Comprehensive Student Services Program Review

Transcription

1 Comprehensive Student Services Program Review Extended Opportunity Programs & Services (EOPS) and Cooperative Agencies Resources for Education (CARE) Mission Statement: Mt. San Jacinto College Mt. San Jacinto College, a California Community College, offers accessible, innovative, comprehensive and quality educational programs and services to diverse, dynamic and growing communities both within and beyond traditional geographic boundaries. We support life-long learning and student success by utilizing proven educational methodologies as determined by collaborative institutional planning and assessment. To meet economic and workforce development needs, MSJC provides students with basic skills, general and career education that lead to transfer, associate degrees and certificates. Our commitment to student learning empowers students with the skills and knowledge needed to effect positive change and enhance the world in which we live. Page 1

2 Institutional Priorities Program Review and assessment is the cornerstone of planning. The Board of Trustees has adopted the following Institutional priorities that embrace the following concepts: 1. Student Success 2. Systematic Planning and Assessment 3. Fiscally Sound Position 4. Institutional Pride and Organizational Culture 5. Community Partnerships and Service Program Review provides a means through which each college division (or sector) set goals and objectives that support the Board Adopted Institutional Priorities, through focusing on the student as a learner. All student services areas are expected to reference the Institutional Priorities as reports are prepared. Page 2

3 Program Review Content Student Services Program Review contains the following sections: I. Student Services Area Overview(contains brief, succinct narrative for each area); a. Executive Summary (Area Overview) b. Mission Statement c. Philosophy Statement d. Program Requirements, Title 5 e. External Mandates f. Accreditation Concerns g. Staffing Level (organizational chart) h. Summary ( of Area Functions) i. Objectives j. Strengths k. Improvement Areas l. Students Served m. Report on Assessment Plan (1 page historical reference) n Assessment Plan II. Area Needs Assessment a. Staffing b. Five-Year Program Staffing Profile c. New or Replacement Faculty Needs d. New or Replacement Classified Staff Needs e. Equipment Needs (Replacement or New) f. Facilities Needs g. Professional Development Needs h. Library Needs i. Technology Needs j. Instructional Needs k. Other Miscellaneous Needs Page 3

4 SSL Dialogue with Units related to PR contents Evidence loaded to X: Drive 2. Submit all PR documents and evidence to Program Review Coordinator (September 15) 3. Submit all DLO and Data Assessment documents and evidence to Assessment Coordinator (September 15) Student Services Publication/Report (September 30) Student Services Program Review Process and Timeline Unit follow-up on SLO/ DLO/SAO Assessment (Due: May 31) Unit follow-up on Data Collection (Due: July 31) Review Comprehensive PR, and APA, Program Data, SLO/DLO/SAO Data, and Assessment Plan Collection of Evidence, Analysis, Findings and Recommendations must be completed (Due: September 13) Development of Program Review (All Student Services Units and Deans) (Due: October 31) Timeline July August September October PR loaded to X: Drive Dean s PR Approval & Discussion and dialogue with units take place (Due: December 13) VP s approval of all PR November December January Meet with each Dean and unit leaders to discuss/ train in the use of RAP and PAR/ PAL Complete Resource Allocation Proposal or RAP and use Priority Allocation Rubric or PAR (Due: February 28) VP and Deans (SSLC) submit RAP to Budget Development Committee, Update SS Unit Plan and Prioritize Unit Goals (Due: April 11) VP Discussion/ Presentation to FP/BC/IPC February March April May June Page 4

5 STUDENT SERVICES PROGRAM REVIEW WORKSHEET Student Services Area: EOPS/CARE Prepared By: Martha Crawford, Pamala James, Mary Montano, Juan Mata, Muramay Mata, & Heather Tibbetts Academic Year: I. Student Services Area Overview The Area Overview should reflect the consensus of the staff within the student services area. It is meant to provide a broad understanding of the area, current trends related to the area s mission, and how the area serves to meet the overall mission or goals of Mt. San Jacinto College District and its campuses. The following reflects the general guidelines followed by the service areas in completing their area overview. Note: Provide a brief, succinct narrative for your area; should be no more than 2 pages in length) a. Executive Summary Note: Please provide an overview of your area (e.g., program background, program focus, target population, services provided, etc.) Suggestion: Please be succinct and limit to two paragraphs The EOPS program was established as a result of the Assembly Bill 164 passed by the California Legislature in 1969 to fight poverty. It is the intent of the Legislature that the California Community Colleges recognize the need and accept the responsibility for extending the opportunities for community college education to all who may profit regardless of economic, social and educational status. EOPS offers support services that are over, above and in addition to those available on college campuses to ensure student success. The primary services include Counseling and Priority Registration. Other services provided through EOPS based on availability of funding include Book vouchers, Guidance Course fee waivers, educational supplies, graduation packs and emergency loans which are all based on financial unmet needs. Page 5

6 b. Mission Statement Note: Area mission statements must be directly aligned with those of the College District. This statement should be brief, easy to remember and include the name of the department, its primary functions, modes of delivery, and target audience. The mission of the EOPS Program is to provide over, above and in addition to services to qualified educationally and socio-economically disadvantaged students attending Mt. San Jacinto College. EOPS is a counseling program providing qualified participants with supportive services to increase retention, persistence and academic success. c. Philosophy Statement Note: Identify or outline how your area serves the mission of the institution. Suggestion: Please limit to a single, brief paragraph. EOPS believes that equal access to education for all students affected by language, social and economic barriers is the key to breaking the cycle of poverty. EOPS seeks to increase the number of eligible EOPS students served, and to support those students as they achieve their career and educational objectives and goals, to include but not limited to, obtaining job skills, occupational certificates or associate degrees and transfer to four-year institutions. d. Program Requirements, Title 5 Note: If applicable, identify all related requirements applicable to Title 5 requirements. Education Code; Title 5, Article 8 section E10D48511DEBC02831C6D6C108E&originationContext=documenttoc&transitionType=Default &contextdata=(sc.default) e. External Mandates Note: Note all other mandated requirements identified by the state or federal level (if not applicable, please type NA). Other State Mandates: EOPS Implementing Guidelines EOPS Local Guideline for MSJC C:\Users\mcrawfor\Desktop\LOCAL GUIDELINES FOR DEPT. PROCEDURES doc Federal Mandates: 1. Education Code, Title 5 and Chancellor s Office Guideline 27E10D48511DEBC02831C6D6C108E&originationContext=documenttoc&transitionType=Default &contextdata=(sc.default) Page 6

7 f. MSJC Linkages Note: Note how your area addresses targeted plans and priorities at the institutional level: Educational Master Plan: Mt. San Jacinto Community College District will have exponential growth through the year 2025 (page 14) as indicated by the Educational Master Plan. The college has been forward thinking in planning for the expected influx of residents in the district s area. The current demographics of lowincome first generation residents are expected to continue. The EOPS Program currently serves this population of educationally and socio-economically disadvantaged students. Funding is limited and the amount of student served is based on available funding. The Educational Master Plan also indicates that increased funding for the EOPS and CARE Programs provides the programs with the opportunity to serve more students (page 72). The increased student population naturally leads to the need for increased staff and space to efficiently and effectively serve this educationally and socio-economically disadvantaged student population. As with all California Community Colleges, the economic crisis has hindered the student population growth at Mt. San Jacinto College. From this point forward, the hope is that funding will continuously increase. This includes funding for the EOPS & CARE Programs. As the funding increases and the District student population grows, the need to provide disadvantaged students with over and above services will also increase. The additional services would need increased staffing and space as indicated in the Educational Master Plan (pages 72-73). EOPS & CARE cannot solely depend on State funding. The support of the college is necessary to provide continued support for educationally and financially disadvantaged students Strategic Plan: Goal #2: Drive institutional decision-making using internal and external data to inform planning and prioritize resources Objective #2 Review and modify Educational Master Plan as needed to account for changes and needs within the service area Goal #5: Increase the College s visibility, value, and recognition in the service area Objective #2 Increase speaking engagements promoting institution: Increase outreach opportunities regarding the College and EOPS/CARE Objective #4 Expand outreach resources to better inform communities served by the college: Increase outreach opportunities by the EOPS/CARE Program staff to expand information about the college and EOPS/CARE programs Goal #6: Promote quality of institution through enhanced communication within the community (internal/external) Objective #1: Place greater emphasis on college s successes: Inform community via website of EOPS/CARE student successes and inform internal community of EOPS/CARE student successes Objective #3: Enhance outreach and in-reach efforts to better inform the community about MSJC: ties into Goal #5 objectives #2 & #4 Goal #7: Identify sustainability strategies to improve efficiencies in processes district-wide Objective #2: Continue to automate paper intensive processing and approvals to electronic formats: Automate services to students within the EOPS & CARE programs i.e. book voucher Page 7

8 and continue following electronic processing and approvals. Goal #8: Enhance the overall campus life experience Objective #4: Increase campus awareness of services and activities using current social media and other technologies: Increase social media use for EOPS and CARE Programs. Goal #9: In an effort to serve students, build bridges between instructional services, student services, and administrative services Objective #2: Create open dialog and communication between Student Service and Instructional Services: Include Instructional Services staff in EOPS/CARE Advisory Committee and orientations i.e. Learning Resource Center Coordinators Objective #4: Promote division/departmental open house functions for staff and faculty within all divisions: Participate in this goal by holding open house for EOPS & CARE Programs Student Equity: EOPS and CARE currently supports student equity by providing services for educationally and socio-economically disadvantaged students to help the students achieve their goals. We assist by providing educational access to this student population, provide comprehensive educational plans that may include ESL and Basic Skills courses and support students to help them obtain a degree, certificate or transfer to a university ( ult.aspx) Institutional Priorities: The EOPS and CARE Programs support the following Institutional Priorities: 1. Student Success: EOPS and CARE students are provided counseling and support services to increase student success 2. Systematic Planning and Assessment: EOPS participates in Program Review to assess services and student success. The program services are continually evaluated. 3. Fiscally Sound Position: EOPS & CARE utilize the district s current budget model structure and will continue moving forward with the effort of going green. 4. Institutional Pride and Organizational Culture: EOPS & CARE support the Student Government Association and Phi Theta Kappa to instill pride within students and to have them connected with student success. 5. Community Partnerships and Service: EOPS & CARE partner with public agencies such as Department of Public Social Services and GAIN as well as universities to build strong relationships for services and smooth transitions for our students to transfer. The EOPS/CARE Advisory Committee consists of employees of GAIN, DPSS, university counselors, MSJC staff and a MSJC student. The committee provides recommendations for activities and services pertaining to EOPS and CARE students. Other MSJC Linkages: (i.e., Board Policies) Board Policy BP %20Policies/Chapter%205/BP%205150%20- %20Extended%20Opportunity%20Programs%20and%20Services.pdf Page 8

9 Administrative Procedure AP %20Procedures/Chapter%205/AP%205150%20- %20Extended%20Opportunity%20Programs%20and%20Services.pdf g. Staffing Level (organizational chart) Note: Provide a very brief description of your current staffing level and attach an organizational chart that includes positions only. MSJC EOPS&S/CARE Department Organizational Chart EOPS/CARE Director Martha Crawford (Interim) EOPS Counselor Pamala James EOPS/CARE Adjunct Counselor Heather Tibbetts CARE Coordinator Vacant EOPS/CARE Program Technician Juan Mata EOPS/CARE Clerical IV Mary Montano EOPS/CARE Clerical II Muramay Mata h. Summary (of Area Functions or Components) Note: Please provide a very brief summary of how your area functions. 1. Counseling- Students are required to meet with EOPS counselors three times per semester; these counseling sessions include developing an education plan, monitoring a progress report and follow-up or planning for the next semester course enrollment. 2. Orientation- New and continuing students receive orientations regarding requirements, expectations and program benefits 3. Book Services- Eligible EOPS students with unmet need receive book service provided in collaboration with the MSJC Bookstore. 4. Retention- Students are required to submit mid-semester Progress Reports for evaluation of their academic progress. EOPS Counselors monitor the reports and provide intrusive counseling and provide educational resources as needed i.e., referrals to tutoring services and workshops to enhance student learning. 5. Graduation/Transfer- Assist students to graduate from MSJC and/or transfer to four-year institutions. Page 9

10 i. Goals/Objectives Note: List about 5 of your service area or departmental goals/ objectives. Your objectives must be related to the district goals, student services goal, or campus goal AND have one or more measurable outcome. Your objectives must also be addressed in your Assessment Plan for Student Services Areas and Assessment Plan Findings/Data Analysis & Improvement Recommendations. 1. Increase program students utilizing priority registration 2. Increase number of students in program completing required 3 contacts 3. Increase use of technology for effective and efficient services to EOPS and CARE eligible students 4. Provide Guidance 100 course for EOPS/CARE students who have never attended college j. Strengths Note: Briefly describe about five of your area s greatest strengths. Strengths substantiated through data are preferred. 1. EOPS student retention rate for is 76% 2. EOPS student persistence rate for is 72% 3. EOPS student success rate for is 70% 4. EOPS and CARE student data tracking is relative k. Improvement Areas Note: Identify specific issues and/or needs that are affecting the efficiency or effectiveness of your area. 1. Office space at MVC is needed due to increasing EOPS/CARE student population 2. Increase EOPS/CARE student population in alignment with funding 3. Stabilization of staff turnover 4. Streamline services to maximize resources 5. Increase communication to students Page 10

11 l. Students Served Note: Briefly report the number of students served and/or provide a general description of the student population(s) you serve (please refer to your unit data collection that are linked to your unit key indicators and your DLO). When reporting numbers, please specify the timeframe (preferably last year s number) you are reporting. EOPS/CARE Data Tracking: FA09 SP10 FA10 SP11 FA11 SP12 FA12 SP13 FA13 SP14 Number of EOPS Students Number of Counseling Appointments * # of Ed Plans developed * # of Ed Plans revised * # of follow-ups * # of Personal counseling * # of Academic Counseling * # of students completing three counseling contacts Number of workshops attended Number of students referred to Career Transfer Center Number of students that completed required units Number of students attended orientation Number of Progress Reports submitted Number of students in good standing in EOPS Number of students completing EOPS mandated requirements Number of students receiving book vouchers Number of students receiving assessment waiver fees Number of students receiving graduation packs For CARE students only FA09 SP10 FA10 SP11 FA11 SP12 FA12 SP13 FA13 SP14 * # of students receiving Child Care grants * # of students receiving Auto Voucher * # of students receiving Meal Voucher * # of students receiving Gas Cards Number of students using Priority Registration Page 11

12 m. Report on Assessment Plan for Student Services Area: (specify) (Please provide a historical reference of Program Review Assessment Plan. If additional outcomes were included in your Annual Program Assessments, please indicate here) Linked to Instituti onal Prioriti es Linked to Strategic Plan Goals #4 Goals/Obje ctive (from Program Review) #6 - Service Area Outcome (SAO) or Department Learning Outcome (DLO) #7 - Linked to Student Institutional Learning Outcome (check all that apply) Assessment Criteria (Specify Target Performance Level) #8 - Assessment Measure (Instrument) #9 - Completio n (or anticipate completion ) Findings #10 -Improvement Recommendations (next step) X X X X Mandate every EOPS/CARE students to meet with their counselor three times per semester 2. Assess EOPS/CARE students who meet with their counselor three times per semester Students will complete their mandated requirements Students will complete their mandated requirements X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness EOPS will monitor the frequency of contacts for each EOPS students. EOPS will remind EOPS students of their required contacts EOPS will conduct a 1- day staff retreat to update and provide clarification on EOPS Local Guideline and the EOPS Implementation Guideline EOPS will create an inhouse survey to assess each contact requirements EOPS will create a test to determine students knowledge obtained after EOPS mandated orientations. SARS will track the number of 1st contacts, 2nd contacts, 3rd contacts and/or additional contacts EOPS will provide EOPS Calendars of events with deadlines EOPS will send reminders and phone calls to students EOPS will provide staff retreat minutes, agenda, a retreat evaluation, and individual professional development plan The survey will assess how effective, satisfy and how impactful the counseling services was to the students. i.e. knowledge gained from the sessions; are students learning how to develop Ed. Plan, etc. The test will consist of questions related to EOPS program requirement and expectations. i.e. how many End of SP2012 End of SP2012 In-progress In-progress Page 12

13 contacts are required to be in good standing with EOPS, what s the required minimum GPA, etc X X EOPS- College Success Counseling Sessions during College Hours Students will comprehend, execute and complete their academic and vocational goals X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness EOPS will create an inhouse survey to assess students understanding and how effective the College Success Counseling Sessions during College Hours are utilized. The survey will assess how effective, satisfy and impactful the College Success Counseling Sessions are to the students. The survey will determine the knowledge gained from the sessions, are students learning how to utilize resources provided to them by the counselor such as transfer and career opportunities, etc. End of SP2012 In-progress Page 13

14 n Assessment Plan for Student Services Area: (specify) Please record your planned objectives for the next three years and your plans to assess and track each objective below. Report on outcomes from your service area will be re-submitted at the end of the academic year to report on progress, data outcome, findings and improvement recommendations. Linked to Instituti onal Prioriti es X X X X Linked to Strategic Plan Goals X X X X Goal or Objective (Refer to part i.) Increase program students utilizing priority registration Increase number of students in program completing required 3 contacts Increase use of technology to increase the efficiency and effectiveness of services to EOPS students Provide Guidance 100 course for EOPS/CARE new students who have never attended college Service Area Outcome (SAO) or Department Learning Outcome (DLO) The percentage of EOPS students using priority registration will increase The percentage of EOPS students completing required 3 contacts will increase The efficiency and effectiveness of services to EOPS students will increase Provide foundation for student success Linked to MSJC Core Competencies (check all that apply) X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness X Communication X Critical Thinking Aesthetic Awareness Social Awareness X Responsibility Scientific Awareness Assessment Criteria (Specify Target Performance Level) Increase the number and percentage of EOPS students using priority registration The number and percentage of EOPS students completing required 3 contacts will increase Efficiency of current data systems including Colleague, Access database and SARS-Grid will be evaluated. This evaluation will be based on services provided by EOPS/CARE. Guidance 100 course is provided for EOPS/CARE population Assessment Measure (Instrument) Access database, SARS-Grid and Colleague data will be used to identify percentages of EOPS students utilizing priority registration Access database and SARS-Grid Survey of EOPS students to develop baseline data SECT in Colleague, schedule of classes Completion (or anticipate completion) Findings and Evidence Data will be evaluated and completion of goal is anticipated by Fall 2016 Data will be evaluated and completion of goal is anticipated by Fall 2015 Data will be evaluated. Baseline data will be developed and completion of this goal is anticipated by Fall 2017 Course will be implemented Fall 2015 Improvement Recommendation s (next step) Page 14

15 II. Area Needs Assessment a. Staffing Needs: does the staffing structure meet the area s needs? (Please list/summarize the needs of your area.) b. Five-Year Program Staffing Profile: Show staffing levels in each category according to the table provided. Using the table below, show the staffing levels in each category for the previous five years, and the percentage change over that period of time. Use only numbers, not job titles. Position Administration (Certificated Management) Classified Staff FT (Including Classified Management) Staffing Levels for Each of the Previous Five Years Overtime (if applicable) Anticipated needs % Change from Overtime FTE Year 1 to Year 5 Expense $2, Classified Staff PT Confidential Staff FT % Hourly Staff (by 1000 hour equivalent =.5) % Student Workers % Faculty FTE FT % Faculty Reassigned FTE FT % Faculty Reassigned FTE PT % Professional Expert % Total Full Time Equivalent Work % $2, % 4 6 Page 15

16 c. New or Replacement Faculty Needs List Faculty Positions Needed for Academic Year Please be as specific and as brief as possible when offering a reason for the position (e.g. retirement replacement, increased demand for subject, growth in overall student population). Be certain to mark the position as new or replacement. Place titles on list in order (rank) or importance. 1. EOPS/CARE Counselor (FT) Justification (Qualified and Quantified): The budget cuts included having to reassign one full-time EOPS/CARE Counselor to another department. Restoring the counselor would serve our special student populations (First-Generation college students/low income) with intrusive counseling needed for them to be successful in community college. Students would benefit from experienced counselors who provide the over, above and in addition to the level of services to students that is recommended by the EOPS Title V mandates. 2. EOPS/CARE Part-time Counselor EOPS will need back-fill hours for the current full-time counselor. The full-time counselor will be teaching at least one Guidance 100 course and we will need an associate counselor to back fill the time the full-time counselor is teaching. Annual T C P* TCP for employee $80,000 $55, *TCP = Total Cost of Position for one year is the cost of an average salary plus benefits for an individual. New positions (not replacement positions) also require space and equipment. Please speak with the College Business Office to obtain accurate cost estimates. Please be sure to add related office space, equipment and other needs for new positions to the appropriate form and be sure to mention the link to the position. Page 16

17 d. New or Replacement Classified Staff Needs List Classified Positions Needed for Academic Year Please be as specific and as brief as possible when offering a reason for the position (e.g. retirement replacement, increased demand for subject, growth in overall student population). Be certain to mark the position as new or replacement. Place titles on list in order (rank) or importance. 1. CARE Coordinator Justification (Qualified and Quantified): EOPS/CARE students would benefit from a full-time CARE Coordinator to work closely with the CARE students in the EOPS/CARE programs because of the unique needs of the CARE (single parents with children under the age of 14, dealing with the county and the state agencies) student population. A full time CARE Coordinator will ensure the maximum quality services for the CARE students. In addition, this person will also ensure the Community College Chancellor's Office request to provide coordination for CARE program in the most effective manner for CARE student success. A nnual TCP* TCP for employee $65, *TCP = Total Cost of Position for one year is the cost of an average salary plus benefits for an individual. New positions (not replacement positions) also require space and equipment. Please speak with the College Business Office to obtain accurate cost estimates. Please be sure to add related office space, equipment and other needs for new positions to the appropriate form and be sure to mention the link to the position. Page 17

18 e. Equipment Needs List Equipment or Equipment Repair Needed for Academic Year Please list/summarize the needs of your unit on your campus below. Please be as specific and as brief as possible. Place items on list in order (rank) or importance. 1. N/A Cost per item Annual TCO* Number Requested Total Cost of Request *It is recommended that you speak with the appropriate administrator to determine if your request can be met with the current budget. Page 18

19 f. Facilities Needs List Facility Needs for Academic Year (Remodels, Renovations or added new facilities) Place items on list in order (rank) or importance. 1. Dedicated area for Menifee Valley Campus EOPS/CARE staff EOPS/CARE serves educationally and socio-economically disadvantaged students. It would be beneficial for student confidentiality purposes to have a dedicated space for MVC EOPS/CARE staff. Use of existing space 2. Storage space for the San Jacinto Campus EOPS/CARE Office There is currently no dedicated EOPS/CARE storage space at the San Jacinto Campus. Space is needed to storage multiple items including CARE Program items that may be used once a year such as the CARE Holiday Celebration tree, decorations and other items. Annual TCO* Total Cost of Request $5,000 $3,000 (Storage bin) *Please speak with the College Business Officer to obtain accurate cost estimates and to learn if the facilities you need are already in the planning stages. Page 19

20 g. Professional Development Needs Annual TCO* List Professional Development Needs for Academic Year Reasons might include in response to SLO assessment findings or the need to update curriculum. Please be as specific and as brief as possible. Some items may not have a cost per se, but reflect the need to spend current staff time differently. Place items on list in order (rank) or importance. Cost per item Number Requested Total Cost of Request 1. N/A Page 20

21 h. Library Needs List Library Needs for Academic Year Annual TCO* Please list/summarize the needs of your unit on your campus below. Please be as specific and as brief as possible. Not all needs will have a cost, but may require a reallocation of current staff time. Cost per item Number Requested Total Cost of Request 1. N/A *It is recommended that you speak with your campus Dean of the Library to determine if your request can be met within the current budget, and to get an estimated cost if new funding is needed. Page 21

22 i. Technology Needs List Technology Needs for Academic Year Annual TCO* Please list/summarize the needs of your unit on your campus below. Please be as specific and as brief as possible. Not all needs will have a cost, but may require a reallocation of current staff time. Cost per item Number Requested Total Cost of Request 1. Integrate Colleague, SARS Grid and Access Integrate the three systems to streamline all processes tied to services for serving students in the EOPS and CARE Programs. $30, *It is recommended that you speak with the appropriate campus administrator to determine if your request can be met within the current budget, and to acquire an estimated cost if new funding is needed. Page 22

23 j. Instructional Needs List Instructional Needs for Academic Year Annual TCO* Please list/summarize the needs of your unit on your campus below. Please be as specific and as brief as possible. Not all needs will have a cost, but may require a reallocation of current staff time. Cost per item Number Requested Total Cost of Request 1. Increase number of Guidance 100 classes per term to accommodate EOPS/CARE new students who have never attended college. EOPS funds cannot pay for FTE generating courses. The new students will be required to take Guidance 100 to provide them with a firm foundation for college success. $3,400 2 per term (Spring and Fall) $6, *It is recommended that you speak with the appropriate campus administrator to determine if your request can be met within the current budget, and to acquire an estimated cost if new funding is needed. Page 23

24 k. Other Miscellaneous Needs List Other Needs for Academic Year Annual TCO* Please list/summarize the needs of your unit on your campus below. Please be as specific and as brief as possible. Not all needs will have a cost, but may require a reallocation of current staff time. Cost per item Number Requested Total Cost of Request *It is recommended that you speak with the appropriate campus administrator to determine if your request can be met within the current budget, and to acquire an estimated cost if new funding is needed. Page 24

25 Appendix A The Legal and Professional Basis for Program Review TITLE 5, Section 51022(a) The governing board of each community college district shall, no later than July 1, 1984, develop, file with the Chancellor, and carry out its policies for the establishment, modification, or discontinuance of courses or programs. Such policies shall incorporate statutory responsibilities regarding vocational or occupational training program review as specified in section of the Education Code. ACCJC STANDARDS Standard 1B. Improving Institutional Effectiveness The institution demonstrates a conscious effort to produce and support student learning, measures that learning, assesses how well learning is occurring, and makes changes to improve student learning. The institution also organizes its key processes and allocates its resources to effectively support student learning. The institution demonstrates its effectiveness by providing 1) evidence of the achievement of student learning outcomes and 2) evidence of institution and program performance. The institution uses ongoing and systematic evaluation and planning to refine its key processes and improve student learning. 1. The institution maintains an ongoing, collegial, self-reflective dialogue about the continuous improvement of student learning and institutional processes. 2. The institution sets goals to improve its effectiveness consistent with its stated purposes. The institution articulates its goals and states the objectives derived from them in measurable terms so that the degree to which they are achieved can be determined and widely discussed. The institutional members understand these goals and work collaboratively toward their achievement. 3. The institution assesses progress toward achieving its stated goals and makes decisions regarding the improvement of institutional effectiveness in an ongoing and systematic cycle of evaluation, integrated planning, resource allocation, implementation, and re-evaluation. Evaluation is based on analyses of both quantitative and qualitative data. 4. The institution provides evidence that the planning process is broad-based, offers opportunities for input by appropriate constituencies, allocates necessary resources, and leads to improvement of institutional effectiveness. 5. The institution uses documented assessment results to communicate matters of quality assurance to appropriate constituencies. 6. The institution assures the effectiveness of its ongoing planning and resource allocation processes by systematically reviewing and modifying, as appropriate, all parts of the cycle, including institutional and other research efforts. The institution assesses its evaluation mechanisms through a systematic review of their effectiveness in improving instructional programs, student support services, and library and other learning support services. Page 25

26 Student Services Planning Timeline for Program Review and SLO May 31, 2014 July 31, DLO Assessment Completed Unit Data Collection Completed July August 2015 Review outcomes of Comprehensive Program Review and and Annual Program Assessments Discussion with unit staff Review objectives Review Annual Program Assessment Review each SLO or SAO/DLO Review Assessment Criteria Review Assessment Measure Analyze and discuss data with staff Compare, reflect and review data to of previous year Complete Assessment Plan Findings & Improvement Recommendations (on Page 12) for each objective Determine if objectives are fulfilled, completed, ongoing, etc. Reassess/document/revise Area Needs Assessment o Use this to consider for next year s Area Needs Assessment Submit revised Annual Program Assessment Must be reviewed and approved by Dean and VP Resubmitted to Alex Annual Program Assessment is now closed (Deadline August 15 th ). No more revision will take place. Submit completed Annual Program Assessment to Program Review Coordinator (Paul Hert) by August 31, 2015 Submit DLO Assessment and Unit Data Collection to Assessment Coordinator (Brandon Moore) by August 31, 2015 September 2014 Development of Student Services Division Report DLO Assessment Report Unit Data Report September 2014 May 2015 September-October 2014 Continued assessment of unit DLO Initiate development of Comprehensive Program Review Discussion with unit staff Develop/revise unit plans, mission statements and SLOs/DLO s Department Level assessment plans (compare notes to previous years assessment plans) Discuss SLO/DLO for implementation o Survey Page 26

27 Executive Summary (Area Overview) Mission statement Philosophy Statement Program Requirements, Title 5 External Mandates Accreditation Concerns Staffing level (organizational chart) Summary (of Area Functions) Objectives o Previous year s objective may be included if objective is ongoing or not fulfilled Strengths Improvement Areas Student Served Initiate/discuss Assessment plan of action for o Initiate/discuss SLO/DLO Assessment October 17, 2014 January 2015 February Comprehensive Program Review Due Continue evaluation procedures for program review and SLO cycle Evaluate Program Review to determine status of each objectives Re-evaluate and/or revise Assessment Plan (if necessary) Re-evaluate and/or revise Area Needs Assessment (if necessary) o Includes SLO/DLO Discuss and create plan of action for Spring 2015 to meet objectives Discuss SLO survey and data collection (if data is collected from fall semester) Discuss program review evaluation and assessment (status) Area Needs Assessment o Assess areas already completed SLO/DLO Assessments o Assess SLO(s) already completed Submit Program Review and SLO/DLO o First deadline January 31 st, 2015 VP and Deans approval of all Program Reviews Training of the following documents for Budget Committee Development and completion of Resource Allocation Proposal (or RAP) Use of Priority Allocation Rubric (or PAR) and PAL (Prioritization Allocation Links) Submission of RAP (Deadline: March 31 st ) March 2015 (For VP and Deans Only) Update unit plans prioritization of unit goals Initiate Facilities Plan Initiate Technology Plan Page 27

28 Initiate Staffing Plan Discuss prioritization of unit goals Decide unit goals for submission Initiate budget development process o Initiate person responsible to complete BCP Establish goals for April 2015 Budget development submission of RAPs (Due: April 10 th ) Initiate collection of evidence for Program Review and SLO Need electronic copy of assessment Need summary of data collected and how they support your DLO/SAO and your objectives Need explanation of how your data collection is linked to ILO May 2015 June 2015 IPC/budget committee/executive cabinet prioritization of college wide goals and allocate funding Unit DLO assessment submission Unit program data submission Page 28