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College of the Canyons Coronavirus Update Webinar
Noon, Thursday, April 2, 2020
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Today’s Agenda • Chancellor’s Updates
Dr. Dianne G. Van Hook, Chancellor • Information Technology Updates
Dr. Jim Temple, Vice President, Technology • Human Resources Updates
Dr. Diane Fiero, Vice President, Human Resources/Interim Deputy Chancellor • Student Services Updates
Dr. Michael Wilding, Vice President, Student Services • Facilities Updates
Mr. Jim Schrage, Vice President, Facilities Planning, Operations and Construction • Business Services Updates
Ms. Sharlene Coleal, Vice President, Business Services • Academic Affairs Updates
Mr. Joe Gerda, Interim Vice President, Academic Affairs
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CCCCO’s Office Work in Progress Chancellor’s Updates The state Chancellor’s Office is working on the behalf of all colleges. Since last Friday, they have issued direction on the following items: • Grading policy, and flexibility and term extensions • Online supervised tutoring • Distance education blanket addendum for summer and fall 2020
They are continuing to work on: • Implementation of BRN flexibility • Reporting Deadlines and Extensions on grants and programs • Flexibility for categorical program requirements • Dual Enrollment/Middle College • Work Study for credit students • Grades relevant to financial aid • Attendance Accounting • Impact of FON penalties on districts • PT faculty 67% rule
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Chancellor’s Updates • State Chancellor’s Office is focusing
its efforts on helping students stay enrolled.
• Goal of Executive Orders is to provide direction from the state Chancellor as he creates flexibility on regulations that will enable all of the colleges to better serve students, remove barriers, support the continued enrollment of students, and ensure there is consistency for all students across the 115 colleges.
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Chancellor’s Updates Emergency Student Assistance Fund
College of the Canyons students are facing unprecedented challenges during the COVID-19 crisis. The College of the Canyons Foundation has established a new Emergency Student Assistance Fund.
Examples of how this fund will assist students include: • emergency healthcare costs • cancellation of childcare • groceries after a sudden loss of employment • laptops needed to access remote-learning classes • emergency for rent or utility support
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Chancellor’s Updates CFF Emergency Grants for Students
Colleges Futures Foundation (CFF) has established a $5 million fund to provide $500 in direct assistance to Community College, CSU and UC students in need who are:
• Currently enrolled full-time (12+ units) as an undergraduate • Have earned at least 24 semester units or 36 quarter units • Have a maximum Estimated Family Contribution (EFC) of $5,576 (equivalent to Pell eligibility) • Funds are expected to roll out April 2. Simple application process has been established and funds can be deployed within 72 hours. As soon as we receive information from the state Chancellor’s Office, we will provide details to students.
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Chancellor’s Updates
Coronavirus Aid, Relief, and Economic Security Act (CARES)
More financial support for students will be available through the CARES Act, which was recently passed by Congress.
We expect to have more details soon about implementation, so we plan to provide an update in our next webinar.
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Chancellor’s Updates Nursing Supplies Donation
The College of the Canyons nursing program donated supplies of essential Personal Protective Equipment (PPE) to Henry Mayo Newhall Hospital.
The COC nursing program donated the following items:
• 240 N95 masks • 50 disposable stethoscopes; • 250 regular masks • 800 ear thermometer probe covers • 200 masks with face shields • 3,500 thermometer probe covers • 30 personal protective equipment gowns • 300 otoscope covers • 15 goggles • 15 boxes of 100 non-sterile gloves • 300 personal protective equipment hair • 17 boxes of 25-pair sterile gloves
covers
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Chancellor’s Updates Remote Teaching
Highlights
“Last week teaching for the 1st time was tough, but yesterday’s classes went really well. I miss the students and the interaction between us, but it is working and the students like it as well.”
- Lori Marie Rios, Music Faculty
So how are students doing Labs at
home? They are lifting soup cans and jars of
peanut butter and honey, and comparing
mechanical energy and work for these objects.
Where there's a will there's a way!
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Information Technology Updates
Technical Support
• Computer Support has fielded 450 support calls since March 23rd • For Support (M-F 8am-5:30pm):
o Send an email to [email protected] o Call and leave a message at (661) 362-3953 and a technician will be in contact with
you. Please make sure to include contact information in your message. o Connect via Zoom: https://intranet.canyons.edu/offices/css/helpdesksupport.asp.
You’ll need to login to the intranet to access support.
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Information Technology Updates Equipment
• Distributed over 220 laptops, 40 webcams, 25 Wacom writing tablets, and 3 document cameras.
• Prepared 300 existing District laptops for student checkout with 600 additional new laptops ordered. o Student distribution began Monday on the top
floor of the parking structure. • Contact Jim Temple at [email protected] with
any technology equipment needs.
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Information Technology Updates Resources • Training Resources available at www.canyons.edu/onlineeducation
Software that can be accessed at home include:
• Zoom • Adobe Products
• Canvas • SPSS
• Proctorio • ArcGIS
• Respondus • AutoDesk
• Office 365
• Training options:
o Professional Development Resources
o Online Education Workshops and Open Labs Ongoing
o On Demand one-on-one training available via the Help Desk
Contact: (661) 362-3953 and [email protected]
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Information Technology Updates Resources (continued)
• Software for remote employees • Software access in Progress o Zoom o Labster o Office 365 o Remote Labz o Adobe o Kanopy o VPN o OnBase o SARS o Colleague
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Human Resources Updates Professional development resources online and how to access them
• Online offerings sent by Leslie Carr • Over 7,000+ online training opportunities from the Vision Resource Center through the State
Chancellor’s Office • Contact Flavio if you would like access to EverFi and Keenan Safe Colleges Training.
Professional Development to support faculty in their service to students
Type 1: Small-Audience Facilitated Dialog by Type 2: Governance Discipline Type 3: Discipline Support https://asccc.org/events/2020-04-01-150000-2020- Type 4: Information to Assist in Remote Service Transition 04-08-220000/asccc-discipline-specific-discussions https://asccc.org/events/2020-04-01-160000-2020-04-10-
220000/asccc-governance-remote-teaching-and-discipline
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Human Resources Updates
Leaves
• All employees should have received an email from Diane Fiero about the
recent changes in the law, known as the Families First Coronavirus Response
Act (FFCRA) which includes provisions for Emergency Paid Sick Leave and
Emergency Family and Medical Leave Expansion. Included in the email was a
grid that explains how leave will be applied for 7 different potential reasons
for leave due to the COVID-19 pandemic.
• If you are working from home, and your status changes (because of illness, or
the need to care for family members), please submit leave requests.
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Human Resources Updates Supplemental Employee Retirement Program (SERP)
• The declaration window opened Wednesday, April 1st and runs to April 28th for retirements in June 2020, December 2020, and by special approval of the Chancellor, June 2021.
• Retirement letters should be sent to Diane Fiero and Rian Medlin via email. • All Keenan paperwork should be submitted to the District. You can mail it to HR,
drop it by the switchboard, or in the drop off box in the circle near Canyons Hall. • Those who qualify for the incentive should have received an email from Diane
Fiero with specific directions. If you have not received the email and believe you should have, please send an email to [email protected] and she will get you the pertinent information.
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Human Resources Updates Resources for Emotional Well-Being – Employee Assistance Program • All employees
Access EAP services through Lincoln - Available 24/7 and FREE
888-628-4824
www.guidanceresources.com
user name: LFGsupport, password: LFGsupport1
• SISC members (HMO, PPO, Kaiser)
Access EAP services through Anthem - Available 24/7 and FREE
800-999-7222
AnthemEAP.com (login: SISC) Click on Member Center and register.
• LA County Department of Mental Health 24/7 access line
800-854-7771
Text: "LA" to 741741
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Student Services Updates Messages to students
We have sent various emails to students throughout the last few weeks. • You can find all the messages on one website:
https://www.canyons.edu/administration/pio/notices/index.php • The one specifically for students is under Learning:
https://www.canyons.edu/administration/pio/notices/keep-learning.php
Messages have been sent to students on numerous topics, including: • Moving classes and services to remote access • How to access internet services through Comcast and Spectrum • How to petition for an EW or to remove a W • P/NP grading options
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Student Services Updates Laptop Lending Program:
• Emailed to about over 11,000 students regarding the availably of laptops to loan.
• Students with the most need, as determined by Financial Aid, are in the first round. We emailed students who have no hybrid or online classes as well.
• The first distribution was on March 30th with over 100 students picking up laptops so far.
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Student Services Updates Laptop Lending Program (continued):
• We have about 300 laptops to distribute on the first pass.
• We have ordered 600 more, and have been funded by the Foundation for $50,000 to use on more laptops if needed.
• These are basic machines without some of the sophisticated software used by some of our students (like autocad).
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Student Services Updates Summer Registration Dates:
• Summer registration begins on April 27, 2020 for Level 1 students. Students
may register on or after their assigned registration date and time according to
the number of units completed.
• Registration takes place Monday through Thursday from 6:00am to 4:00pm.
• We’ve made this adjustment in anticipation that we will still be working
remotely. Online service hours conclude by 5:00pm.
• We wanted to make sure that if a student has questions and is assigned a
time of 4:00pm, he/she would still have time to contact A&R prior to closing
each day.
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Student Services Updates Changes Initiated by Chancellor’s Office Executive Order: EW and W with refund
• An email was sent to students, and a new form created, for students to ask for an EW or W with a refund.
• There are 3 options for students at the moment. They are outlined below. • We have many services set up to assist a student to determine what type of drop
is right for them. • We really want a student to have the right information for when they submit this
form.
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Student Services Updates Option 1 – Withdraw (W)
• Student would get a W on their transcript for the course. • The student would not receive a refund for the course. • The student may have financial aid implications based on the type of aid and the
date of the drop. • The student would still be eligible for Canyons Promise as long as they have 12
units and they were enrolled past the census date. • The student’s W will be calculated in progress probation and dismissal. • This may affect their transfer status.
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Student Services Updates Option 2 – Excused Withdraw (EW)
• Student would get an EW on their transcript for the course. • The student would receive a refund for the course. • The student may have financial aid implications based on the type of aid and the
date of the drop. • The student can appeal their financial aid status for Satisfactory Academic Progress
(SAP) requirements based on this grade. • The student would still be eligible for Canyons Promise as long as they have 12 units
and they were enrolled past the census date. • The student’s W will not be calculated in progress probation and dismissal. • This may affect their transfer status.
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Student Services Updates Option 3 – Withdraw with refund (W)
• Student would not have anything on their transcript for this course. • The student would receive a refund for the course. • The student will have financial aid implications based on the type of aid and the
date of the drop. • The student can appeal their financial aid status for SAP requirements based on
this grade. • The student would still be eligible for Canyons Promise as long as they have 12
units and they were enrolled past the census date. • The student’s W will not be calculated in progress probation and dismissal. • This may affect their transfer status.
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Student Services Updates Option 3 – Withdraw with refund (W) (continued)
• We ask that students discuss these options with a counselor, financial aid, or any other program they may be part of (Veterans, Canyons Promise, EOPS, etc.) before making the decision.
• Many programs are being as flexible as they are allowed to be based on the laws and regulations they must follow. For example, Veterans and Financial Aid are federal programs and must abide by the federal regulations. Those are not local decisions.
A link to the petition can be found on the Student Services webpage: https://www.canyons.edu/studentservices/
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Student Services Updates P/NP Grading Option
• State Chancellor’s office released Executive Order 2020-02, giving students the opportunity to select the option for a Pass or No Pass (P/NP) grade for any class through the end of the term.
• Prior to this executive order, students would have had to selected this option prior to 30% mark of the term.
• For each student, a pass/no pass option may have different consequences, depending on their educational pathway.
• There are students who would like to change to a P/NP option so the course they are taking does not affect their GPA.
• Others may want to change because it is a class they do not need for their major or transfer. • However, for those students who are taking your class for their major or for transfer, a P/NP option may
not be the right choice for them. • Each student who completes a P/NP option must work with a counselor before being granted approval. • UC and CSU have provided guidance on how they will handle P/NP grades:
CSU: https://drive.google.com/file/d/1CYlFs3NvjoRpqsM_uGc5m4aRKS5C8iAs/view UC: https://admission.universityofcalifornia.edu/response-covid-19.html
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Student Services Updates Internships – Cooperative Work Experience Education (CWEE)
• There were 107 students enrolled in the spring 2020. • Students were notified with options to remain enrolled and request an
incomplete if they are unable to complete their hours. • As of today, only two students have dropped. • This implies 105 students have made arrangements to work remotely, have
already completed their hours, or will file for an incomplete and resume in summer or fall.
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Student Services Updates Financial Aid
Conversion to remote operations a SUCCESS! • Financial Aid is OPEN for business. M-TH 9am-5pm, F 9am-1pm • Students can contact Financial Aid via email at [email protected] • Documents are being collected and imaged twice a week at the Valencia Campus
for application processing. • Spring financial aid disbursements are scheduled to go out on time. • Financial aid students who plan to drop should be referred to the Financial Aid
Office. • Students can get LIVE application help from an expert via Zoom. Contact Financial
Aid for details! • Financial Literacy Workshops for Canyons Promise students are moving online. • FAFSA workshops moving online soon!
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Student Services Updates Grading Policies: Incomplete or “I”
• Under section 55023, the "I" symbol may be used for students whose academic work for unforeseeable, emergency, and justifiable reasons at the end of the term may result in incomplete coursework.
• The condition for the removal of the "I" must be stated by the instructor in a written record.
• The "I" may be made up no later than one year following the end of the term in which it was assigned. The "I" symbol may not be used in calculating units attempted nor for grade points.
• Faculty should assess on a student-by-student basis when the use of an "I" symbol would be appropriate for a student impacted by COVID-19.
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Student Services Updates Grading Policies: In Progress or “IP”
• Under section 55023, the "IP" symbol may be used only in those courses which extend beyond the normal end of an academic term. It indicates that work is "in progress," but that assignment of an evaluative symbol (grade) must await its completion.
• The "IP" symbol should be used when a course has been temporarily suspended and is expected to reconvene and complete instruction at some point beyond the end of the established term.
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Student Services Updates
Course Repetition Due to Extenuating Circumstances
• Executive Order 2020-02 establishes COVID-19 as a recognized extenuating circumstance and suspends the requirements in title 5, section 55045, for students to prove an extenuating circumstance when petitioning to retake a course attempted during the recognized pandemic.
• Colleges should disregard the previous grade and credit when computing GPA, once the course has been repeated.
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Facilities Updates Current Operations:
• Grounds – it is Spring, after all • Custodial – labor force, supplies, materials • Maintenance – keeping the lights on for us • Warehouse – nothing stops the mail, not even an Pandemic • Telecoms – who needs communication, anyway • Civic Center - …and the Sheriff’s continue on…
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Facilities Updates In Process:
• Custodial training on cleaning/sanitizing per CDC guidelines • Facilities work schedules are being finalized in preparation of
securing the buildings • Ordering and receiving supplies and materials necessary to
continue operations, including re-opening
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Facilities Updates Construction – Canyon Country Campus
• All systems still go (for now as of 04/02/20)
• Science/Lecture still moving forward • SS/LRC set to break ground next week • Architect agreement for ECE repairs has
been issued • HVAC retrofits continuing at full speed; • Café has been designed, bids are being
collected and contracts will be awarded in a week – construction starts immediately afterward
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Facilities Updates Construction – Valencia Campus
• The Fuel Cell has been completed and is operating at 100%, generating nearly a megawatt of power.
• Boykin modernization continues the cycle at the state level – awaiting approval of working drawing funds
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Business Services Updates Fiscal Services and Grants Vendor/Employee Payments: • Employee reimbursements, student refunds and Vendors payment
checks will be mailed out once a week on Fridays for the month of April.
Grant and Categorical Funds Ending 6/30/2020 • The State will make determination regarding extensions for Grants and
Categorical Funding • Further Direction will be provided to the District and the Project
Director who should work with Business Services.
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Business Services Updates Payroll Services Payroll Process: • Payroll is being processed on all normal pay cycles • Submission of timesheets, leave requests and supplementary services is being done
electronically as much as possible or picked up from the Mailroom. • Email approvals are being accepted at this time in lieu of signature • Hard copy documents should be retained and submitted when possible
• If you do not have Direct Deposit, your check will be mailed to your home address.
Successful Payrolls: • Classified pay successfully processed and issued on March 25th
• Certificated pay successfully processed and issued on April 1st
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Business Services Updates Purchasing COVID-19 Emergency Purchase and Reimbursement: • These are challenging times and we know that people need supplies and equipment to work
remotely • Many people do not live in the community and/or cannot access the supplies from campus
that are available • If you are unable to access supplies form campus you may purchase supplies for remote
work with the pre-approval of your supervisor. • The process and form for reimbursement of supplies will be sent via email and posted on the
website • Laptops and software have already been distributed to all faculty and staff who need to work
remotely. • IT may currently have any additionally needed technology equipment or supplies. For
technology equipment please contact Jim Temple at james.temple@canyons or 661-362-3535.
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Business Services Updates Emergency Response COVID-19 Emergency Supply or Equipment Purchases
• Because this is an emergency situation we will track all expenses related to our response to this incident.
• This includes expenditures such as: • Laptops purchased for Faculty, Staff and Students • Expenses for cleaning of campus facilities • Supplies and equipment needed to provide remote instruction • Other expenses as the occur
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Academic Affairs Updates Congratulations to:
Joy Shoemate (Interim Director of Online Education) Kathy Bakhit (Dean, Health Professions & Public Safety and Interim Dean, Mathematics, Sciences & Engineering) Gina Bogna (Dean Career Services and Special Programs and Interim Dean School of Personal and Professional Learning)
For taking on new and additional responsibilities, during these uncertain times.
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Academic Affairs Updates Resources for Online and Remote Learning
https://www.canyons.edu/academics/onlineeducation/facultysupport/continuity/instructional_continuity.php https://www.asccc.org/events/2020-04-01-150000-2020-04-08-220000/asccc-discipline-specific-discussions
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Academic Affairs Updates Online Education Support
• Send an email to [email protected] • Call and leave a message at (661)362-3600
Please be sure to include your contact information in your message. • Canvas support for faculty and students is available 24/7: (833) 286-2864 • Additional information is available online at www.canyons.edu/onlineeducation. • The most current information on training is at
www.canyons.edu/onlineeducation/workshops.
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Academic Affairs Updates Second Eight Week & Third Five Week Classes
If the Course Outline of Record (COR) has a Distance Learning Addendum (DLA) AND the instructor is certified to teach online, then we are looking to move it an online format. Otherwise it will be converted to a remote learning environment.
Still working on… • Hard to Convert Classes • How best to communicate CCCCO memos to faculty and staff • Hiring faculty (Chemistry, Nursing, Political Science, Computer Science)
And many other items!
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