Restructuring of Student Services
In October 2022, I communicated to our Senate, CSEA, GCFA leaders, and college community the need to restructure Student Services and Academic Affairs under two vice presidents to improve our ability to be responsive to the needs of our students, faculty, and staff.
I want to thank our Academic Senate, CSEA, ASGC, GCFA leadership, and the college community for working with me and my executive team to establish an inclusive and transparent process to guide our restructuring. Below is a recap of what has occurred to share and gather input to inform our restructuring process:
• December 2, 2022 – Restructuring Retreat – 16 representatives from each constituency group collaborated and provided input to inform the proposed restructuring plan.
• February 24 – Communications Council – Leaders of the Senate, CSEA, and GCFA reviewed the preliminary restructuring plan and provided initial input.
• March 7th – Academic Senate presentation
• March 14 - Leadership Council presentation
• March 15 – Open forum for classified professionals
• March 15th – ASGC presentation
• March 31 – Open forum for all employees via Zoom
• April 11 – Board of Trustees (first read)
• April 17 – Conversation with Department Chairs
• April 18 – Second presentation to Academic Senate (per their request)
• April 19 – Second presentation to ASGC (per their request)
The following steps to finalize our restructuring plan are still pending:
• April 26 – President's Council Approval
• May 9 – Board's second read and final approval
• Confer with GCFA and CSEA on working conditions
Attached are updated organizational charts that reflect the input received. The following changes were made:
• Added the Puente Program under the Dean of Counseling & Student Life.
• Placed Student Conduct and Student Equity & Achievement (SEA) Program under separate boxes to indicate they are two different areas of responsibility.
• Hollister Campus – added a comment to specify that the Director will receive support from the Dean of Arts, Humanities, and Social Science in areas related to Academic Affairs.
• The Director of Distance Education and Academic Support Services title was updated to Director of Library, Online Learning, and Academic Support Services (still under review).
• The Writing Center was moved back under the Dean of Arts, Humanities, and Social Science.
• The Jail program was moved to Dean of Career Education and Strong Workforce.
• The Teaching & Learning Center (TLC) was moved under the new Instructional Designer position.
Please note that proposed changes to Academic Affairs will be paused until fall 2023 when the new Vice President of Academic Affairs can review and have additional conversations with their team. The process of hiring for this position is currently underway. We expect to have finalists open forums before the end of the semester.
As we near the completion of this process, I want to thank everyone who has shared input either in person at our various meetings or via the online feedback form. Generally, feedback has been positive and supportive of the new proposed structure. Below, I provide answers to recurring questions and share some of the comments received.
What is the total cost of the new structure?
The following three positions are necessary to implement the new structure:
1. Vice President of Academic Affairs - Funded primarily through repurposing a vacant associate dean. The projected cost to upgrade the vacant associate dean to a Vice President of Academic Affairs is $60,000.
2. Director of Library, Online Learning, and Academic Support Services - This position's salary and benefits costs are approximately $185,383.
3. Director of Adult, Community, and Non-Credit Education. This position would be funded from the Adult Education and Community Education budgets, therefore not impacting the District's general fund budget.
All other new positions listed on the org chart are unrelated to the restructuring. The Mental Health Counselor, Next Up, and Higher Aspirations positions are funded through state ongoing categorical funds that must be used to support those areas. The Student Life Coordinator and Admissions and Record Tech are funded through district funds to support college initiatives related to student engagement and enrollment growth. The Instructional Designer position is funded through our Emergency Conditions Allowance (ECA), which requires the District to support faculty professional development to enhance quality online teaching and learning.
Why is the VP of Student Services designated as the Assistant Superintendent?
Most single college districts, regardless of size, have at least one of the Vice Presidents serve as the Assistant Superintendent. This is a position that plays a crucial role in supporting the President. The Assistant Superintended is the administrator in charge in the absence of the President. Also, the President will rely on this Vice President to carry out districtwide initiatives that require coordination across various areas of the organization—for example, Guided Pathways and student retention, to name a few. Typically, it is up to the President to choose which Vice President(s) will serve in this capacity.
Will there be additional clerical support added?
Yes, there will likely be a need to add at least one more clerical support position. As we roll out the new structure, we will continue assessing clerical support needs and add accordingly if our budget can support it. This will be part of our future fine-tuning of the restructuring implementation.
Where will these new positions be housed?
We are currently conducting an inventory of vacant spaces on campus. We might have to temporarily repurpose spaces until our new Library and Student Resource Center is built.
Is there a plan to expand the outreach team?
Outreach is critical for the growth of our college. Currently, we only have one full-time dedicated position for student outreach. In the future, we plan to add additional resources to grow our student outreach team.
Below, I'm sharing with you some of the positive comments received via the online feedback form:
• "Overall, this is a very solid plan and adequately addresses the smoothing out of the workload across different areas of campus."
• "I like the thoughtful attention to our academic affairs side of the house. This is so important, not only to faculty but to our students, whose educational goals and classroom experience will benefit greatly from this structure."
• "Finally! You are moving the "T" in STEM into a division that makes sense. I feel this will help the program grow and encourage potential students in the community to become a part of this program. Experts can now nurture this program to ensure its success! This is a huge no-brainer."
• "This change in structure is SO very needed."
• "Great to know there will be a New position for Director to oversee the Adult, Community Ed, and Non-Credit Programs. A huge need of guidance and direction for processes and procedures."
I want to express my gratitude to everyone who has taken the time to participate in this process. Please do not hesitate to contact me with any questions or concerns.
Dr. Pedro Avila