2013-14 Unit Plan
Admissions and Records

Mission Statement

The Admissions and Records department maintains academic records and provides accurate and timely admissions, registration, grade, and degree services for students, staff, and the community. We are committed to the implementation of our institutional policies and procedures, while providing excellent customer service through communication, technology, and support to our students in achieving their educational goals. 

Program Description

The Admissions and Records department resides under the Student Programs and Services branch of the college overseen by Vice President Allen Renville. We provide high quality and efficient services to students that include application for admission to a wide variety of programs, incoming transcript evaluation, course registration including waitlist and online support, residency evaluations, cashiering, maintenance of student academic records, verifications of enrollment and transcripts, and degree certification.
 
As the student academic records office we provide the institution with the mechanisms for student attendance and grade reporting. This role requires us to store these records and the required supporting documentation in accordance with all applicable rules and regulations. We are dedicated to providing faculty with comprehensive and effective support and expertise pertaining to student enrollment, disenrollment, and grading. 

The office is comprised of:
•	Seven (7) Admissions and Records Technician Seniors who are permanent full-time employees
•	Two (2) Admissions and Records Technician II’s who are permanent part-time employees
•	One (1) permanent part-time Administrative Secretary II
•	One (1) Assistant Director
•	One (1) Director. 

Services are provided at the Main Campus Admissions and Records Office, the Chico Center, the Glenn County Center (these services are coordinated with GCC staff), through TeleReg, and through the college’s online portal, MyBC. 

As a result of recent budget cuts the Admissions and Records department is currently down 1.4 FTE compared to the 2009-2010 staffing levels.  For the first time in many years, there is no longer redundancy or cross training in applications, residency, verifications of enrollment, transcript requests, and grade and census reporting. Although the decrease in staffing continues to negatively impact A&R’s capacity to provide service and processing times, we continue to mitigate some of the impact through the implementation and use of technology. 

Additional functions of the department include participation on a wide variety of standing district committees including: Enrollment Management, Academic Council, Learning Council, Matriculation, Butte College Datatel User’s Group (BC-DUG), Technology Council, Accreditation, International Team, Reg-To-Go, Title III, START, and Student Services Leadership. There are also a number of ad-hoc committees that are attended by Admissions and Records personnel including: Probation/Dismissal, Degree Audit, and Offsite Planning.

Future Development Strategy

Strategy 1

Assess the viability of the new open CCC Apply software and schedule implementation.

Initiatives
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale
    Open CCC Apply is more flexible and less expensive than the existing version of CCC Apply that is used for online application to the college.

    Supporting Rationale Alignment
  • Supports Previous Program Review Recommendations
  • Supports Changes from Student Learning Outcomes Assessment
  • Maintaining core programs and services
  • Establishing new initiatives that support the Strategic Direction
  • Maintaining the appropriate program and service mix between the main campus and outlying centers
  • Strategy 2

    Acquire new laptop and projector to enhance staff development and department meetings.

    Initiatives
  • Valuing a culture of learning
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale
    Laptop and projector would be used for presentations, Reg-To-Go and START check-in, and at weekly staff meetings to improve staff development.

    Supporting Rationale Alignment
  • Supports Previous Program Review Recommendations
  • Maintaining core programs and services
  • Increasing student success
  • Establishing new initiatives that support the Strategic Direction
  • Strategy 3

    Move Administrative Secretary II (60%), to ongoing funding.

    Initiatives
  • Focusing on student success
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale
    The loss of two (2) full-time permanent positions was partially offset by the addition of an administrative assistant (60%). This position needs to be converted to ongoing funding to help ensure a stable future for the department.

    Supporting Rationale Alignment
  • Supports Previous Program Review Recommendations
  • Supports Changes from Student Learning Outcomes Assessment
  • Maintaining core programs and services
  • Increasing student success
  • Establishing new initiatives that support the Strategic Direction
  • Strategy 4

    Convert part-time Administrative Secretary II to full-time.

    Initiatives
  • Focusing on student success
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale
    The exisiting administrative assistant is funded at 60% out of one-time dollars. Because the current position is held by someone who "bumped" into it as a result of layoff from another area she is already benefited so the additional costs are minimal. The department is struggling to keep up with increased regulatory and policy changes after losing two (2) positions. The extra hours of support provided would be of tremendous benefit and would provide much needed assistance to the Director and Assistant Director.

    Supporting Rationale Alignment
  • Supports Previous Program Review Recommendations
  • Maintaining core programs and services
  • Establishing new initiatives that support the Strategic Direction
  • Strategy 5

    Obtain district funding to continue to provide part-time hourly help during peak periods.

    Initiatives
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale
    The Admissions and Records office still relies heavily on the help of temporary employees during the first two weeks of every term. This additional staffing minimizes lines, wait times, and processing.

    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Maintaining the appropriate program and service mix between the main campus and outlying centers
  • Strategy 6

    Obtain funding to continue the computer replacement program to ensure critical systems are kept functional.

    Initiatives
  • Focusing on student success
  • Enhancing an innovative, responsive, and accountable culture
  • Modelling sustainability

  • Supporting Rationale
    Keeping equipment up-to-date and operational is critical in A&R because so much of our work requires the computer. Over the last several years we have identified 2-3 computers and had them replaced with newer, more dependable, models. We figure at this rate we will "refresh" all the PC's used by the department once every six (6) years.

    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Strategy 7

    Obtain funding to purchase magnetic stripe readers to increase the accuracy and speed of processing credit card payments.

    Initiatives
  • Enhancing an innovative, responsive, and accountable culture
  • Modelling sustainability

  • Supporting Rationale
    Magnetic stripe readers expedite credit card transactions at the window, minimize errors, and streamline operations for students and staff.

    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Strategy 8

    Add 50% employee to support expanding International Student program.

    Initiatives
  • Enhancing an innovative, responsive, and accountable culture

  • Supporting Rationale
    International applications have doubled since Spring 2012. This also connotes a large increase in communications with prospective students. The current A&R staff member assigned to this task has been logging comp time for several weeks now and is expected to continue. The current pace cannot be sustained and we do not want the responsiveness to prospective students to be degraded.

    Supporting Rationale Alignment
  • Maintaining core programs and services
  • Establishing new initiatives that support the Strategic Direction
  • Required Resources

    1. $49,849.25 retain Administrative Secretary II (60%)
    2. $25,037 40% A&R Tech Senior to be combined with existing 20% left from International Program Reorganization (Creates 60% A&R Tech Sr position).
    3. $22,048.12 Administrative Secretary II, 60% to 100%
    4. $8,000.00 for part-time hourly employees during peak periods
    5. $6,000 to replace 3 PC’s
    6. $400 to purchase 4 magnetic stripe card readers for each A&R service window
    7. $1,500 to replace printers

    Current Revenue Stream

    The Admissions and Records Office currently receives $736,374 in ongoing district funding. The office also receives $152,910 in Matriculation monies to fund two (2) full-time Admissions Technicians. Lastly, we receive $59,529 to cover 0.8 of the A&R Technician Senior assigned to international student support. Of the total funding, 2.34% is allocated to supplies and operating expenses and 97.66% is allocated to staff salaries and benefits.

    The department continues to generate approximately $86,139 annually from transcript, verification, and on-demand service fees. These monies are deposited into the district general fund.

    Augmentation Requests

    Original Priority Funded Program, Unit, Area Resource Type Description Account Number Object Code One-Time Augment Ongoing Augment Supporting Rationale
    1 Yes A&R Personnel Move P/T Admin Sec II to ongoing funding source 11.000.701.1.620001.52120 52120 $0.00 $49,849.00 The loss of two (2) full-time permanent positions was partially offset by the addition of an administrative assistant (60%). This position needs to be converted to ongoing funding to help ensure a stable future for the department
    2 Yes A&R Personnel 40% A&R Tech Sr 11.000.701.1.620001.52120 521120 $0.00 $25,037.00 With the planned International Program Reorganization A&R will lose 80% of one A&R Tech Sr. and the duties associated with the international program. However our staffing is such that this change will exacerbate our lack of redundancy and leave us very vulnerable during a time of rapid change in the A&R landscape. All the new regulatory changes, IT changes, and procedural and process changes require detailed attention and expertise in order to be successful. With the loss of this additional .8 FTE we will be down a net total of 2.4 FTE in the last three years. This decrease in staffing is occurring simultaneously with sweeping legislative and technical reforms. We need help!
    3 Yes A&R Personnel Expand P/T Sec II from 60% to 100% 11.000.701.1.620001.52120 52120 $0.00 $22,048.00 The exisiting administrative assistant is funded at 60% out of one-time dollars. Because the current position is held by someone who "bumped" into it as a result of layoff from another area she is already benefited so the additional costs are minimal. The department is struggling to keep up with increased regulatory and policy changes after losing two (2) positions. The extra hours of support provided would be of tremendous benefit and would provide much needed assistance to the Director and Assistant Director.
    4 Yes A&R Personnel P/T Hourly employees for extra help at beginning of term 11.000.701.1.620001.52390 52390 $0.00 $8,000.00 The Admissions and Records office still relies heavily on the help of temporary employees during the first two weeks of every term. This additional staffing minimizes lines, wait times, and processing.
    6 Yes A&R Equipment PC Replacement 11.000.701.1.620001.55612 55612 $6,000.00 $0.00 Continuing with our efforts to update PC's on a six (6) year rotating basis. PC's are fundamental to the work we do and must be maintained and kept in sound working order.
    6 Yes A&r Equipment Magnetic Stripe Readers 11.000.701.1.620001.55612 55612 $400.00 $0.00 Magnetic stripe readers expedite credit card transactions at the window, minimize errors, and streamline operations for students and staff.
    8 Yes A&R Equipment Replace old printers 11.000.701.1.620001.55612 55612 $1,500.00 $0.00 All but one of the pprinters in A&R predates my 6.5 year tenure in the department. This equipment is fundamental to our work and must be maintained and in sound working order.
    Total(s) $7,900.00 $104,934.00