders in planning and organizing SI sessions, monitors work performance and provides ongoing coaching, guidance and feedback on performance. Organizes and assembles training packets. Designs and maintain current SI leader training materials and forms; reviews weekly SI leader packets for accuracy. Administers, and distributes SI examinations; develops group and individual SI exam schedule; responds to applicants concerning status of application status. Collaborates with faculty and administrative staff on matters related to SI; collaborates with staff to promote services. Communicates with faculty concerning the implementation and effectiveness of SI in their courses.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 Develops and coordinates all aspects of the SI Final Review event each semester. Develops and maintains a comprehensive promotional campaign for SI each semester. Compiles and maintains data collection for the SI program and completes required reports. Ensures compliance with regulations, procedures, and requirements as mandated in current federal legislation and state statutes governing student employment. Creates, maintains, monitors, and updates confidential student records. Maintains and updates department website and related social media pages. 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 General supervision is received from the Director of Supplemental Instruction/Tutoring.
Supervision Exercised Provides training and work direction to SI leaders (student workers). Serves as specialist in assigned area providing specialized knowledge and guidance to others, which can include student assistants, coworkers, and other District staff. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: Principles and practices of planning, coordination, organization and implementation of community college tutoring and supplemental instruction programs service program Basic principles of adult training and education applicable to a community college setting Federal and State regulations, requirements and procedural guidelines pertaining to student programs as it relates to Student Services functional area Principles, practices and methods used to prepare detailed reports Principles and practices of sound business communication Modern office practices and procedures Use of database and other software to maintain a variety of data and information and create and maintain documents Customer service principles and techniques English usage, vocabulary, spelling, grammar and punctuation Effective oral and written communication and basic statistics
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 Record keeping practices and procedures Ability to: Train, supervise and evaluate student employees Create and present workshops Interpret and apply pertinent laws, policies and regulations Effectively analyze situations and adopt an effective course of action Compile and analyze data Handle multiple tasks simultaneously Work on a variety of assignments simultaneously Work in a fast-paced and busy environment with multiple interruptions Establish and maintain accurate records Follow complex written and oral instructions Establish and maintain effective working relationships Work independently with minimal supervision Skills: Type accurately and operate a computer keyboard for data entry and retrieval, and use computer software specific to the operations of the department and the college 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.
MINIMUM QUALIFICATIONS Education Requirement: An AA or AS degree or 2 years of college level coursework. A bachelor’s degree is preferred. Experience Requirement: Two (2) years of progressively responsible tutoring and/or supplemental program experience performing specialized and complex student services duties at the community college level. Experience training and evaluating student employees is desirable. Education/Experience Equivalency: Experience and/or education of the same kind, level or amount as required in the minimum qualifications may be substituted on a year-for-year basis. Licensure and/or Certification: None
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015 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. CLASS DETAIL Job Family: Student Services- Non-Classroom FLSA Status: Non-exempt Personnel Commission Approval Date: 06/29/2015
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 11 SUBJECT:
APPROVAL OF ALLOCATION OF NEW POSITION TO AN EXISTING CLASSIFICATION: STUDENT SERVICES SPECIALIST – SUPPLEMENTAL INSTRUCTION
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
BY:
Karen Monzon, Personnel Analyst
It is recommended that the Personnel Commission approve the allocation of the following new permanent position to the classification of Student Services Specialist – Supplemental Instruction: Location Supplemental Instruction
Hours 12 months per year, 40 hours per week
Effective Date June 29, 2015
BACKGROUND The Supplemental Instruction department at Santa Monica College has requested one new position to coordinate the daily operations and associated projects within the new Supplemental Instruction (SI) Program. Personnel Commission staff contacted Tony Prestby, Director of Supplemental Instruction and Tutoring, to review the duties which would be assigned to this new position, and ensure the proper classification. The individual selected to fill this new position will be primarily responsible for independently coordinating the daily operations of the Supplemental Instruction Program. Specific responsibilities include overseeing the day-to-day operations of the Supplemental Instruction program, interviewing, hiring and training SI Leaders, handling student outreach and program marketing, tracking student progress throughout the year to ensure continued eligibility for services, and handle reporting for continuation of grant funding. This position will not supervise or perform in a lead capacity over other classified staff members. This position is expected to manage daily operations and associated projects independently, without the immediate assistance of a supervisor. The majority of duties assigned to this position, level of independent decision making expected, scope of project management responsibilities, and performance expectations are most consistent with the concept of the Student Services Specialist. Merit Rule 3.2.7 ALLOCATION OF LIKE POSITIONS TO EXISTING CLASSES 3.2.8 A.
All positions which substantially consist of comparable duties, responsibilities, and qualifications shall be allocated to the same class.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
RECOMMENDATION It is recommended that the Personnel Commission approve the allocation of this new position to the classification of Student Services Specialist – Supplemental Instruction.
DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:
Amendments/Comments
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
AGENDA REPORT NO. 12 SUBJECT:
REVISED CLASS DESCRIPTION & SALARY REALLOCATION: MEDIA & REPROGRAPHICS SERVICES MANAGER
DATE:
June 29, 2015
TO:
Members of the Personnel Commission
FROM:
Carol Long, Director of Classified Personnel
BY:
Michael Cool, Supervising Personnel Analyst
BACKGROUND Attached for your approval is a revised classification description and salary reallocation for Media & Reprographics Services Manager. The Personnel Commission received a reclassification request from the incumbent Media & Reprographics Services Manager, and a study was performed to determine if the current classification description accurately reflects the responsibilities that are assigned to the job. A salary study was also conducted to compare the current salary range for this classification with similar jobs within the District and other agencies in the areas. The classification description was last revised in 2006 as part of the Hay Study. METHODOLOGY The incumbent submitted the Request for Reclassification Form and Position Description Questionnaire (PDQ) which included a highly detailed and organized overview of current duties and responsibilities. Several supporting documents and work samples were also submitted as part of the reclassification packet. After a review of these materials, Personnel Commission staff met with the incumbent for an informational interview to discuss the accretion of additional responsibilities. Personnel Commission staff also performed two work observations, the first of which was a meeting with the Purchasing Department and an outside vendor to discuss the ongoing implementation of SMART classroom technology. The second work observation was an offsite meeting with a potential vendor in which the vendor presented various solutions to the College’s media and reprographic needs. Personnel Commission staff met with the incumbent’s direct supervisor, Erica LeBlanc, Dean of Academic Affairs, and Georgia Lorenz, Vice-President of Academic Affairs, to discuss how the role of this classification has changed over time. After the initial meetings with both parties, further communication took place via phone and email to finalize the details of the class description. An external salary survey was attempted; however, there were no directly comparable positions identified.
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
RESULTS Based on information collected from the incumbent, the Dean, and area Vice-President, in addition to the work observations, it was evident that the position has shifted over time to take on more responsibility in the planning, implementation, and ongoing support of classroom-based multimedia education technology. The incumbent serves as the central point of contact between several departments, and serves as the coordinator in ensuring that all classrooms throughout the district are converted and equipped with SMART technologies. Major changes have been made to the concept of the class, essential duties, and knowledge and abilities sections. Minor changes have been made to the supervision and minimum qualifications sections. For the purposes of the salary survey, the duties and the responsibilities of the current incumbent can be divided into three areas: 1) media services, 2) printing and reprographics, and 3) implementation of classroom-based technology. In reviewing the job descriptions from other districts, it was common to find supervisory positions over media and reprographics, but there was no classroom-technology component, which resulted in significantly lower salary ranges. Other external positions that did include classroom technology typically encompassed other areas of information technology such as network services or distance education, resulting in significantly higher salary ranges. Therefore, an upward salary reallocation is recommended through an examination of internal alignment. SALARY REALLOCATION It is recommended that the salary for Media & Reprographic Services Manager be reallocated from Management Range 20 ($84,216 to $102,360) on the Classified Management Salary Schedule to Management Range 22 ($88,428 to $107,472). SMC Positions Dean of Academic Affairs Network Services Manager Media & Reprographics Services Manager* Instructional Technology Services Manager Multimedia Specialist
MIN $142,045 $95,076 $88,428 $84,216 $62,100
MAX $164,669 $115,572 $107,472 $102,360 $75,492
*Proposed salary
RECOMMENDATION It is recommended that the Commission approve the attached revised class description and salary reallocation for the Media & Reprographics Services Manager. DISPOSITION BY THE COMMISSION MOTION MADE BY: ____________________ SECONDED BY: _________________ AYES:
_____ NAYS: _______
ABSTENTIONS:______
Amendments/Comments ____________________________________________________________________________
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Santa Monica College Personnel Commission AGENDA of Special Meeting, June 29, 2015
IV.
ADJOURN MEETING AT _______ AM
DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: ____ NAYS: ____
ABSTENTIONS: ____
Amendments/Comments
The next regular Personnel Commission meeting is scheduled for: Wednesday, July 15, 2015 at 12 PM in the Santa Monica College Board Room, Business Building, Room 117 at 1900 Pico Blvd, Santa Monica, California.
As required by law, this agenda for the Monday, June 29, 2015, Special Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 24 hours prior to the date and time of this meeting.
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