Updates to our 2020-21 budget development process & survey

Dear Colleague, 

Thank you to those who were able to attend today’s zoom hall meeting about where we are in the 2020-21 budget process. Here is a recap of the information we covered (we’ll also share the video recording as soon as it’s available).

As the COVID-19 pandemic continues, Washington state is experiencing significant economic losses that will likely result in a $7-10 billion budget shortfall. In these challenging times, this means that we as a College, like all community and technical colleges in our system, must prepare for reduced state funding in 2020-21. For Shoreline, our most reliable scenario regarding reductions in the state allocation may be up to $7.3 million.

As such, we will need to look for additional ways to reduce our expenses, become more efficient in our operations, and enhance revenue where possible. This is a heavy lift that will take all of our good thinking to accomplish.

To manage this difficult budget situation, there are several steps in the remainder of this academic year to help us prepare for an adjusted budgetThis may feel like a very fast timeline, but it sets us up to receive input from all employees before we conclude the quarter. (You can also see a detailed timeline on the home page of the Budget Sharepoint site, where all related budget documentation will be stored).

May-June 2020 

  • Employees will have opportunities over the next several weeks to share budget proposals and ideas for ET to consider (see survey information below)
  • Executive Team (ET), deans, and executive directors will also begin to work on budget proposals
  • Employee and ET proposals will be synthesized and presented at the June Board of Trustees meeting
  • The College will request the Board of Trustees to approve a continuing budget resolution at their June meeting

June-September 2020 

  • ET may need to make budget reductions in June and throughout the summer based on the economic forecast or legislative action taken based on pandemic-related directives we may receive from the state
  • Any necessary changes will also be guided by the Governor’s or legislature’s directives for reducing or freezing costs

October 2020 

  • Employees will be updated in early October about any changes to the proposals
  • The Board of Trustees will vote to adopt the 2020-21 budget at their October 28 meeting

Complete the Budget Proposal Survey by May 31 

  • Please consider providing input for reducing expenses, creating efficiencies in our operations, and/or enhancing revenue. The survey is open now through May 31.

This work presents a new challenge for us to overcome together, and I’m very grateful for your perseverance and continued flexibility during an unsettled time. We could not have imagined working and learning remotely as we started this academic year and I thank you for your inspiration, courage, and kindness as we traverse together this new landscape created by the COVID-19 pandemic.

If you have any questions about the budget or this process, please submit them to the online budget question box.

Respectfully, 

Cheryl Roberts, Ed.D.

President

Remote Operations & Partial Return to Campus for Limited Programs

Dear Colleague,

No one could have predicted we would be away from the campus we love, the students we serve, and the colleagues we enjoy for such an extended period of time. I know this has created undue hardship on you both personally and professionally, and I want you to know I’m amazed and inspired by your flexibility and resiliency.

As we follow the Phase 1 guidance of the statewide “Stay Home, Stay Healthy” order, here are a few important updates about our remote operations and some instructional programs partially returning to campus this quarter. The Governor’s office has prescribed 26 requirements for colleges to partially reopen to allow students in limited professional-technical programs to complete hands-on experiential learning.

Remote Operations through Summer

Our campus remote operations will now be extended through the end of summer quarter, August 20, 2020. This means all employees who are not already pre-assigned to work on campus should continue working from home through this date. Students should not come to campus unless they live in the residence hall or are enrolled in one of the three programs below.

New Procedures & Protocols for Classes on Campus

Effective today, Automotive, Advanced Manufacturing, and Nursing will begin limited classroom learning in relevant campus buildings. With these three programs, the College is closely adhering to all 26 requirements, including physical distancing and staggered arrival procedures, disinfecting protocols, wearing masks and other personal protective equipment, checking individual temperatures before class, and completing a daily Campus Access Form each time these students and faculty arrive and depart campus (this form is also on the COVID-19 web page).

What to Do if You Need to Come to Campus

Employees who are pre-approved and regularly report to campus for work — e.g. Safety & Security, Facilities, Custodial — will also adhere to new rules for physical distancing, disinfecting protocols, wearing masks, temperature checks, taking a training, and filling out the Campus Access Form. (A separate, detailed message will be sent to employees in this category.)

Employees who may need to intermittently come to campus (less than 4 hours/day, fewer than 3 days/week), must follow these steps each time they come to campus:

  1. Request prior approval from your Executive Team member.
  1. Fill out the Campus Access Form before arrival and upon departure (you no longer need to email Safety & Security).
  1. Wear a two-ply mask on campus. If you do not have one, you may request one at the Safety & Security office.

As always, the health and safety of our campus community is our priority. Thank you for your patience and flexibility as we begin to learn a new way of learning and working together. For the latest COVID-19-related information, please refer to the COVID-19 web page.

Respectfully,

Cheryl Roberts, Ed.D.

President

Message from President Roberts: Welcome to spring quarter 2020!

Dear Colleague,

Spring is always a time of hopefulness and rebirth. A time when the campus comes to life with flowers and trees in full bloom. Although we will not be on campus to experience this special time of year, the spirit of spring will be present in everything we do for our students and the diverse communities we serve.

We’ve made a monumental shift in a few short weeks with more change ahead as we settle into our final quarter of the academic year. As we enter spring quarter, we will want to hold on to our traditions like commencement and our retirement celebrations while doing it in a new and novel way given the pandemic nature of the COVID-19 virus. Shoreline’s signature strengths are our ability to innovate and lead with heart and care. I look forward to hearing the lessons learned and how we can use them going forward as a College.

Strategic Plan Goal 1: We attract students and community learners and ensure successful attainment of their goals through our programs, services, and teaching and learning environments.

Student Enrollment Update 

Several factors make assessing enrollment this quarter somewhat challenging. First, the start date of instruction was shifted, which makes it more difficult to compare this quarter to a specific day from last spring. Second, dropping students for non-payment was suspended until after the first day of instruction (April 13). The Strategic Enrollment Management team has implemented a calling campaign to reach out to students before they are dropped, but it is likely the enrollment figures we see today for Spring 2020 are considerably higher than they will be by the tenth day of the quarter.

With those caveats in mind, as of April 9 (third day of training week, two days before start of instruction), as compared to the second day of instruction last year, we are down 22 quarterly FTE (-2.8%) in international contract, down 50 quarterly FTE (-1.4%) in state-supported, and up 33 FTE (+16.2%) in Running Start. Overall, we are down 34 FTE (-0.8%). This quarter, we will be using new federal emergency funding from the CARES Act to help support students who are at risk of being dropped for non-payment, where appropriate. However, if some students are eventually dropped for non-payment, our enrollment gap will increase further.

Congratulations to Our Newest Tenured Faculty

At the College’s March 2020 Board of Trustees meeting, we were pleased to announce and support three new faculty members moving to a tenure role. The following faculty members were approved for tenure moving into fall term:

  • Rob Allred in Automotive
  • Crystal Hess in Computer Science
  • Przemyslaw (Marek) Wyzgowski in Mathematics

Given the virtual nature of the latest Board of Trustees meetings, we were not able to have an in-person celebration. We look forward to an upcoming in-person celebration of our newest Shoreline tenured faculty.

Guided Pathways

During winter quarter, the Guided Pathways Workgroup formed with seven key faculty members. The group includes co-chairs Dutch Henry and Brigid Nulty, Nancy Dick, Elena Esquibel, Phillip King, Amy Kinsel, Lisa Malik, Bayta Maring, Romina Plozza, Bob Shields, Shelby Sleight, Isaac Tchao, Kyle Winslow,  and Sunny Ybarra.

In winter quarter, the team completed and submitted the College’s Guided Pathways state-required workplan, held multiple information sessions for faculty and staff, began developing guides for Guided Pathways information and data analysis, began the student voices project, and held multiple internal learning sessions. Moving into spring quarter, the workgroup will continue outreach to the College with information sessions, continue work on student voices, and develop the framework for the 2020-21 Shoreline Guided Pathways workplan.

Instructional Division Realignment

The College began a rollout of the realignment of instructional divisions in winter quarter. The initial proposal involved a review of division assignments and workload, the review of similar colleges for workload and instructional alignment, the analysis of position titles and pay, and the analysis of cost-savings measures. Additionally, the Executive Team sought input from impacted divisions. Initial feedback was presented at the February Board of Trustees meeting.

As the College has undergone a shift in operations related to the COVID-19 emergency, the College paused on the permanent rollout of this plan. However, the College will move forward with most of the elements of the original proposal for the 2020-21 academic year in a temporary measure to ensure continuity of operations. Not all original positions proposed will be filled. All acting roles will be reviewed and most will continue with renewed contracts for the 2020-21 academic year. The College will return to this proposal in fall 2020 for final recommendations.

Accreditation Update

The comprehensive self-study for Shoreline’s Year Seven accreditation visit is still underway. Dr. Bayta Maring, our Accreditation Liaison Officer, will reach out to individuals with expertise in areas related to the NWCCU’s 114 standards. In addition, Dr. Maring will develop online training for all staff to get up to speed on accreditation. These will be release every 1 – 2 weeks, starting April 18, and will provide everyone an opportunity to both understand and contribute to the content of the comprehensive self-study. These 30-60-minute trainings will involve short video modules followed by 1-2 feedback questions, and are included in the set of approved trainings for classified staff to complete as work assignments during remote operations. Please watch for more information about these accreditation trainings next week!

Student Learning Experience Coordinating Committee (SLECC)

SLECC will reconvene in spring quarter to continue cross-collaborative work on strategic enrollment management efforts. There will be four new work groups forming as part of SLECC. Please watch for opportunities to become involved in this work in the coming weeks.

Scholarships and Emergency Funding from the Foundation

The deadline for annual scholarships for the 2020-21 academic year is April 16. Please encourage students to apply for annual scholarships if they plan to attend in the fall. Emergency grants are available anytime to students for rent, tuition, book, fees, and living expenses including medical bills, utilities and food through the Foundation and the College. Please encourage students to apply for emergency assistance if they are having any difficulty paying for any expenses right now.

Another generous donor came forward to provide one year’s rent, activity fee, admin fee, and application fee for our seventh student in the residence hall who was in need of housing support. Other donors have also answered the call and donated emergency funding for students amidst this public health crisis. We are so grateful for their support for our students.

Strategic Plan Goal 2: We continually strive for disciplined excellence and focused improvement in all that we do.

The College’s Financial Position

The State Auditor is now finished with our 2015-2016, 2016-2017, 2017-2018 Financial Statement Audits and we will have the final report to share with you and our Board of Trustees the week of April 27. Happily, they only had one finding, which was in our classification of account receivables and how we were reporting long-term versus short-term receivables.

Second, Clifton Larsen Allen (CLA), our CPA firm, has now issued our 2018-2019 Financial Statement and we are reengaging the State Auditor’s Office to review that. That audit should be complete in early June. Of course that date may be affected by the COVID-19 stay-at-home order until it is lifted.

Finally, our tuition revenue stream remains weak. Our initial Board-approved 2019-20 operating budget showed us using $1.9 million in cash to balance our expenditures and revenue. That number, because of our current decrease in enrollment, is now at $2.3 million.

Limited Innovation Fund Grant (IFG) Opportunities

The College has suspended our innovation request and award process for the upcoming 2020-21 year.  Any current innovation-funded initiative will be reviewed in spring 2020 quarter for potential consideration to finalize and complete work in the 2020-21 year. Please look forward to this process beginning again for the 2021-22 academic year with a request process in the spring of 2021.

Workflow Solutions Survey Results

I want to thank 179 of our colleagues who responded to our Workflow Solutions survey. The purpose of the survey was inquire about how we could make changes to the business operations of the College ways that support our employees. This information provides a pulse on what works best for our employees to do their work. The summary information and comments from each employee group is now available. The 179 respondents included 69 Classified staff (39%); 45 Faculty members (25%); 43 Administrative staff (24%); and 22 Other/Did not respond (12%). Overall, the results showed:

  • Although the summer work schedule of a 4.5-day work week works well, there was not an overwhelming interest to move this to a year-round schedule.
  • There was no interest in shifting working hours per week to close a specific time each week. (We will continue to do close on a specific day each week for the departments involved with ctcLink work.)
  • There was interest in individual employees alternating their work hours.
  • There was interest to closing the Friday before Labor Day as opposed to the entire last week of August.

Employee Engagement – Staying Connected While Working Remotely

The Employee Engagement office has launched a series of virtual events this spring to help keep us connected as colleagues and develop professionally. Tips and messages will be shared out each Monday, Wednesday, and Friday in Day-At-A-Glance (DAAG) that provide tools, resources, and activities we can do to engage with each other and improve the way we work. Topics will include self-care tips, technology tips, professional learning and development, employee highlights, Waves of Gratitude postings, and “Watercooler Wednesdays” (a virtual breakroom in Zoom that provides an informal space for us to meet and reconnect while we are on a break or are working on low-priority tasks). Please watch for these updates each week on DAAG and the Employee Calendar.

Residence Hall Update

We’ve implemented public health precautions and support for our on-campus community of residents to reduce the potential spread of the virus in the residence hall. We regularly disinfect the building and have closed the Great Room. We are providing frequent updates to residents regarding social distancing, how to self-monitor for symptoms of COVID-19, and provided support to students who may be higher risk for infection. Our resident assistants are providing resources and passive/virtual programming to help residents stay engaged and maintain their mental and emotional health. Special thank you to Meghan Winter, our live-in Assistant Director, and her caring staff for supporting on campus living and engagement during this time.

Students were also provided the opportunity to request a release from their housing contract and we anticipate moving from 60% occupancy to 50% occupancy this spring. We are uncoupling double occupancy rooms to de-densify housing. The pandemic is covered under our insurance policy and the College will be placing claim to help mitigate the loss in lease revenue.

Capital Construction Update

We are nearing the completion of the design phase for the Health, Sciences & Advanced Manufacturing Classroom Complex. This building will replace Buildings 2400, 2500, 2600, 2700, and 2800. Because of rising construction costs and infrastructure expenses, we were unable to construct the building as originally designed. We have pivoted and made design adjustments to allow us to get the best building for the funding amount that the legislature is set to appropriate in the 2021–23 biennium.

We are currently working with the University of Washington School of Dentistry (UWSOD) on a collaboration with our Dental Hygiene program. UWSOD has written a letter of support and we are working on an addendum to our current affiliation agreement. The Dental Hygiene program is completing the appropriate reports needed for the Commission on Dental Accreditation to consider our request to accept a first-year cohort in fall 2020.

Capital Campaign Update

The Office of Advancement is making the best use of this time of social distancing to concentrate on the grant proposal phase of the Capital Campaign. This includes proposals to corporations, their foundations, and private foundations. Requests for funding include the Health, Sciences & Advanced Manufacturing Classroom Complex and for the collaboration between our Dental Hygiene program and UWSOD. While it is ill-advised to have virtual meetings with individual donors for solicitation of donations at this time, it is a perfect time to meet virtually with the Campaign Cabinet to assist them in understanding our key next steps when we are able to personally meet with donors again. The campaign has raised $732,500 to date.

Website Update

In response to COVID-19, Communications & Marketing (C&M) quickly sprang into action this winter to make significant adjustments to the website as we transitioned to remote operations and online classes. Some recent changes include launching a COVID-19 resource page, a remote operations employee resource page, a spring resource page for students, alert banners on service pages, and preparation to launch a live chat tool. The Online Learning landing page will also soon undergo some improvements to respond to the needs of our current and prospective online learners.

All the while, C&M continues to make progress on other significant planned website projects. The home page and main menus are being significantly restructured and redesigned and employees will have opportunities to provide input during spring quarter. The Apply & Aid section is being refined to make it easier for students to apply, register, and find funding, and a new student services landing page will be built to help students understand all the ways they can receive support at the College. Additionally, a new video will soon be integrated into the Visit page to provide another way to “see” the campus while we are unable to provide tours in person.

Summer 2020 Operating Hours

Between June 29 and September 4, 2020, the College’s public operating hours will be Monday through Thursday 8:00 a.m. to 5:00 p.m. and Friday 8:00 a.m. to 12:00 p.m. Supervisors are responsible for working with their staff to confirm summer schedules that meet the business needs of the College, as well as helping to inform the general public and the Shoreline community of the upcoming summer change to operating hours.

Staff members need to discuss and confirm summer work schedule with their supervisors and ensure updated summer schedules are entered into the TLR system. Questions regarding summer business hours and/or with summer staff schedules can be directed to Human Resources (206-546-4769) at any time.

ctcLink Project Update

Over 75 subject matter experts (SMEs), as part of the ctcLink project team, are working diligently to document our College’s current business processes and are beginning to explore what will be changing when we move to the new PeopleSoft system in early 2022. This will prepare us for the next phase of work in the fall when we begin setting up and testing over the course of the next academic year.

We would also like to give everyone an opportunity to begin seeing ctcLink for themselves though a number of trainings within Canvas! Feel free to self-enroll in Peoplesoft Fundamentals as an introduction. More updates will be shared in the coming weeks, including additional resources to help you become more familiar with the project. If you have any questions, please contact Joe Chiappa, ctcLink Organizational Change and Project Manager.

Strategic Plan Goal 3: We ensure that a climate of intentional inclusion permeates our decisions and practices, which demonstrate principles of ecological integrity, social equity, and economic viability.

Day of Learning Canceled

Due to our inability to host in-person gatherings in spring quarter, sadly we have made the decision to cancel our Third Annual Day of Learning, which was scheduled for Friday, April 24. This was a very difficult decision, as we have looked forward to this time to come together as a college community to learn around our values of diversity, equity, and inclusion. At this time, we are considering options to continue these conversations in small online communities throughout spring quarter. More information will come as we move into the new quarter.

Upcoming Virtual Events – Mark Your Calendar

  • Employee Engagement Events – Weekly, check Day-At-A-Glance and the Employee Calendar
  • Free Intramural Wellness Classes – Visit Intramurals web page for schedule
  • Employee Retirement Recognition – Details will be provided soon
  • Foundation Scholarship Award Ceremony – Postposed until fall, date TBD
  • Commencement – Details will be provided soon

We are weathering an incredibly disruptive public health emergency with grace and patience demonstrating the core values of our College and our deep commitment to our students learning. Our enrollment illustrates that students want to be with us even if it’s in a remote modality because the special place you’ve created called Shoreline. We don’t know what the future will bring, but what we can count on is our unwavering care for our students and each other.

With care and appreciation,

Cheryl Roberts, Ed.D.

President

Campus cleaning

Good Afternoon,

Although there are no known cases of COVID-19 on our campus at this time, the Facilities department has implemented additional daily cleaning measures on high-touch areas across campus. Given the number of questions being received on this topic, I am sending responses to recent FAQs.

  1. What additional cleaning methods has the College implemented in response to recently confirmed regional cases of COVID-19?

The custodial team has implemented a daily schedule to disinfect campus tables, desks, restroom partition doors, hand and guard rails, and doorknobs/push plates.

  1. What can I do to help keep my area disinfected?

While the custodial team is focused on tables, desks, restrooms, doorknobs, and other high touch point locations across campus, individual employees should ensure they are disinfecting their work phones, keyboards, computers/printers, and other individual work items on a daily basis.

  1. Where can I get disinfectant or wipes to clean my personal work items?

Facilities has submitted a large order for additional hand sanitizer, disinfecting wipes, and surface cleaners. There is a backlog of orders currently unfilled due to increased demands by the public for these products. While the College awaits the arrival of this order, paper towels can be used with hand sanitizer to clean work items.

  1. Where are sanitizer dispensers located on campus?

Current Locations: 9200 Main Dining Room and Serving Room, 9100 by South Door, 1600 Lobby, 5100 Facilities Office, 5200 Hallway near Front Door and Counseling Center, 5300 Hallway by Front Door, 2300 West and Eastside Entrances, 1721 Computer Lab, 4200 Main Entrance

New Locations (added as soon as supplies arrive): 3100 Hallway near Weight Room, 3200 Main Doors, 1000 Main Entrances, 1500 Hallway, 2900 Upper Annex, 4100 Entrances, 2000 Entrances, 800 Entrances, 9300 Hallway, 2100 Upper Hallway, 2800 Main Lobby

  1. Given that the majority of our custodial team works an afternoon/evening shift, what is being done to address disinfecting needs of high touch areas throughout the day?

In addition to the existing day shift custodian, additional staff will be re-assigned on a temporary basis to support ongoing disinfecting of high-touch areas throughout the day. This will redirect efforts not related to COVID 19 response, so there will be a noted decrease in vacuuming and other routine services.

  1. My area does not appear to have been cleaned within the last day. Who should I tell?

Please submit a work request online so that Facilities staff can be assigned to complete the missed area immediately.

If you have additional questions on the College’s COVID-19 response, please visit the Campus COVID-19/Coronavirus Webpage to review campus communications, resources and links to support. If you have Facilities questions in addition to those addressed above, please reach out to Sherri Walley at swalley@shoreline.edu or Jason Francois (jfrancois@shoreline.edu) at any time.

Thank you,
Jason Francois, MBA
Director of Facilities and Capital Projects
Facilities

Changes to campus shuttle service

Out of an abundance of care to minimize any risks related to coronavirus (COVID-19), the campus shuttle service will be modified as of March 5th as follows:
  • The interior of the vans will be wiped down with disinfectant after each round trip, each day that it is in service.
  • The shuttles will stop at the Sears Lot and Aurora Avenue every 30-45 minutes, rather than every 15 minutes, to allow time for the cleaning. The vans will also be cleaned after each grocery shuttle run.
  • To accommodate any additional parking needs, the Greenwood Parking Lot will be opened. Students who wish to park there will not need to purchase a parking pass through the end of the quarter.
  • As a reminder, if you are not feeling well or have any cold/flu symptoms, please do not ride the shuttle and consider staying home from class. Contact your instructors, who can help you continue your coursework remotely.

We understand this change may create some inconvenience and we apologize if this impacts your daily schedule. The health and well-being of our campus community is our priority. It is possible that should the risks around COVID-19 increase, the College may need to suspend the shuttle service temporarily at some point in the future.

Thank you for your understanding during this public health situation. If you have any questions or concerns, please contact Safety & Security.