Category: Uncategorised

President’s Message

Decisions

Last month we talked about the million unanswered questions around budget cuts, the classification study and what Foothill-De Anza might look like moving forward.  As of today, not much has changed.  We’re still in a holding pattern. Frustrated?  Me too.

The colleges’ and district have updated their reduction plans. Foothill presented their Phase Two reduction plan at the October 5 meeting of their new College Advisory Council. De Anza seems to be struggling to finalize their plans but updates can be found under the Instructional Planning and Budget Team (IPBT) and the Student Services Planning and Budget Team (SSPBT). With no real shared governance process for Central Services, reduction plans are anyone’s guess.  Whatever is decided, it is important to remember the shared governance process merely provides a recommendation to senior management. Ultimately, management gets to decide. It has also become abundantly clear all reduction plans must include some form of reorganization. The cuts are too big to continue as usual.  Our role is to respond to those decisions.

While we wait, ACE has worked on a hiring and recruitment process with the District that keeps vacant positions open for employees affected by bumping and those who have no bumping rights at all.  See below for more.   We’re also working on getting an updated seniority list, a full list of vacant positions, the number of district-funded student employees and temporary employees on special assignments – if we’re laying off people due to lack of funds, this should be one of the first places we look to cut – as options to help reduce the number of people who would actually have to go out the door.  We continue to have conversations with the Foothill-De Anza Board of Trustees around the impact of these cuts and how the work doesn’t’ just disappear with out affecting remaining staff and students..

Don’t forget to throw in the classification study to add to the angst.  I still believe we will end up with an overall classification structure which provides more upward opportunity for employees and raises the level of our classifications but it will continue to need to be refined even after we approve the consultants final recommendations.  The classification portion will be completed enough by the end of this month that the consultants can move on to the compensation portion of the study.  How this plays out with upcoming layoffs still needs to be negotiated, and we will be asking the membership on how you want to proceed.

It also means that business doesn’t stop.  We have a strong field of new and incumbent candidates running for ACE office (more below).  Take some time this week to talk with them, and when elections open next Monday, vote.  I’ve said this before but it is worth repeating “it takes active participation and commitment from all the members of ACE to effectively protect and serve the membership as a whole.”

Of service,

Chris White, ACE President
(650) 949-7789, office

“The fight is never about lettuce or grapes.  It is always about people”. – César Chávez

Dues Forgiveness October Paycheck

ACE will forgive dues in your October paycheck (October 31).
For Classified Hourly employees, this will be reflected in your November 15 paycheck.

ACE Officer & Negotiator Candidates

Elections will be held online October 29 – November 2

Elections will be held online beginning next Monday, October 29 and running through November 2.  Watch your email for a notice from ACE Communications on how to access your ballot.  The following candidates are running for office. Unless noted otherwise, it is a single vote per office.

Central Services
Chief Steward:
Vacant

Board Member:
Annette Perez, Senior Buyer, Purchasing –  My name is Annette Perez and I am running for ACE Central Services Board Member.  I have been treasurer for ACE since it’s inception and realize the importance of our role in representing our ACE members.  As the Central Services Board member, I will work to keep ACE general membership’s interest in mind at board meeting and when serving on pertinent committees and senate meetings.  I feel as a united union, our collective voice is strongly heard.  I believe in ACE and the important role it has played in better benefits, pay and direct representation for our members.  I hope you will vote for me as Central Services Board member.

Negotiator:
Terry Rowe, Workstation & Systems Support Tech Senior

De Anza
Chief Steward:
Erika Flores, 3SP Program Coordinator II – I have been employed with De Anza since 2016 and served as Chief Steward since 2017. Previously, I worked at a non-profit, youth serving agency as a College Access Program Coordinator for 5 years. While there, I served for over two years as a steward for the agency which was represented by SEIU. I am interested in being a steward at De Anza to serve as a support for fellow members but also to continue learning more about ACE, meet new FHDA employees, learn about services and departments through meeting new people, and be more involved on campus.

Board Member, Seat 2:
Cynthia Smith, Human Resources Technician II – My name is Cynthia Smith, and I have been employed with the FHDA, since June 1989.   I work in the Administration building, as an HR Tech, and I am running for De Anza Board Seat #2, and I would like to continue in this capacity for the next two years.  I have a vast history with the College, and I have served on the classification committee, represented the union on hiring committees and continue to serve on the professional growth committee well over the years.  My knowledge, history and wisdom are here to represent the membership for the good of my co-workers, and I would like to continue in this capacity for the next two years. Thank you.

Negotiator:
Cathleen Monsell, Division Administrative Assistant, PSME – I am very pleased to be nominated to run for the position of Negotiator for ACE. I have been on the negotiation team since March of 2015 and it has been a very interesting learning experience on how important negotiations are for our membership. Since January of 2017 I have been Chair of Negotiations and in this capacity I served on the Joint Labor Management Benefits Committee (JLMBC) and the Joint Labor Management Classification Committee (JLMCC). Having worked at De Anza College for almost 7 years and serving on the negotiating team for 3 ½ years has helped give me the training and insight needed to negotiate for your interest. Overall I have worked at public schools for 15 years as a classified employee, and understand the importance of our contributions in supporting the faculty and students and our worth. With the future economic uncertainties it is important to have a team of negotiators that will work on your behalf for a contract that not only gives you what you deserve, but also protects you.

Foothill
Vice President:
Denise Perez, Academic Scheduling Coordinator –  Hello ACE members!  I currently hold the position of ACE Vice President for Foothill and would be proud to continue to serve all of you in this capacity. I believe in ACE. I believe in what ACE stands for. I believe WE have the strength and will to support you and fight for what is fair for all of us. I have a long history of supporting classified staff. I was part of Classified Senate for nearly 7 years and have served ACE since it’s conception. As Vice President I have represented staff through OPC, PaRC, the Staff Development Committee, and as chair of the Professional Growth Award committee. With the move to our new governance structure, I will continue to represent classified staff as I serve on the Revenue and Resources committee.  It is vital that we continue to have a strong voice in the larger picture of the college. I hope to continue to be a part of that.  Thank you!

Negotiator:
Chris Chavez, Student Success Specialist – Hello Everyone, my name is Chris Chavez and I am a Student Success Specialist in the Counseling Division. I am running for the Foothill ACE Negotiator position because I am fully committed to ACE and believe wholeheartedly in the collective bargaining process. Collective bargaining is the one tool that we have as public employees to protect our collective interests from the market forces that shape the administration’s approach to managing our district, and I am fully committed to protecting our interests. Without collective bargaining, we are unable to negotiate for these interests such as affordable health care, substantial benefits, or for due process in disciplinary and layoff decisions. As we all know, tough times are ahead for all of us in this district, and I promise I will act in the best interest of all Classified Staff at the bargaining table should I be elected. Colleagues in my department often approach me with questions as they know I am committed to ACE and that I attend as many meetings as my schedule allows, and my door/cubicle will always be open to anyone with questions. As classified staff, we often do the thankless work that only gets noticed when it isn’t done, or done right (usually because we all have so much to do!), but no campus around the country would function without classified staff. So in case no one tells you, you are AWESOME and an integral part of what makes Foothill College the class of the entire California Community College system. Thank you for reading.

ACE
Treasurer:
Mark Darrah -Facilities and Equipment Coordinator –  Hello.  My name is Mark Darrah, and I would like your vote of support for ACE Treasurer.  I have been at Foothill College since May of 2015 as the Facilities and Equipment Coordinator in the Kinesiology & Athletics Department.  One of my main duties is to track, monitor, and present the monthly Kinesiology & Athletics budget to the Athletic Director and 11 coaches.  In addition, I prepare invoices for payment, individual reimbursements, and depositing of checks.  I feel that my advanced knowledge of Microsoft Office, attention to detail, and my interpersonal and organizational skills would make me the ideal candidate. ACE has done so much for all classified staff, that it would be a great honor to give back and serve all of you as your ACE Treasurer.  If elected Treasurer I will represent ACE with utmost integrity and professionalism. Thank you very much for your support, and Go Owls!

Kathy Nguyen, Accountant, Foundation- My name is Kathy Nguyen and I am running for the ACE Treasurer. Being treasurer is not a new thing to me.  I was served as CS Treasurer for two terms, from FY1112 to FY1314. When I stepped in the position, vacant by Linda Mahi who was since retired, I helped to streamline the bank reconciliation process, made it easier and covered more information.  I made deposits and prepared treasurer report to the CS Classified meeting and answered questions if any.  One of the tasks I’d done was to ensure the new CS Classified on its spending procedure to follow District guideline to avoid any auditable items.   I am still available to help the current CS Treasurer as needed, though the questions come less and less nowadays! As my job as the Foundation accountant, I am responsible to monitor and analyze budgets for over 500 foundation funds.  I am the one to call when people have accounting questions.   I train quite a few program coordinators, deans, staff from both campuses to run, to review the department accounting reports. I work with the auditor on annually basis to prepare the Foundation Financial Statements and tax returns.  I work well with others.  I am always willing to put an extra mile when helping people. How many of us hesitate to serve because we are so busy with work?  Because things run great with or without our helps?  I used to be that person!  I am honor when Annette nominated me for the Treasurer position.  I am ready to serve. We are stronger together. Let’s participate.  Let’s vote.

Scott Olsen Workstation& Systems Support Tech II – For the past year I have served as a Central Services ACE Board Member and would like to serve again in a greater capacity as ACE Treasurer. Being a member of the ACE Executive Board has allowed me to help many staff members with a wide variety of campus related issues. As part of a continued effort to assist staff, I started a common interest group on the topic of personal finance, retirement, and investing which helps staff become informed and gives them a safe space to ask questions. As treasurer I would be able to maintain my current level of service as well as apply the financial knowledge I’ve gained.  If given the opportunity, I’ll “Excel” at maintaining the balance sheet and budget for ACE.

Negotiator at large (vote for 3):

Joseph Gilmore, Evaluation Specialist, De Anza – I have always been interested in unions and am excited for this opportunity with ACE. The coming years will be tough due to the recent Janus v. AFSCME decision and impending budget reductions and will require resilience from us as a union. As a negotiator for ACE, I will work toward protecting the interests of all ACE members from the coming classification changes to budget cuts and on.

Dana Kennedy, Division Administrative Assistant, Business Division, De Anza – I have been employed over three years now at De Anza and I have had the pleasure of being a part of the ACE negotiations team since January 2017. With that experience I know very well the importance of putting my own interests aside and negotiating on behalf of the membership as a whole. As both campuses address budget cuts and uncertain times, I would like to continue to be a part of the team that fights for your wages and working conditions, not to mention the general welfare of our membership. Please take the time to vote, and consider voting for me as Negotiator. Thank you!!

Andrea Santa Cruz, Administrative Assistant Senior, International Department, De Anza – Current negotiator.

Phuong Tran, Program Coordinator Senior, Apprenticeship, Foothill – Current negotiator.

Technically, It’s Not A Hiring Freeze

The proposed cuts each campus and Central Services choose to make must be submitted to Chancellor’s Cabinet by November 2. As part of that timeline, ACE and the District have agreed to a process for recruitment and hiring to retain as many vacancies as possible for current employees who may have bumping rights into those vacant positions or as an option for employees who do not. It would also be irresponsible, and cruel, to open positions known to be affected by layoffs, hire an external employee only to lay them off in six months. The Chancellor’s Cabinet will be reviewing all classified and administrator recruitment requests, including those already in process, to determine if they should move forward.

Effectively immediately:

• Those ACE positions most likely to be affected by layoff or could provide an opportunity for affected classified staff, will most likely not be approved to open for external recruitment.
• The internal hiring process remains in effect.  If a position which could be affected by layoffs is determined to be critical for operations, it may be opened for internal hiring.  If no internal candidate is selected for the position, ACE has agreed to extend the use of a TEA until the effects of bumping are fully known.
• Positions unlikely to be affected by layoffs or provide an opportunity (most likely they require a very specific skill set), may be approved to move forward for recruit.

2019-2020 Staff Development Leave Workshops – Applications Due 12/15

Staff Development Leave (SDL) applications for the 2019-20 academic year are due December 15, 2018.
Workshops to answer application questions will be held from noon to 1 p.m. on:

• Wednesday, November 7 at De Anza, admin 106
• Thursday, November 8 at Foothill, room 2018

We’re In A Budget Crisis, Why Are We Approving SDLs?
Funds designated for SDL are part of our negotiated Agreement and whether we use them or not won’t change the amount of reductions the District needs to meet to balance its budget.

How Common Is Staff Development Leave for Classified Staff?
Out of the 72 community college districts in California representing 114 community colleges, very few offer staff development leave for classified staff. SDL is a negotiated benefit for FHDA classified staff, and while a few other institutions offers SDL, none are as extensive as ours.

SDL Quick Overview

• Up to 10 months paid time off at 85% of full pay.
• To be eligible, you must have completed seven (7) years of service to the District.
• Applications are due December 15 of the fiscal year preceding the leave.
• The leave may be used to complete interrupted studies, learn by observing methods used in industry or other educational institutions, or get a substantial start on a goal of better education.
• During the leave the worker will be entitled to all the benefits of classified contract workers except that only 85% of service time will be credited by the Public Employees Retirement System.
• During the leave the worker shall earn 85% of the normal credit for sick leave and seniority. No vacation credit shall be earned during SDL.
• Travel and conference funds and educational assistance are available during the leave. Courses paid through educational assistance cannot be used to qualify for a Professional Growth Award (PGA).
• Classified hourly are not eligible for SDL.
• Funding for a minimum of ten (10) SDL leaves are granted annually.

The Application

• Applications for the succeeding college year must be received by the Director of Human Resources before December 15.
• Unit members may submit a copy of their request for leave without appropriate signatures by December 15; however, all signatures must be received by January 31.
• The written application must present a detailed description of the proposed activities of the leave and the potential value of these activities to the District as well as the learning outcomes that are expected from this leave.
• If the worker intends to enroll in school, the application must identify the educational institution to be attended and, by academic term, a list of courses (with course descriptions) the worker will be taking.
• The application shall contain precise dates for the beginning and ending of the leave.
• If a unit member is attending school full time, which is 12 units either semester or quarter for undergrad and 8 units, semester or quarter, for graduate, then the unit member does not have to participate in other activities related to the leave.
• If the unit member is not going to school full-time, other activities related to the leave must be completed in fulfilling the 12-unit minimum. For this purpose, one hour of activity per week equals one unit and so forth.
• Any changes to the leave must be submitted in writing to the Director of Human Resources who will consult with the Staff Development Leave Committee, to approve such changes prior to the unit member participation in those changes.

Staff Development Committee

• This Committee shall be composed of two representatives of ACE, two representatives of CSEA, and two administrators designated by the Chancellor, one of whom will serve as chairman.For ACE, this is Denise Perez at Foothill and Chris White with ACE.
• Each application that has been submitted and has received the recommendation of the immediate supervisor and the appropriate administrator shall be forwarded to the Classified Staff Development Leave Committee for review and recommendation to the Chancellor.
• FHDA Board-approved leaves will be announced by March 1 of each year.

Returning From Staff Development Leave

• If a leave is granted, the worker must agree in writing to render, upon return from leave, a minimum of two months of service to the District for each month of staff development leave.
• Failure to render this service will require the worker to refund the salary paid by the District during the leave.
• Within thirty days of return from a leave, the worker shall submit a written report to the Classified Staff Development Leave Committee of the activities of the leave, emphasizing the value to the District and the learning outcomes achieved.
• If the worker attended school during the leave, he or she shall also submit a transcript or other appropriate documentation showing satisfactory attendance and successful completion of the course work as soon as reasonably possible.

Anthony Caceres Appointed ACE Interim Vice President at De Anza

ACE is pleased to announce the appointment of Anthony Caceres as Interim ACE Vice President at De Anza while Precious Gerardo is out on leave.  His appointment began October 15 and will run through mid-March 2019.  As Interim ACE Vice President at De Anza, Anthony will be responsible for appointing ACE representatives on hiring committees and representing ACE on the College Council and the Instructional Planning and Budget Team (IPBT).

Anthony works in the Financial Aid department as a Financial Aid Outreach Assistant and has been with De Anza for over 2.5 years.  Currently pursuing his masters in Urban and Public Affairs from University of San Francisco, Anthony brings a passion for politics and the 49ers, combined with a drive to make the greatest positive impact on as many people as possible.

Of behalf of the ACE Executive Board, we look forward to having Anthony join our team.

President’s Message

Unanswered Questions

Fall quarter starts with a lot of unanswered questions. How does the new funding formula from the state impact Foothill-De Anza (FHDA)? When will we hear specific information regarding layoffs? Where does the work go?  How does our classification study affect this? How can I help? Hint: run for office.

The new funding formula from the state which focuses on student success and access, and includes a few years of hold-harmless funding, adds a few million to our revenue but also assumes stable enrollment (we’re still declining). It does not change the fact that we must cut $12.6 million from our expenses by June 30, 2019.  You can review the District’s 2018-2019 adopted here.

The colleges and central service must submit their list of reductions to district senior staff by the beginning of November.  How the colleges choose to share that information with their constituents prior to that deadline is up to them but it comes at a cost.  The Supplemental Retirement Plan (SRP) offered by the District to eligible employees adds a layer of uncertainty to this timeline. With an application deadline of 5 p.m. on November 2, the FHDA Board of Trustees will decide whether to move forward with the SRP at their December 14 meeting. If approved, depending on who applied for it will change those initial reduction lists. Add in bumping and things can change fast.

In terms of transparency, should senior staff publicly share a best guess reduction list prior to notifying potentially affected staff?  We’ve tried that in past budget reductions – this is my fourth in 18 years – and the level anxiety and anger it created was unnecessary and cruel. Does submitting reduction plans without providing specific position information thwart transparency in the shared governance process? I would argue no. It is when those decisions can’t be explained that anger and distrust of the decision makers manifest itself, leaving a lingering effect for years. Shared governance provides a process for employees to make recommendations to the college presidents and chancellor. They are the ones who are ultimately responsible for, and should be able to explain, their final decisions.

If senior staff choose to notify potentially affected workers prior to publicizing their targeted reductions, per our Agreement Article 11.4, they are also required to provide an affected employee a statement of their bumping rights. We won’t have all this information until after we know what happens with the SRP and the District and ACE have independently reviewed seniority for the proposed positions. We have the opportunity to make a more informed decision by waiting a couple more months when we have all of the facts. At best, that looks like the end of January.

Which leaves the age old question, where does the work go? Under Article 11, the basic rules for layoff are that the no one can do overtime to replace the work, some of the work can be re-distributed to other ACE members, but assuming they already have a 40-hour work week, something must be taken away as no one outside ACE can do the work after the position is eliminated.  This means every department suffering a loss must reorganize itself, reset priorities or simply do without. Management gets to determine what those priorities will be.  ACE ”s responsibility is to meet and confer with the District regarding any classification changes or reorganization due to layoff. We have very dedicated staff who worry that students will be impacted if they don’t take on the extra work, often at the expense of their well-being. Sometimes, the collective we  – a byproduct of shared governance – needs to feel the weight of decisions being made. Nothing brings about change faster than vocal students who can’t get the services the want. To remind the FHDA Board of Trustees about the impact of these choices, members of the ACE Executive Board and negotiators will be meeting with them over the next couple of months to provide personalized accounts and ask them to be critical when reductions are brought before them for approval.

The other factor is the classification study.  We have received final classification descriptions for those who did not approve the initial draft recommendations and they will go out later this week. All of work around classification descriptions should be finalized by the end of October. See below for the consultants responses to some frequently asked questions. The compensation study portion comes after classification descriptions are finalized and it should move quickly. Depending on the timing, we still need to negotiate how the study is implemented, particularly if we’ve already started the layoff notification process.

On top of all of this, we still need to conduct the business of ACE. Representation at the bargaining table, and with individual members, requires money and people willing to step up and serve.  Reaffirming your membership, attending site meetings, voting, and running for office are all ways that you can make a difference.  Officer and negotiator elections will occur in late October with general membership/nomination meetings October 9 & 10. You should consider running.

The bottom line? There are still too many unanswered questions to make an informed decisions on what positions will be eliminated, where the work goes, how the classification study impacts those decisions and who will help guide ACE moving forward.. What can you do? Take action where you can (run for office), attend budget town halls, shared governance and ACE meetings, ask questions, and be kind, always.

Of service,

Chris White, ACE President
(650) 949-7789, office

“The fight is never about lettuce or grapes.  It is always about people”. – César Chávez

5% Temporary Salary Adjustment in October Paycheck

With the Banner update, the 5% temporary salary adjustment will begin in your October paycheck with retro pay for July, August and September.

General Membership & Officer/Negotiator Nomination Meetings

Please join us at our annual general membership and officer/negotiator nomination meeting.
Details in outlook invite.

  De Anza      Foothill

   Tues., Oct. 9      Wed., Oct. 10
Conference Room A      Toyon Room

Noon – 1 p.m. • Pizza is served

Please note:  ACE general membership and site meetings are open to ACE members only.

ACE Officer & Negotiator Elections

Nominations accepted October 3 – 15
Elections held online October 29 – November 2

It takes active participation and commitment from all the members of a union to effectively protect and serve the membership as a whole. We hope you will consider contributing your time and talent and run for office. Elective stipends are provided to officers for their work on behalf of ACE.  A member is eligible to be a candidate if they are a non-probationary, permanent, classified employee in the District and is a member of ACE for one (1) full year.  The following positions are up for election.

• Treasurer
• Vice President– Foothill
• Chief Stewards – De Anza & Central Services
• Board Members – De Anza/Seat 2 & Central Services
• Negotiators – One from each location and three at large (six total)

ACE Officers: Terms are two years in length and run from January 1, 2019  through December 30, 2020.   All executive board members are required to:

• Attend ACE board meetings held the 2^nd Wednesday of every month from 1-2:30 p.m. They rotate between the two campuses.
• Attend the site meeting for the campus they represent. At De Anza, these are held the 1^st Tuesday of the month; At Foothill, these are held the 3^rd Tuesday of the month. Both meetings are from noon – 1 p.m.

ACE Negotiators:  Terms is three years in length and runs from November 1, 2018 through October 31. 2021.

• Must attend all planning and negotiations meetings unless absence is excused by the chair of the team or the majority of the team. Meeting time varies during active negotiations but usually no more than 10 hours a month.

Ongoing steward training is provided quarterly and open to all board members.  Board member and negotiator training provided as needed.

All positions require subordination of personal interests to those that represent the highest good of the members.  No officer shall have greater rights than any other member of ACE.

Submit nominations by October 15 to the ACE Recorder, Shawna Santiago.
Email:            SantiagoShawna@fhda.edu
Hard copy:    ACE mailbox, Foothill or De Anza

Treasurer: This position is done in addition to the incumbents permanent FHDA job. Release time is provided to attend to ACE business and requires a time commitment of approximately 10 hours per month. An elective stipend of $150 per month is provided.

1. The treasurer shall present the Executive Board’s recommended annual budget at the general membership meeting immediately following the Board’s creation of the budget for approval by the members. The recorder shall post the budget on the ACE website. Members can bring concerns regarding the budget at any time to the Board at the next board meeting.
2. The treasurer shall receive ACE money and deposit all money so received in the name of ACE to a financial institution selected by the Executive Board.
3. Money so deposited shall be withdrawn only by authorization or direction of the president and treasurer after such expenditures are approved by the Board.
4. The treasurer shall disburse ACE funds for such purposes as required by this constitution or authorized by the membership or the Board.
5. The treasurer shall keep and accurately record receipts and disbursements.
6. The treasurer shall also submit to the Executive Board a monthly operating statement that contains records of ACE’s financial transactions since the previous report.
7. The treasurer shall further arrange an annual audit of ACE finances as approved by the Executive Board, and shall report to the Board the results of such annual audit at the first Board meeting after the audit is made.\
8. The treasurer shall adhere to legal reporting requirements and arrange preparation and filing of all required federal and state tax reporting forms.
9. The treasurer shall present to the Executive Board a budget for the next year after closing of the fiscal year.

Vice President:  This position is done in addition to the incumbents permanent FHDA job. Release time is provided to attend to ACE business and requires a time commitment of approximately 10 hours per month. An elective stipend of $200 per month is provided.

1. Upon approval of the Board, the vice presidents may be authorized to approve expenditures withdrawn on ACE funds in place of either the president or treasurer, and shall perform such other duties as assigned by the President or the Executive Board.
2. The vice presidents shall serve on the College Council, PARC, College Budget committees and other District committees as assigned.
3. The vice presidents shall hold and facilitate site meetings each month at their respective sites.
4. The vice presidents shall assign ACE representatives to hiring committees for classified workers in Unit 1 for their respective areas.

Chief Steward:  This position is done in addition to the incumbents permanent FHDA job.  Release time is provided to attend to ACE business and the time commitment varies. An elective stipend of $250 per month is provided.

a. Duties of the Chief Stewards

1. Chair the Stewards Council and report activities of stewards to the Executive Board in closed session.
2. Be responsible for recruiting stewards and presenting candidates to the Executive Board for approval.

b.   Duties of the Chief Stewards and Steward(s)

1. Represent their respective jurisdiction in all membership meetings in the absence of the members.
2. Be the first line of contact with administrative or supervisory staff subject to this Constitution.
3. Be responsible for the enforcement of all applicable collective bargaining agreements in their respective jurisdictions.
4. Be responsible for holding management accountable for all applicable safety and occupational health laws, rules and regulations, and are responsible for notifying appropriate administrative or supervisory staff of unsafe working conditions.
5. Shall have copies of the Constitution and all necessary working agreements available at all times.

Board Member: This position is done in addition to the incumbents permanent FHDA job.  Release time is provided to attend to ACE business and requires a time commitment of approximately 8 hours per month.  An elective stipend of $125 per month is provided.

1. Ensure that the interests and directives of the general membership are represented at board meetings.
2. Serve on two (2) College or District Committees pertinent to ACE business and report back to the Board. De Anza – Finance & College Operations Planning & Budget Team.Foothill – Voluntary Employees Benefit Association – VEBA Trust.
3. Attend the Classified Senate meeting at each location. At least one board member from each site should attend, but two (2) members should not serve on the same Senate.

ACE Negotiator:  This position is done in addition to the incumbents permanent FHDA job.  Release time is provided to attend to ACE business and requires a time commitment of approximately 10 hours per month during active negotiations. An elective stipend of $400 per month is provided for the Negotiations Chair (chosen by the negotiators by secret ballot after a new team is selected), and $100 per month for negotiator.

1. Term is three years, November 1, 2018 through October 31, 2021.
2. There are six (6) positions open and the negotiations team must be comprised of one member from De Anza, one member from Foothill, and one member from Central Services. The remaining three positions may be from any location.

ACE Travel and Conference Funding 2018-2019

For 2018-2019, the annual $40,000 allocation for travel and conference – $20,000 for De Anza, $12,000 for Foothill and $8,000 for Central Services – will go quickly. All travel and conference funds carried forward from past years were depleted in 2017-2018.  To ensure equitable funding throughout the year, funds may be divided across the three quarters and summer session. Please check you campus travel and conference website for application requirements and status of funds.

De Anza | Foothill | Central Services

Classification Study – Update & FAQ Classification

by Koff and Associates

Final Classification Descriptions
If you already approved the initial draft classification description and returned Koff’s form indicating approval, you’re done for now.  If you submitted questions or concerns with your draft classification description, Koff has returned their final classification review based on the feedback from you and your supervisor.  They will be distributed this week, and if there are still concerns, one-on-one conversations with Koff will be available Thursday, October 18 and Friday, October 19.  Details will be included with your final classification recommendation.  Once the classification descriptions are finalized, Koff will conduct the compensation portion of the study.

Position Analysis and Outcomes
When positions are classified, the focus is on assigned job duties and the job-related requirements for successful performance, not on individual employee capabilities or amount of work performed.  Positions are evaluated based on allocation factors.  Allocation factors are standards that are used to measure job requirements of individual positions.  These factors can be compared to measure the similarities and differences among positions.  The common allocation factors used to evaluate study positions were:

• Decision-Making: Consists of [a] the decision-making responsibility and degree of independence or latitude that is inherent in the position, and [b] the impact of the decisions.
• Problem-Solving: Involves analyzing, evaluating, reasoning, and creative thinking requirements.In a work environment, not only the breadth and variety of problems are considered, but also guidelines, such as supervision, policies, procedures, laws, regulations, and standards available to the employee.
• Budget and Resource Management: Responsibility for budget development and administration and allocating staff and budget resources among competing demands.
• Scope and Complexity: Defines the breadth and difficulty of the assigned function or responsibility inherent in the classification.
• Contact with Others Required by the Job: Measures [a] the types of contacts, and [b] the purpose of the contacts.
• Supervision Received and Exercised: Describes the level of supervision received from others and the nature of supervision provided to other workers.It relates to the independence of action inherent in a position.
• Knowledge, Skills, and Abilities: Defines the knowledge, skills, and abilities necessary to perform assigned responsibilities.

Each incumbent may experience one of several possible outcomes as a result of a classification study, including: reclassification to an existing class, reclassification to a new class, or receiving a new title for an existing classification. In some cases, an incumbent’s current classification may accurately reflect their daily work, resulting in no change to the classification.

Classification Study Frequently Asked Questions
What is a classification plan?
A classification plan is a systematic framework for grouping jobs into common classifications based on similarities in duties, responsibilities, and requirements.
The purpose of a classification plan is to provide an appropriate basis for making a variety of human resources decisions such as the:

• Development of job-related recruitment and selection procedures;
• Clear and objective appraisal of employee performance;
• Development of career paths, training plans, and succession planning;
• Design of an equitable and competitive salary structure;
• Organizational development and change management; and
• Provision of an equitable basis for discipline and other employee actions.

In addition to providing this basis for various human resources management and process decisions, a classification plan can also effectively support systems of administrative and fiscal control.  Grouping of positions into an orderly classification system supports planning, budget analysis and preparation, and various other administrative functions.

Why are studies conducted?
Classification studies are conducted in order to assess changes in job functions over time, create new jobs, and accurately represent the full scope of duties during recruitment and performance evaluation. They are also useful in creating a solid foundation by which to compare positions within an organization to other, similar positions within a market.

What is the difference between a classification specification and position (or job) description?
“Position” and “Classification” are two terms that are often used interchangeably but have very different meanings.

• A position is an assigned group of duties and responsibilities performed by one person.A position can be full-time, part-time, regular, temporary, filled, or vacant.Often the word “job” is used in place of the word “position.”
• A classification or class may contain only one position or may consist of a number of positions.When you have several positions assigned to one class, it means that the same classification title is appropriate for each position; that the scope, level, duties, and responsibilities of each position assigned to the class are sufficiently similar (but not identical), and that the same core knowledge, skills, and other requirements are appropriate for all positions in the class.

A position or job description, often known as a “desk manual”, generally lists each duty an employee performs and may also have information about how to perform that duty.  A classification specification normally reflects several positions and is a summary document that does not list each duty performed by every employee.  The classification description, which is intended to be broader, more general and informational, indicates the general scope and level of responsibilities, plus the knowledge, skills, abilities, and other requirements for successful performance, not detail-specific position responsibilities.

What is the relationship between classification and compensation?
Classification is the description of and the requirements to perform the work.  Compensation is the monetary value of the work, often influenced by two factors:

• The external labor market; and
• Internal relationships within the organization.

Why were some classifications recommended for a series (such as a I, II, etc.) and other classifications not recommended for a series?
Classifications may consist of multiple levels called a classification series (such as Administrative Assistant I and Administrative Assistant II) or consist of a single level (such as Program Coordinator).  The recommendation of multiple levels or a single level classification series depends on the allocation factors described previously, as well as the availability of work, the training requirements to become fully competent in the work, and the District’s needs and priorities.

What are the general definitions of levels?

Establishing Minimum Qualifications

While we recognize the institutional culture and value placed on education, the education and/or experience listed in the classification specification are minimum requirements; placing higher levels of education or experience which are not required for the work performed places barriers for applicants who would otherwise qualify for the job.  The minimum qualifications in the classification specification provide a “typical way to obtain the required qualifications,” in recognition of the fact that there are other ways of qualifying for the work.
The minimum qualifications:

• Should not be so restrictive that they exclude candidates who might reasonably have the ability to do the work.
• Should not present artificial barriers to employment;
• Need to be practical in the sense that they are obtainable in the general labor market;
• Should address Knowledge, Skills and Abilities (KSAs), however, KSAs that can be obtained on the job should not be factored into the requirements; and
• Need to be tied directly to the job duties.
• A classification or class may contain only one position or may consist of a number of positions.When you have several positions assigned to one class, it means that the same classification title is appropriate for each position; that the scope, level, duties, and responsibilities of each position assigned to the class are sufficiently similar (but not identical), and that the same core knowledge, skills, and other requirements are appropriate for all positions in the class.

Wanted: Interim ACE Vice President at De Anza

ACE is seeking an interim Vice President at De Anza while current VP Precious Gerardo is on leave.  The position would start in late October and run through early March 2019.  ACE vice presidents serve in addition to their full-time FHDA job. The position is voluntary with ACE providing an optional $200 monthly stipend.

Duties of the Vice President:

• Attend ACE Executive Board meeting held the second Wednesday of each month;
• Serve on the College Council and Instructional Planning and Budget Team (IPBT);
• Assign ACE representative to hiring committees for ACE positions; and
• Help facilitate site meeting, usually held the first Tuesday of each month.

The vice president is a member of the ACE Executive Board and is directly responsible for:

• The operation of ACE.
• Assuring appropriate expenditure of funds.
• Proper and legal administration and implementation of the constitution.
• Any representation of ACE that has been authorized by the Board in order to bind ACE or agree to any issues subject to collective bargaining and EERA.

Serving as an executive board member requires subordination of personal interests to those that represent the highest good of the members.  Board members shall have no greater rights than any other member of ACE.

Next step

To be eligible, you must work at the De Anza campus.  If you’re interested in serving as Interim Vice President at De Anza, please send ACE President.Chris White an email, whitechris@fhda.edu, no later than, Friday, September 28.  We are looking to appoint a replacement at our October 10 executive board meeting.

Benefits Open Enrollment for 2019

Sept.10 through Oct. 5, 2018

• Open enrollment provides an opportunity to make changes to benefit coverage.
• If you choose not to make any changes, your current benefit options will roll over, except for Flexible Spending Accounts (FSA).
• For the 2019 plan year, employee contribution rates remain the same as 2018.

Information packets were sent by human resources to all employees home address listed on file in Banner.

For complete information, including benefit fair dates, visit the District’s Open Enrollment for Plan Year 2019 web page.