This email is the first in a series of emails that addresses the Resource Allocation Process for 2007-2008.

 

This email addresses the Program Maintenance Process, formerly known as the Block Grant Maintenance of Operations Process, for instructional and student services departments.  As the President mentioned in his email of November 19^th, the request process for program maintenance proposals has been streamlined in order to be easier for programs to request funds to maintain their programs.  Instead of the former process where departments completed a four question form that required coordination with other departments (such as the Library, Media Services or IT) and then a shared governance review and often a second round of questions to be addressed, the college will implement the attached one-question Program Maintenance Process Form 07-08.doc that requests an explanation of the project. This form, one for each proposal your department has, is due to your manager according to the following time schedule:

 

While this is not the ‘drop dead” date that your proposals are due, why not submit them to your manager by this date and avoid the last minute rush in the beginning of the Spring semester when you have to deal with semester start-up issues and deadlines for the Summer and Fall 2008 schedules.

 

This is the final date that your Program Maintenance Process Forms are due to your managers for consideration this fiscal year. 

 

[2008 01-05] As a reminder, Program Maintenance Projects for Instructional and Student Services programs include those requests that incur one-time expenditures to maintain your programs. These expenditures may include computers, software, etc. These requests should not include ongoing augmentations to current Operating budgets; those should be separately communicated to your manager. Additionally, please note that those requests that improve your program or propose new programs should be held for the Program Improvement and Development Process which will be communicated again in a few weeks.

Then on Wednesday, January 30^th, the President’s Cabinet will meet to discuss all the Program Maintenance Forms and determine which will be funded for 2008-2009.  At that time, you may be asked to clarify your request prior to funding being released, but our plan is to have the managers handle any administrative issues so that you are spared that process.

 

Additionally, the newly revised process allows for the following:

 

•        The President will present the President’s Cabinet’s funding decisions to the Shared Governance Council for informational purposes.

•        If the President’s Cabinet does not approve any proposal for funding, that department may separately submit their request to the Shared Governance Council for that committee to consider and make a separate recommendation to the President.

•        It is understood that during the fiscal year, emergency program maintenance needs arise.  When they do, you can use the attached form anytime during the next year to make these special requests.

 

Also attached you will find:

 

program maintenance Instr & Std Svcs Def 07-08.doc which outlines which departments can use this Program Maintenance Process.  There will be a separate form for administrative departments.

 

Program Maintenance Criteria  Instr & Std Svcs 07-08.doc  which provides you with the criteria the President’s Cabinet will use for determining which projects should be funded.

 

I will send out a reminder notice in mid-January.