July 19 College Assembly recap

The College Assembly met on Wednesday, July 19.

Educational Spotlights

Kristin Gebhardt, interim co-chair of the Employee Relations and Professional Development (ERPD) Council, shed some light on the Employment Eligibility Verification Administrative Regulation. Madison College will begin strictly enforcing this federal regulation which legally requires employers to have new employees to complete a Form I-9, per the Immigration Reform and Control Act of 1986, within the prescribed time limits.

The Form I-9 enables employers to verify employees’ identities and establish that new employees are eligible to accept employment in the United States. Section I of the Form I-9 must be completed by the employee no later than their first day. Section 2 of the Form I-9 must be completed within 3 business days after the employee begins employment. A new employee cannot be allowed to continue to work for the college and must be discharged if the form is not completed within the specified timeframes. 

Sylvia Ramirez, budget manager, and Mark Thomas, co-chair of the Fiscal Council, provided an educational spotlight on the college contingency fund.

The contingency budget line item in the general fund is allocated for costs resulting from known risks, unanticipated costs (unknown risks) and one-time expenditures. The District Board requested a three percent contingency for the 2017-18 budget.

Over time the percentage of contingency used has risen, even as the overall budget has increased. Contingency has been tapped into to cover expenses related to FTE student shortfall and state aid/property tax shortfall, new initiatives, among other reasons. In the past, unused contingency funds have been transferred to capital funds for the following year.

The current contingency amount is $4.5 million. The cabinet has established draft guidelines for the college contingency, and the District Board has final approval.

Student Senate

Tina Marshalek, president of the Student Senate, reported that the Senate is hard at work on determining measures to combat student hunger and homelessness. The Senate will survey students on this issue in the fall.

Marshalek added that all Madison College councils have now been assigned a student representative. An issue-oriented Student Senate radio show (“Voice of the Student”) is expected to begin on the new Madison College radio station as well.

Technology Investment Policy

The IT Council gave a second presentation of their Technology Investment Policy, addressing concerns shared after the initial read. The policy aims for a thorough vetting process including impact analysis prior to the purchase of significant technological purchases at the college. The policy was thumbed by the Assembly and forwarded to President Daniels for approval.

In the works

The ERPD shared a second read of their Transfer and Promotion Policy. The language of the original was by all accounts ambiguous, so a subcommittee formed to rewrite and clarify the content. Thumbing was tabled until further discussion could take place.

The Institutional Effectiveness Council gave a second read of their issue statement: “How does the college encourage ongoing and meaningful assessment of the college’s broader strategic plans?” The statement was thumbed by the Assembly.

The Finance Council led an activity requiring present Assembly members to share their written feedback on four topics: contingency, communication and education, college budget calendar and personnel cost percentage to inform the council of their next topic.

Next meeting

The College Assembly will meet again on Wednesday, Aug. 9, at 1 p.m. in Truax, Room C2402.

Topics will include a first read of the Diversity and Community Relations Council’s issue statement on campus climate, and a loop-out on hiring diverse faculty and staff. The educational spotlight will feature a discussion about the academic calendar and a presentation on the Madison College Educational Reimbursement plan. 

Published July 31, 2017. Updated August 23, 2017.