Chabot College
Program Review Report
2016 -2017
Year Three of
Program Review Cycle
[EOPS/CARE]
Submitted on October 26, 2015
Contact: Patricia Molina
Final Forms, 1/18/13
Table of Contents
___ Year 3
Section A: What Have We Accomplished?
Section B: What’s Next?
Required Appendices:
A: Budget History
B1: Course Learning Outcomes Assessment Schedule
B2: “Closing the Loop” Assessment Reflections
C: Program Learning Outcomes
D: A Few Questions
E: New Initiatives
F1: New Faculty Requests
F2: Classified Staffing Requests
F3: FTEF Requests
F4: Academic Learning Support Requests
F5: Supplies and Services Requests
F6: Conference/Travel Requests
F7: Technology and Other Equipment Requests
F8: Facilities
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Section A: What have we accomplished?
For the year 2015 we have not made many changes. The new Coordinator has been
spending time learning the program, new changes to our state funding allocations and the
Student Success and Support Program implementation. For the school year 2014/2015 we
serviced 334 students. We had many exciting events for our students that included our
workshop series, Blue Ribbon Appreciation Ceremony, Cultural events, the Study Spot and
of course our end of the year celebration.
Workshop Series
We provided a variety of workshops that included study skills, probation, how to budget
money, professionalism in the workplace etc. These workshops were well attended and
students gained helpful information that will help them in life. We had thirteen workshops
and the average attendance was 45. We had over 550 students attend our
workshops. Most students really enjoyed the workshops and suggested which ones we
should repeat. We were very excited that our students were motivated and attending.
Student Success and Support Program
Since its implementation, our staff has been working diligently to make sure our students
comply with the three components and advising them on their probation. We understand
not being in compliance with the SSSP guidelines, our students are at risk of losing their
priority registration. We made phone calls, sent out email and letters to our students to
prepare them for the new registration requirements. We are proud to say that 95% of our
students have completed the three components and are eligible to participate in priority
registration.
We also have been monitoring our students on probation and provided counseling,
workshops and assistance to help them stay eligible. We had thirty two who have below
2.0 GPA. We have seen 60% of these students. We have an adjunct that works very closely
with this population. She has made many appointments for contracts, giving them
information to understand how to get off of probation, and holding workshops to help them
with more information.
Blue Ribbon Appreciation Ceremony
This is an annual ceremony to celebrate the individuals on campus that impact the
student’s life. We know it takes a village and the Chabot’s village has many individuals that
go above and beyond for the students. It’s very important to thank these individuals for
their hard work. Also, this year we included various departments that collaborate with us
in making our program run successfully.
Cultural Events
We co-sponsored the Dia de Los Muertos, movie night “Selma” for Black History month and
the mid-term EOPS Cultural Talent show at the Englander. This exposes our students to
various cultures and traditions and also gives them a chance to display their own traditions
through dance, music or poetry.
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End of Year Celebration
Our EOYC was very successful with about 100 students, family members, staff, and
administrators attending. Our theme this year was Hollywood Red Carpet. We had a lot of
fun taking pictures and watching a video that highlighted our events for the past year! It’s
very important to highlight the accomplishments of our students. We do this by
recognizing our graduates and celebrating their achievements! We had fifty two students
who transferred and or received a degree. We also celebrated our forty five students with
GPAs ranging from 3.5-4.0.
The Study Spot
This is a pilot program we started fall 2015 in partnership with our Math tutors we
provide. Our Math tutors are available for our students during various times during the
week to make sure our students have access. With our Study Spot, we reserve an area
upstairs in the EOPS area for studying on Wednesday evenings. During this time we offer
our students a place to study, snacks, laptops to borrow during that time, supplies, and
calculators if needed. We also have a math tutor for an hour at this time. So far we have
had about five students using the area. We are continuing to outreach to our
EOPS/CalWORKs students and hoping to expand. Our hope is that the students will use
this area and if there is demand, we can bring an English tutor.
Section B: What’s next?
Outreach
As we look to year 2016/2017 we will look at the new allocation process and increase the
number of students in our program. To date, we have 303 EOPS and 32 CARE students that
we are servicing this fall 2015. We look to add 150 more EOPS and 40 more CARE students
by the end of Spring 2016.
Funding
The California Community Colleges Chancellor’s Office has informed the EOPS/CARE
program that it’s funding has been restored to the 2008/2009 level and our budget would
be increased by 37%. With this increase, we are to serve more students and the
2016/2017 funding allocation will revert back to the old process. The old process consists
of funding by the number of unduplicated students served and determining how much the
district matches. Because of this we have increased our outreach and plan to service 400450 students for the 2015-2016 school year. Currently, we 306 students in our
program. CARE needs to expand as well. We serviced 38 students and plan to double that
number in the coming year. With this increase we hope our funding will not decrease.
With the EOPS motto over and above we need to make sure our students are getting quality
services. With the help of a full time counselor, we will be able to keep that motto in
place. As we add a full time counselor, we can increase the number of students that
complete their three contacts. This full timer will give a continuity to our students.
Because the year 2016-2017 will bring more changes like students losing their Board of
Governors Fee Waiver, we need to strategize now and help prevent our students from
losing the fee waiver. Our plan is to target our students by groups, for example those who
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are on probation or on the verge, those who have 30 or more units, and those having
problems with Math and English. We would like to take a case management approach to
help our students succeed. We will call, email and in some cases bring them in our offices
and let them know of the support they can receive. If we can connect with them on an
emotional level we may reach them and help them succeed.
Probation
We know our students are at risk of losing priority registration and now their Board of
Governors Fee Waiver. With this in mind our part-timer will continue to work closely with
these students. We are also going to look at the students with low 2.0 GPAs and intervene
before they get on probation. Our objective will be prevention.
Lastly, we are very excited to continue the over above and beyond service to our students.
We will continue the workshop series, cultural events, student recognition ceremonies and
comprehensive counseling. We feel that by connecting to them in these and other ways
will help our students succeed. We will look very closely at the outcomes for our students
and determine what’s working and change what is needed. The new year will bring more
case management that will give us a better connection to the student.
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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
2011-12
Budget
Requested
N/A
2011-12
Budget
Received
N/A
2012-13
Budget
Requested
N/A
2012-13
Budget
Received
N/A
$0.00
$0.00
$0.00
$0.00
1. How has your investment of the budget monies you did receive improved your Service Area
Outcomes? 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.
N/A
2. What has been the impact of not receiving some of your requested funding? How has your ability to
serve the college and our students been impacted, or safety compromised?
N/A
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Appendix B: Student Learning and Service Area Outcomes Inventory
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.
SAO
SAO #1 (Ongoing)
EOPS/CARE students will learn to utilize
the EOPS/CARE program by completing
the three mandated EOPS program
contacts each semester to ensure
students reach their educational goals
in a timely manner.
How Measured
Results/Discussion
We will run a report
named RYQEOPS from
banner each semester
to determine the
student’s status.
When we see a
student missing a
mandated
requirement then the
student is contacted
and assisted to
complete it.
Completed all 3 program
contacts
Fall 201179%
Spring 2012- 77%
Fall 201375%
Spring 2014- 72%
We will run a report
named RYQEOPS from
banner each semester
to determine the
student’s status.
When we see a
student missing a core
requirement then the
student is contacted
and assisted to
complete it.
Also students can
verify from their classweb account.
Summer and
Fall 2014
registration,
Fall 2014- 70%
Spring 2015- 71%
SAO #2:(Ongoing)
1. EOPS students will be able to
confirm they have completed
the three core services, which
are:
a. Assessment
b. Online Orientation
c. Student Education Plan
(SEP)
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76% of all
EOPS/CARE
students had
all three core
services
completed
before
registration.
School year
2014-2015
95% of all
EOPS/CARE
students
had all
three core
services
completed
before
registration.
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?
N/A
What is your specific goal and measurable outcome?
What is your action plan to achieve your goal?
Target
Required Budget (Split out
Completion personnel, supplies, other
Date
categories)
Activity (brief description)
How will you manage the personnel needs?
New Hires:
Faculty # of positions Classified staff # of positions
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
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):
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:
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Appendix F1: Full-Time Faculty or Counselors/Adjunct Staffing Request(s) [Acct.
Category 1000]
Audience: Faculty Prioritization Committee and Administrators
Purpose: Providing explanation and justification for new and replacement positions for full-time
faculty/counselors and adjuncts
Instructions: Please justify the need for your request. Discuss anticipated improvements in student
learning and contribution to the Strategic Plan goal. Cite evidence and data to support your request,
including enrollment management data (EM Summary by Term) for the most recent three years, student
success and retention data , and any other pertinent information. Data is available at
http://www.chabotcollege.edu/ProgramReview/Data2012.cfm.
1. Number of new faculty or counselors requested in this discipline: _1___
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1. Counselor (EOPS)
Counselor/Instructor
2.
3. Rationale for your proposal. Please use the enrollment management data. Additional data that will
strengthen your rationale include FTES trends over the last 5 years, persistence, FT/PT faculty ratios,
CLO and PLO assessment results and external accreditation demands.
The EOPS program has lost two full time counseling positions over the last three years due to
retirements and a voluntary department transfer. While our adjunct faculty possess a plethora of
counseling knowledge and expertise, the continuity of a full time counseling faculty member who can
participate in shared governance committees and who students can build an invariable relationship
with, is ideal for this type of intrusive counseling program.
Partial funding of this position could be subsidized through EOPS categorical funds(50% - 75%) with a
partial match (25% - 50%) from the general fund (to assist with the EOPS Title V mandated “college
match” requirements ($220,444 College match required annually).
Under the reinstated allocation from the state, our funding depends on this match. Last year we
barely met the required match for the state. Now, when awarding allocations the state will look at
the amount being matched and the number of students served.
4. Statements about the alignment with the strategic plan and your student learning and service area
goals are required. Indicate here any information from advisory committees or outside accreditation
reviews that is pertinent to the proposal.
With the broad array of academic and personal counseling services engaged in; it is our goal to get
students onto their “critical path quickly” and it would strengthen the program to hire a full-time
counselor to assist with these efforts.
If hired, a full time counselor will be able to help “Increase the number of students that achieve their
educational goal within a reasonable time by clarifying pathways and providing more information and
support” to our EOPS and CARE students.
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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, 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: __N/A____
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1.
2.
3. Rationale for your proposal.
4. 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.
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Appendix F3: FTEF Requests
Audience: Administrators, CEMC, PRBC
Purpose: To recommend changes in FTEF allocations for subsequent academic year and guide Deans and
CEMC in the allocation of FTEF to disciplines. For more information, see Article 29 (CEMC) of the Faculty
Contract.
Instructions: In the area below, please list your requested changes in course offerings (and
corresponding request in FTEF) and provide your rationale for these changes. Be sure to analyze
enrollment trends and other relevant data
athttp://www.chabotcollege.edu/ProgramReview/Data2012.cfm.
N/A
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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.
Project or Items
Requested
N/A
2012-13 Budget
Requested Received
$
2013-14
Request
$
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Rationale
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.
Conference/Training
Program
N/A
2013-14 Request
Rationale
$
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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.
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.
Project or Items
Requested
N/A
2012-13 Budget
Requested Received
$
2013-14
Request
Rationale*
$
* Rationale should include discussion of impact on student learning, connection to our strategic plan
goal, impact on student enrollment, safety improvements, whether the equipment is new or
replacement, potential ongoing cost savings that the equipment may provide, ongoing costs of
equipment maintenance, associated training costs, and any other relevant information that you believe
the Budget Committee should consider.
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Appendix F8: Facilities Requests
Audience: Facilities Committee, Administrators
Purpose: To be read and responded to by Facilities Committee.
Background: Following the completion of the 2012 Chabot College Facility Master Plan, the Facilities
Committee (FC) has begun the task of re-prioritizing Measure B Bond budgets to better align with current
needs. The FC has identified approximately $18M in budgets to be used to meet capital improvement
needs on the Chabot College campus. Discussion in the FC includes holding some funds for a year or two
to be used as match if and when the State again funds capital projects, and to fund smaller projects that
will directly assist our strategic goal. The FC has determined that although some of the college's greatest
needs involving new facilities cannot be met with this limited amount of funding, there are many smaller
pressing needs that could be addressed. The kinds of projects that can be legally funded with bond
dollars include the "repairing, constructing, acquiring, equipping of classrooms, labs, sites and facilities."
Do NOT use this form for equipment or supply requests.
Instructions: Please fill in the following as needed to justify your requests. If requesting more than one
facilities project, please rank order your requests.
Brief Title of Request (Project Name):
N/A
Building/Location:
Description of the facility project. Please be as specific as possible.
What educational programs or institutional purposes does this equipment support?
Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to
enhancing student learning?
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