Area Report for Board of Trustees

Information Technology Services

Information Technology Services took advantage of the relative quiet of the December break to take action on several upgrade projects, including moving classroom desktops to Windows 11, and migrating our Microsoft365 services behind our Okta single sign-on (SSO) platform.  While a relatively simple shift, the Okta authentication enables us to significantly improve our email security by rolling out multi-factor authentication (MFA) for those logins in the near future, while simplifying usability for our users by keeping it in a platform they are already familiar with for other tools.

Additionally, the first communication went out to students about MFA availability through an opt-in, and upcoming requirements for certain systems, including ctcLink.  ITS staff is working with SBCTC on a couple of usability improvements with Okta and ctcLink, and we plan to roll those out along with an MFA requirement for credit students later this month.

Meanwhile, the Business and Data Analysis team has been collaborating with Institutional Research on streamlining how the campus community requests data for research, reporting, compliance, or operational needs. The goal is for one intake process for all requests where the IR and ITS Data teams work together to prioritize and respond to approved requests with the most efficient tools and processes. The teams completed creating a process for intake, which is now in a test phase within the group. This is an ever changing and growing area which we plan to adapt as the needs of the campus change.

Human Resources

Core Theme 4: CULTURE & CAPACITY, Create capacity for meaningful strategic planning and institutional transformation through intentional development of employees, facilities, and systems that support student success and close equity gaps.

HR Operations: HR staff worked throughout the month of December primarily on updating job data records and training with new staff.  Staff also began cross training in various department functions to provide additional support during busy periods and for general succession planning.

Labor Relations: HR staff, along with other members of Executive Cabinet, had a productive Labor/Management meeting with WPEA representatives from the staff union.  The parties will reconvene in the coming month to follow-up on outstanding items and specific issues requiring resolution.

Recruitment: HR recruiters finalized the hiring of Dr. Penn into her permanent role as Vice President of Student Services.  Additionally, staff onboarded 24 new employees across all employee groups (3 full time, 21 part time).

Payroll: Payroll completed year end activities in preparation of issuance of employee W-2s.  The payroll team also worked to revise department forms and conducted regular payroll activities.

Benefits: The benefits team completed entries into ctcLink and PAY1 systems for employee changes made during open enrollment.  Staff also worked on employee audits and corrections as required.

Report submitted by President Dr. John R. Mosby