COVID-19 Updates

January 29, 2021

Hello VCCCD Colleagues,

First, I apologize for the long email but I want to give everyone a thorough overview of where we are with fall semester planning. 

After nearly a year of mostly remote work with only limited on-site access for employees and students, we are cautiously optimistic about changes that may be coming for this fall. Due mainly to efforts to increase vaccination availability, the pandemic situation is expected to be different by late summer. The federal government is acquiring additional doses of vaccine from manufacturers and is coordinating at the state-level to increase local vaccine distribution as well as expanding vaccination sites and trained staffing. President Biden has indicated a nationwide target of 300 million individuals vaccinated by fall. This is hopeful and important information to consider as we develop fall schedules and work plans. 

 All employees in the education sector are considered essential workers and included in the Phase 1B, Tier 1 priority level for COVID-19 vaccinations. Ventura County is currently vaccinating individuals in Phase 1A and the county provides registration sign-up for appointments. According to Ventura County statistics, more than 90% of vaccines received so far by the county have been injected into arms, which is well above the national average. The District is developing an informational webpage specific to COVID-19 vaccinations that will provide up-to-date information including notification when Phase 1B, Tier 1 vaccinations are occurring. Human Resources staff are checking with health care providers administering vaccines to confirm proof of employment information that can be required. This information will be provided from Human Resources and included on the website. Latest information indicates that education sector employees will be able to be vaccinated later this spring and into summer, and progress will be monitored closely. Should that timing hold, we would look forward to all employees returning to on-site work for fall semester 2021. There are many operational details to determine and establish; actual operations will depend upon vaccine availability, vaccination rates, and community pandemic levels. Coordination will continue with college and District teams with input from employees and students. Open and collaborative discussions with AFT and SEIU on working conditions have been taking place since March 2020 and will continue.

We all know that the pandemic has adversely impacted our students’ ability to participate in education at our three colleges. Full-time equivalent student (FTES) enrollments have decreased by approximately 11% this fall and spring semesters compared to last year. The decrease in student enrollments is due to many factors including students waiting for a return to on-site instruction, needing to work, and/or needing to provide care to family members. The pandemic has had a disproportionate impact with greater numbers of low income and students of color. 

In normal times, an 11% FTES reduction represents about a $14 million decrease in state allocation to the VCCCD. Fortunately, we are currently in a hold-harmless period where enrollment levels will not reduce allocations and calculations are based upon three-year rolling averages. Re-connecting students with higher education is our top priority for the coming academic year. That will also help reverse our enrollment decline and mitigate possible future financial impacts on the colleges. 

Surveyed students state the need and importance of returning to on-site instruction and support services and the ability to connect face-to-face. We have all experienced a lot in the last year, and there are always lessons learned from any crisis. “Normal” operations will look different compared to pre-COVID-19 in order to incorporate what we have learned about new and effective ways to teach, provide services, and work. This includes re-calibrating the balance of online, hybrid, and face-to-face instruction and support services (applying the best practices in each mode) and tracking student success and equity in the “new normal.” It also includes expanding approaches and technologies that improve collaboration and support among staff and faculty, and identifying appropriate levels and strategies for remote work to protect employees and students while providing excellent services to students. This is a tall order for all categories of employees throughout the District, but I have seen the great dedication and talent we have in our system and I know that we can do it.

The Fall Semester 2021 Scheduling and Operational Framework provides planning details for instructional scheduling and employee return to on-site work. Fall 2021 schedule development to-date has colleges establishing schedules with approximately 50% of instruction occurring on-site and with hybrid approaches, while being aware that should conditions warrant it, on-site courses might need to be converted to online/remote. The schedule will continue be revised according to pandemic and vaccination conditions until student registration begins in mid-April. Any conversions to online/remote at that time would be conducted with consideration for students with work, family, and other commitments who need to be able to plan their schedules with as much early clarity and stability as possible. We will share an updated scheduling and operational framework as plans are finalized.

One of the most important factors that will determine the number of students and on-site instruction occurring in the fall will be vaccination rates. The best case scenario is that as many students and employees as possible have been vaccinated before the start of fall semester (establishing a localized level of herd immunity) and can safely interact in on-site services, protecting each other and those who are not be able to be vaccinated. To gauge this, we will have a vaccination verification protocol that can be incorporated into the current pre-screening app. However, should there be a delay in achieving adequate vaccination rates in the county’s general population as of late summer, the proportion of on-site instruction and services would have to be reduced. We would need to revert to some version of our current status, limiting student access to match capacity with COVID-19 protocols of masks/face shields, social distancing, disinfecting between each use, etc. We will be monitoring this dynamic situation and involve all groups in developing plans for fall.  

Throughout the pandemic, we have made all decisions within the framework of maintaining the safety and health of employees and students while continuing operations and providing effective instruction and student support. I am glad to point out that the classes that have been occurring on-site throughout the pandemic have been able to do so safely. We have been successful at this because of your dedication and creativity. Those characteristics will help us as we transition out of the pandemic and return to work on-site. Something we are all very excited to have occur! 

While I would prefer to be providing concrete details on all aspects of fall semester, it is necessary to be cautious and transparent about the variables that will effect decisions even while being optimistic. Details will be forthcoming as we prepare to increase the number of students returning to our colleges in the fall.

Thanks for your ongoing flexibility and support.

Greg Gillespie, Ph.D., Chancellor

The Spring 2021 Operational Guidelines are meant to assist in the planning process and are intended to provide broad principles and protocols to ensure the best level of best practices, consistency in application, and minimum requirements to campus leaders as they prepare for the 2020-2021 academic year.

This guidance is provisional, subject to change, and is based on the best available current public health data, national and international best practices, and the practical realities of managing campus operations. As new data and practices emerge, guidance will be updated. Additionally, these guidelines and considerations reflect the full scope of issues that campus communities need to address, ranging from day-to-day site-based logistics to the social and emotional well-being of students, faculty & staff, instructional methodology, and campus-based sports & extracurricular activities.

Implementation of this guidance relies upon local public health conditions. If Ventura County experiences a relatively low incidence of COVID-19, and campuses demonstrate adequate preparedness, the guidance described below will be fully implemented, to the degree possible, as outlined, over the course of the 2020-2021 academic year.

Implementation of this guidance should be adhered to throughout the District, with exceptions to be approved by the Chancellor, giving adequate consideration to instructional and service program operating needs at each campus. District Human Resources and/or Administrative Services will engage with collective bargaining groups to ensure consistency in the interpretation and implementation of Collective Bargaining Agreements. Campus leaders should support relevant stakeholders (e.g., students, faculty, staff, and community partners) as we formulate and implement these guidelines while considering the following:

• Student, Faculty, and Staff Population: Which student, faculty, and staff populations will be impacted by, or can serve as partners in, implementing any of the following measures?
• Ability to Implement and Adhere to Measures: Do staff, faculty, and students have the tools, information, resources and ability to successfully implement and adhere to these measures?
• Define Negative or Unintended Consequences: What negative or unintended consequences to staff, faculty, and students by the implementation of these measures can be foreseen, and how can those consequences be mitigated?

These guidelines are not intended to revoke or repeal employee or student rights, either statutory, regulatory or collectively bargained. These guidelines are not exhaustive, as they do not include County health orders, nor is it a substitute for any existing safety and health-related regulatory requirements such as those of Cal/OSHA.

Here's the dos and don'ts of social distancing and safety at work and class.

• DO contact your supervisor or Human Resources if you have symptoms of COVID-19 or have had close contact with someone who has COVID-19 or is exhibiting symptoms of COVID-19. DON’T come to work if you have any symptoms. 
• DO wave and say hello.  DON’T shake hands or hug.
• DO wear a face covering while in public or shared areas of the District.  DON’T wear a face covering that is no longer in good repair.
• DO stay six feet away from others at all times.  DON’T think that’s all you have to do to comply with our protocols.
• DO comply with all signs about one-way hallways, entrances, exits, and limits on elevators.  DON’T go your usual route if it does not comply or squeeze in one more.
• DO ask yourself, “Can I accomplish this task with an email, phone call or videoconference?”  DON’T have in-person meetings unless you really have to.
• DO wipe down anything you touch with the disinfectant products provided.  DON’T rely on others to do it for you.
• DO wash your hands for at least 20 seconds at least every 60 minutes.  DON’T wait 60 minutes if you use the restroom, sneeze, touch your face, blow your nose, clean, disinfect, sweep or mop, smoke, eat, drink, enter the campus or leave the campus – wash immediately after.
• DO use hand sanitizer when soap and water are not available.  DON’T make this substitution a habit.
• DO remove any pens or items touched by public visitors from circulation.  DON’T use them again until they are sanitized.
• DO take separate District vehicles if possible.  DON’T remove your face covering if carpooling.
• DO stay connected with friends and family during this challenging time.  DON’T have them visit you at work.
• DO ask your supervisor if you have any questions about your responsibilities.  DON’T rely on guesses or rumors.

Dear VCCCD Colleagues,

Spring semester is quickly reaching its conclusion.  We are all looking forward to the end of year celebrations and modified commencements to recognize the accomplishments of our students.  These accomplishments have been reached during the challenging circumstances faced by everyone this year.

We are busy planning and preparing for more employees and students to be on-site by the start of fall semester 2021.  We are anticipating changes in CDC and CA State Public Health guidelines along with revisions to Cal/OSHA guidelines that will favorably impact our return to work and a higher level of in person instruction and student support services as we progress through the summer towards fall.

You may be aware of the announcements made last week by the University of California and the California State University systems to require mandatory COVID-19 vaccinations for all employees and students returning to campuses in the fall.  A number of colleges and universities across the nation have made similar announcements.  The Chancellor for California Community Colleges supports local Districts in considering a similar mandate once vaccines are fully registered.  The Ventura County Community College District continues to highly recommend COVID-19 vaccination for all employees and students.  We will continue to review this matter and promptly communicate any change.  

COVID-19 vaccines are readily available for anyone 16 years or older and details can be obtained through your medical provider, VCCCD Alerts, and My Turn CA. 

Please plan to attend a District-wide Pandemic Response Update on Wednesday, May 5th at 1:00PM.  Everyone will soon receive a calendar invitation with the zoom webinar link information.  We will share information on current pandemic status, health and safety regulations and protocols, summer and fall work, and vaccinations.  Updates and discussion on the VCCCD pandemic response also occur at each Board of Trustees meeting.

Thank you for your dedicated support of our students and each other throughout this year.

With appreciation,

Greg Gillespie, Ph.D., Chancellor

Hello VCCCD Colleagues,

First, I apologize for the long email but I want to give everyone a thorough overview of where we are with fall semester planning. 

After nearly a year of mostly remote work with only limited on-site access for employees and students, we are cautiously optimistic about changes that may be coming for this fall. Due mainly to efforts to increase vaccination availability, the pandemic situation is expected to be different by late summer. The federal government is acquiring additional doses of vaccine from manufacturers and is coordinating at the state-level to increase local vaccine distribution as well as expanding vaccination sites and trained staffing. President Biden has indicated a nationwide target of 300 million individuals vaccinated by fall. This is hopeful and important information to consider as we develop fall schedules and work plans. 

All employees in the education sector are considered essential workers and included in the Phase 1B, Tier 1 priority level for COVID-19 vaccinations. Ventura County is currently vaccinating individuals in Phase 1A and the county provides registration sign-up for appointments. According to Ventura County statistics, more than 90% of vaccines received so far by the county have been injected into arms, which is well above the national average. The District is developing an informational webpage specific to COVID-19 vaccinations that will provide up-to-date information including notification when Phase 1B, Tier 1 vaccinations are occurring. Human Resources staff are checking with health care providers administering vaccines to confirm proof of employment information that can be required. This information will be provided from Human Resources and included on the website. Latest information indicates that education sector employees will be able to be vaccinated later this spring and into summer, and progress will be monitored closely. Should that timing hold, we would look forward to all employees returning to on-site work for fall semester 2021. There are many operational details to determine and establish; actual operations will depend upon vaccine availability, vaccination rates, and community pandemic levels. Coordination will continue with college and District teams with input from employees and students. Open and collaborative discussions with AFT and SEIU on working conditions have been taking place since March 2020 and will continue.

We all know that the pandemic has adversely impacted our students’ ability to participate in education at our three colleges. Full-time equivalent student (FTES) enrollments have decreased by approximately 11% this fall and spring semesters compared to last year. The decrease in student enrollments is due to many factors including students waiting for a return to on-site instruction, needing to work, and/or needing to provide care to family members. The pandemic has had a disproportionate impact with greater numbers of low income and students of color. 

In normal times, an 11% FTES reduction represents about a $14 million decrease in state allocation to the VCCCD. Fortunately, we are currently in a hold-harmless period where enrollment levels will not reduce allocations and calculations are based upon three-year rolling averages. Re-connecting students with higher education is our top priority for the coming academic year. That will also help reverse our enrollment decline and mitigate possible future financial impacts on the colleges. 

Surveyed students state the need and importance of returning to on-site instruction and support services and the ability to connect face-to-face. We have all experienced a lot in the last year, and there are always lessons learned from any crisis. “Normal” operations will look different compared to pre-COVID-19 in order to incorporate what we have learned about new and effective ways to teach, provide services, and work. This includes re-calibrating the balance of online, hybrid, and face-to-face instruction and support services (applying the best practices in each mode) and tracking student success and equity in the “new normal.” It also includes expanding approaches and technologies that improve collaboration and support among staff and faculty, and identifying appropriate levels and strategies for remote work to protect employees and students while providing excellent services to students. This is a tall order for all categories of employees throughout the District, but I have seen the great dedication and talent we have in our system and I know that we can do it.

The Fall Semester 2021 Scheduling and Operational Planning document provides an overview for instructional scheduling and employee return to on-site work. Fall 2021 schedule development to-date has colleges establishing schedules with approximately 50% of instruction occurring on-site and with hybrid approaches, while being aware that should conditions warrant it, on-site courses might need to be converted to online/remote. The schedule will continue be revised according to pandemic and vaccination conditions until student registration begins in mid-April. Any conversions to online/remote at that time would be conducted with consideration for students with work, family, and other commitments who need to be able to plan their schedules with as much early clarity and stability as possible. We will share an updated scheduling and operational framework as plans are finalized.

One of the most important factors that will determine the number of students and on-site instruction occurring in the fall will be vaccination rates. The best case scenario is that as many students and employees as possible have been vaccinated before the start of fall semester (establishing a localized level of herd immunity) and can safely interact in on-site services, protecting each other and those who are not be able to be vaccinated. To gauge this, we will have a vaccination verification protocol that can be incorporated into the current pre-screening app. However, should there be a delay in achieving adequate vaccination rates in the county’s general population as of late summer, the proportion of on-site instruction and services would have to be reduced. We would need to revert to some version of our current status, limiting student access to match capacity with COVID-19 protocols of masks/face shields, social distancing, disinfecting between each use, etc. We will be monitoring this dynamic situation and involve all groups in developing plans for fall.  

Throughout the pandemic, we have made all decisions within the framework of maintaining the safety and health of employees and students while continuing operations and providing effective instruction and student support. I am glad to point out that the classes that have been occurring on-site throughout the pandemic have been able to do so safely. We have been successful at this because of your dedication and creativity. Those characteristics will help us as we transition out of the pandemic and return to work on-site. Something we are all very excited to have occur! 

While I would prefer to be providing concrete details on all aspects of fall semester, it is necessary to be cautious and transparent about the variables that will effect decisions even while being optimistic. Details will be forthcoming as we prepare to increase the number of students returning to our colleges in the fall.

Thanks for your ongoing flexibility and support.

Greg Gillespie, Ph.D., Chancellor

Dear Students,

Welcome to Spring 2021. Even with the escalating pandemic, ongoing false claims of a fraudulent presidential election, and an unlawful insurrection at the United States Capitol, the beginning of a new semester always brings a sense of hope and opportunity.

The United States Constitution and our democracy protect our freedoms. The Founders, in their many writings about our republic, remind us that citizens have the responsibility to explore all perspectives and develop well-rounded, informed views. Education, critical analysis, career skills, and the ability to communicate, listen, empathize, and respectfully debate have never been more important and are examples of how we help support our community in developing civic responsibility and leadership. Access to community colleges and higher education supports our democracy and a citizenry that can analyze various perspectives and implement policies and actions to move the United States forward and expand opportunities, rights, and freedom for all.

We continue to creatively support you in the online environment and will transition back to normal face-to-face operations at our colleges and district office as soon as pandemic conditions improve. For up-to-date information, please visit the Alerts and Healthy Return to Campus pages. Registration information continues to be available at Map Your Future. Our dedicated faculty and staff look forward to ensuring your success as we navigate 2021 together.

My very best for a wonderful spring semester!

Greg Gillespie, Ph.D.

Chancellor

Dear Colleagues,

I hope that you were able to have a restful and meaningful break, even amidst the escalating pandemic, ongoing false claims of a fraudulent presidential election, and an unlawful and violent insurrection at the United States Capitol designed to stop our democratic processes and promote white nationalism and racism.

Thankfully, January 20th will turn a page and bring in a new President and administration. It has been heart-wrenching to see how the lies, misinformation, and incitement of the current President and his enablers have driven followers to violence and destruction. The United States Constitution and our democracy protects our freedoms and opportunity for free speech but does not protect incitement to violence and violent acts. These recent events demonstrate the damage that can be caused when some of our leaders use their speech to provoke an insurrection against our Constitution and democratic republic based upon lies. As the Founders in their many writings about our republic, all citizens have the responsibility to explore all perspectives and develop well-rounded, informed views. It is critically important to assess the sources of our information so that we do not become programmed into a false reality designed to support those who are intent on undermining democracy for their political ambitions.

The issues of our time are complex and there are multiple political news “bubbles” that promote language meant to recruit members and inflame passions. A major challenge of our era is to decipher reliable sources of information from unreliable ones, to sort out truth from fiction, to critically consider the information we receive against the backdrop of our own experiences, and with empathy for those whose experiences are different from ours. There are forces in our country that seek to make us tribal and to hate anyone not in our tribe. But a house divided cannot stand.
Our work at community colleges has never been more important. Education, critical analysis, career skills, and the ability to communicate, listen, empathize and respectfully debate are examples of how we help to support our students to develop civic responsibility and leadership. We must not only be instructors in these skills - to be authentic, we must also model them, too. Access to community colleges and higher education supports our democracy and supports a citizenry that can analyze various perspectives and implement policies and actions to move the United States forward and expand opportunities, rights, and freedom for all…not a privileged few.

We begin the spring semester shaken by the insurrection, violence, and destruction at the Capitol and awareness of continued actions and threats by right-wing extremists. We also begin the spring semester with hope. Our democratic institutions are strong and they continued to meet after the Capitol insurrection to count and accept the electoral votes certified by all 50 states to formalize the elections of President-elect Biden and Vice President-elect Kamala Harris. Healing is essential in this time, and as many experts have pointed out, it can only happen in an environment of truth and accountability. Steps are being taken to hold the instigators who perpetuated lies that incited the mob to violence and perpetrators who carried out the physical assault on our Capitol. At the same time, our government is resilient and will continue to carry out its responsibilities. Relief for our struggling neighbors and small business will be sought to get us through this time until vaccine administration reaches the necessary levels to protect us. It will review and address the domestic and international threats and opportunities that our country faces in climate, economics, security, education, and healthcare. We will continue to creatively support our students in the online environment and successfully transition back to normal face-to-face operations of our colleges and district office as soon as pandemic conditions improve.

Please reach out to your supervisor and/or college and district leadership with any questions or needs as we start the semester. Thanks for all you do to support our students and each other.

Greg 

Greg Gillespie, Ph.D.

Chancellor

Hello VCCCD Colleagues,

An announcement from the County of Ventura provides details regarding the recent State of California’s Stay at Home Orders that will go into effect on Sunday at midnight.

We will continue with currently scheduled on-site instruction and designated essential employees working on-site, as has been occurring this Fall semester. The colleges will continue with the use of pre-screening, temperature checks, required face masks, social distancing, and cleaning/disinfecting protocols for students and employees attending and working on-campus. 

These new orders do not alter plans for Spring 2021. Spring semester will be similar to Fall 2020 with most instruction, student support services, and employee work occurring remotely. Classes approved for on-site sessions in the Spring semester will continue as planned. Please continue to follow the recommended safety and health practices to keep you and your families safe and to help stop the spread of COVID-19. It is with your efforts and commitment that we continue to keep our students and colleagues safe. Many students have commented on the work you continue to do to help them succeed, including faculty who have made themselves available to provide extra encouragement and support; classified professionals who have spent extra time assisting with registration, counseling, and student health support. Times like these define us and I am proud that you continue to make a difference in students’ lives even when experiencing your own set of challenges.

You can expect another communication in the coming week regarding Fall 2021 planning. Until then, my sincere thanks for all you are doing to help students complete the Fall semester, register for Spring, and work through the obstacles the pandemic has brought.

With appreciation and thanks, 

Greg Gillespie, Ph.D., Chancellor

Hello Students and VCCCD Employees,

The spring semester schedules of classes are being finalized and will be available in the next week. We want to let you know that Moorpark, Oxnard, and Ventura colleges will continue offering mostly remote instruction and student support services. It is important to communicate this information early to allow you to plan accordingly. Employee remote work will continue with only designated essential employees on-site. Thanks for all of the discussions and planning to prepare for spring semester instruction, student support, and employee work. 

The COVID-19 pandemic continues to persist and the decision to continue with remote instruction and work aligns with state and local guidelines and orders. California Community Colleges Chancellor, Eloy Oakley, recently communicated support for California community colleges to continue with online instruction into spring semester. The California State University system recently announced that their colleges will operate remotely throughout the remainder of the academic year; the University of California system is expected to make a similar announcement.  Many community college districts across the state have also announced the continuation of remote instruction, student support, and work through this academic year, including neighboring Los Angeles Community College District.  

The current status of remote work for employees will continue through the remainder of this academic year unless changes in pandemic conditions and orders from state and local government and public health change. Only designated essential employees will be working on-site. Each location will update the list as needed to accommodate more personnel on campus necessary for the limited on-site instruction that will be occurring. As we continue working differently, there may also be adjustments to work responsibilities to meet priorities and needs. Administration at each location will work with employees, Union representatives, and Human Resources as needed to address any unique individual circumstances. 

Please take time to review the VCCCD Operational Guidelines. This document has been reviewed by representatives of our various District constituent groups, the Board of Trustees, and legal counsel. The guidelines were further revised to align with the recent California Department of Public Health COVID-19 Guidelines for Higher Education and incorporate current Ventura County Public Health requirements. The guidelines provide the foundational operating details we are using to protect your health and safety. The document also describes steps in the re-opening process that we are working towards. We will be updating the document when needed to reflect important changes from state and local public health departments and the State Chancellor’s Office.  Please download and check out the MyVCCCD mobile app to see the Healthy Return to Campus feature that has been added. If you are working remotely, you might not need to use this tool now, but the mobile app also provides you with another source of helpful District and college information.  

The following key points have been shared earlier and will continue into spring semester and until further notice:

1.      Most courses and programs are being offered in online/virtual formats for fall semester 2020 with limited exceptions. 

2.      Some courses and programs that require on-site instruction due to certification/accreditation requirements or have no virtual alternative to provide required skill development may have limited in-person activities. 

3.      Any courses and programs requiring limited on-site instruction must complete a plan for approval. The plan must address how appropriate safety and health precautions will be met. Plan components will include personal protective equipment, physical distancing, limits on group size, and cleaning/disinfecting measures that will be incorporated with the instructional activities. The plans must also comply with the standards in current state and local government and public health orders. The plans must be approved by the college President and brought forward to Chancellor’s Cabinet for review. Plans approved by Chancellor’s Cabinet will be forwarded to Ventura County Public Health. Courses/programs that have already been approved by Cabinet Members and submitted to Public Health may continue.

4.      Counseling and all student services operations will continue to primarily work remotely. 

5.      Computer and learning labs may provide limited student access as long as operations address safety and health precautions as described in item 3 above. 

6.      College Child Development Centers will not be open due to current restrictions on the number of children per staffing requirements.

7.      College libraries will continue to operate mainly remotely.

8.      Student Health Centers will operate according to their current plans.

9.      Only designated essential employees will continue to work on-site to ensure the safe operation, maintenance, and cleaning of our facilities and the continuance of essential business services. In accordance with State and local orders, all employees and students on-site are required to wear facemasks.

10.  Colleges and the District Office will immediately begin evaluating work and service areas and install appropriate protective barriers and social distancing demarcations at student and public-facing counters and work areas in preparation for a phased-in increase of employees and students on-site that may occur later in the new school year. 

11.  Community markets at Oxnard and Ventura colleges may reopen with a reduced number of vendors and implementation of social distancing policies.

12.  No fall semester sports seasons are occurring. No decision has been made regarding status of sports for spring semester at this time. 

“We appreciate the ongoing support of the community as we continue to take steps to protect the safety and health of our students and employees while providing educational instruction and student support,” said Board Chair Bernardo M. Perez. “We are committed to helping our students fulfill their educational and career goals.”

The Board of Trustees and I thank you for your dedication and concerted efforts to provide quality instruction and support services to students and ongoing essential business, facilities, and maintenance operations. The pandemic has brought each of us a different set of challenges and we appreciate all you are doing.

Thanks for your efforts and please stay healthy!

Greg Gillespie, Ph.D.

Chancellor

Dear Colleagues,

I hope that you have been having a good summer even under these unique and challenging circumstances. I have missed the usual influx of summer visitors and the ability to travel and see relatives and friends…mainly keep in touch with grandchildren via FaceTime these days. We are all getting used to connecting via technology for work and other aspects of daily life. I look forward to when we will be able to meet and visit in person again.

The start of fall semester will be here soon. Thanks for all of the intense effort and engagement in discussions and planning for fall semester instruction, student support, and employee work. A VCCCD Operational Framework document to address operations within the constraints of the pandemic is nearly finalized. Vice Chancellor Buckley has prepared the document and incorporated review and input from representatives of our various constituent groups across the District. The Trustees were provided the document for review as well and it will be discussed at the August 4th Special Board Meeting. The framework is also being reviewed by legal counsel and Ventura County Public Health. Once the document has been finalized, it will be posted on the VCCCD and college websites. Each college is also preparing detailed response and operational plans aligned with the unique aspects of each location. The intensity of the level of COVID-19 infections continues to increase. There continues to be ongoing adjustments to federal, state, and local orders as the status of and response to the COVID-19 pandemic changes. New guidelines/orders from the California Governor’s office specific to higher education are expected any day. We will comply with specific requirements in these orders and review all recommended guidelines from governmental and public health agencies. We have carefully considered data and information to develop an operational framework for this year that balances health and safety of students and employees with our mission to provide students with access to comprehensive quality educational opportunities that support student learning and student success.

The following key points shared earlier have been updated to reflect recent adjustments. Fall semester will continue with nearly all of our students engaging in instruction and student support services remotely.

1. Most courses and programs will be offered in online/virtual formats for fall semester 2020 with limited exceptions.
2. Some courses and programs that require on-site instruction due to certification/accreditation requirements or have no virtual alternative to provide required skill development may have limited in-person activities.
3. Any courses and programs requiring limited on-site instruction must complete a plan for approval. The plan must address how appropriate safety and health precautions will be met. Plan components will include personal protective equipment, physical distancing, limits on group size, and cleaning/disinfecting measures that will be incorporated with the instructional activities. The plans must also comply with the standards in current state and local government and public health orders. The plans must be approved by the college President and brought forward to Chancellor’s Cabinet for review. Plans approved by Chancellor’s Cabinet will be forwarded to Ventura County Public Health for review. Courses/programs that have already been approved by Cabinet and submitted to Public Health may continue.
4. Counseling and all student services operations will continue to primarily work remotely.
5. Computer and learning labs may provide limited student access as long as operations address safety and health precautions as described in item 3 above.
6. College Child Development Centers will not be open due to current restrictions on the number of children per staffing requirements.
7. College libraries will continue to operate mainly remotely.
8. Student Health Centers will operate according to their current plans.
9. Only designated essential employees will continue to work on-site to ensure the safe operation, maintenance, and cleaning of our facilities and the continuance of essential business services. In accordance with state and local orders, all employees and students on-site are required to wear facemasks.
10. Colleges and the District Office will immediately begin evaluating work and service areas and install appropriate protective barriers and social distancing demarcations at student and public facing counters and work areas in preparation for a phased-in increase of employees and students on-site that may occur later in the new school year.
11. Community markets at Oxnard and Ventura colleges may reopen with reduced number of vendors and implementation of social distancing policies.
12. No fall semester sports seasons will be held.

These decisions have been thoughtfully considered. Our goal for any instruction and work on-site is that activities occur in a manner that reduces the potential for COVID-19 infections at our locations and prevents disruptions that could occur should we open in-person instruction, services, and work too soon.

The current status of remote work for employees will continue through fall semester unless changes in pandemic conditions and orders from state and local government and public health change. Only Designated Essential employees will be working on-site. Each location will update the list as needed to accommodate more personnel on campus necessary for the limited on-site instruction that will be occurring. As we continue working differently, there may also be adjustments to work responsibilities to meet priorities and needs. Administration at each location will work with employees, Union representatives, and Human Resources as needed to address any unique individual circumstances.

We all look forward to when we will be able to all be back working together in-person with each other and our students. In the meantime, we will continue to monitor local pandemic conditions; work with our local government, education, and health partners; and adjust to changes in public health and governmental orders as we move forward.

Please continue to regularly view VCCCD Alerts for the latest information.

Even though we will be starting fall semester differently, I know we will all work together to provide an encouraging and supportive start for our new and returning students!

Greg Gillespie, Chancellor

Students: 

Following is information that may be helpful. 

Excused Withdrawals (EW) and Refunds due to Extraordinary Conditions:

For Spring 2020 Withdrawals:

Students who have already dropped their class are eligible to request a withdrawal due to extraordinary conditions, by completing the VCCCD COVID-19 Excused Withdrawal form in the student portal.  Excused Withdrawals will not negatively impact GPA, financial aid eligibility, or transfer. Students may select to receive a transcript notation of Excused Withdrawal (EW) and a refund of their enrollment fees or no transcript notation (a complete drop) and a refund of their enrollment fees. By the student selecting a Withdrawal Due to Extraordinary Circumstance, their previous drop will be removed and replaced with the type of drop the student requests on their form. Students will have until May 14, 2021, to opt into this withdrawal option.

While we anticipate a return to traditional instruction for the Fall 2021 session, in the event that the COVID-19 outbreak prevents in-person class meetings, some classes may be converted to a remote learning format. A few classes may need to be canceled if remote learning is not possible.

Pass/No Pass Grading Option*

The State of California’ Community College Chancellor’s Office issued a directive on March 27, 2020 that waives timelines and other restrictions related to students’ abilities to request Pass/No Pass (P/NP) as a grading option. For the Spring 2020 term, VCCCD will lift the restriction on the number of courses/units students can take for P/NP. These courses will not count towards the maximum number of P/NP limits applied to a certificate or degree, including major courses. All classes can be taken either as graded or as P/NP. Courses already designated as P/NP remain P/NP only. Students may request a change from a letter grade (A-F) to a P/NP (pass / no pass) symbol up to, and including, the last day of the Spring, 2020 semester.  Students are encouraged to speak with an Academic Counselor  to discuss these options and the impact it may have on their academic standing, admissions, financial aid and transfer to a CSU, UC or private universities.

VCCCD Colleges P/NP Request

MC: COVID-19 PASS/NO PASS REQUEST
OC: COVID-19 PASS/NO PASS REQUEST
VC: COVID-19 PASS/NO PASS REQUEST

Excused Withdrawals (EW) and Refunds due to Extraordinary Conditions*

• Students who have already dropped their class are eligible to request a withdrawal due to extraordinary conditions, by completing the VCCCD COVID-19 Excused Withdrawal form in the student portal.  Excused Withdrawals will not negatively impact GPA, financial aid eligibility, or transfer.
  • Students may select to receive a transcript notation of Excused Withdrawal (EW) and a refund of their enrollment fees or no transcript notation (a complete drop) and a refund of their enrollment fees. By the student selecting a Withdrawal Due to Extraordinary Circumstance, their previous drop will be removed and replaced with the type of drop the student requests on their form. Students will have until May 14, 2021, to opt in to this withdrawal option.
• Students who are currently still enrolled in their Spring 2020 classes may to request a withdrawal due to extraordinary conditions, by completing the CCCD COVID-19 Excused Withdrawal form in the student portal. Excused Withdrawals will not negatively impact GPA, financial aid eligibility, or transfer.
  • All students currently still enrolled may select this option, even if the withdrawal deadline for their class has passed. Students may select to receive a transcript notation of Excused Withdrawal (EW) and a refund of their enrollment fees or no transcript notation (a complete drop) and a refund of their enrollment fees. Students will have until May 14, 2021, to opt in to this withdrawal option.

*Students who already withdrew from classes and want to return to your class and change to a Pass/No Pass Grading Option should contact your faculty to begin your reinstatement process.

Dear VCCCD Employees,

The District and College leadership teams met yesterday and agreed to continue remote work through July 31, 2020, except for designated essential employees already working on-site. This decision aligns with current state and local stay at home orders and the fact that summer classes are being offered only online. Students and the public will continue to have only remote access to college and District services. 

We are continuing to develop plans for the fall semester and regularly monitor both the local and state situations related to the pandemic. We will be providing more detailed information regarding fall semester operational plans next week.

On behalf of the Board of Trustees, thank you for your service in support of students and each other.

Regards,

Greg Gillespie, Chancellor

May 15, 2020 3:30 p.m.

Dear VCCCD Employees,

Another school year completed…one we will always remember. Congratulations to our thousands of degree and certificate graduates! Our students were able to complete this year under challenging circumstances thanks to classified professionals, faculty, and administrators working in creative, adaptable, and supportive ways. You should all feel proud about accomplishing the transition to remote instruction, student support, and work.

As spring semester ends…summer sessions begin. Summer session consists of online classes. Employees will continue to work remotely except for the designated essential employees currently working on-site. Remote work for employees is extended through the end of May. We will evaluate state and local stay-at-home orders later in the month and communicate any changes to work status at that time. Our colleges and the District Office remain closed to students and community members throughout this period as well.

We are all working together to finalize plans for fall semester. Faculty at our three colleges have been asked to voluntarily move classes to online for fall and are encouraged to do so. Distance Education (DE) certification and recertification classes have been occurring since March and will continue through the summer to help faculty prepare for online/remote instruction. Administrators are working with faculty and staff to determine classes and programs that have no alternative to on-site instruction for fall. We are continuing to review information and coordinate actions with our education and local government partners. I will share the outcomes of these planning efforts and a framework for fall semester by the beginning of June. Faculty are encouraged to plan for online/remote instruction and be prepared for a shift of our fall schedule classes to that format.  At this time, any classes with instruction that will be occurring at our colleges will require plans addressing safety and training for employees and students with approval by Ventura County Public Health. College leadership will continue to provide updates.

Our strength in meeting the challenges of the pandemic is through the collaborative efforts of our classified professionals, faculty, students, and administrators. All plans and actions to move forward will prioritize the health and safety of students and employees as we pursue our focused mission to serve students. We are dedicated to the equitable success of students through the adjustments that will continue into the new academic year. We will continue to serve both the instructional and support needs of students, many of who struggle with food and housing insecurities along with technology limitations.

The upcoming year will also bring economic and budget challenges for the California community college system. We will continue to evaluate revenue projections and work together to manage expenses and operations to maintain financial stability. We are fortunate to have reserves to help provide additional flexibility in anticipated revenue changes.   

Regardless of how instruction and work will occur in the coming year, we are all part of a community - three colleges and a District Office - committed to serve students first. Our creativity and dedication will support the success of each student, and each other, as we strive to meet community and educational goals. The pandemic has brought a challenge unlike any other we have faced. Together we will successfully push forward.

Please continue to obtain the latest updates through VCCCD Alerts.

On behalf of the Board of Trustees, thank you for all you do. Your dedication and commitment make a difference every day, in everything you do. Have a wonderful summer, and please stay healthy!

Greg Gillespie, Chancellor

April 10, 2020 7:50 a.m.

Faculty, Classified Professionals, and Administrators,

 I hope you and your families continue to be safe and healthy. As we finish Spring Break, please remember that classes will continue to be offered online and virtually/remotely through the remainder of spring semester. No on-site services are available to students or community members. Information and services continue to be available by phone and online. Only assigned designated essential personnel are working on-site and other employees will continue working remotely. Changes to remote assignments will be made when the current Ventura County Stay at Home Order and California Stay at Home Order are modified. Stay informed by visiting VC Emergency and VCCCD Alerts.

 We will continue to hold classes online and virtually/remotely during all summer sessions. An email will be sent to all students today with this message and will also include summer and fall registration, college services, and withdrawal information.

On behalf of the Board of Trustees, thanks to each of you for doing your part to keep yourself, your families, students, and our community safe and reduce the spread of COVID-19.

Best regards and take care,

Greg Gillespie, Ph.D.

April 10, 2020 1:22 p.m.

Moorpark, Oxnard, Ventura College, and Ventura College East Campus Students,

We hope you and your families continue to be safe and healthy. As we finish Spring Break, please remember that classes will continue to be offered online and virtually/remotely through the remainder of spring semester. Information and services are available to you by phone and online. Changes to campus schedules will be made when the current Ventura County Stay at Home Order and California Stay at Home Order are modified. Stay informed by visiting VC Emergency and VCCCD Alerts.

Summer and Fall Registration:
Summer and Fall registration is coming up. Log into my.vcccd.edu for your registration date or you can check out the Map Your Future page for the updated registration schedule.

College Services:
College services continue to be available. We are here to help. Don’t hesitate to give us a call or email.

Spring Withdrawal:
We are here to help you if you are experiencing difficulty with your classes. If you have circumstances that may prevent you from completing the spring semester and need to withdraw from a class(es) or want to excuse a withdrawal you have already made, click COVID-19 Excused Withdrawal to complete the online form. Refunds will apply only to enrollment fees (per unit fee) and nonresident tuition. Contact the Veterans Resource Center, Counseling, Financial Aid, or the Career Transfer Center/Transfer offices to understand the potential consequences of an Excused Withdrawal or if you have any questions.

Graduation 2020:
The current COVID-19 will prevent us from holding commencements so we are making plans to celebrate our 2020 graduates virtually. Graduates, look for communication from your college in the next week or two with information on how you can be a part of the first-ever graduation webpage. We are working on the page and will highlight your successes and plans for the future. We are also creating some very cool graphics that you can use to take your photo and use on the graduation page. Your campus community, fellow students, faculty, classified professionals, and administrators look forward to acknowledging your achievements on all the college webpages and social media.

Summer Classes:
We will continue to hold classes online and virtually/remotely during all summer sessions.

On behalf of the Board of Trustees, thanks to each of you for doing your part to keep yourself, your families, students, and our community safe and reduce the spread of COVID-19.

Best regards and take care,

Greg Gillespie, Chancellor
 

April 2, 2020 4:04 p.m.

Dear VCCCD Students, Faculty, Classified Professionals, and Administrators -

 A lot has happened in one month. If we think back to where we were last month, we can see how tremendous the change in our lives has been. On March 13, in response to the threat of the COVID-19 virus, Governor Newsom announced a statewide shelter-in-place order, closing most businesses and public places and moving as many people as possible to working remotely, with some exceptions for essential services. Education was identified as an essential service but clearly we were going to have to work differently. 

The state went through a rapid process to limit public and student access to campuses and move all instruction, and nearly all other operations and services, to online/virtual/remote platforms. In 10 days, our VCCCD system moved more than 30,000 students and 1,700 VCCCD employed faculty, the majority of our classified professionals, and administrators to teaching and learning and providing services remotely.  All locations offer no on-site services for students or members of the public. These conditions will now continue as long as directives from the state and county require them. 

 To our students and faculty: we will continue to do everything we can to facilitate learning as the world, nation, state, and county work through the impacts of COVID-19. Distance learning can provide expanded resources and unique learning experiences, as well as challenges. Please reach out to each other through email, phone, text, and social media. Share good news and successes. Check in with someone who might be struggling or need encouragement, and be open when you need help. The learning taking place during this time creates a unique and important part of a person’s educational experience, and I hope you are able to access the richness of these even if it takes more effort now. I wish you all the best for Spring Break as a time to catch your breath and prepare to finish the semester. 

 To our classified staff and administrators: I am acutely aware of how important everyone’s efforts every day are to ensure technology works, bills are paid, paychecks go out, materials flow, facilities and grounds are clean and secure, legal requirements are met, and accreditation standards are followed. This makes it possible for faculty to focus on supporting students and for teaching and learning to continue. Though we do not get time off for Spring break, hopefully this will be a less hectic time and we will also have a slower pace.

 While a majority of our employees are able to work remotely, there are certain activities that require some people to be onsite in order for the colleges to provide essential services to our communities. We have identified “Designated Essential Personnel” who are authorized to be on campus in key areas such as maintenance and operations, information technology, police, administration, and other areas supporting operations. Efforts are made by everyone in this category to follow distancing and enhanced hygiene practices as directed by health authorities. I am very grateful to these individuals as they continue to conduct work that otherwise could not be accomplished remotely.  

 To everyone: some resources are emerging to help us through this difficult time. The Families First Coronavirus Recovery Act, passed by the federal government, should soon be available to provide financial support to eligible individuals. Please use this link to find out more information.  

 The COVID-19 pandemic is far from over and health experts predict a surge in cases in the coming weeks. Some of these cases will be extremely serious, and some will most likely affect people we know. Please do everything you can to keep yourself, your family, and your community safe. It is up to all of us to do everything we can to flatten the curve by severely limiting movement outside of our homes and follow the now well-known distancing and hygiene practices that make an impact on how far and how fast the virus will spread. To stay informed about what is happening in our communities please visit vcemergency.org and VCCCD Alerts regularly. 

Let us all keep in mind the struggles many of our students, community members, and our families as workers are laid off, businesses are temporary closed, bills cannot be paid, and so many struggle with the immeasurable impacts of the pandemic.  We are all in this together.

Societies can learn a lot as they respond to crises like the one we are now facing. Our greatest accomplishments will emerge from what we are able to do for and with each other. We do our best work when we are thoughtful, strategic, collaborative, mutually kind and compassionate with each other. I am very thankful for your continued efforts. 

 Best regards and good health to you and your families.

 Greg

 Greg Gillespie, Ph.D., Chancellor

Students, Faculty, Classified Professionals, and Administrators;

We are working tirelessly to make it as easy as possible for you to stay enrolled during the COVID-19 crisis. Learning online may seem overwhelming, but we have MANY resources to help you transition AND succeed. These are challenging times, but your success is our top priority. Visit your college student services page for information and tips, and access the resources you need - we are waiting to help.

We will continue to keep you updated about COVID-19 and its impact on our college community. This page is where you will find current information about our colleges, learning and work environments, local, state, and federal information, and proactive steps we are taking to be responsible community members and keep you safe. We also use the following communication tools to inform you about important information and activities:

• Email (vcccd.edu; my.vcccd.edu; and personal accounts). 
• Text messaging  (students, faculty, classified professionals, administrators)
• BlackBoard Connect - Emergency Alerts  (students, faculty, classified professionals, administrators). Check the portal under the "Personal Information" tab, Maintain Emergency Alert Information to verify we have your current information.
• Telephone Calls (students, faculty, classified professionals, administrators)
• Canvas (students and faculty)

If you need to communicate with us, here is the best way:

• Students - email your professor
• Employees - email your supervisor, department chair, or dean.
• Anyone - click on "Ask me a Question" on the websites to submit a question. We are reading and answering every question!

With everything going on, staying enrolled may seem challenging or even impossible, but by learning, growing and working together, we can make the impossible, possible.

Be safe and keep informed,

Greg Gillespie, Chancellor
Julius Sokenu, Moorpark College President
Luis Sanchez, Oxnard College President
Kim Hoffmans, Ventura College President