College of the Canyons Coronavirus Update Webinar

Noon, Thursday, April 23, 2020

1

Today’s Agenda

• Chancellor’s Updates – Dr. Dianne G. Van Hook, Chancellor

• Student Services Updates – Dr. Michael Wilding, Vice President, Student Services

• Business Services Updates – Ms. Sharlene Coleal, Vice President, Business Services

• Economic Development Updates – Mr. Jeffrey Forrest, Vice President, Economic Development

• Academic Affairs Updates – Mr. Joe Gerda, Interim Vice President, Academic Affairs

• Canyon Country Campus Updates – Dr. Ryan Theule, Vice President Canyon Country Campus

• Human Resources Updates – Dr. Diane Fiero, Vice President, Human Resources

• Public Information Office Updates – Mr. Eric Harnish, Vice President, Public Information

2

A message from one of our tutors Greetings to you! Thank you so much for your message today to all our tutors! I am sending this attached picture of you and me together at my graduation day at COC. I will always have you in my heart because you still inspire me. If you notice the picture on the right, I still have my badge from the TLC. I had been a tutor for the TLC since 2016. I am now the Lead Tutor for the ESL Program working successfully with Fred Bobola, Mojdeh, and James.

… And so many more!

Chancellor’s Updates

3

Chancellor’s Updates Piano students adapt

to remote learning

• The professor videoed herself playing her students’ latest assignment.

• Students taped themselves practicing and then sent their videos to their professor for feedback.

4

Nursing Supports Testing Site Chancellor’s Updates • Nursing students and faculty began working Tuesday with LA County Fire and Henry Mayo Newhall Hospital to support COVID-19 testing in the Parking Structure.

• After receiving mandated training in the non-touch testing system and layered with appropriate Personal Protective Equipment, faculty and students began daily shifts, which will run for the next three weeks.

• The testing involves no contact with the public and provides a valuable contribution in support of public health.

• Nursing students can fulfill mandated clinical hours needed to complete the Nursing program and will allow our 4th semester students the chance to finish this spring 2020 and graduate on time despite the current pandemic.

• Sincerest thanks to Mary Corbett, Anh Vo, Sandy Carroll, Adina Carrillo, Tina Waller, Shaunasey Lane, Heather Dotter, and Dean Kathy Bakhit for their amazing support of our students and this opportunity.

5

Chancellor’s Updates iCUE Providing Student Lunches • iCUE & BaNC are partnering to provide coordination of free lunches to our students.

• On Monday and Tuesday, lunches for 100 students will be prepared, boxed and bagged by Chefs Otto, Schwanke and Razzano.

• Beta test will be April 27th (CalWORKs/RISE students) and 28th (Culinary/Wine Studies students), and if it goes well, we expect this to continue until the end of the semester.

• CalWORKs and RISE staff will be providing additional items (school supplies and restaurant cards) to their respective students.

• Student services staff will place the food bags in the back of vehicles as students stay in their vehicles for these drive-thru events.

• Administrative support is being provided by Michael Joslin and Don Carlson.

6

Phi Theta Kappa (PTK) Virtual Convention Chancellor’s Updates • Dr. Miriam Golbert and a few of her students attended the first-ever virtual international convention - PTK Catalyst 2020.

• The virtual convention was held instead of the face-to-face scheduled for April 9 – 10, 2020. • Programs and keynote speakers were available and covered a

variety of subjects that included: • International Presidential Address • Power of Connectional Intelligence • Memory Techniques and AI • Generation PTK • Virtual Voting

• Alpha Nu Xi Chapter of College of the Canyons was recognized with the 5 STAR Level, which is the highest level for any chapter that completes all the requirements during the year.

• The students will remember it for years to come! Congratulations Dr. Golbert and our students!

7

The Sociology Book Award Chancellor’s Updates • Students are encouraged to submit projects related to current social Issues.

• Submissions may include: • Research Paper • Poetry • Photography • Multimedia Project • Art • Original Film or Video • Original Music

• Deadline for submission is May 27, 2020 at 5:00pm

8

Joint Meeting with ASG Leadership and Executive Cabinet

• Executive Cabinet and ASG Leadership met Wednesday to discuss communication, collaboration, and creative solutions in response to the changes that are occurring daily.

“Our Model UN instructors have done

an amazing job moving it online.”

• ASG officers shared their experiences with online learning, and the challenges they are facing.

• They provided feedback on the upcoming student survey to ensure it addresses issues most relevant students, including food and housing insecurity.

Chancellor’s Updates “ I prefer to take classes in person because it puts me in a mindset to study and work hard. Being at home makes me more inclined to

procrastinate.”

9

Getting Students’ Input During COVID-19 Feedback from our students will help us to continue to extend the deep care and support the College is providing our students at this time. • We are surveying students to assess how they are doing and to identify opportunities to support them. Questions include needs and support on topics such as: Access to technology & internet Communications Transition to online/remote learning Online tools Barriers to success Open-ended comments.

• A Commencement survey sent this week will assess interest in a virtual/online graduation in June 2020 or postponement options.

• It will help to inform us on plans to recognize and honor our students.

10

International Services and Programs (ISP) Chancellor’s Updates

• International Services and Programs obtained a donation from supporter John Wang.

• He donated 200 non-surgical disposable masks for the college to use.

• Thanks Jia-Yi!

11

COC Makes Second Donation to Chancellor’s Updates Henry Mayo Hospital • COC classified staff members, Cynthia Madia and

Gayle Freund made a second delivery to Henry Mayo Newhall Hospital, providing the emergency room staff with lunch with some help from college and community donors.

• A GoFundMe originally created with a goal of $1,500 to cover the cost of meals for Easter Sunday ended up raising more than double that, allowing COC classified staff, faculty, administrators and board of trustees members to make multiple donations with the funds.

• Gyromania prepared 50 meals for health care workers.

12

https://www.gofundme.com/f/1z2134vx00?teamInvite=UQWX4R5CMHSqFdyoCsEZYv9FWZRpeVeItoQRkgVufqtB2GBGJsOHXMWWgOCT16d7

Virtual Business Briefing Series Chancellor’s Updates The College of the Canyons Foundation has been working hard to provide resources for the local business community and our Chancellor’s Circle members and provide a space to help members navigate challenges businesses are facing.

April 17: COVID-19 Business Assistance Programs • Moderated by Tamara Gurney, CEO/President of Mission Valley Bank and

Catherine Grooms, Director of Small Business Development Center. • Topics: CARES Act – Paycheck Protection Program, and SBA’s Economic

Inquiry Disaster Loan. 10am, April 24: Financial Planning for Businesses During COVID-19

• Moderated by Nicolas Cardenas, Financial Services Professional, New York Life and Jill Mellady, President, Mellady Direct Marketing

• Guest Presenter - T. Meyer, Wealth Management Advisor, Northwestern Mutual.

13

Chancellor’s Updates MakerSpace Donating Face Shields to Henry Mayo Newhall Hospital • All headbands and elastic bands are completed using materials on hand.

• 50 units will be delivered next Tuesday.

• Remaining 100 will be completed when needed face shield transparencies arrive,

• The units are to be delivered unassembled (with the exception of the elastic band).

• The face shield transparencies are easy to pop onto the headbands and are cleanable and replaceable.

14

Chancellor’s Updates Going forward…

Planning for Fall

• Identifying what courses will be scheduled online • Identify what courses can be scheduled and function well either way • Identify which CTE and science lab courses could develop F2F labs in compliance with social distancing rules

• Identify alternative sites- cafeteria, west PE; East PE.; UCEN 258, fields, etc.

• Create lab kits for students

15

Outreach Updates Student Services Updates Our Outreach team has been in communication with their high schools since the closure, and they have been referring students to us who need help.

For all Hart District Students:

• We have repurposed our Ask Canyons Tuesdays held at the high schools to Ask Canyons Days. • Students are able to email and/or make an appointment with their designated COC Outreach

College Rep. • The COC Reps have been meeting with students one-on-one through Zoom, making calls through

google hangouts and responding to emails. • Check out the website – www.canyons.edu/hso - Ask Canyons Days

Note: We also have a designated Rep for our out-of-area high schools. We are still working with our contacts to support our out-of-area students.

16

http://www.canyons.edu/hso

Student Services Updates Outreach Updates

For Currently Enrolled Students:

• All Hart District dual enrollment and concurrent enrollment students were emailed by their designated COC Outreach College Rep in late March to offer support as they transitioned to their new learning environment.

• We are working with the spring dual enrollment and College NOW faculty to identify any students at risk (those who have not logged in, haven’t been able to reach, etc.) and working with the appropriate high school staff to assist us in connecting with the student(s).

• We continue to work with our Dual Enrollment instructors, students and high school staff to ensure student success.

17

Outreach Updates Student Services Updates For Summer Concurrent Enrollment Outreach: • We have updated the College NOW website to better assist students navigating the admission

process for summer classes. • Students are able to submit special admission forms via email. • Special admission’s form is now fillable, electronic signatures can be accepted and the form

submitted via email for processing. • All high schools now have a process in place to expedite students obtaining the required signatures

from counselor/principal. • Outreach has a dedicated email address for all dual enrollment and concurrent enrollment

students. We are responding via email and have the ability to Zoom/Google Chat with students/parents if needed.

• We have already received close to 400 emails. • Outreach is coordinating with A&R on the processing and communication to students to ensure they

are prepared for summer registration starting May 26 (for high school students). • As of today, we have received 1,300 summer applications.

18

Outreach Updates Student Services Updates For Graduating Seniors – Summer/Fall Enrollment & Canyons Promise: • The onboarding team has successfully migrated assessment and advisement to an online

platform. • This allows students to complete the entire matriculation process remotely. • This information is being shared with students in their “Admission Acceptance”

communication. • Students are able to sign up for Canyons Promise through their “Admissions Acceptance”

email. This has been in place since January. We have approximately 700 signed up so far. • Outreach created a video of the content that would have been covered at Canyons Promise

Information Session that was cancelled in March. This will be posted to the Canyons Promise website.

• We held online application sessions last week. We will be scheduling more of these in the coming weeks for both new, incoming students and high school students (concurrent enrollment).

19

Outreach Updates Student Services Updates For Graduating Seniors – Summer/Fall Enrollment & Canyons Promise: • We have online sessions scheduled this week and next week (April 21 – April 30) to assist

students through the admission steps, signing up for Canyons Promise, getting started with financial aid and much more.

• The COC Reps emailed ALL students who have applied as of last week letting them know about the online sessions. We also shared the info with the high schools to capture students who have yet to apply.

• An email was sent to the parents of all seniors in the Hart District informing them about Canyons Promise, available student support to start/finish the admission process, and a plug for summer session.

• As of today, we have received 2,500 total applications (includes every first-time student regardless of age), 1,300 are from Hart District. We are expecting to see an increase in activity at the beginning of May when students need to commit to 4-year schools.

20

Student Services Updates Outreach Updates

Peer Leaders/Promise Leaders

• Monitoring the dedicated email account that was sent to ALL students a couple weeks back as a resource if they need support as they transition to their new learning environment.

• We are also supporting IT by responding to student email support questions. • Supporting students with technical questions, i.e. creating CCC Apply account,

submitting application, setting My Canyons, etc.

21

Business Services BUSINESS SERVICES – Monitor Pick Up • IT secured 30 monitors to deliver to Business Services staff through a monitor “drive-through” on Monday, April 20, 2020

• This will help facilitate remote operations for Payroll, Accounts Payable, Purchasing,

Grants and Budget.

President’s Advisory Counsel on Budget (PAC-B) • Meeting Held on April 13, 2020 Via Zoom

• Over 50 Attendees • Reviewed Budget Outlook from Department of Finance • Reviewed all Critical Forced Costs: Utilities, Insurance, Minimum Wage, Software Licenses • Reviewed all Forced Cost X from all Non-Instruction Departments • Next Meeting April 27 to complete review of Budget Requests

22

GRANTS, CATEGORICAL ACCOUNTING & FISCAL COMPLIANCE Business Services Conducted via Remote Access • Coordination of CCCCO grant and categorical awards to ensure revenue isreceived and grants are fully expended • 21 Grant and Categorical term end dates extended to allow full utilization of awards

• 14 Grant invoices, quarterly reports and federal draws processed bringing in $203,654 of revenue

• $54,586 of additional Hunger Free Campus funds received and budgeted • $60,402 of additional Veteran's fund received and being budgeted FISCAL SERVICES - Conducted via Remote Access • Completed Enrollment Fee Revenue Report for the State Chancellor’s Office • Processed 275 Student Refunds for Spring 2020 • Preparing for District’s Preliminary Audit Starting on 5/26/2020.

o Internal Controls o Federal and State Compliance Testing o SCFF Metric Documentation and Protocol

23

CONTRACTS, PROCUREMENT & RISK MANAGEMENT Business Services Conducted via Remote Access • Purchase Orders Completed Including:

• COVID-19 Items: 240 Bandanas, 125 Cloth Masks, and 500 3-Ply Masks for the campus.

• Technology Items: V-Sim Virtual Simulation Software for Nursing Students • Safety Supplies: First Aid Kit Supplies • Facilities Repairs: Plumbing Services for CCC and Water Bottle Refill Station in Valencia Cafeteria

• Advertising: Promoting Summer Enrollment in The Signal and Santa Clarita Magazine • Districtwide Paper: 160 Cases of Color Paper • IEPI Reimbursements: Travel Expense Reimbursement for Partnership Resource Team Members

• Contracts Completed Including: • NSF Online Grant-Writing Workshop: Attendee Participation Agreements • Guest Speakers: Zoom LEAP Presentation, Foster-Kinship Care Zoom Workshops • Waste Recycling: Reprographics & Photo Lab Waste Recycling Services • PLACE Grant Subrecipient Agreements: Antelope Valley College, Pitzer College

24

Business Services CONTRACTS, PROCUREMENT & RISK MANAGEMENT CCC Science Building Job Walk

• Preparing for furniture purchase to ensure ADAcompliance and proper layout • Reviewed power/data

and whiteboard locations in all offices and classrooms

• Noted locations of beams and columns

• Ensured Physical Distancing!

25

Business Services ELECTRONIC TIME SHEETS ARE HERE!! • Look for an email from Jason Hinkle containing PDF Fillable Timesheets and Instructions on how to submit, for the following groups: • Classified (Full-Time and Permanent Part-Time) • Confidential • College Assistants • Short Term Hourly • Academic Hourly

• Timesheets and Instructions will also be posted on the Payroll Intranet and Internet siteshere: • Intranet: https://intranet.canyons.edu/offices/BusinessServices/PayrollServices/PayrollServicesForms.asp • Internet: https://www.canyons.edu/administration/businessservices/payroll_services.php

• Webinars to be held to assist with completion and submission of Timesheets • Link for Zoom Webinar meeting will be sent out in an email and can be found here:

• https://cccconfer.zoom.us/j/7840674124 • Friday, April 24 – 4pm • Wednesday, April 29 – 1pm• Monday, April 27 – 10am • Thursday, April 30 – 2pm• Tuesday, April 28 – 11am

26

https://intranet.canyons.edu/offices/BusinessServices/PayrollServices/PayrollServicesForms.asphttps://www.canyons.edu/administration/businessservices/payroll_services.phphttps://cccconfer.zoom.us/j/7840674124

Business Services CARES ACT FUNDING • Application for the Institutional Portion of the CARES Act was released on April 22nd. • The District is in the process of submitting the application for $3.1M • This funding can be used for lost revenues and costs for transition to remote instruction/operations

• The District has been tracking these costs under activity code 677210

REPORTING TIME FOR SHORT TERM HOURLY, COLLEGE ASSISTANTS, AND FEDERAL WORK STUDY • If you are able to work remotely or have been performing professional development

• Fill in your Timesheet with actual hours worked • If you have not been able to work remotely or perform professional development

• Fill in your time sheet with your previously regularly scheduled hours; or • Fill in your timesheet with the average of hours you have worked over the past two months.

• Contact your supervisor if you have any questions

27

Economic Development Updates • John Cordova, our State Health Workforce Coordinator is leading an effort to develop training for displaced retail/hospitality workers who seek a career in health care

• Justin Wallace and Harriet Happel are connecting with Northrop Grumman to support the training and placement of 175 CNC machinists

• Catherine Grooms and her team of advisors with the Small Business Development Center have assisted over 150 small businesses in applying for the second round of CARES Act funding for local companies;

• The Employee Training institute (ETI) is partnering with Cengage/Ed2Go for the Supplemental Job Displacement Voucher Program. This partnership will expand the ability of ETI to deliver skills-based training online for displaced employees throughout the region.

• COC continues to support the expansion of apprenticeship around the state. We will be providing support letters on behalf Los Rios College and ICF International who will be applying for the Youth Apprenticeship Grant with the US Department of Labor.

28

Academic Affairs Updates Education Blanket Addendum • Thanks to our Curriculum Committee as well as Academic Senate, who have collaborated to recommend a Summer 2020 and Fall 2020 Emergency Temporary DLA as we plan for the upcoming terms.

• The Blanket Addendum was approved by the Curriculum Committee last Thursday and is scheduled to be approved by the Academic Senate today.

• All classes taught in an online format will maintain Title 5 Code of Regulations and ACCJC (or accreditation) quality standards.

• Department Chairs, Full-time Faculty, and Part-time Faculty are making recommendations to Academic Affairs and the Curriculum Committee regarding their ideas on devising a Local Plan that identifies a timeline for converting additional classes to either online or hybrid.

• Minimizing disruption to students while maximizing student learning shall continue to be an institutional priority for our college.

• A huge thanks is extended to the extraordinary work that continues by our teaching faculty as well as the entire college staff and community working behind-the-scenes to ensure students have all the necessary support and resources that they need to persist through this spring 2020 semester.

29

Academic Affairs Updates Update on Late-Start 8-Week Classes • Our late-start spring 2020 classes are well underway! • This semester, we are offering over 200 late-start spring classes, similar to spring 2019.

• Despite the current pandemic, the fill-rate for spring 2020 classes is higher (73%) compared to last spring (62%).

• While we have had a few more cancellations this spring 2020 in our credit and noncredit offerings, we are still on track to meeting the needs of our students while supporting their completion and transfer goals.

• Once more, a huge debt of thanks and appreciation are extended to our faculty, staff, and administrators, all working tirelessly to ensure that we continue to promote opportunities for student access, engagement, and success as we face this pandemic together.

30

Canyons Connects Academic Affairs Updates • Canyons Connects progress survey for all courses was launched on April 20 and will close on May 4.

• Faculty received an email regarding these surveys and are encouraged to complete them for their students to identify those that might be struggling and/or provide encouraging KUDOS to them. The surveys are very user-friendly and quick to complete.

• The current progress survey has a revised COVID-19 specific ATTENDANCE flag that can be raised to alert students to Student Services support and options available to them and to notify Counseling of struggling students.

31

Canyons Connects

Progress Survey “HOW TO” Video on YouTube:

https://youtu.be/8gS6g42Rq1M

Academic Affairs Updates • Faculty can also raise COUNSELING REFERRALS within Canyons Connects at anytime to connect students to counselors for academic and personal support.

• General Counseling will reach out to non-special population students who receive three or more flags.

• Those counselors connected to special populations like Athletics and EOP&S will receive the list of students who have received flags or referrals.

You can click on the link in the email to be taken directly to the Canyons Connects platform, or Google “Canyons Connects.”

32

https://youtu.be/8gS6g42Rq1M

Academic Affairs Updates

Instructional Advisory Council on Friday, April 24th

Finalize summer session delivery of instruction plans

Collaborative discussion resulting in recommendations for Fall delivery of instruction offerings

Meeting Student Technology Needs – Timelines and Processes

33

Canyon Country Campus Updates • On Monday (4/20/20), Dr. Van Hook participated in a socially-

distant but nonetheless exciting site prep/demo at the location of the future Student Services & Learning Resources Center (SSLRC) at the Canyon Country Campus.

• Utilizing a front-loader tractor, she demolished the old café to help prepare the site for this future project.

• This four-story, 55,000 square-foot building will be a significant new addition to the Canyon Country Campus, providing a one-stop destination for students to receive support and assistance from student services offices and programs, in addition to student gathering, meeting, library, TLC, and classroom spaces located in the building. This is tremendously exciting (as was the demolition)!

34

Canyon Country Campus Updates

35

Human Resources Quick HR/PD Update

• SERP deadline is next Tuesday, April 28th • Professional Development Opportunities: • CCCO & USC Equity workshops • Diversity & Inclusion Learning Communities • Faculty - California Virtual Campus online Education initiative –

see: cvc.edu/events • ACCCA workshop on Rewriting the Rules & Practices of

Administrators in Community Colleges After Covid-19

36

http://cvc.edu/

California Community College Board Legislative Updates of Governors Virtual Town Hall

Wednesday, April 22, 2020 at 9:00am – Zoom

• The California Community Colleges Board of Governors hosted a virtual townhall to advocate for our community colleges and 2.1 million students.

• The Town Hall featured key legislators, Board of Governors members, Chancellor Eloy Ortiz Oakley, and system partners and stakeholders speaking to the needs and priorities of community colleges during and after the COVID-19 crisis.

• In addition, there was a moderated panel of students, led by state Vice Chancellor-Government Relations David O’Brien, which will address student needs and campuses responses during the COVID-19 pandemic.

Next Week’s Webinar Join us

Noon - April 30 for our next webinar APRIL

https://cccconfer.zoom.us/j/152912843 30 This Photo by Unknown Author is licensed under CC BY-SA

Today’s webinar was recorded and will be posted at

www.canyons.edu/news

38

https://cccconfer.zoom.us/j/152912843http://www.canyons.edu/newshttp://commons.wikimedia.org/wiki/File:Blank_Calendar_page_icon.svghttps://creativecommons.org/licenses/by-sa/3.0/

We do all of this for our students… Brianna Ruffalo, COC MEA Alumni

Brianna was at COC about 6 years ago. She started with an internship at KTLA, which led to a job. After working at CSUN, she moved to Fresno for her first reporter/anchor position. After two years there, she joined KABC 7 in Los Angeles.

39

We Thank You!

Nurses and Food Service Workers

40

We’re all in this together!

- https://www.youtube.com/watch?v=SYJCYr1I-Sk

41

https://www.youtube.com/watch?v=SYJCYr1I-Sk

Slide Number 1Slide Number 2Slide Number 3Slide Number 4Slide Number 5Slide Number 6Slide Number 7Slide Number 8Slide Number 9Slide Number 10Slide Number 11Slide Number 12Slide Number 13Slide Number 14Slide Number 15Slide Number 16Slide Number 17Slide Number 18Slide Number 19Slide Number 20Slide Number 21Slide Number 22Slide Number 23Slide Number 24Slide Number 25Slide Number 26Slide Number 27Economic Development UpdatesSlide Number 29Slide Number 30Slide Number 31Slide Number 32Slide Number 33Slide Number 34Slide Number 35Slide Number 36Slide Number 37Slide Number 38Slide Number 39Slide Number 40Slide Number 41