For Current TIOC Trainers

Contacting TIOC Staff

What follows will be a more in-depth look at each of the above. Remember, this website instructor resource is a "work in progress". While we often live in our separate training worlds, we are in fact part of a team at Oxnard College. This team is comprised of the individuals who obtain training contracts, work to retain these contracts and keep records that are a necessary part of the payment agreement between the employer and Oxnard College. It should be our mutual goal to support one another so that we can continue to grow and gain future workplace learning contracts.

What's Happening at TIOC

Since our workshop training in late July 2007 there have been some changes within our team. Many of you may know that Vilma Contreras left our unit and is currently working in the President’s Office at Oxnard College (Staff Development). As a result, Doug Thiel assumed some limited responsibilities in the area of working with current clients and helping with the assignment of instructors. However, this function will be assumed by a new Contract Educational Specialist. This position will be a full-time, non-tenure track position that Oxnard College should be filled in early January 2008. A job announcement on this position should be posted at the District website in the near future.

Lucia Haro is the Director of the Workplace Learning Resource Center. Her main area of responsibility is to work with the other Directors (other colleges) in our region to develop strategies and best practices to implement the goals of enhancing the role that a Community College should play in Workforce Training. In the absence of a Contract Education Specialist, Lucia has also been directly involved in working with instructors and developing contracts and maintaining our relationship with various employers. However, the new full-time position will allow for Lucia to transition back to her primary job description.

As you know, The Training Institute at Oxnard College (TIOC) falls under the management of Dean Jaime Casillas. Dean Casillas is involved in a variety of management responsibilities that involve economic development and community initiatives. Within our TIOC training team we also have Sunil Trivedi who is the full-time specialist for the Center for International Trade and Development (CITD) at Oxnard College. Sunil is involved in providing training for USA employers seeking to develop import and export relationships with foreign countries. Rounding out our current full-time staff is Kathy Spencer who teaches classes in the Business Department at Oxnard College and who also works closely with Dean Casillas as an Administrative Assistant.

To assist the TIOC staff, a part-time Business Instructor, Josepha Baca, has been brought on board as a emergency hire. She recently obtained her MBA from California Lutheran University and she is a TIOC trainer with expertise in a wide variety of subjects (DDI, Leadership classes and Customer Service). Josepha will be working to assist the TIOC program to both maintain and to expand its current level of service to the community.

The TIOC instructors that attended our July 2007 training expressed their appreciation for the chance to "get together" to talk about training experiences, issues, and to share ideas for continued success and growth.

The staff at TIOC is committed to pursuing Instructor Excellence. The type of training that we provide is often capsuled into 2 hour, 4 hour or 8 hour duration classes. Unlike a semester course (where a "bad day" can be made up during the semester), our training days must always be on target. This requires instruction that is "high energy" and that fully utilizes relevant adult learning strategies that consistently provides a training experience that is well received. All instructors should remain professional at all times and consider themselves "ambassadors" for the college

The future is very bright for TIOC. The potential for future clients and additional instructor training opportunities is outstanding. One of the key elements is the reputation that present TIOC instructors continue to develop in their current assignments. At the end of the day, it is the quality of the classroom experience that will be the driving force for new and renewed contracts.

To assist our instructors, we plan on having another TIOC Trainer's Workshop in early January, 2008. Additional information on this training will be forthcoming. This will be a Workshop in which everyone can "bring something to the table" to make our Team the best it can be.

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Current Training Schedules

Currently TIOC has a wide variety of training schedules. The two main schedules involve the Human Services Agency (HSA) and the County of Ventura (COV) schedules.

On-Site Instructor Training Responsibilities

On-site refers to training by TIOC instructors that occurs at Oxnard College. Many of you have used JCC-2 as the primary training room for on-site classes. If you have a TIOC training class "on-site" you will have greater logistical resources. However, there is a difference between "day" and "evening" hours.

If you have a "day" class on site it is necessary to make sure that you have a key to the training room or have made arrangement with TIOC staff to ensure that the door will be open for you and your class. You should also have all your training materials ready to go.

  1. As for any class, arrive 15-20 minutes early (sooner if you need to complete your photocopying of class syllabi). The Campus Resource Center has a copier (our code is 7330). This Resource Center is open from 7:30am to 7pm daily.
  2. Your sign-in sheets, evaluations, parking permits will either be laid out in the training room or they will be located in the designated file cabinet in the next room JCC-1 (also called the Business Resource Center). You will find a folder with your class description and date of instruction.
  3. The student worker may have set out the coffee, ready to plug in. If not, you will find everything you need to make coffee in JCC-l (cabinets against the far wall). You will a sink in JCC-3 (the last classroom towards the parking lot).
  4. During a morning break, make sure the student worker is given a copy of the signed roster sheet (with names legible) for the purpose of making certificates. You will need to sign the certificates and ensure that each participant receives a copy.
  5. In terms of paperwork: You will be giving a pre and post test (see section that outlines this process). You will need to collect and grade these tests. You will also need to collect the evaluations (please leave the room when students fill these out). At the end of the day, you should return "the pre and post test graded with the TIOC cover sheet" and the class evaluations to the sudent worker.. If certificates have been printed and distributed then the student worker should already have a copy of the signed student roster.
  6. Ensure that the class is cleaned and locked. Normally a student worker is available to help with clean-up. However, it remains the instructor's responsibility to ensure that the classroom is left in a neat and orderly condition, ready for the next classroom use.

If you are assigned to an "evening" class on-site, you will not have the same logistical support, especially as it relates to the student worker. It will be a good idea to call on the day of instruction and contact Cindy or Ashley (current student workers) at 986-5831. Ensure that your roster, parking permits, certificates have been printed and will be in the room when you arrive. Note: the student worker is most likely to be available between 10am - 2pm.

Follow the same steps for "day" classes (without the steps that refer to student worker assistance). At the end of the training, leave the signed roster, "pre" and "post" tests, the "TIOC cover page," and the student evaluation in the room. In your earlier conversation with the student worker, make sure that you advise the student worker where these items will be ready for "pick-up" the following day. Advise the worker of the location where you intend to place them. Make sure the room is locked, clean and ready for instructional use.

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Off-Site Instructor Training Responsibilities

Off-site simply means training locations not located at Oxnard College. Two of our significant contracts (HSA and COV) prefer to conduct training at their respective training centers. TIOC instructors who travel to these off-site locations do face certain logistical challenges. The following information will attempt to address these challenges.

  1. Photocopying of course syllabi...in the case of both HSA and COV, instructors who arrive early (20 minutes or so before class start) will be able to have their host photocopy their course syllabi for distribution to those in attendance. Other contracts may have different capabilities, so it should be something that you inquire about before your do your off-site training.
  2. Your off-site host trainer should provide you with a sign-in sheet (or roster). In some cases these are rosters provided to the client by TIOC at Oxnard College. For the purposes of the contract you will need to ensure that a copy of a "signed" roster is returned to OC. Additionally, you will need to ensure that copies of the student evaluations are returned to OC. Different clients may have different procedures in place to accomplish this paperwork trail. As an instructor it is your responsibility to know, specifically, how this is to be accomplished at your off-site training. One of the problems faced by the TIOC staff is that when the timesheets are audited and reconciled, a paper trail for the class must be on file at OC. In other words, a signed roster and the student evaluations for that training class need to be on file in the student worker's office. If these items are not there, it causes problems and can hold up your timesheet. Therefore, make sure that you are aware of how it is that the signed roster and copies of the student evaluations are to be returned after each class. In some cases, it may require that you obtain these at the off-site location and return them to OC personally. Where it is not practical for you to drive back to return these items, you can mail them to Oxnard College, attention: Workplace Learning, Dean Casillas, 4000 S. Rose Ave, Oxnard, CA 93033.
  3. Pre and post tests are the responsibility of the instructor to collect, grade and return to OC. The protocol for this is contained at The New Pre and Post Assessment Testing (see below). Most often, you need to include these tests and the cover sheet with the signed roster and student evaluations.
  4. Certificates have presented some problems for off-site instruction. Generally speaking it is a very positive thing for the student to receive a signed certificate from their instructor at the conclusion of the day of training. In some cases (such as COV), the client prints the certificates at the off-site location and then delivers them to the classroom prior to the end of training. In other cases, the client expects that the certificates will be provided by the instructor (meaning the TIOC team). With some contracts it is difficult to "pre-print" them because it is not known until the actual day of training who will be in attendance. Taking the current HSA contract as an example...it is the responsibility of the instructor ensure that a signed student roster is faxed to the TIOC student worker 986-5988. The resultant delivery of the certificates to the off-site location will be facilitated by the TIOC staff. In terms of the HSA contract, this will generally mean that someone from the college will be assigned to deliver these contracts to the training site. Different clients may make different types of arrangements regarding certificates. It is the instructor's responsibility to learn what the process will be for your training site. The persons to ask (currently) would be either Lucia Haro, Josepha Baca or Doug Thiel. Their contact information is provided under "Contacting TIOC Staff."

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The New Pre and Post Assessment Testing

An additional component for TIOC training is the pre and post assessment testing. In a nutshell, your course syllabus should have a section labeled "Student Learning Outcomes." Known as SLOs, this is simply four or five "outcomes" that you expect a student will walk away with at the end of the training. For instance, an SLO could be "The student will learn the RATER model for what customers expect in terms of service and how they (the public sector employee) can assist in providing a positive experience for their customers." This excerpt would be applicable for a "Customer Service for the Public Sector" training session. Note that it contains a specific component (the RATER model) which is something that is covered in your course syllabus.

The next logical step (after identifying your SLOs) is to ascertain/assess if the SLO was achieved. Therefore, in additional to developing SLOs for your course, you will develop a pre and post test. For our purposes these can be the SAME test. The test will have questions designed for a quick turn-around time (5-10 minutes of class time). They will not be essay questions. Instead employ a mixture of true/false, multiple choice, fill in the blanks. The questions will be specific to your SLOs and to the course syllabus. Generally 12-15 questions will be sufficient. For an example of how one of these tests will look go to Developing New Course Curriculum.

This process helps in a number of ways. In addition to looking at student evaluations, clients will also have a quantifiable measure of what is occurring in this classroom session. How this is accomplished is that you (the instructor) will grade both the pre and post tests. The you will fill out a cover sheet This is a very simple cover sheet that includes basic information. One of the included items is the percentage of improvement from the pre to the post test. Generally, this should be a significant percentage of improvement 10-20%. hint: don't make the test too generic...put in specific questions related to your training, items that the person may not be familiar with are okay to include...since your training will explain these things and this will generate a higher score.

An added benefit to this process is that the pre test is given at the start of the class. You collect these and you have them to view during breaks. You may notice that many students are missing the same question...and this can represent an area that you will want to devote some extra time during your instructional session.. Also, the opposite could occur...you notice everyone seems to be "on board" with a certain concept and, therefore, you can spend class time on that item. Another added benefit is that testing tends to "wake people up." We all know that workplace learning contains the typical mix of "vacationers, sponges, and prisoners." All of these groups benefit by a process that requires that they answer questions. It tends to professionalize the atmosphere.

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Developing New Course Curriculum

In addition to teaching a course that you have already developed (or one that has been previously packaged and you are just delivering), you may have the opportunity to develop (or modify) existing course topics. These generally fall into two ranges. One is a course "for college credit"that must have Curriculum Committee approval. Another type of course would be labeled "non-credit" which means that there is no college credit available for this session of instruction. Many of our clients elect the non-credit route for flexibility. Compensation for developing new course topics is paid at a lower rate than the rate you receive for classroom instruction. (when you take on such a project, the Contract Educational Specialist will provide you with the hours to be allotted for curriculum development and the hourly rate of pay).

The majority of this section will focus on New Course Curriculum that is non-credit. At the July 2007 training session, a sample was passed out which showed how you should document this type of curriculum. That handout will be available on our website. Once it is, you will notice that it starts with a Table of Contents. The elements are listed below:

  1. Course Description
  2. Syllabus
  3. Expanded Course outline with descriptions of instructional methods
  4. Handouts and Videos
  5. Assessment Quiz

Following the example for how this looks, you need to complete this documentation before the delivery of your instruction. This will become the property of Oxnard College and it will be archived and available for other TIOC instructors to use and/or present.

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Instructor Resources Available at Oxnard College

In the offices at OC there is a large cabinet with a variety of training materials. If you have not done so, it would be wise to personally view what is available. There is a wide range of video tapes, personality puzzles and other instructional resources. If you elect to use one of the commercial videos in this locker, you do need to sign out for it. It will require that you pick up this video at OC and return it after your class is completed.

An on-going problem is that some instructors "hold onto" videos waiting for their next class offering. In the meantime, another instructor needs to use this video and it is not in the locker. Please do not do this. After you have delivered your class, return the video. This way the materials will be available for you when YOU need them.

Another strategy is to develop your own personal library of tapes. The commercial training tapes are very expensive ($150 and up). Some of your training points might be addressed from commercially available movies. For example...there are several scenes in the movie "Remember the Titans" that applies to leadership styles. These scenes are more dramatic and more captivating than most commercial training tapes and your students will enjoy this method of presentation. A movie such as this can be located in a variety of places (eBay, Blockbuster, etc.) for anywhere between $2-20. Building up your own library of tapes is inexpensive and when appropriately used, very effective adult learning tools.

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Future Training Opportunities for Instructors

There will be a Train the Trainer for Customer Service for the Public Sector that will be presented on October 19th, 2007 from 9am - 5pm at the Pierpont Inn in Ventura (lunch will be provided). All current TIOC instructors should have received a flyer on this training. If you did not, email lharo@vcccd.edu so she can send you a flyer. You will need to fill out the form and email in back to her that you wish to attend. There is no cost for this training and lunch will be provided. This training is sponsored by the South Central Regional Consortium (Economic & Workforce Development). Each person who attends will be given a complete binder that will have all the materials needed to instruct the ten modules associated with this training.

Also, the TIOC Staff has tentative plans to have a half-day TIOC Trainer's Workshop during flex week at Oxnard College in January 2008. This will allow us to share information, learn about future opportunities, discuss "best practices" and continue to build a team spirit within our core group of instructors.

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Future Employment Opportunities for Instructors

Developing contracts for workplace learning is an on-going process with the TIOC staff. When a full-time Contract Education Specialist is in place in January 2008 you can expect this process will accelerate and new training opportunities for TIOC instructors will emerge. As instructors, you can also be "heads up" in your training sessions with regards to expanding or re-visiting training needs with our existing clients. If you have suggestions for adding additional clients, do no hesitate to communicate these thoughts to either Lucia Haro, Josepha Baca, or Doug Thiel.

At the present moment, there are unfilled "Customer Service for the Public Sector" training slots in the COV contract. These are 4 hour slots that will cover the ten modules in the Customer Service Training Handbook The openings are at various times from late Oct 2007 through June of 2008. In order to present this training you will need to have attended the up-coming Train the Trainer class (see future training opportunities) on Oct 19th for Customer Service. For those TIOC instructors who attend training, the facilitator (Doug Thiel) will be able to offer you the available modules, i.e., topics and the training dates that are open.

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Timesheets

In order to be paid for your instructional hours you need to fill out a VCCCD Professional Expert Timesheet. These forms are available from Kathy Spencer. Remember these forms should be turned in at the end of each month. Each form has room for all the dates within a given month. Your instructional hours must have accompanying documentation (class rosters/students evals). That is why it is important that you make sure this paper trail is kept up to date. If you develop new curriculum and you are being paid at a different rate for this work, please talk to Lucia Haro or Josepha Baca with regards to how you should record your hours on your monthly timesheet.

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Contacting TIOC Staff

Here is a list of some of the names, phone numbers and emails addresses you might need.

Lucia Haro805-231-2212lharo@vcccd.edu
Denise Ledesma
805-986-5831dledesma@vcccd.edu
Josepha Baca805-985-5800,
ext. 7638
jbaca@vcccd.edu
Doug Thiel805-649-3720dthiel@vcccd.edu
TIOC fax805-986-5988