Accreditation - Hartnell College!!

and restricted funds; and to demonstrate accountability and stewardship expected by auditors
and Foundation Board members.
The Foundation took steps to ensure that staff and financial resources were available to
effectively implement grants. A number of new staff came on board, and in 2007 and 2011
an indirect cost rate was developed for the college. New staff included the Executive Director
of Advancement and Development (2006), Grants Manager (2008) and Development
Director (2009).
Self Evaluation
In FY 2008-09, a design was set forth for staffing the Business Office to improve efficiency
and provide improved services to the college community. The design was established to
improve internal controls, develop a career ladder for existing positions and centralize grants
management responsibility. Several lower level administrative positions were collapsed to
allow for a higher-level Accountant position to support the Controller. A Grants Manager –
reporting to the Controller – was hired July 1, 2008. The grants management team grew
during 2008 to include an Accounting Technician, who was reclassified to Accountant in
2011. Another .50 FTE Accounting Assistant was added to the grants team in 2010. In an
effort to balance managerial responsibility, the Payroll Specialist was reclassified to Payroll
Supervisor and was given supervisorial responsibility of two “Accounts Payable” accounting
assistants, a Payroll Technician, two cashiers, and a mailroom clerk. The result of these
reorganization efforts was to free up the Controller and Grants Manager to provide more in
depth analysis and oversight of finances.
The business office has sufficient staff to ensure separation of duties as required by Generally
Accepted Accounting Procedures (GAAP). Results of yearly Independent Audits have been
most favorable with no major findings.
A recent federal monitoring visit (III.D.24, Federal Monitoring Report) from the
Employment Development Department resulted in a very favorable review/response. The
grants team has improved Personnel Activity reports, as required by Federal Granting
agencies. Sub-recipient forms have been updated and are distributed and collected in a more
timely manner.
The Grants Management team has developed and maintains a central database of grants and
contracts overseen by the business office which includes information on cost sharing,
reporting deadlines, signature authority, and links different resources for each grant.
The college meets this standard.
Planning Agenda
None.
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