APSA Implementation Underway

Posted: June 27, 2014

Since the Administrative Programs and Services Assessment Report was finalized Jan. 31, departments have drafted 120 plans to implement its recommendations. Some changes have already been completed; others will take place in the coming years.

APSA was launched in spring 2011 to ensure scarce resources are spent as effectively as possible in the College’s administrative services. Chaired by Vice President for Administration Jon Varnell and Vice President for Finance Greg Bursavich, the committee had 10 members plus administrative support representing all areas of the College.

The committee studied almost 90 departmental reports, collected enormous amounts of quantitative and qualitative data, and managed multiple rounds of feedback. The committee shared a draft of its report with the community on Sept. 20.

Following opportunities for community input and changes by the committee, the report was submitted to President Kent Chabotar in November. Kent received additional community input before announcing decisions on the committee’s recommendations Jan. 31.

The committee made 166 recommendations for the College’s seven divisions. Kent approved 112, tentatively approved 23, postponed 10, requested revisions to 10 and did not approve 11. In the case of postponed recommendations, Kent chose to leave the decision for Jane Fernandes, who takes office as president on Tuesday. The overall financial impact is negligible because cost savings are balanced by new costs.

Academic Affairs
Fifty-eight recommendations. Forty-three were approved; eight were tentatively approved; three were postponed; two were not approved. Kent requested that two be revised.

The approved recommendations include raising $1.5 million to create an endowment for the Art Gallery, alleviating budget pressure and ensuring a vibrant future for the gallery. The end date for this project, the latest scheduled completion date among the APSA implementation plans, is June 30, 2024.

The recommendation to add another assistant or associate dean to work with student academic affairs issues was postponed. Kent suggested that this recommendation be reconsidered when additional funds are available.

Administration
Twenty-one recommendations. Twelve were approved; five were tentatively approved; one was postponed; two were not approved. Kent requested that one be revised.

The recommendation to centralize reservations for all bookable spaces was approved and will be carried out by the Conferences & Events Department by February 2015. The recommendation to give the Mail and Print Services Department the right of first refusal for all printing jobs that could be completed on campus was not approved.

Advancement
Twenty-seven recommendations. Sixteen were approved; one was tentatively approved; one was postponed; five were not approved. Kent requested that four be revised.

The approved recommendation for the Office of Communications & Marketing to switch reporting from the Office of Advancement to the President’s Office has already taken place, as described in a May 30 announcement.

The recommendation that the cash collected each year through fundraising efforts should be sufficient to cover fundraising expenses was not approved. Such a policy would discourage planned gifts and bequests that have amounted to millions in recent years, Kent wrote.

Enrollment
Seven recommendations. Six were approved; one was postponed.

The recommendation that Student Financial Services continue to collaborate with the dean of CCE to address the financial aid concerns of CCE students was approved. The recommendation to not fill the vice president for enrollment position was postponed.

Finance
Sixteen recommendations. Eleven were approved; two were tentatively approved; one was postponed. Kent requested that two be revised.

The recommendation for Human Resources to switch reporting from the President’s Office to the Finance Division was approved.

The recommendation that purchases be tracked to ensure compliance with an ethical purchasing policy should be revised, Kent decided. The implementation plan details a timeline for developing an ethical purchasing policy, including an Oct. 31 target for approval of the policy by the president.

Implementation of the policy is slated to occur in the nine months following its adoption.

President’s Division
Six recommendations. Two were approved; two were tentatively approved; one was postponed; and one was not approved.

Approved recommendations include moving the Stewart Awards for teaching and for service excellence to the Academic Dean’s Office and to Human Resources.

The recommendation to eliminate the ombudsperson position was not approved. The ombudsperson is mandated by SLRP I and has performed a useful service by providing employees, students and others another vehicle to address concerns and answer questions, Kent wrote in his decision.

Student Affairs
Thirty-one recommendations. Twenty-two were approved; five tentatively approved; two were postponed; one not approved. Kent requested that one be revised.

The recommendation that the development of athletics labor/operating budgets should be sensitive to net (tuition) revenues generated by sport was approved. Such budgeting should be formula driven and incorporate Title IX considerations, according to the recommendation.

The recommendation to explore charging students for some services provided by the Counseling Center was not approved. In his explanation, Kent cited a lack of peer data and concern that the cost of claims processing might negate any savings.

Last Updated: June 26, 2014