PERSONNEL COMMISSION AGENDA - Santa … information regarding Personnel Commission Agenda/Minutes...

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PERSONNEL COMMISSION AGENDA

Regular Meeting, Wednesday, April 19, 2017, at 12:00 p.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 Admissions & Records: Esau Tovar African American Center: Sherri Bradford Airport: Rassheedah Watts Athletics: Christina Marcial Auxiliary Services: Ofelia Meza Bookstore: Jaime Recinos Bundy: Beverly Redd-Walker Bursar’s Office: Chandra Dhruv Business Department: Peter Murray Campus Police Office: Jennifer Jones Career Services: Vicky Rothman Center for Media & Design: Edna Flores Community Education: Michelle King Counseling Office: Laurie Guglielmo Custodian Time Clock: Ray Bruce Disabled Students Center: Stephanie Schlatter Early Childhood Ed.: L. Manson Emeritus College: V. Rankin-Scales English Dept.: Joanne Laurance EOP&S: Nick Mata ESL Office: Janet Harclerode Events Office: Joy Bice Faculty Association: Peter Morse Financial Aid Office: Stacy Neal Health Sciences: Bronwyn Webber-Gregg Health Office: Nancy Alfaro HSS: Carolyn Baugh International Students Center: Ana Jara KCRW: Cheryl Gee Latino Center: Maria Martinez Letters & Science: Linda Sallovitz Library: Fabienne Chauderlot Madison: Gail Johnson Maintenance/Facilities Time Clock: C.Rogers Math Village: Mitra Moassessi Media Center: L. Nakamura Modern Language: Jeanne Laurie Music: Lori Geller Outreach & Recruitment: Will Taylor Payroll: Ian Fraser Science: Ingrid Cardwell Student Life: Amelia Trejo Student Success Initiatives: Trena Johnson Superintendent/Presidents Office: L. Kilian STEM: Vanan Yahnian Theater Arts: Judy Louff W& ED/Bundy: Tricia Ramos

ADMINISTRATORS and MANAGERS Emeritus: Gita Runkle Facilities: Bruce Wyban HR: Sherri Lee-Lewis Info Tech: IEC: Denise Kinsella Instructional Technology: Joshi John Maintenance: J. Bradney Operations: Anthony Barlow George Webb Receiving: Lisa Davis Supplemental Instruction: Wendi DeMorst

PRESIDENT/SUPERINTENDENT and SENIOR STAFF Superintendent/President: Kathryn Jeffery Executive VP: 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.: Margie Espinoza CSEA Chapter Pres.: Robert Villanueva CSEA Chapter 1st V.P.: Martha Romano CSEA Chapter 2nd V.P.: Maria Bonin CSEA Chief Job Steward: Lee Peterson CSEA Corresponding. Sec’y: Ana Jara CSEA Recording Sec’y: Kennisha Green SMC POA President: – Officer Cadena Mgmnt Assoc: G. Brown/B. Dammer 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.

Revised 4/13/17

For information regarding Personnel Commission Agenda/Minutes distribution, please contact Personnel Commission at (310) 434-4410.

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.

∗ 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

Santa Monica College Personnel Commission AGENDA of Regular Meeting, April 19, 2017

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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: 12:00 P.M.

I. ORGANIZATIONAL FUNCTIONS

A. Call to Order _______ p.m.

B. Roll Call Commissioner Present Absent Commissioner Metoyer, Chair Commissioner Abbott, Vice-Chair Commissioner Greenstein Commissioner Jansen Commissioner Leone

II. REPORT – DIRECTOR OF CLASSIFIED PERSONNEL


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III. COMMENTS AND INFORMATIONAL REPORTS A. Recognition of Employee Longevity: April 2017

5 YEARS

Paul Schnoebelen, Custodian, Operations

Natalia Taboada, Community College Police Dispatcher, Campus Police

10 YEARS

Estela Cardenas, Accounting Specialist, Fiscal Services

Taryn De La Rosa, Student Services Specialist-Financial Aid, Financial Aid

Nhuhoa Vu, Accounting Specialist, Auxiliary Services

15 YEARS

Heriberto Novella, Lead Custodian, Operations

B. Comments from Vice President of Human Resources

C. Comments from CSEA Chapter 36 Representative

D. Comments from Management Association President

E. Comments from Personnel Commission Staff

F. Public Comments (non-actionable comments from those in attendance)

G. Comments by Personnel Commissioners


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IV. AGENDA REPORTS – MAJOR ITEMS OF BUSINESS

# ITEM Page

1 Personnel Commission Budget 2017-2018 Presentation of the Initial Personnel Commission Budget for Fiscal Year 2017-2018. First Reading.

7

2 Amendment to Rules and Regulations of the Classified Service – Chapter 10 – First Reading Merit Rule 10.1.1: Performance Evaluations Defined Merit Rule 10.1.2: When Evaluations Are To Be Made

9

3 Amendment to Rules and Regulations of the Classified Service – Chapter 8 – First Reading Merit Rule 8.2.2: Criminal Records Check – Review of Criminal Records 11

4 Amendment to Rules and Regulations of the Classified Service – Chapter 8 – Second Reading Merit Rule 8.1: Physical Examinations Merit Rule 8.2.1: Criminal Records Check - Fingerprinting

13

5 New Class Description & Salary Allocation: Research Assistant 16

6

Extension of Eligibility Lists: • Human Resources Specialist (Open List) • Instructional Assistant – Learning Disabilities • Lead Laboratory Technician - Chemistry

23

7 Request to Certify from Alternative Eligibility List for Athletic Activities Assistant 25 8 Ratification of Provisional Working Out of Class Assignment: LaToya Hightower 26

V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page

9

Certification of Seniority Lists: • Case Management Coordinator • Chief of Police • EOPS/CARE Supervisor

29

10 Ratification of Eligibility Lists 32 11 Ratification of Limited Term Assignments 33

12

Examination Schedule: • Database Analyst • Director of Facilities Management • Instructional Assistant-English • Instructional Assistant-ESL • Instructional Assistant-Math • Lead Custodian

34

13 Approval of Minutes 35


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VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 14 Advisory Item: Appointments to Limited Term Positions 36 15 Advisory Item: Appointments to Provisional Assignments 37 16 Recruitment & Examination Status Report – Information Only 38

VII. ADJOURN AT _______ P.M. Next regularly scheduled meeting: Wednesday, May 17, 2017 at 12:00 p.m.


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AGENDA REPORT NO. 1 SUBJECT: PERSONNEL COMMISSION BUDGET 2017 – 2018 PRESENTATION OF THE INITIAL PERSONNEL COMMISSION BUDGET FOR FISCAL YEAR 2017-2018. FIRST READING. (Note: No formal action will be taken at this meeting.)

DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel The attached proposed budget for the operation of the Personnel Commission Office for fiscal year 2017-2018 is submitted to the Personnel Commission for review and discussion by the Director of Classified Personnel. In accordance with Merit Rule 2.4.1 (A), the Director of Classified Personnel shall prepare and submit to the Commission a proposed operating budget for the next ensuing fiscal year. The budget shall be submitted for a first reading no later than the appropriate Commission meeting in April. The Personnel Commission is not requesting any discretionary increases for the next fiscal year. The attached budget reflects mandatory step and column increases in salaries, an anticipated 2.8% salary increase for CSEA represented staff, an increase in PERS employer contribution rates to 15.8%, and an 8% average increase in Health and Welfare benefits. Software licensing rates for NeoGov, our applicant management system, have increased this year by $1000. Overall, the Personnel Commission is requesting a 7.3% increase to our budget for Fiscal Year 2017-18.


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AGENDA REPORT NO. 2 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 10 – FIRST READING

MERIT RULE 10.1.1: PERFORMANCE EVALUATIONS DEFINED MERIT RULE 10.1.2: WHEN EVALUATIONS ARE TO BE MADE (Note: No formal action will be taken at this meeting.)

DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 10: Merit Rule 10.1.1 and Merit Rule 10.1.2, are attached for a first reading. Recommendations were developed with input from the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which may be repetitive or unnecessary, or which refers to procedures outside of the authority of the Personnel Commission.

CHAPTER X PERFORMANCE EVALUATIONS

Rule 10.1 GENERAL PROVISIONS

Performance evaluation procedures for bargaining unit members are contained in Article 4 of the District/CSEA Contracts the applicable contract. Performance evaluations for employees not covered by a bargaining unit are listed below.

10.1.1 PERFORMANCE EVALUATION DEFINED

Performance evaluation shall be defined as periodic opportunity for a supervisor to measure an employee's performance on the job against the standards and requirements of his/her position as stated in the class description.

10.1.2 WHEN EVALUATIONS ARE TO BE MADE

A. The schedule of evaluations during the probationary period shall be as follows: 1. For employees serving a six (6) month probation period - at the end

of the second and fourth months of service and prior to completion of the sixth month of service.


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2. For employees serving a one year probationary period - at the end

of the fourth and eighth months of service and prior to completion of the twelfth month of service.

B. Evaluation of promoted and transferred employees shall be according to the schedule listed above.

C. The schedule of evaluation for permanent non-management classified employees shall be annually between March 15 and May 15 of each year.

D.C. The schedule of evaluation for classified management employees

not covered in a bargaining agreement shall be once per college year carried out according to policies provided in the appropriate administrative regulation, and may include the evaluation input of management, faculty and classified staff.

E.D. If the immediate supervisor does not submit an annual evaluation

by the time limit, the employee may submit his/her statement of goals self-evaluation and objectives for the coming year to Human Resources, if he/she chooses, for inclusion in their personnel file.


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AGENDA REPORT NO. 3 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 8 – FIRST READING

MERIT RULE 8.2.2: CRIMINAL RECORDS CHECK – REVIEW OF CRIMINAL RECORDS (Note: No formal action will be taken at this meeting.)

DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 8: Merit Rule 8.2.2, are attached for a first reading. Recommendations were developed with input from the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which may be repetitive or unnecessary, or which refers to procedures outside of the authority of the Personnel Commission.

CHAPTER VIII EMPLOYEE CLEARANCES (EDUCATION CODE SECTIONS 87408.6, 88006, 88021, 88024)

8.2.2 REVIEW OF CRIMINAL RECORDS

A. All criminal record reports shall be confidential. Any employee charged with receiving and/or reviewing these records who divulges information contained therein to an unauthorized person may be subject to disciplinary action.

B. The criminal record report from the California Bureau of Criminal Identification

and Investigation and/or the Federal Bureau of Investigation shall be reviewed with the person's application form and a determination shall be made regarding the person's eligibility for employment. The criminal record shall be evaluated on the following basis:

1. Nature, seriousness and circumstance(s) of the offense(s). 2. Age of the person at the time of the offense. 3. Number of convictions. 4. Relationship of the offense(s) to the position applied for. 5. Evidence of rehabilitation and maturing, including employment record with

respect to job responsibility and duration. 6. Truthfulness in admitting to the offense(s) at the time of initial application.

Upon review of the criminal record, the Personnel Director Human Resources shall notify the person of his/her eligibility for employment.


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C. If a probationary employee is to be dismissed because of information

disclosed on the criminal record report or if the appointing authority desires that an eligible be removed from an eligibility list because of such information, the Personnel Director of Classified Personnel shall be notified of the recommended action and the reasons therefore.

D. Upon receipt of the recommendation, the Personnel Commission shall notify the employee or eligible of the action taken or contemplated and the reasons therefore. The Personnel Director shall provide the person with an opportunity to respond to the decision in writing within ten (10) working days of notification. He/she shall notify the Personnel Commission of the recommendation and the response of the employee or eligible, if any. The Personnel Commission may hold a hearing at its discretion. The decision of the Personnel Commission shall be final.

D. An eligible candidate who cannot be hired or an employee who is to be dismissed because of information disclosed on the Criminal Records Report may be removed from all current eligibility lists, (See also Section 4.2.1.A.5).


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AGENDA REPORT NO. 4 SUBJECT: AMENDMENT TO RULES AND REGULATIONS OF THE CLASSIFIED SERVICE - CHAPTER 8 – SECOND READING

MERIT RULE 8.1: PHYSICAL EXAMINATIONS MERIT RULE 8.2.1: CRIMINAL RECORDS CHECK - FINGERPRINTING

DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Proposed changes to Chapter 8: Merit Rules 8.1, and 8.2.1, are attached for a second reading. Recommendations were developed with input from Campus Counsel and the Merit Rules Advisory Committee. Goals of these changes include clarifying procedures and eliminating language which may be repetitive or unnecessary, or which refers to procedures outside of the authority of the Personnel Commission.

CHAPTER VIII EMPLOYEE CLEARANCES (EDUCATION CODE SECTIONS 87408.6, 88006, 88021, 88024)

Rule 8.1 PHYSICAL EXAMINATIONS (EDUCATION CODE SECTIONS 87408.6, 88021) 8.1.1 INITIAL EMPLOYMENT

A. Every eligible appointed to a regular position in the Santa Monica Community College District shall pass a physical examination as a condition of initial appointment. The examination shall include: urinalysis, tuberculin skin test or chest x-ray, audiogram, visual acuity and health history, and a medical examination, and shall be completed prior to initial appointment.

B. The examination shall be administered by the college physician or a private

physician upon the approval of the college physician. Costs for the initial preemployment physical examinations, administered by the District shall be borne by the District.

C.A. Prior to employment, every person hired in a classified or exempt position must undergo a negative skin test or chest x-ray tuberculosis risk assessment or medical examination as required by law. to determine that he/she is

free from active tuberculosis. For exceptions to this Rule, see Education Code Section 87408.6.


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D. The college physician shall determine the ability of the applicant, candidate, or eligible to perform the prescribed duties of the class in which he/she shall be employed, and shall notify the individual and the Personnel Director of the findings. 1. If the college physician proposes to disqualify the eligible, he/she shall

provide the individual and the Personnel Director with a statement describing the specific condition and the limitations that have resulted in the individual’s disqualification.

2. If the physical examination reveals a treatable medical condition, the

college physician shall review the proposed course of treatment and may approve the individual’s employment and require the individual to report for follow-up examinations.

3. No person may be disqualified from employment due to a medical

condition or disability until the college physician and the Personnel Director have determined that a reasonable accommodation of the medical condition or disability cannot be made.

8.1.2 AFTER EMPLOYMENT

A. Every employee shall undergo an examination to determine that he/she is free from active tuberculosis at least once every 4 (four) years after employment. Employees who are skin test negative, or were not tested because of lack of risk factors, must undergo a tuberculosis risk assessment or medical examination as required by law, at least once every four years. The District shall provide the approved tuberculin skin test at no cost to the employee. The District Health Office shall maintain adequate records on each employee which indicates compliance with these rules. For exceptions to this Rule, see Education Code Section 87408.6.

A.B. An employee may be required to undergo a physical medical examination

at any time at the discretion of the Superintendent, the Personnel Administrator, or the college physician as permitted by law.

B. Every employee returning from illness/injury leave of absence must submit acceptable medical verification of recovery sufficient to return to his/her regularly assigned duties to the college physician prior to readmission to active duty.


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8.1.3 SCHOOL BUS DRIVERS TRANSPORTATION STAFF

A. In addition to any other examination that may be required by these rules, school bus drivers must have a valid school bus driver's certificate which requires a separate medical examination to meet the minimum requirements set forth by the Department of Motor Vehicles in Chapter 29-B of the Driver's License Examiner's Manual of Procedure.

A. Pre-employment and random drug and alcohol screening will be carried out according to the procedures set forth in the District’s Administrative Regulations.

8.1.43 MEDICAL REVIEW BOARD

A. Rejection for medical reasons of an eligible, or of an employee who has applied for return from leave of absence, may be appealed to the Personnel Commission.

B. The Personnel Commission may employ outside medical experts to give a

medical advisory opinion. The applicant, eligible or employee may at his/her own expense submit additional medical information to be considered by the Personnel Commission.

C. The Personnel Commission, based on evidence submitted and the advice of medical experts to the Personnel Commission, shall determine whether or not the denial of appointment or return from leave shall be sustained.

Rule 8.2 CRIMINAL RECORDS CHECK (EDUCATION CODE SECTION 88024) 8.2.1 FINGERPRINTING

A. A criminal records check shall be done for each person at the time of his/her acceptance of initial employment. The District shall notify each prospective employee where and when to report for fingerprinting, prior to first day of employment. Any person who fails to report for fingerprinting at the day and time appointed by the District shall forfeit eligibility for employment.

DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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AGENDA REPORT NO. 5

SUBJECT: NEW CLASS DESCRIPTION & SALARY ALLOCATION: RESEARCH ASSISTANT

DATE: April 19, 2017

TO: Members of the Personnel Commission

FROM: Carol Long, Director of Classified Personnel BY: August Faustino, Personnel Technician BACKGROUND Attached for your approval is a new classification description and salary allocation for Research Assistant. The Office of Institutional Research is responsible for providing quality, accessible, reliable and relevant information to facilitate decision-making and planning processes, enhance institutional effectiveness, and promote a culture of evidence-based inquiry. There is a substantial workload inherent in designing and conducting research as well as data analyses. The Office of Institutional Research is requesting that a new classification be created, whose primary function is to provide basic-level research support by assisting in research and technical studies related to educational programs, planning and development. In addition, positions in this classification will provide assistance in record keeping, data verification and report preparation. The Research Assistant will report to the Dean, Institutional Research, Hannah Lawler.


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METHODOLOGY

The Office of Institutional Research requested a new classification to support the research functions of the office. Personnel Commission staff discussed this new role with Hannah Lawler to define and clarify the parameters of the proposed classification, and to make an initial recommendation as to whether the 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 from other agencies, a list of job duties was finalized, 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 within this occupational series.

Once the duties were finalized, the class description was created by Personnel Commission staff and then reviewed by Hannah Lawler and Teresita Rodriguez, Vice President, Enrollment Development. A job evaluation and external salary study were conducted to identify similar roles in comparable agencies. Internal comparisons were also reviewed in order to ensure that there is proper alignment within the occupational series, and duties were adequately distinguished from other related classifications. The proposed classification description was also sent to CSEA and executive leaders for input.

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, and consequence of error. The individual selected for this position will:

• Assist in conducting research and data analyses. • Cross reference data to ensure accuracy and completeness. • Develop, maintain, and organize office records and files, including defined databases,

using various technological platforms and software. • Respond to internal and external data requests. • Input and code data and information into an electronic database; extract data from

student information and other systems. • Collect new data, including coordinating, preparing, distributing, collecting, and scoring

surveys. • Prepare a variety of correspondence, records, files and reports related to institutional

research.

Positions in this class will exercise judgment, and apply knowledge applicable to basic research design and methodology, data collection techniques, analysis, interpretation and reporting by performing paraprofessional research duties to support overall research activities of the department.


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After a comprehensive survey of comparable agencies, most of the duties and responsibilities of surveyed positions were not found comparable to this job class, mostly because: 1) scope of duties varied substantially, 2) knowledge required for the position differed significantly, and 3) complexity of work was not at a comparable level. SALARY ALLOCATION

It is recommended that the salary for Research Assistant be allocated to Range 36 on the Classified Salary Schedule ($4,708 to $5,723 per month). Salary allocation was recommended considering the range and percentage differences between class levels within the occupational series. The complexity differences between each level within the occupational series were taken into account. There is a five range difference between Senior Research Analyst and Research Analyst, this is a 12.9% difference in salary. The proposed salary range difference between Research Analyst and Research Assistant is 18.7%, a seven range difference. The Senior Research Analyst and Research Analyst are professional level classes while the Research Assistant is a paraprofessional classification; the proposed salary range for Research Assistant is reflective of this. The goal was to recommend a competitive salary to attract and retain qualified candidates, while ensuring that the proposed ranges were aligned with other related classifications. The salary proposal for this new classification has been reviewed with executive management, CSEA, Teresita Rodriguez, Vice President, Enrollment Services, and Hannah Lawler, Dean, Institutional Research.

CLASSIFICATION TITLE RANGE MONTHLY

SALARY

Senior Research Analyst 48 $6,309 to $7,668

Research Analyst 43 $5,587 to $6,790

Research Assistant (Proposed) 36 $4,708 to $5,723

*Pending Personnel Commission and Board of Trustees Approval

RECOMMENDATION

It is recommended that the Commission approve the attached new class description and salary allocation for Research Assistant. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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Santa Monica Community College District Personnel Commission

Research Assistant

CONCEPT OF THE CLASS Under supervision, this position assists in research and technical studies related to educational programs, planning, or development. In addition, the incumbent provides assistance with record keeping, verification of data, report preparation, data collection and analysis, and performs research related clerical duties. DISTINGUISHING CHARACTERISTICS Research Assistant is the entry-level classification in the Research Analyst classification series. An incumbent supports the overall research activities of the department by primarily performing paraprofessional research duties to support the achievement of institutional research objectives. Research Analyst is the journey-level classification in the Research Analyst classification series. An incumbent is responsible for designing as well as implementing research methodologies to achieve institutional research objectives and for reviewing and/or preparing final research and study findings and papers. Senior Research Analyst is the advanced journey-level classification in the Research Analyst classification series. An incumbent leads, designs, and conducts all levels of projects in the District's Institutional Research program. An incumbent also provides guidance and work direction to lower level research and support staff. ESSENTIAL DUTIES Assists in conducting research and data analyses related but not limited to curricula, enrollment, retention, matriculation, weekly contact hours, staffing patterns, student and faculty characteristics, program vitality and evaluation, community characteristics, student achievement, student learning outcomes, and accreditation. Cross references data to ensure accuracy and completeness. Develops, maintains, and organizes office records and files, including defined databases, using various technological platforms and software. Responds to internal and external data requests. Inputs and codes data and information into an electronic database; extracts data from student information and other systems. Collects new data, including coordinating, preparing, distributing, collecting, and scoring surveys. Prepares a variety of correspondence, records, files and reports related to institutional research. Assists in developing survey and other quantitative and qualitative instruments, questionnaires, and instructions. Analyzes and interprets descriptive data; produces reports with tables and graphs to describe findings.


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Assists in determining appropriate research plan design on research projects. Configures and manipulates existing data using query and database tools. Performs basic statistical procedures and techniques. Uses interactive data management and statistical programs such as SPSS, SASS, or other applications used in social science research. Performs general clerical support duties as assigned. 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: The employee receives supervision from the Dean of Institutional Research or designated manager. May receive work direction from Senior Research Analyst and/or Research Analyst.

Supervision Exercised: Positions in this classification do not supervise other classified positions.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Basic research design and methodology applicable to higher education research Data collection techniques, analysis, interpretation and reporting Basic-level survey research techniques and methodology Key statistical methods and their application Programs, policies, and goals of the District Modern office practices, procedures, software applications and hardware Proper English usage, vocabulary, spelling, grammar and punctuation Ability to: Contribute to the research study planning process Assist in data collection activities Apply conventional research techniques and methodology to assigned projects Analyze and interpret quantitative and qualitative data


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Prepare and present reports in tabular, written, graphic, and oral form Set priorities and manage time and work in fast-paced and busy environment with multiple tasks and interruptions Interpret, apply, explain and reach sound decisions in accordance with applicable laws and regulations, and District policies and procedures Perform statistical analysis on data collected Operate computer hardware and software commonly used in research work Communicate effectively, both orally and in writing Establish and maintain effective working relationships with District management, staff, students, the public and others encountered in the course of work, in a diverse, multicultural and multi-ethnic educational environment MINIMUM QUALIFICATIONS Education Requirement: An associate’s degree or equivalent from an accredited college or university in one of the social sciences, economics, business administration or other research-oriented specialization. A bachelor’s degree from an accredited college or university in one of the social sciences, economics, business administration or research-oriented specialization is preferred. Experience Requirement: Two years of work experience in a research or analytical position or equivalent. Experience working in an educational institution is preferred. Education/Experience Equivalency: Experience and/or education of the same kind, level and amount as required in the minimum qualifications may be substituted on a year-for-year basis.

Licensure and/or Certification: None

WORKING ENVIRONMENT & 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.


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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 may be regularly required to lift, carry, push, or pull up to 10 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: April 19, 2017 Class History: New Class


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AGENDA REPORT NO. 6 SUBJECT: EXTENSION OF ELIGIBILITY LISTS:

• HUMAN RESOURCES SPECIALIST (OPEN LIST) • INSTRUCTIONAL ASSISTANT – LEARNING DISABILITIES • LEAD LABORATORY TECHNICIAN – CHEMISTRY

DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel The Personnel Commission Office is requesting that the following eligibility lists be extended for an additional six months.

Classification Original Expiration

Date

Current Expiration

Date

Number of Candidates

on List

Number of Ranks on

List

Proposed Expiration

Date Human Resources Specialist (Open List) 4/21/2017 4/21/2017 18 9 10/21/2017 Instructional Assistant – Learning Disabilities 5/15/2017 5/15/2017 9 8 11/15/2017 Lead Laboratory Technician – Chemistry 5/10/2017 5/10/2017 2 2 11/10/2017

The Personnel Commission staff believes there are a sufficient number of available eligibles remaining to fill any future vacancies anticipated for the next six months. Merit Rule 6.2.3 (C) Duration of Eligibility List 6.2.3 (C) B. An eligibility list may be extended by the Personnel Commission for one or more periods, not to exceed a total of two years from the time the list was first established. The Director of Classified Personnel shall base his/her recommendation for extension of an eligibility list on the following factors: 1. a sufficient number of available eligibles remain to fill expected future vacancies; 2. the composition of the list reflects appropriate representation of ethnic minorities, underrepresented groups, or non-traditional candidates;

3. the field of competition in the occupational area has not changed dramatically. RECOMMENDATION It is recommended that the Personnel Commission approve extending the eligibility lists shown above for an additional six months.


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DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments ____________________________________________________________________________


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AGENDA REPORT NO. 7 SUBJECT: REQUEST TO CERTIFY FROM ALTERNATE ELIGIBILITY LIST FOR

ATHLETIC ACTIVITIES ASSISTANT DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BACKGROUND The District has approved filling one vacant position for Athletic Activities Assistant (Range 21, $3,267 to $3,971). There is not an active eligibility list for this classification; however, an eligibility list was established on March 6, 2017, for Athletic Equipment Specialist (Range 26, $3,689 to $4,484). This eligibility list initially resulted in 3 ranks. Two ranks remain on the list. The duties of the Athletic Equipment Specialist classification include responsibilities within a similar area. The necessary skills and knowledge for Athletic Activities Assistant were adequately tested in the examination for Athletic Equipment Specialist. Merit Rule 6.3.13 states the following:

A. If there is no eligibility list for the class in which a vacancy occurs, certification may be made from a list for another class at the same or a higher salary level provided:

1. The duties and qualifications of the class for which the examination was given include substantially all of the duties of the position to be filled.

2. The Personnel Commission finds that the use of the list is in the best interest of the District and that the necessary skills and knowledge were adequately tested in the examination.

RECOMMENDATION It is recommended the Commission approve the use of the Athletic Equipment Specialist eligibility list to certify eligible(s) to any current and upcoming vacancies for Athletic Activities Assistant. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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AGENDA REPORT NO. 8 SUBJECT: RATIFICATION OF PROVISIONAL WORKING OUT OF CLASS

ASSIGNMENT: LATOYA HIGHTOWER DATE: April 19, 2017 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 following provisional working out of class assignment at 50%: Name Assignment Length of Assignment

LaToya Hightower Student Services Assistant 04/24/17 to 05/12/17 Not to exceed 90 working days

BACKGROUND Kelley Brayton, Dean of International Education; and Denise Kinsella, Associate Dean of International Education have requested approval for Ms. LaToya Hightower to work out of class as a Student Services Assistant in the International Education Center from 04/24/2017 through 05/12/2017. Ms. Hightower is currently employed by Santa Monica College as a Student Services Clerk, in permanent status. This request is provide additional support for the International Education Center, which is required to review Agency Commission eligibility for the new 2017 winter and spring students. Ms. Hightower meets the minimum qualifications for the position and is currently on the eligible list for Student Services Assistant. This assignment will assume less than 50% of Ms. Hightower’s daily assignment.

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.


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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). 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. RECOMMENDATION Ms. Hightower will be assigned additional duties at the level of Student Services Assistant, beginning 04/24/2017 through 05/12/2017. These duties will make up less than fifty percent (50%) of her daily assignment. Therefore, it is recommended that the Personnel Commission approve the request for working out-of-class for 50% of the stipend. DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments


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V. CONSENT AGENDA

(All items will be considered and approved in one motion unless removed by a Personnel Commissioner for discussion.)

# ITEM Page

9

Certification of Seniority Lists: • Case Management Coordinator • Chief of Police • EOPS/CARE Supervisor

29

10 Ratification of Eligibility Lists 32 11 Ratification of Limited Term Assignments 33

12

Examination Schedule: • Database Analyst (continuous) • Director of Facilities Management • Instructional Assistant-English • Instructional Assistant-ESL • Instructional Assistant-Math • Lead Custodian

34

13 Approval of Minutes 35 DISPOSITION BY THE COMMISSION MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: Amendments/Comments

VI. ADVISORY ITEMS (These items are presented for the Commission’s review – no action is required)

# ITEM Page 14 Advisory Item: Appointments to Limited Term Positions 36 15 Advisory Item: Appointments to Provisional Assignments 37 16 Recruitment & Examination Status Report – Information Only 38


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AGENDA REPORT NO. 9 SUBJECT: CERTIFICATION OF SENIORITY LISTS:

• CASE MANAGEMENT COORDINATOR • CHIEF OF POLICE • EOPS/CARE SUPERVISOR

DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel As part of the continuing practice to update and maintain Seniority Lists for the District, we present for your approval the following seniority lists mentioned below. Per Merit Rule 13.1.4 seniority lists are to be approved by the Director of Classified Personnel and certified by the Personnel Commission before they are used. Employees must be given a 5 working day review period before the lists are approved. During the review period an employee who believes an error has been made in his/her seniority computation is to notify the Director of Classified Personnel who will determine if a recomputation is appropriate. It is recommended that the Personnel Commission certify the following seniority lists effective April 19, 2017: Classified Employees and Classified Managers Case Management Coordinator Chief of Police EOPS/CARE Supervisor ____________________________________________________________________________ 13.1.4 SENIORITY LISTS

A. Seniority lists shall be prepared or updated for each class as necessary. When each list is initially established, it shall be approved by the Personnel Director and certified by the Personnel Commission before it is used.

B. When a seniority list is initially established or updated, the list shall be made available to the employee(s) for review during a five (5) working day period before it is approved.

C. During the prescribed review period, an employee who believes that an

error has been made on his/her seniority computation shall notify the Personnel Director, who shall review the computations together with any additional information provided by the employee. The Personnel Director shall determine if a recomputation is appropriate and present an appropriate recommendation for action by the Personnel Commission.


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D. Seniority lists that are maintained will be available for inspection in the

Classified Personnel Department. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS:


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AGENDA REPORT NO. 10 SUBJECT: RATIFICATION OF ELIGIBILITY LISTS DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician

Class Title Field of Competition

Promotional Total On List

Expiration Date

Career Services Advisor Promotional 7 7 04/05/18

Student Services Specialist-Welcome Center Merged Promotional & Open Competitive 0 4 03/20/18


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AGENDA REPORT NO. 11 SUBJECT: RATIFICATION OF LIMITED TERM ASSIGNMENTS DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is requested to ratify the classification of the following Limited Term positions pursuant to Section [7.4.2(C)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District: Position Classification Department Effective Dates Bookstore Clerk/Cashier (2 full-time positions)

Bookstore 04/11/17-06/30/17

Shuttle Driver (1 part-time position)

Auxiliary Services 04/03/17-06/30/17

Student Services Clerk (1 full-time position)

Matriculation 04/03/17-06/30/17

Student Services Clerk (1 full-time position)

Matriculation 04/12/17-06/30/17


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AGENDA REPORT NO. 12 SUBJECT: EXAMINATION SCHEDULE DATE: April 19, 2017 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

Database Analyst Merged Promotional & Open Competitive Continuous

Director of Facilities Management Merged Promotional & Open Competitive 3 weeks

Instructional Assistant-English Open Competitive 3 weeks

Instructional Assistant-ESL Open Competitive 3 weeks

Instructional Assistant-Math Open Competitive 3 weeks

Lead Custodian Promotional 3 weeks


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AGENDA REPORT NO. 13 SUBJECT: APPROVAL OF MINUTES DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel Approval of the minutes for the following meetings of the Santa Monica College Personnel Commission:

Regular Meeting – March 15, 2017

Special Meeting – March 20, 2017 Special Meeting – March 30, 2017


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AGENDA REPORT NO. 14 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO LIMITED TERM POSITIONS DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician The Personnel Commission is advised that the following persons have been appointed to the following Limited Term positions from certified eligibility lists pursuant to Section [7.4.3(A)] of the Rules and Regulations of the Classified Service of the Santa Monica Community College District. Candidate Position Department Duration* Eligible

List Date Pabst, Ester Bookstore Clerk/Cashier Bookstore 04/11/17-06/30/17 09/04/09 Pacheco, Wendy Bookstore Clerk/Cashier Bookstore 04/11/17-06/30/17 01/23/09 Cancio, Albis Shuttle Driver Auxiliary Services 04/03/17-06/30/17 08/20/16 Pant, Namit Student Services Clerk Matriculation 04/12/17-06/30/17 07/20/16 Wami, Awhuowere Student Services Clerk Matriculation 04/03/17-06/30/17 07/20/16 *Not to exceed six (6) months or, in case of an appointment in lieu of an absent employee, is not to exceed the authorized absence of that employee. Reference Merit Rule 7.4.3 (A) –Eligibility for Appointment Limited term appointments shall be made from eligibility lists and employment lists in accordance with procedures for regular appointments.


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AGENDA REPORT NO. 15 SUBJECT: ADVISORY ITEM: APPOINTMENTS TO PROVISIONAL ASSIGNMENTS DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician 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* Minor, Earl Custodian Operations 04/11/17-06/30/17 *Assignment ending dates may be adjusted as not to exceed 90 working days in a fiscal year


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AGENDA REPORT NO. 16 SUBJECT: RECRUITMENT AND EXAMINATION STATUS REPORT –

INFORMATION ONLY DATE: April 19, 2017 TO: Members of the Personnel Commission FROM: Carol Long, Director of Classified Personnel BY: José A. Guzmán, Personnel Technician This item is presented for the Commission’s review—no action is required. Please see next page.


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VII. ADJOURN AT _______ P.M. DISPOSITION BY THE COMMISSION Amendments/Comments MOTION MADE BY: SECONDED BY: AYES: NAYS: ABSTENTIONS: The next regular Personnel Commission meeting is scheduled for:

Wednesday, May 17, 2017 at 12 P.M. 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 Wednesday, April 19, 2017, Regular Meeting of the Santa Monica College Personnel Commission was posted on the official District website and bulletin boards, no later than 72 hours prior to the date and time of this meeting.

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