Transition Two College Auxiliaries that Support ESL and HSE to ~19-hour Part Time Positions



Initiative TitleTransition Two College Auxiliaries that Support ESL and HSE to ~19-hour Part Time Positions
Submitted in Previous Year(s)No
Critical Information, Notes, Justification, Rationale

The two 12 hours per week College Auxiliary positions for both the ESL and HSE programs does not allow the auxiliaries to complete all tasks for an ESL program that has an average registration of 831 and an HSE program that has an average registration of 800 per academic year. These programs are on both campuses and run full schedules throughout the year, even in summer.

We have explored consolidating duties into one position but our only viable option is changing to part-time. This is due to distinctly different clerical duties and the distinctly different natures between the ESL and HSE programs.   

We are recommending a change from the 520 hours per year to part time positions for at least 19 hours per week.

The limitation of 520 hours per year for each of the two auxiliaries currently require coordinators to assume all clerical and intake duties. Coordinators are not currently able to dedicate full attention to managing the teachers, developing curriculum, testing students and providing much needed counseling for students, many of whom have special academic and emotional needs. Coordinators currently respond to all incoming walk in students, respond to all phone calls, prepare test materials, register students and process all paperwork related to TASC and ESL testing and referrals of students to the College upon completion of the program. We considered technological solutions but we do not have the ability to register students online owing to the need for a pre-assessment of skills which is completed in person at intake. Students enter at different levels and must be assessed individually, then counseled about the class and then about what to do upon completion of the ESL or HSE program. 

These programs have grown considerably since inception. The coordinator relies on the auxiliary to assist all new students scheduling appointments for evaluations, assist all current students with registration and placement issues, serve as a liaison between 16 teachers of  ESL and 16 teachers of HSE and the coordinators, assist in counseling students on the phone and in person, assist with testing and the other clerical tasks of running a busy program. The ESL Coordinator works on both campuses and the current auxiliary does not have enough hours to have a presence in Newburgh for when the coordinator is in Middletown, thus leaving walk-in students without assistance. The auxiliary is also practically the only other Spanish speaker on the Newburgh campus, other than the coordinator. Additionally, the ESL auxiliary assists the HSE Coordinator with Spanish HSE students, whose population is increasing. When the ESL and HSE auxiliaries are not working, the coordinators end up doing all of the work the auxiliary workers of each program don't have time to do.

Consequences of this initiative not being funded

Coordinators of the ESL and HSE will continue to be bogged down with phone and clerical tasks that veer away from testing and advising students and working with teachers on curriculum and program concerns. There is no presence at all in the ESL program in Newburgh when the coordinator is working in Middletown. This leaves ESL and Spanish HSE students with no assistance at all during that time and no Spanish speaker on the Newburgh campus to aid students.Consequently, growth of both programs is being stymied instead of program growth occurring in tandem with student population growth in each program.

Department Goals
Programs
LocationsMain Campus, Newburgh Campus
Estimated Completion Date06/30/2019
Will this initiative span multiple budget years?Yes
ImportanceHigh
Funding SourceRequest for Prioritization
Created12/12/2019 4:12 pm
Updated12/12/2019 4:12 pm

Institutional Goals

Goal How will the initiative support this institutional goal?
Part-time ESL and HSE workers will have more time to assist with testing and advising to their prospective programs' students.
During the more than 12 years of the existence of the ESL and HSE programs we have each had 12 hour per week auxiliary workers for the entire duration while our programs have been expanding and the population has been increasing.
The college auxiliaries have not gotten raises or increase in hours while their workload is increasing, thus leading to job stagnation.
With the growth of the ESL and HSE programs there will be sufficient allocation of resources to provide part-time employees to continue to provide high quality service to these at risk populations needing assistance.
Students will have increased access to assistance due to sufficient staffing of the ESL and HSE programs. Calls and in person visits will not go unanswered because of improper staffing. Effective utilization of part-time workers for each program instead of auxiliary workers will ultimately result in better student services and better utilization of time for the ESL and HSE coordinators to help students and receive assistance when it is needed.

Action Steps

Action Step Responsible Party Order
Submit justification for a transition to part time status for two office auxiliaries CAPE staff 1

Expected Outcomes

Outcome Order
Increased clerical support leading to overall program quality as coordinators will be free to address issues commensurate with their background and experience 1

Assessment Methods

Method Description Other Method Responsible Party
Observations Information can be collected while observing “events” (including, sponsored activities, student {office staff} sessions, etc.) in the natural setting. Observation can provide information on student behaviors and attitudes. CAPE HSE and ESL Coordinators with CAPE Director

Resources

INITIAL YEAR COST: $36,220.00
RECURRING COST: $36,220.00

Equipment

Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00

Facility

Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00

Supply

Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00

Staffing

Need Cost (Initial/Recurring) Supporting Departments
Transition TWO Office Auxiliaries to part time status ($18.33 x 19hours/week x 52 weeks = $18,110 x 2 = $36,220 + approximate fringe) $36220.00 / 36220.00 (1st year)
  • CAPE
TOTAL: $36,220.00 / $36,220.00

Training

Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00

Marketing

Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00

Other

Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00

Prioritization

Level 5 Level 4 Level 3 Level 2 Level 1 Initiative Title Department



1

Transition Two College Auxiliaries that Support ESL and HSE to ~19-hour Part Time Positions
$36,220.00 / $36,220.00
CAPE

Assessment

DateDepartment NameStatusCost to DateFunding Source 
No results found.