Mt. San Jacinto College Administrative Unit Program Review... · Strategic Plan Department...

Mt. San Jacinto College Administrative Unit Program Review

Office of Institutional Effectiveness

Research & Planning Dept.1.24.11

Mt. San Jacinto College Mission Statement:

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,


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Mt. San Jacinto Community College District | 1

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.

Approved by the Board of Trustees on September 10, 2009

INTRODUCTION –Conceptualizing Program Review

Program review is a systematic process of data collection, analysis, and interpretation for effective

planning and accreditation review. Program review ought to be a “360-degree” review or a review from

all angles over time, of the effectiveness of an “educational program”. Fundamentally, program reviews

requires an institution to ask important questions about itself and to perform analysis about its own

performance. The review of the quality of effectiveness of Mt. San Jacinto College programs is an

ongoing professional responsibility and should be both meaningful and practical. A complete program

review cycle involves distinct conceptual steps: a precise and accurate description of things as they exist,

evaluation of whether those things are sufficient or appropriate or “good enough” to satisfy the

institution’s pursuit of excellence, planning for needed improvement, implementation of those plans,

and evaluation of the effectiveness of the actions taken in achieving the desired results.

The major objectives of Program Review are to:

- State program goals and align future goals with the college’s mission and goals

- Collect and analyze data on key performance indicators, administrative unit outcomes, program

activities and accomplishments

- Examine and document the effectiveness of administrative services

- Facilitate program improvement through analysis of student learning outcomes at the course,

program, administrative and institutional level

- Aid in institutional planning and decision-making processes within the college structure

- To use program review data and goals as rationale for budget, staff, facilities, professional

development, curriculum, and other planning decisions

- Comply with Accreditation Standards, Federal and State law, Title 5, and other legal certification

requirements

Plans for improvement that result from program review should be integrated with or connected to

overall institutional plans so that the regular institutional processes for setting directions and timelines,

and providing resources for action, support the implementation of those plans.


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How Program Review Integrates with Planning

Self-Study documents are intended to be key drivers informing the District of the colleges’ strategic

planning process. Administrative Unit Program reviews will be updated annually and serve as a vital

component in the planning and budgeting process. Completed reviews will be shared with all college

constituent groups via Institutional Planning Committee (IPC) and made available to the entire college

community online. The result of discussions in the planning committees is intended to link into budget

planning

Integrated Planning and Allocation Cycle

IPC:Planning

SLOAC and Program Review:

Assessment

College Council

Cabinet

BDC:Allocating

Board of Trustees: Provide Policy and

Direction

Assessment CycleIPC

uses Board Goals and Planning Priorities to assess Program Reviews and SLOs/ Outcomes, reports to BDC, Cabinet, Board of Trustees

Program Review

CommitteeSLOAC

IPC Reports

Department Assessments

(SLOs and Program Reviews

Sector Reports


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Planning CycleIPC

uses Board Goals, SLOs, Program Reviews , and

Planning Priorities to assess proposals emerging from

sector plans IPC Reports and

Approved Plans:

Master Plan and

Strategic Plan

Department Assessments

(SLOs and Program Reviews)

Sector Plans:

Ed Plan, HR Plan, Facilties

Plan, Resources

Plan

Demographic Research

ARCC reports, other performance

measures

Allocation Cycle

BDC Roles: 1.determine available funds, 2. check proposals for completeness3. Allocates along IPC lists4. Routes budget proposal to cabinet

IPC Ranks proposals, by category

Division/Departmental Plans, Program Reviews

Sector Proposals

Board—establishes short-term and long-term priorities, goals

And the Big Wheel Goes Around….

Board

BDC

SLOs, Program Reviews

Dept. Plans, Implementation, and Assessment

Cabinet

College Council

IPC

Proposed Plans

Proposed Budget

Sector plans,

proposals

allocationsPlans


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Mt. San Jacinto College Institutional Goals 2010-2011

Program Review and assessment is the cornerstone of planning. The Board of Trustees has adopted the

following Institutional goals that embrace the following concepts:

Student Success

Systematic Planning and Assessment

Fiscally Sound Position

Institutional Pride and Organizational Culture

Community Partnership and Service Program Review provides a means through which each college division (sector) set goals and objectives

that support the Board Adopted Institutional Goals, through focusing on the student as a learner. All

administrative unit areas are expected to reference the Institutional goals as reports are prepared.

Components of Program Review

Administrative Unit Program Review contains the following sections:

1. Executive Summary

2. Administrative Unit Overview

2.1 Mission Statement

2.2. Philosophy Statement

2.3 Administrative Unit Functions

2.4 Identification of Recipients of Service

2.5 Quantity of Contacts

2.6 Unit Goals and Objectives

2.7 Administrative Unit Strengths

2.8 Improvement Areas

2.9 Operational Mandates (If applicable)

2.10 Accreditation Concerns

2.11 Results of Previous Program Review/ Progress on Goals from Last Cycle

3. Unit Resources


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3.1. Organizational Chart

3.2. Staffing Level (Full and Part Time)

3.3. Annual Budget and Amounts Budgeted for Resources

3.4. Resource Inventory

3.5. Collaboration with Students and/or Other Units

4. Needs Assessment of Unit

4.1. Administrative Unit Recommendations

4.2. Identification of Resources Required to Achieve Recommendations (Staff, Supplies,

Equipment, Facilities, Marketing/Outreach needs, Institutional Research needs, Other)

Administrative Unit Program Review Work Flow Chart

President/Superintendent / Vice President

Deans and Directors

Unit Area Leaders

Administrative Unit Program Review Worksheet

Associate Dean of Research & Planning

Charles Hawkins

The department ensures that the Administrative Unit has updated data to

make fact based decisions. The department provides the appropriate research

design and statistical analysis of the data related to the institutional activity.


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Administrative Unit Area: Office of Institutional Effectiveness – Research & Planning Dept.

Prepared By: Charles Hawkins , Associate Dean of Research & Planning

Academic Year: FY10-11

1. Executive Summary

2. Administrative Unit Overview

The Unit Overview should reflect the consensus of the staff within the administrative unit. 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 and its campuses. The

following reflects the general guidelines followed by the services areas in completing their area

overview.

Note: Provide a brief, succinct narrative for your area; should be no more than 3-5 pages in length

2.1 Mission Statement

Note: Area mission statements must be directly aligned with those of the 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.

Suggestion: This statement should be about 25 words or less.

The R & P Dept’s mission is to provide fact based data to make timing decisions to support the

mission of MSJC and provide appropriate research design, consultation, leadership, evaluation,

planning & statistical data analysis of institutional activities on areas related to student success.

The objective of the department is to integrate data seamlessly throughout MSJC

which enables (a) all departments to work from the same database and (b) the data to

be delivered on a timely, accurate and consistent basis.

The Research & Planning department is open to all programs that produce student

success that can be validated by fact based data.

The department seeks out the best practices of our and other centers of higher

education. The department provides information to enable the administration and

faculty to make fact based decisions.

The department strives to stay abreast of all student success key drivers that over

time will change and affect our district’s ability to serve and meet the academic

needs of the local community.

The Institutional Research department policy and practice is to be proactive versus

reactive and be action driven.


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2.2 Philosophy Statement

Note: Identify or outline how your area serves the mission of the institution.

2.3 Administrative Unit Functions

Note: Identify and describe the services offered and the functions performed by the unit.

2.4 Recipients of Service

Note: Identify the customers and/or recipients of the services offered and performed by the unit.

The department develops and disseminates data, enrollment trends and required internal and

external reports, and provides assistance in analysis and interpretation of academic and

administrative data in support of decision making and policy formation. Research and Planning

directly serves staff and faculty, and indirectly serves all students and the community.

Marketing Department - Work with Marketing Department to provide fact base data that highlights MSJC

as a college of choice. Identify MSJC’s benefits and points of uniqueness relative to other community

colleges.

Grant Department - Provide Grant Department with statistics data to support grant request

Human Research - Provide direction & oversee external, staff & student research requests

Assist with conceptual, methodology and research design

Develop method to monitor / review ad hoc on campus research studies

Provide assistance, guidance and support- to faculty, staff and admin on data analysis & individual projects

IPEDS – gatekeeper –work with HR, Business Services & IT to ensure smooth transition of data to FEDs.

Maintain institutional fact and stats website – to provide data bank for staff and faculty

Provide administration and faculty with periodical reports - to develop an information network that is fact

based and delivers key information to faculty and administration that are actionable, newsworthy and

enhances the equity of MSJC

Review past, current and future research data - Identify strengths and opportunities (weakness) of MSJC

and summary to appropriate MSJC administrators which key points should or can be utilize to support the

mission of MSJC.

Recipients of the services offered and performed by the MSJC R & P Dept. primarily include

MSJC administrators (President, Vice Presidents, Deans, Directors, Supervisors, and

Coordinators), faculty (full and associate) and classified professionals, and Instructional and/or

Student Services departments/programs. Indirect recipients of services offered by the Grants

Office consist of students, and community and regional business/industry members.


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2.5 Quantity of Contacts (Recipients Served)

Note: Briefly report the number of customers served and/or provide a general description of the

population(s) you serve (students, faculty, staff, community, etc.). When reporting numbers,

please specify the timeframe you are reporting (annual, quarterly, monthly, etc.).

2.6 Unit Goals and Objectives:

Note: Identify the unit’s annual goals and describe how the unit goals relate to the institutional

goals. List your service area’s administrative unit outcomes. Unit objectives must be related to

the district goals AND have one or more measurable outcome. Objectives must also be

addressed in the SLO/DLO/AUO worksheet and Assessment Plan.

2.7 Administrative Unit Strengths

Note: Briefly describe about five of your area’s greatest strengths. Strengths substantiated through data

are preferred. Provide evidence from customers/recipients that demonstrate success. How does the unit

work to correct problems and improve its services? What strategies have been used to improve delivery of

support services within the unit (e.g., technology, online options, paperless access)

\

Provide weekly contact with faculty and staff in terms of customized requests, distribution of

enrollment projections and recaps prior to each term to all institutional employees consisting of

faculty, administrators and classified (1,112). Periodical presentations to faculty at convocation,

B.O.T. and Executive Cabinet. Monthly updates on students success measures to all administrators.

Unit Goal(s):

1. Compile and analyze semester trends of students outcomes in terms of student success,

retention rates, persistence from fall-to-fall by course discipline (i.e. math 50, math 51,

math 90 etc.) and correlate outcome to key causes and or programs. This would provide

the institution with data to better service the students and meet our institutional goals of

increasing student success by focusing on provide programs.

2. Gain a detail understanding of MSJC’s student body in terms of their academic needs and

goals (i.e. Majors, barriers to success, barriers to entry, barriers in terms of gender and

ethnicity)

3. Gain an understanding of the impact of the student persistence from fall-to-fall to the

institution (i.e. impact, if any, on fill rate, institutional success rate, institutional cost)

Unit strength – 1. Ability to extract actionable outcomes from data analysis that can be used

by faculty and instructional administrators to increase student success. 2. Team leadership

that results in proactive activities. 3. Able to build confidence in our Research and Planning

Department by focusing on accuracy, consistency and timeliness of data. 4. Present

statistical analysis in a non-threaten and understandable format.

The key strategy has been to provide fact based data to the all key share holders and

leaders in the institutions that can be shared with all in a collaborative manner.


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2.8 Improvement Areas

Note: Identify specific issues and/or needs that are affecting the efficiency or effectiveness of

your area. Summarize areas in which the unit can capitalize on opportunities available and

increase effectiveness. Identify barriers which the unit faces. What future trends are likely to

have an impact on the unit and how does the unit intend to deal with them? Do you anticipate

that the workload will increase, decrease, or remain constant in the upcoming one to three

years? IS this a temporary situation?

2.9 Operational Mandates

Note: If applicable, identify all related requirements applicable to Title 5 requirements and any

other mandated requirements identified by the state, federal, and/or local level.

2.10 Accreditation Concerns

Note: Compare comments related to Accreditation and how your area addresses targeted

concerns.

1. To keep both administration and faculty informed on pertinent institutional data

that is newsworthy to MSJC’s mission. I will work closely with the PR & Marketing

Department to ensure that this information will also be distributed to the public when

applicable.

2. To integrate data seamlessly throughout MSJC so that (a) all departments are

working from the same database and (b) the data can be delivered on a timely,

accurate and consistent basis.

1. Supporting MSJC district data & research requests with no department staff or

administrative assistance will be taxing.

2. To increase the equity of MSJC long term it is critical to identify the: (a)

strengths and opportunities (weakness) of MSJC (b) the point of uniqueness that best

describes MSJC and

3. Develop an information network that is fact based & delivers key information to

faculty and administration that is actionable, newsworthy and enhances the equity of

MSJC.

1. Increase the timeliness that individual requests are completed

2. Provide faculty and administrative staff with state-of-the-art data warehouse

that includes climate data and user friendly data bases.


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2.11 Results of Previous Program Review/Progress on Goals

Note: Describe the progress the unit has made toward achieving the goals of the last review. List

plans for improvement from previous program review and describe progress made, providing

data where applicable. Complete Assessment Plan Part 1 and Part 2 Tables on the following

page.

Part I. Report on Previous Year Assessment Plan for Administrative Unit Area: (specify)

(Please provide a 1 page historical reference of last year’s outcomes)

Mission Statement: The R & P Dept’s mission is to provide fact based data to make timing decisions to support

the mission of MSJC and provide appropriate research design, consultation, leadership, evaluation, planning &

statistical data analysis of institutional activities on areas related to student success. Objective Student Learning Outcome

(SLO)

Or Service Area

Outcome (AUO/DLO)

Linked to Institutional

Learning Outcome

(check all that apply)

Assessment

Criteria

(Specify Target

Performance

Level)

Assessment Measure Completion

(or anticipate

completion)

Findings*

Improve

ment

Recomm

endations

(next

step)*

1.

Develop a

faculty & staff

friendly data

warehouse that

contains

pertinent data

that can be

utilized to drive

student success

and lifelong

learning

Increase presents of

fact based data by

faculty and staff to

drive programs and

budget

recommendations and

decisions.

Communication

Critical Thinking

Aesthetic Awareness

Social Awareness

Responsibility

Scientific Awareness

Relative data

for

faculty/staff

requests,

proposals and

recommendat

ions is

available on

data base

If pertinent data is

housed on the data

warehouse it is

included in the

requests, proposals

and

recommendations

of the faculty &

staff

AY10-11 and

going

2. Identify the

most impactful

key performance

indicators of

student success

relative to ARCC

Matrix

Increase student

success, retention,

persistent, transfer

rate & number of

degree/certificates

Communication

Critical Thinking

Aesthetic

Awareness

Social Awareness

Responsibility

Scientific

Awareness

Collaborative

Development

of the matrix

Measure current

AY key indicators

of student success

versus prior AY

AY10-11 and

going

3. Identify the

unique point(s)

of difference of

MSJC in terms

of student

success

Increase student

success, retention,

persistent, transfer

rate & number of

degree/certificates

Communication

Critical Thinking

Aesthetic Awareness

Social Awareness

Responsibility


Increase the

ratio of

successful

completion

FTES

Measure current

AY successful

FTES versus prior

AY

AY10-11 and

going


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Part II. Assessment Plan for Administrative Unit Area: (specify)

Report on up to three outcomes from your service area. Please detail findings and improvement

recommendations on following page.

Mission Statement:

Objective

(from

program

review)

Student Learning

Outcome (SLO)

or

Service Area

Outcome (AUO/DLO)

Linked to Institutional

Learning Outcome

Assessment

Criteria

(Specify

Target

Performance

Level)

Assessment

Measure

Completion

(or anticipate

completion)

Findings*

Improvement

Recommendations

(next step)*

1.

Communication

Critical Thinking

Aesthetic Awareness

Social Awareness

Responsibility


2. Communication

Critical Thinking

Aesthetic Awareness

Social Awareness

Responsibility


3. Communication

Critical Thinking

Aesthetic Awareness

Social


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3. Administrative Unit Resources

3.1 Organizational Chart

Note: Provide an organizational chart of your unit (including all levels of service – administrative

and classified staff positions). Click on icon to attach chart.

3.2 Staffing (Full and Part Time)

Note: Identify the number of full and part time staff in the unit. List and briefly describe each

administrative/classified position in the unit.

Awareness

Responsibility


Other Information: Click here to enter text.

Roger Schultz President/Superintendent

Institutional Effectiveness

Research

Charles Hawkins

Associate Dean of Research & Planning


Grants Office/Accreditation

Rebecca Teague

Director of Grant Development

Accreditation Liaison Officer


Assessment

Brandon Moore

Assessment Coordinator


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3.3 Annual Budget

Note: Identify the annual budget for the unit. Provide the percent of the unit’s total budget of the

college’s budget. Outline the amounts budgeted for salaries, equipment, supplies, travel, and

other categories.

3.4 Resource Inventory

Note: List equipment and specific technology assigned to your unit. List the number and type of

facilities utilized by the unit. Describe the current staff development opportunities provided by

the unit.

One full time Administrator (Associate Dean of Research & Planning)

Under the direction of the Superintendent/President and the Executive Cabinet, perform duties

related to the development and management of an institutional research office: coordinate

strategic planning and research efforts; program review; assessment of institutional

effectiveness; responsible for development and dissemination of planning information,

enrollment trends, and required internal and State/Federal external reports. Provide assistance

and guidance in the analysis and interpretation of academic and administrative data in support of

decision making and policy formation; coordinate external and internal environmental activities.

AY 2010-11 Budget = 162,954

Object code Budget

2000’s Salaries (2) 124,260

3000’s Benefits (2) 21,802

4000’s Supplies 1,257

5000’s Travel/Consultants 15,324

6000’s other 321

Equipment/Technology: 2 Desktop computers/3 monitors/2 telephones/ 2 black & white

printers/1 shared Xerox machine-scanning, copying/ 1 shared color printer

Facilities: The MSJC Research & Planning Dept. is located on the San Jacinto Campus in the

Office of Institutional Effectiveness modular 1425 along with Grants and Assessment.


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3.5 Collaboration with Students and/or Other Units

Note: Describe the unit’s strengths and weaknesses in the area of outreach and collaboration?

Identify how effectively information flows from and to this unit to other units on campus?

Identify any areas where communication could be improved.

4. Administrative Unit Needs Assessment

Note: Complete Needs Assessment Plan Part 4.1-4.4 on the following pages.

4.1 Administrative Unit Recommendations

Note: Based on the unit’s review, describe recommendations for the following cycle. Discuss

planned areas for improvement.

Formed & chair an IR Committee that meets 7 times per year, once a month during

fall & spring semesters. The committee includes representation from faculty

(disciplines of math, chemistry, English & mathematics & statistics), IT (first level,

Dean of IT, & second level supervisor), administrative staff (VP of Student Services

& VP Instruction), Assoc. Dean of Grants & members of LCR and Academic Senate.

Semester presentations/lectures to students in biology 100 (data collection &

sampling), math tutoring candidates TA80 (data on demographics & student stats) and

chapter of math/science Mu Alpha Theta math club.

Highly recommend a: 1. research assistant on a part time basis (24 hours/week) by

2011. This position is key to build on the current department momentum to meet the

current and future needs of the faculty and administrate staff. It is also a key

element in delivering fact based data to drive key decisions that lead to student

success. 2. A part time administrative assistance (24 hours/week) to perform the

weekly clerical duties. The admin position would increase the productivity of the

Associate Dean and result in a significantly improved use of human and financial

resources.


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4.2 Identification of Resources Required to Achieve Recommendations (Staff, Supplies,

Equipment, Facilities, Marketing/Outreach needs, Institutional Research needs, Other)

Note: Based on the unit’s review, describe the unit’s needs for resources (identified above).

Itemize actions which the unit is planning to take to meet challenges and improve student

learning/department learning outcomes

Part 4.1 Area Needs Assessment - Staff

(Please include: How is the data outcome and analysis tie to your area needs?)

Position Staffing Levels for Each of the Previous Five Years Anticipated needs

2004 2005 2006

2007 2008 %

Change f r o m Year 1 to

Year 5

2009 - 2010

2010- 2011

Administration (Certificated Management)

0 0 0 0 1 1 1

Classified Staff FT (Including Classified Management)

0.5 0.5 0 0 0 0.5 0.5

Classified Staff PT

0 0 0 0 0 0.5 0.5

Confidential Staff FT

0 0 0 0 0

Hourly Staff (by 1000 hour equivalent = .5)

0 0 0 0 0

Student Workers

0 0 0 0 0

Faculty Reassigned FTE Full time

0 0 0 0 0

Need of a part-time Research Analyst to support the daily Datatel student data

analysis needs of the institution.


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Faculty Reassigned FTE Part time

0 0 0 0 0

Professional Expert 0 0 0 0 0

Total Full Time Equivalent Work

0.5 0.5 0 0 1 2 2

Part 4.2 Area Needs Assessment – Equipment/Repair

List Equipment or Equipment Repair Needed for Next

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.

Annual TCO*

Cost per

item

Number

Requested

Total Cost of

Request

1. Two 24” monitors (24 diagonal by 18.8H x 22W ) Dell Professional

P2411H 24-inch Widescreen Flat Panel Monitor with LED 229.00ea +

tax

Reason: Increases productivity of department head (Assoc. Dean of

Research & Planning)

252.00 2 508.00

2.

Reason:

3. Reason:


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4. Reason:

5. Reason:

6.

Reason:

Part 4.3 Area Needs Assessment – Facilities

List Facility/Staff Needs for Next Academic Year. Annual TCO*

(Remodels, Renovations or added new facilities) Place items on list in order (rank) or importance.

Total Cost of

Request

1. Not applicable Reason:

2.

Reason:

3.

Reason:


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4.

Reason:

5. Reason:

6. Reason:

Part 4.4 Area Needs Assessment – Professional Development Needs

List Professional Development Needs for Next 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.

Annual TCO*

Cost

per

item

Number

Requested

Total

Cost of

Request

1. Reason:

2.

Reason:


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3.

Reason:

4.

Reason:

5.

Reason:

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