Administrative Services Quarterly Newsletter
Volume 1 Edition 1
As one of the newest member of the Administrative Services team, I have heard many positive stories from individuals who are connected to the college. I am excited to be a part of a campus which generates strong feeling and passion on campus and within the local community. Many of you have a long history with the college. Perhaps you were a student at Victor Valley College (VVC) before you were employed here and have family members who also attended or are currently enrolled. The impact which Administrative Services has on all campus constituents (students, faculty and staff) is significant. It is evident that we are an integral part of the campus’ support network. The purpose of this newsletter is to keep all of you informed about what we do so that you may excel at what you do at VVC.
Facilities Construction & Contracts (FC&C) supports the College campus by managing design and construction of facilities so that they function effectively and enhance the learning, teaching and working environment of the College in order to help meet its educational mission. Below are two of the recent projects currently underway.
The automotive and welding facilities are among the oldest at VVC. This project reconstructs 2,862 assignable square feet (ASF) of existing space and constructs 6,732 ASF of new or replacement space for the Auto/Diesel Mechanics and Welding laboratory. PROJECT COST: $6,500,000 FUNDING SOURCE: Bond Measure JJ OCCUPANCY YEAR: 2016/2017
State-of-the-art exterior LED lighting has been installed at both the Main and RPSTC campuses. These highly efficient, long lasting lights not only save the district maintenance and operational costs, they also enhance light distribution, creating a more secure campus during the evening hours. This is just one of the many energy efficiency projects that FC&C has completed over the past several years.
You can read about all past, present and future Facilities projects at:
www.vvc.edu/build
The grounds and maintenance staff have had a very productive summer. The grounds staff took advantage of the lighter summer student enrollment to landscape in front of the Technology Center building #21. They installed a combination of rockscape that matches the theme of the rest of the drought tolerant areas of the upper campus. They also did a fantastic job at preparing the campus for the fall semester, including prepping fields for fall sports like football and soccer. Thanks to our grounds staff for making the campus look great! As for the Maintenance staff, they completed a remodel of the new Math Success Center which is now located in the Technology Center building #21. They also completed work in the renovation of two new classrooms in the Academic Commons where Business Education Technologies will be located.
Some of the most impressive work was done in the automotive lab area. The M&O teams worked together with all areas, pitching in to demo the office area, tool crib, and computer lab. They also rebuilt the area installing 7 new auto lifts, a new state-of-the-art tool distribution station and office, along with turning 3 lecture classrooms into new state-of-the-art demonstration labs. The entire automotive staff was quite impressed with the transformation of the space. They are ready for students and very proud to be able to teach in such a fine facility. Outstanding work guys!
AUTOMOTIVE LAB
M&O also pulled resources to work on air conditioning challenges that have continually plagued the campus do to the age of the equipment. The crews really pulled together this summer preparing the campus for the start of the fall semester!
Investing in Cleaning for Health The Maintenance and Operations department at VVC made an investment this summer to clean for health. With the purchase of Pro Team back pack vacuums for the custodial staff, ongoing training, and proper use, we are determined to improve: indoor air quality for students and staff, custodial staff productivity, and custodial staff safety through ergonomics. Indoor air quality is important to us all. Most students and staff spend majority of their day inside, and it is vital that we do what we can to improve indoor air quality condition. Here are few facts about the Pro Team Vacuums that our custodial staff use in buildings on VVC campus: 1) Pro Team backpack vacuums are 99.9 % effective at capturing and containing particles measuring 1 micron or larger, which include dust mites, hair, dust, pollen, pet dander, mold, yeast, and bacteria.
Staff productivity and ergonomics are important to the custodian working with the Pro Team Vacuum. Here are a few facts on productivity and ergonomics that you might find interesting: 1)
Using the Pro Team requires less than half the energy and effort to clean the same area as it would take with an upright vacuum.
2)
Employee avoids using repetitive motion that results in less body stress.
3) Employee minimizes hunching over often associated with using upright and canister vacuums
As you can see the use of the Pro Team back pack vacuum by the custodial department was a decision to invest in cleaning for health, not only for the students and staff at VVC, but also the cleaning worker using the tool.
2) The Pro Teams that our custodial staff is using on campus goes one better, with HEPA (high efficient particulate air) filtration that has minimum particle collection efficiency of 99.97%. 3) Pro Team has partnered with the American Lung Association in a campaign designed to promote public awareness and education about indoor air quality issues.
Please visit the link below to learn more http://proteam.com/images/documents/cleaningforhealth_mar07.pdf
4 Steps to a more timely response to custodial work orders: 1) 2) 3) 4)
Make sure that you have entered the correct site- also list location and room number if they apply Route to the correct department- Make sure for custodial that you click on MO Select correct job type- Click on custodial Last and most important, list individual task/job per one work order- In job description please list one task to be completed per work order. This makes it easier to assign and close in a timely manner. Ex. Please clean carpet in room 1. If room 1, 2, 3 need cleaning put each on separate work order.
Karen Hardy, the previous Director of Fiscal Services, left Victor Valley College in August 2016 for new employment. We wish Karen the best in her future endeavors and we welcome Marie Vidana-Barda as the Interim Director of Fiscal Services. Marie has worked in the Fiscal Services Department since 1996 and brings a wealth of knowledge into her new position. Supporting the operations of the college, Fiscal Services & the Bursar’s office are responsible for a variety of services to both the internal and external customers at VVC. The staff is comprised of many hardworking individuals who are dedicated to supporting the mission of the College.
Meet the staff below, and learn about just a few of their important contributions.
Marie Vidana~Barda
Lorie Henning
Tonya McCoy
Cathy Hussing
Jessica Reyes
Marie maintains contract and community education accounts, the Datatel/Ellucian system, and sets up and trains employees on the Financial 2000 system. Her expertise and good nature make her perfect to hold the Interim Director position and you can reach her at ext. 2450.
Kelley is your go to for all things travel related. She is also the one to speak to regarding payments for Fund 42 and 71, along with others. Need a credit card to make a purchase? Contact Kelley at ext. 2781, but be sure to have the proper forms completed and signed!
Kelley Kingman Much of Lorie’s work is directly in support of students. Whether its ensuring student grant checks are dispersed or working to resolve issues with fees, she is the one for the job due to her close attention to detail. If she isn’t at her desk, you might find her working one-on-one with students at the Bursars office. Lorie can be reached at ext. 2715. Tonya takes care of student billing and is the enforcer of past due fees. She handles Veteran’s payments and student 1098T tax information. She is also responsible for bank statement reconciliation as well as a myriad of other support functions for her department. You can get ahold of Tonya at ext. 2782
Renee is here to help you with payments made to vendors beginning with letters A thru Z, as well as special projects. She also works directly with students in the Bursars office and refunds money to students when classes get cancelled. Her nearly 14 years’ experience make her the one to call at ext. 2371. Accounting questions about Veterans affairs, emergency loans, or categorical funded programs? Nancy is the one to call! From student billing and deferments to Pell and Cal Grant awards, she has the information you need. You can reach Nancy at ext. 2872.
Cathy spends every day on the front lines, helping students navigate important processes to enrollment. These include fee payments, parking permits, ASB and student center fees. Even on a slow day, Cathy may help hundreds of students, but you can still reach her at ext. 2745 because she somehow still manages to answer the phone so she can assist you!
You can reach Debi at ext. 2521 regarding revolving cash, emergency loans, Mandated Cost reporting, cash deposits, vendor files, and State and Federal reporting. Interested in an opportunity for an interest free computer loan? Debi’s the one to speak with to get on the waiting list!
Need to make a purchase? Jessica is the one to contact to get through the process smoothly. Her knowledge of contract procedures makes her the go-to person when you want things done right! Contact Jessica at ext. 2515.
Pearl maintains the accounts for Federal and State categorical and restricted programs for the district. These include TANF, Gear Up, Perkins, EOPS, DSPS, Prop 39, CARE and CalWorks, just to name a few. Contact Pearl at ext. 2680 if you need help in any of these areas.
Renee Reyes
Nancy Lewis
Debi DaCosta
Pearl Bandringa
Deedee Garcia ~ Director of Budget and Planning Amy Espinoza ~ Accounting Tech II
The Budget Office coordinates the process and development of the college budget, including forecasting, analysis, planning and implementation. We serve as a resource for staff in obtaining reports and information in support of budgeting and financial reporting. We help develop, formulate and recommend funding scenarios to address concerns and facilitate resolution. Our webpage includes information on the Annual District budget, Monthly Budget Updates, California Community Colleges Annual Financial and Budget Report (CCFS-311) and other financial information.
Visit the Budget Office webpage at http://www.vvc.edu/offices/admin-services/budget-offices.shtml
The Risk Management Office oversees the District’s risk management programs including liability, property and casualty insurance, campus safety issues, transportation, and student accident insurance to minimize the overall risk exposure of the District’s assets and operations.
Student Field Trips: Instructions and necessary forms for any student-related field trip can be found on our webpage. The instructions cover out-of-state and study abroad trips as well.
Incidents on Campus: An Accident Report Form should be filled out and sent to our office for any non-employee related incident (Human Resources deals with employee incidents). Victor Valley College has Student Insurance in place for every enrolled-registered student that will cover them in case of an accident on campus. This coverage will be secondary should the student have primary coverage.
We-Tip Hotline: Any type of crime occurring on campus can be reported anonymously to the WeTip Hotline at 1-855-WETIP-US. The basic purpose of WeTip is to provide an absolutely anonymous crime reporting resource to anyone with information regarding a crime but fear reprisal from the criminal they are turning in. Some examples of reporting could include Bullying & Threats, Workers’ Compensation & Insurance Fraud, Unsafe Conditions/Safety Violations, Violent Crimes, Drugs/Theft, Robbery & Burglary, Illegal Substance or Alcohol Abuse, Discrimination/Harassment, Arson, Terrorism or Bomb Threats. A reward of up to $1,000 could be awarded for information leading to the arrest and conviction of a criminal.
Visit the Risk Management webpage at http://www.vvc.edu/offices/admin-services/riskmanagement.shtml.
Payroll News and Reminders! Short-term, Substitute and Non-FWS Student Workers ANNOUNCING ONLINE TIMESHEETS!!! – Starting August 24, no more paper timesheets. Short-term, substitutes and non-FWS students employees (current FWS student workers already on this system) will report hours online on TimesheetX. o Here is the direct link to TimesheetX – Electronic Timesheet System: http://www.vvc.edu/offices/human_resources/payroll-benefits/timesheetx.shtml o VERY IMPORTANT - Please keep an eye out for emails from Payroll notifying you that your timesheet(s) are available as well as email reminders. Payroll delays can occur if not completed and submitted timely. Reminder Healthy Workplaces/Healthy Families Paid Sick Leave Act – Please see attached flyer! o You can view your sick leave balances directly on your Pay Warrant in the upper left hand corner. Accruals are posted one month in arrears. Please contact payroll if you have any questions regarding your leave eligibility, accruals and usage. Access your Pay Warrants and W2s online via Best Net. Click the following link: https://employeeselfservice.sbcss.k12.ca.us/login.aspx Staff, Faculty - Full-time & Part-time & Management Access your Payroll Warrants, W2s, and Leave Accruals online via Best Net. Click the following link: https://employeeselfservice.sbcss.k12.ca.us/login.aspx o VERY IMPORTANT TO NOTE - Leave Accruals are best viewed for accuracy under the Leaves tab in Best Net. HEALTHY WORKPLACES/HEALTHY FAMILIES ACT OF 2014 PAID SICK LEAVE Entitlement: • An employee who, on or after July 1, 2015, works in California for 30 or more days within a year from the beginning of employment is entitled to paid sick leave. • Paid sick leave accrues at the rate of one hour per every 30 hours worked, paid at the employee’s regular wage rate. Accrual shall begin on the first day of employment or July 1, 2015, whichever is later. • Accrued paid sick leave shall carry over to the following year of employment and may be capped at 48 hours or 6 days. However, subject to specified conditions, if an employer has a paid sick leave, paid leave or paid time off policy (PTO) that provides no less than 24 hours or three days of paid leave or paid time off, no accrual or carry over is required if the full amount of leave is received at the beginning of each year in accordance with the policy. Usage: • An employee may use accrued paid sick days beginning on the 90th day of employment. • An employer shall provide paid sick days upon the oral or written request of an employee for themselves or a family member for the diagnosis, care or treatment of an existing health condition or preventive care, or specified purposes for an employee who is a victim of domestic violence, sexual assault, or stalking. • An employer may limit the use of paid sick days to 24 hours or three days in each year of employment. Retaliation or discrimination against an employee who requests paid sick days or uses paid sick days or both is prohibited. An employee can file a complaint with the Labor Commissioner against an employer who retaliates or discriminates against the employee. For additional information you may contact your employer or the local office of the Labor Commissioner. Locate the office by looking at the list of offices on our website http://www.dir.ca.gov/dlse/DistrictOffices.htm using the alphabetical listing of cities, locations, and communities. Staff is available in person and by telephone.
Auxiliary Services is a diverse department that works to support the students, faculty and staff as well as our community at large. Our departments provide academic resources, facilities for community use, and entertainment through our student productions as well as our partners in the community. The Auxiliary Services Team is here to support our community so please contact us with any questions. www.vvcRams.com: Our mission is to be a resource to our campus community. In this mission we provide support in our textbooks, trade books and general merchandise. We offer online and in store service to our students, staff, faculty and community. These resources include online textbook purchases and rentals, online buyback resources, uniforms, graduation gifts, VVC Rams spirit gear as well as a variety of other general merchandise. VVC Print Shop: ext. 8041, 2565 Our Print Shop staff offer outstanding support of our faculty and staff in the provision of printed materials. They are able to provide custom prints, color prints, and bound materials. For special orders or if you help submitting an order, please call Scott or Frank. www.vvc.edu/PAC: The Performing Arts Center houses a proscenium theatre, known as the Main Stage and a Black Box theatre. The Main Stage is ideal for performances of classical and popular music, drama, dance, lectures, and a variety of other college or communitysponsored cultural events. The Black Box houses more intimate performances due to the nature of the venue. Symphonies and other community-sponsored events such as film series, children's theatre, travel lecture programs, and workshops are open both to the community and to students at the college. Community groups wishing to use the facility should contact the Performing Arts Center at 760-245-4271 ext. 2513 regarding available dates. For show information, call 760-245-4271 ext. 849. www.vvc.edu/TIX: There are many events hosted at the VVC Performing Arts Center’s two theaters. The events include music, dance, theater, lectures and a variety of other college events. To purchase tickets, please visit our website or call us at ext. 849. Marquee Requests: The VVC marquees provide our community information about campus events, activities and services. The Auxiliary Services department provides campus entities the opportunity to request posting of information that benefit the students and campus community. Priority will be given to Campus emergency messages, announcements of college-wide interest and concern, as well as events that have academic application. Please visit the link above to submit your request.
Facility Event Calendar: Our VVC Facility Event calendar is a wonderful tool in which you can view activities scheduled at Victor Valley College District locations. Please visit at any time to view activities going on our campus. These events include meetings, Theater, Music and Dance department productions, and VVC Athletics events. Facility Use Requests: If you would like to request space on campus which may include the Student Activities Center, PAC Theaters, sports fields, conference or classrooms, you must be an approved Organization Event Coordinator. To become an OEC, please visit the link above and follow the instructions provided. Auxiliary Services Accounting: The VVC Auxiliary Services Accounting Office provides support to students, staff, faculty and departments on campus. ASB and Clubs are supported by this office to manage their club funding. In support of student success, we process Rams Bookstore Book Advances as well as partnering with other campus and community programs that provide book service to our students.
Find us on the Web
Office of Vice President
Maintenance & Operations
Tracey L. Richardson, Vice President
Steve Garcia, Executive Director Joseph Garcia, Maintenance & Operations Manager
Amy Espinoza, Accounting Tech II Deedee Garcia, Director of Budget & Planning Shirley Gonzalez, Administrative Assistant Auxiliary Services Deanna Murphy-Sanabria, Director Nancy Christian, Technical Director Carl Durheim, Operations Assistant Thomas Jimenez, Lead Warehouse Kathy Mata, Accounting Tech II Scott Mulligan, Printing Services Specialist Mary Mazzola, Auxiliary Services Assistant Deborah Prewett, Auxiliary Services Assistant Maria Rempfer, Operations Assistant Kendra Ullger, Operations Assistant Frank Walker, Printing Technician Facilities Construction & Contracts Steve Garcia, Executive Director Michelle Painter, Administrative Secretary II Fiscal Services Marie Vidana-Barda, Interim Director Pearl Bandringa, Senior Accounting Tech Debi DaCosta, Accounting Specialist Lorie Henning, Senior Accounting Tech Cathy Hussing, Accounting Tech I Kelley Kingman, Accounting Tech I Nancy Lewis, Accounting Tech II Tonya McCoy, Accounting Tech II Renee Reyes, Accounting Tech I Jessica Reyes, Accounting Tech I
Cristina Albicker, Custodian Frederick Board Sr., Warehouse Worker Ted Cardoza, Custodian Vaughn Bryant, Custodian Hector Bustillos, Maintenance Worker Marena Campos, Switchboard Operator Art Casler, Maintenance Worker Fernando Chavez, Custodian Durrell Covin, Custodian Randy Dove, Grounds Worker Steve Dwiggins, Grounds Worker Bill Finch, Lead Maintenance Worker Carlos Gonzalez, Vehicle Maintenance Mechanic Tammy Finch, Grounds Worker Mike Flenna, Custodian Pete Flenna, Daytime Custodian Steven Garrett, Custodian Abraham Hernandez, Custodian Joseph Hernandez, Custodian Ralph Hernandez, Grounds Worker Brian Howie, Maintenance Worker Carlos Martinez, Lead Custodian Linda McDaniel, Switchboard Operator Monty Messer, Lead Warehouse Worker Eddie Reyes, Grounds Worker Joanna Reyes, Daytime Custodian Alex Rickards, Lead Grounds Worker Chad Richardson, Custodian Donald Robinson, Custodian Mark Sandoval, HVAC Technician David Schneider, Locksmith Willie Shubin, Custodian Joseph Talley, Custodian Gerald Wack, Custodian Francisco Zamora, Grounds Worker Payroll & Retirement Services Raina Bustillos, Payroll Manager Kristin Davies, Payroll & Benefits Tech Carol Hill, Payroll & Benefits Tech