Chabot College
Program Review Report
2014 -2015
Year One of
Program Review Cycle
“You are in the same cycle as last year!”
Admissions & Records
Submitted on 11/14/13
Contact: Paulette Y. Lino,
Director of Admissions & Records /
International Students / Veterans
Final Forms, 1/18/13
Table of Contents
Divisions/Programs remain in the same cycle year for 2013-2014
___ Year 1
Section 1: Where We’ve Been
Section 2: Where We Are Now
Section 3: The Difference We Hope to Make
Required Appendices:
A: Budget History
B: Course Learning Outcomes Assessment Schedule
E: New Initiatives
F2: Classified Staffing Requests
F5: Supplies and Services Requests
F6: Conference/Travel Requests
F7: Technology and Other Equipment Requests
____ YEAR ONE
1. Where We’ve Been - Complete Appendix A (Budget History) prior to writing your
narrative. Limit your narrative to no more than one page. As you enter a new Program
Review cycle, reflect on your achievements over the last few years. What did you want
to accomplish? Describe how changes in resources provided to your discipline or
program have impacted your achievements. What are you most proud of, and what do
you want to continue to improve?
The Admissions & Records establishes and maintains academic enrollment records of the college. We
strive to provide accurate, responsive and respectful services to faculty, staff and students. We are
committed to the development of staff, policies, procedures and technology to enhance students’
success. We promote open communication and mutual support that acknowledges the time and effort
necessary to assure information integrity.
Some of the achievements we have accomplished in the past year is the implementation of making the
nursing application electronic. In the past, the whole process was done manually. Hard copies of
applications and other documents were submitted. Now that it’s electronic, it has streamlined the
process, reducing the risk of errors.
Banner Data Management System (BDMS) was also implemented. This is an imaging system integrated
with Banner. Documents are scanned in BDMS and are pulled up on Banner.
Electronic transcripts was also implemented. Transcripts are sent and received electronically with
participating institutions throughout California. This has streamlined the process and made processing
transcripts more expedient.
One major project that an A & R Evaluator is working on is the scribing for Degree Works (degree audit
system). She is scribing our catalogs and checking for accuracy so we may be able to have a soft launch
of Degree Works in Spring 2014.
Admissions & Records staffing have decreased since the budget constraints & staff reductions in 2011.
Due to less staffing, evening or extended hours are no longer available. It also takes longer to process
documents/paperworks.
Historically, we were able to hire hourly to assist with coverage and processing. At this time, with staff
reduction and no hourly hires, there are no back-ups for when someone is out sick or on vacation,
resulting to an early office closure.
I am most proud of the entire Admissions & Records staff. With the considerable staff reduction, we
have pulled together and worked as a team in order to continue with services. The A & R staff continues
to works hard. However, I would like some assistance from the college to help us restore the staffing
back to what it was before. It is quite difficult to offer the same kind of service to students and faculty
with the limited resources we have.
2. Where We Are Now As stated in #1 (Where We’ve Been), some of the achievements we have accomplished in the past year is
the implementation of making the nursing application electronic. In the past, the whole process was
done manually. Hard copies of applications and other documents were submitted. Now that it’s
electronic, it has streamlined the process, reducing the risk of errors.
Banner Data Management System (BDMS) was also implemented. This is an imaging system integrated
with Banner. Documents are scanned in BDMS and are pulled up on Banner.
Electronic transcripts was also implemented. Transcripts are sent and received electronically with
participating institutions throughout California. This has streamlined the process and made processing
transcripts more expedient.
One major project that an A & R Evaluator is working on is the scribing for Degree Works (degree audit
system). She is scribing our catalogs and checking for accuracy so we may be able to have a soft launch
of Degree Works in Spring 2014.
Admissions & Records staffing have decreased since the budget constraints & staff reductions in 2011.
Due to less staffing, evening or extended hours are no longer available. It also takes longer to process
documents/paperworks.
Historically, we were able to hire hourly to assist with coverage and processing. At this time, with staff
reduction and no hourly hires, there are no back-ups for when someone is out sick or on vacation,
resulting to an early office closure.
I am most proud of the entire Admissions & Records staff. With the considerable staff reduction, we
have pulled together and worked as a team in order to continue with services. The A & R staff continues
to works hard. However, I would like some assistance from the college to help us restore the staffing
back to what it was before. It is quite difficult to offer the same kind of service to students and faculty
with the limited resources we have.
3. The Difference We Hope to Make - Review the Strategic Plan goal and key
strategies at
http://www.chabotcollege.edu/prbc/StrategicPlan/SP for PR.pdf prior to completing your
narrative. Please complete Appendices E (New Initiatives) and F1-8 (Resource
Requests) to further detail your narrative. Limit your narrative to three pages, and be
very specific about what you hope to achieve, why, and how. what initiatives are
underway in your discipline or program, or could you begin, that would support the
achievement of our Strategic Plan goal? Over the next three years, what improvements
would you like to make to your program(s) to improve student learning? What are
your specific, measurable goals? How will you achieve them? Would any of these
require collaboration with other disciplines or areas of the college? How will that
collaboration occur?
By restoring a Classified Professional staff position, Admissions & Records will be able to provide evening
and/or extended hours for students, decrease wait time for processing – able to provide more student
support.
Appendix A: Budget History and Impact
Audience: Budget Committee, PRBC, and Administrators
Purpose: This analysis describes your history of budget requests from the previous two years and
the impacts of funds received and needs that were not met. This history of documented need
can both support your narrative in Section A and provide additional information for Budget
Committee recommendations.
Instructions: Please provide the requested information, and fully explain the impact of the budget
decisions.
Category
Classified Staffing (# of positions)
Supplies & Services
Technology/Equipment
Other
TOTAL
2012-13
Budget
Requested
2012-13
Budget
Received
2013-14
Budget
Requested
1
2013-14
Budget
Received
0
1
0
1. How has your investment of the budget monies you did receive improved student learning? When
you requested the funding, you provided a rationale. In this section, assess if the anticipated
positive impacts you projected have, in fact, been realized.
The funding A & R received (general funds) – was just enough to cover staffing, supplies and other
needed expense. Over the past 2 years, our funds have been cut by at least 10% each year.
A & R will lose approximately $130,000 in Matriculation funding with the new SSSP (Student Success &
Support Program) regulations effective 2014-2015. This will impact the A & R staffing and operational
budget. One FTE is currently funded under Matriculation ($70,000). Majority of A & R’s operational
budget is funded via Matriculation. With the new SSSP regulations, A & R will no longer be receiving any
of these funds.
2. What has been the impact of not receiving some of your requested funding? How has student
learning been impacted, or safety compromised, or enrollment or retention negatively impacted?
Not having the same number of Classified Professionals we had in the past have impacted the level of
service provided to the students and faculty. We only have one evening hours offered.
Requests/documents/paperworks takes longer to process.
A & R will lose approximately $130,000 in Matriculation funding with the new SSSP (Student Success &
Support Program) regulations effective 2014-2015. This will impact the A & R staffing and operational
budget. One FTE is currently funded under Matriculation ($70,000). Majority of A & R’s operational
budget is funded via Matriculation. With the new SSSP regulations, A & R will no longer be receiving any
of these funds.
Appendix B: Student Learning Outcomes Assessment Reporting Schedule
(As a service area and not a classroom, I have replaced the original with prior year format
that better reflects our service)
Audience: PRBC and Administrators
Purpose: This analysis enables us to track progress on key learning and student service goals,
and to meet our accreditation standards.
Instructions: Please provide the requested information, noting ongoing SLOs/SAOs as well as
any new goals.
SLO/SAO
SLO #1:
To provide educational records
management systems to ensure fail
safe security and compliance with
FERPA and CCCCO regulations
SAO #1:
To have electronic access to
documentation linked to SIS (Student
Information System – Banner) – to
ensure a paperless office (BDMS)
SAO #2:
Full implementation of the automated
process of evaluation (Degree Works)
SAO #3:
Provide more intervention and
automated processes to support
student success.
How
Measured
Results/Discussion
System
data
On-going
System
data
Completed. Implemented May 2013
System
data
On-going. Waiting for implementation
from ITS.
Survey,
student
data.
On-going
Appendix E: Proposal for New Initiatives (Complete for each new initiative)
Audience: Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee
Purpose: A “New Initiative” is a new project or expansion of a current project that supports our Strategic
Plan. The project will require the support of additional and/or outside funding. The information you
provide will facilitate and focus the research and development process for finding both internal and
external funding.
How does your initiative address the college's Strategic Plan goal, or significantly improve student
learning?
Re-establishing previous staffing would help provide evening or extended hours/services to students –
therefore refining registration process.
One of our focus is to maintain compliant and student centered services, specifically in meeting the
required regulatory changes from both State and Federal sources.
What is your specific goal and measurable outcome?
Restore and re-establish a Classified Professional position that A & R lost during the staff reductions in
2011.
Re-classify Classified Professional position.
One staff position is funded through Matriculation. With Student Success & Support Program (SSSP),
the funding will go away. This is an important position for A & R and other source of funding is needed
for this position.
What is your action plan to achieve your goal?
Activity (brief description)
Re-classify an Evaluator position to Admissions & Records
Coordinator
Request for restoring the Classified Professional position that
Admissions & Records lost in 2011 due to staff reduction and
early retirement.
Hire additional staffing in various positions
Target
Completion
Date
Ongoing
through
2015
Ongoing
through
2015
Ongoing
through
2015
Required Budget (Split out
personnel, supplies, other
categories)
Personnel = $7,500 +
benefits
Personnel = $41,848 +
benefits
Personnel = $118,236 +
benefits
How will you manage the personnel needs?
New Hires:
Faculty # of positions Classified staff # of positions 3.5
Reassigning existing employee(s) to the project; employee(s) current workload will be:
Covered by overload or part-time employee(s)
Covered by hiring temporary replacement(s)
Other, explain Re-classify Evaluator to A & R Coordinator
At the end of the project period, the proposed project will:
Be completed (onetime only effort)
Require additional funding to continue and/or institutionalize the project
(obtained by/from):College Funding
Will the proposed project require facility modifications, additional space, or program relocation?
No
Yes, explain:
Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements?
No
Yes, explain:
Do you know of any grant funding sources that would meet the needs of the proposed project?
No
Yes, list potential funding sources:
Appendix F2: Classified Staffing Request(s) including Student Assistants [Acct. Category 2000]
Audience: Administrators, PRBC
Purpose: Providing explanation and justification for new and replacement positions for full-time and part-time regular (permanent) classified
professional positions (new, augmented and replacement positions). Remember, student assistants are not to replace Classified Professional
staff.
Instructions: Please justify the need for your request. Discuss anticipated improvements in student learning and contribution to the Strategic Plan
goal, safety, mandates, and accreditation issues. Please cite any evidence or data to support your request. If this position is categorically funded,
include and designate the funding source of new categorically-funded position where continuation is contingent upon available funding.
1. Number of positions requested: _3.5 FTE + 1 Re-classification from Evaluator to A & R Coordinator_
STAFFING REQUESTS (2000) CLASSIFIED PROFESSIONALS
PLEASE LIST IN RANK
ORDER
Classified Professional Staff (2000)
Position
Admissions &
Records Asst. II
(0.5 FTE)
Admissions &
Records
Coordinator (1.0
Re-classification of
Evaluator to
Coordinator)
Admissions &
Records Asst. II
(2.0 FTE)
Student Records
Evaluator (1.0 FTE)
Description
Program/Unit
50% position will be dedicated to processing A & R
documents and front window assistance
Admissions & Records Student Services
Re-classify Evaluator to A & R Coordinator and assist in
coordinating and overseeing day-to-day program activities
and operations of A & R. Will serve as a technical resource
for A & R. Assist in the preparation of a variety of statistical
reports required by state and federal agencies
Admissions & Records Student Services
Assists with registration, verification, records maintenance,
scanning and front window.
Evaluate college transcripts for certificate completion or
graduation from the college, make final check for degree
requirements, evaluate special tests, courses and military
experience for credit.
Division/Area
Admissions & Records Student Services
Admissions & Records Student Services
STAFFING REQUESTS (2000) STUDENT ASSISTANTS
Postion
Admissions & Records Student
Asst.
Student Assistants (2000)
Description
Program/Unit
Assist with filing, scanning,
sorting mail, answering
phones.
Admissions & Records
PLEASE LIST IN RANK
ORDER
Division/Area
Student Services
2. Rationale for your proposal.
Having experienced staff reduction from budget constraints and early retirement, students are directly affected with the cuts. Shorter service
hours are offered, longer processing time of documents as well. Our students are not being served as they should.
Our current staffing has resulted in drastically longer response time to student inquiries, longer processing time for transcripts and verification.
The Evaluator has been doing projects beyond her scope and needs to be re-classified to a Coordinator. Current and continuing projects that
needs to be addressed is our degree audit system (Degree Works). The evaluator is scribing for Chabot. Once Degree Works is implemented,
this would need to be maintained for any updates, etc. A Coordinator will also assist in coordinating, organizing and overseeing the day to day
program activities and operation for A & R.
Restore and re-establish a Classified Professional position that A & R lost during the staff reductions in 2011.
One staff position is funded through Matriculation. With Student Success & Support Program (SSSP), the funding will go away. This is an
important position for A & R and other source of funding is needed for this position.
3. Statements about the alignment with the strategic plan and program review are required. Indicate here any information from advisory
committees or outside accreditation reviews that is pertinent to the proposal.
With Degree Works and Student Success & Support Program (SSSP) to be considered, there are processes that needs to be in place. Advisement Services,
Follow-up services for at-risk students, follow-up orientation and comprehensive evaluations need to be in place to comply with SSSP changes.
A & R is in desperate need for additional staffing to provide necessary and mandated services to our students that we cannot adequately provide now.
Appendix F5: Supplies & Services Requests [Acct. Category 4000 and 5000]
Audience: Administrators, Budget Committee, PRBC
Purpose: To request funding for supplies and service, and to guide the Budget Committee in allocation of funds.
Instructions: In the area below, please list both your current and requested budgets for categories 4000 and 5000 in priority order. Do NOT
include conferences and travel, which are submitted on Appendix M6. Justify your request and explain in detail any requested funds beyond
those you received this year. Please also look for opportunities to reduce spending, as funds are very limited.
Supplies Requests [Acct. Category 4000]
Instructions:
1. There should be a separate line item for supplies needed and an amount.
For items purchased in bulk, list the unit cost and provide the total in the "Amount" column.
2. Make sure you include the cost of tax and shipping for items purchased.
Priority 1: Are critical requests required to sustain a program (if not acquired, program may be in peril) or to meet mandated requirements of local,
state or federal regulations or those regulations of a accrediting body for a program.
Priority 2: Are needed requests that will enhance a program but are not so critical as to jeopardize the life of a program if not
received in the requested academic year.
Priority 3: Are requests that are enhancements, non-critical resource requests that would be nice to have and would bring additional benefit to the program.
2013-14
needed totals in all areas Request
Requested Received
Description
Office Supplies – to
0
0
purchase toners,
papers, ribbons for
Student ID cards, pens,
& other office supplies
2014-15
Request
Amount
Vend
or
$10,000
12
Division/Unit
Priority #1
Student
Services /
A&R
XXX
Priority #2
Priority #3
Contracts and Services Requests [Acct. Category 5000]
Instructions:
1. There should be a separate line item for each contract or service.
2. Travel costs should be broken out and then totaled (e.g., airfare, mileage, hotel, etc.)
Priority 1: Are critical requests required to sustain a program (if not acquired, program may be in peril) or to meet mandated
requirements of local,
state or federal regulations or those regulations of a accrediting body for a program.
Priority 2: Are needed requests that will enhance a program but are not so critical as to jeopardize the life of a program if not received in
the requested academic year.
Priority 3: Are requests that are enhancements, non-critical resource requests that would be nice to have and would bring additional
benefit to the program.
augmentations only
Description
Online reference used for
catalogs (past & current)
nationwide (U.S.) for course
descriptions. Used in
evaluations when receiving
transcripts from other
institutions.
Amount
Vendor
Division/Unit
$3,000
Annual maintenance contract
$1,000
College Source
Capture
Technology
Student Services / A &
R
Student Services / A &
R
13
Priority #1
XXX
XXX
Priority #2
Priority #3
Appendix F6: Conference and Travel Requests [ Acct. Category 5000]
Audience: Staff Development Committee, Administrators, Budget Committee, PRBC
Purpose: To request funding for conference attendance, and to guide the Budget and Staff Development Committees in allocation of funds.
Instructions:Please list specific conferences/training programs, including specific information on the name of the conference and location. Note
that the Staff Development Committee currently has no budget, so this data is primarily intended to identify areas of need that could perhaps be
fulfilled on campus, and to establish a historical record of need. Your rationale should discuss student learning goals and/or connection to the
Strategic Plan goal.
Description
Registration & Conference for
annual California Community
College Registrars & Admissions
Officers (CACCRAO)
Travel Expense
Workshops related to
enrollment verifications, record
retention
CCC Apply updates & changes
and eTrans workshops
Amount
$1,000
Vendor
$1,000
Notes
Student
Services / A
&R
XXX
Student
Services / A
&R
XXX
National Student
Clearinghouse
Student
Services / A
&R
XXX
This is an important conference –
important updates and changes
on State & Federal regulations
from the State Chancellor’s
Office and Federal level.
Travel expense for A & R staff to
attend meetings at the District,
LPC, off-campus meetings ; for
extensive training and/or staff
development
Workshops 2x – 4x/yr in relation
to enrollment verification,
degree & certificate verification,
record retention, record
management.
CCC Apply & eTrans
Student
Services / A
&R
XXX
Workshops & meetings held several
times during the year to discuss any
updates & changes mandated by the
State in relation to CCC Apply &
eTrans
CACCRAO
$1,000
$500
Priority Priority Priority
Division/Dept
#1
#2
#3
14
Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000]
Audience: Budget Committee, Technology Committee, Administrators
Purpose: To be read and responded to by Budget Committee and to inform priorities of the Technology Committee.
Instructions: Please fill in the following as needed to justify your requests .If you're requesting classroom technology, see
http://www.chabotcollege.edu/audiovisual/Chabot%20College%20Standard.pdf for the brands/model numbers that are our current standards.
If requesting multiple pieces of equipment, please rank order those requests. Include shipping cost and taxes in your request.
Instructions:
1. For each piece of equipment, there should be a separate line item for each piece and
an amount. Please note: Equipment requests are for equipment whose unit cost exceeds $200.
Items which are less expensive should be requested as supplies. Software licenses should also be
requested as supplies.
2.
For bulk items, list the unit cost and provide the total in the "Amount" column.
Make sure you include the cost of tax and shipping for items purchased.
Priority 1: Are critical requests required to sustain a program (if not acquired, program may be
in peril) or to meet mandated requirements of local,
state or federal regulations or those regulations of a accrediting body for a program.
Priority 2: Are needed requests that will enhance a program but are not so critical as to
jeopardize the life of a program if not received in the requested academic year.
Priority 3: Are requests that are enhancements, non-critical resource requests that would be
nice to have and would bring additional benefit to the program.
Description
Amount
Colored printer
$2,000
Vendor
Division/Unit
Student Services / A & R
15
Priority #1
Priority #2
XXX
Priority #3