Administrative Services Program Review Summary
Chabot College Program Review For Office of the College President
Unit/Area: Office of the President
Division/Area to Which You Report: Office of the President
Author(s) of this Unit Plan: Karen Silva
Today’s Date: March 11th, 2011
School Year Program Review Completed: n/a
Audience: IPBC; Program Review Committee; Deans/Unit Administrators; Budget Committee
Purpose: To provide evidence of progress on from previous year and to provide input into planning for subsequent years.
Instructions: If you have completed your unit plan last year, please update your timeline and answer the questions below. If you are updating/changing
your timeline, list the appropriate year in which revisions were made.
1A. Problem Statement: Summarize your original Program Review conclusions (or if this was done in last year’s unit plan, please update).
1B. Analysis: What was the basis for these new and/or continuing conclusions?
Two years ago, the Office of the President participated in a campus-wide survey to assess and gauge the level of effectiveness, customer service, and overall
services that the office provides to the campus community. The outcome of the survey demonstrated that the office is providing quality service to the
campus; however, the goal is to duplicate a similar survey next academic year to ensure that the office is continuing to meet the needs of its campus
community. The survey was not conducted last academic year due to the Accreditation site visit and preparation for the follow-up visit this past fall. It would
be useful to conduct the survey on a bi-yearly basis to continue to ensure that the office is providing quality services to the campus.
2. List your accomplishments. How do they relate to your program review and previous unit planning? Please cite any relevant data
elements (e.g., efficiency, productivity, survey results, etc.).
COMMUNICATION
This past year, the Office of the President was able to expand the monthly HOTSHEET publication to increase the news about student success to its readers.
Also, a few extra editions were published during times when special events were taking place on campus which helped to disseminate campus life and
student news to its readers. Print time was reduced and paper was saved when the HOTSHEET decreased the printing of its hard copy distribution from
1,400 to 25 copies. In addition, a link was placed on the campus website by the webmaster which enabled the community to read the monthly newsletter.
Additional ways of increasing and disseminating news and information about campus events, student success, and staff is being reviewed, and staff have
been meeting with Dr. Irvin, Vice President of Student Services, to checking into ways how the HOTSHEET can increase its coverage of student news and
student information.
The Office of the President has strengthened its ties with the Administrative/Business Office to improve efficiency and communication, and has developed
collaborative working relationships with staff. Together with the new staff that have joined the Business Office this academic year, the office has developed a
partnership that has enabled all staff to increase productivity of paperwork like PAFs, disbursement requests, and budget transfers, and have streamlined
many processes to mitigate the loss of paperwork and duplication. Routine tasks like signing checks have been streamlined so staff have now reduced the
amount of time it takes to have checks processed and signed.
COST SAVINGS
This year, staff looked at ways to reduce print costs and the reduction of paper usage. For example, phone messages are primarily sent via Email which
Chabot College Program Review For Office of the College President
ensures messages can be picked up in real time and remotely, and saves costs on buying office supplies. The President’s calendar is maintained on computer
and visual to all office staff which eliminates the purchase and use of a paper calendar. With the college’s goal of reducing its environmental footprint,
additional ways to save on printing and buying, and how the office is run is being reviewed carefully. The staff’s mindset is to minimize costs while reducing
its copying. Another cost-savings measure the staff will utilize next academic year is the installation of the Ricoh scanner, which will greatly reduce printing
and photocopying, and will increase efficiency and produce copies in real time. The ultimate goal will be to run and operate a President’s Office that is lean,
efficient, and the turn-around time will be minimal.
TRAINING
The staff is taking advantage of on-campus training programs like Banner. With less dollars available for training, utilizing training on Flex Days and through
Staff Development hosted trainings will be the primary method staff will be learn various hardware and software platforms.
3. List your new and continuing unit goals. Based upon what you accomplished, do you have any changes you are making to your goals or
timeline? Please make any revisions to the timeline on the next page.
Continuing goals (if you did not do a unit plan, skip to the next box):
ON-GOING GOALS
 Continue to provide quality customer service to the campus and to the external community.
 Publish a monthly HOTSHEET year-round.
 Maintain and sustain partnerships with campus programs and offices, including off-campus agencies and organizations like the local Mayors’ offices
and chambers of commerce.
 Work three months ahead of deadlines and schedules (i.e., end-of-year events or reports).
 Continue a partnership with CARE (Chabot-Las Positas Association of Retired Employees).
 Maintain and sustain communication with the campus community and the external community. One form of communication is frequently updating the
“President’s Corner” with messages from the college president.
IMMEDIATE GOALS
 Continue to publish the HOTSHEET regularly and send to the campus via Email; place a link on the college’s website.
 Produce the May Board Student Recognition in a program format similar to the HOTSHEET using color photos of staff and students along with
providing staff and student accomplishments for the current academic year.
 Provide quality and excellent customer service to on-campus and external campus communities.
 Sustain partnerships with various campus departments and programs.
 Develop and maintain partnerships with external public sector agencies and public and private organizations.
 Look for new funding sources to provide additional funds to support campus events like the annual retirement reception, the employee service
awards, and Flex Day events.
 Review various grant opportunities that might help to fund and/or support office programs and services.
NEW GOALS:
 Scanner – have the Ricoh scanner installed so staff can scan key documents to help minimize paper and reduce the carbon footprint and to increase
loss of important documents.
 This summer, the office will be undergoing a renovation, utilizing Measure B funds, of its file room and back office areas which will provide a new,
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
Chabot College Program Review For Office of the College President
ergonomic space for files and supplies. This is the first time since 1965 that these spaces will be renovated.
Create and develop a new Educational Master Plan.
Prepare administrative staff for a campus wide emergency or a natural disaster by having an emergency plan in place that has been reviewed and
where key personnel have been trained; have a print-out of the plan in public site and for easy access; provide on-going staff training in emergency
preparedness.
Revitalize the emergency card system for staff (on file in Campus Safety).
4. Discuss how these goals support the college Strategic Plan goals and/or strategies.
Continuing goals (if you did not do a unit plan, skip to the next box):
These goals support the College’s Strategic Plan by planning, developing, managing, and evaluating resources to foster an environment in which teaching,
learning, and student success is central to attaining the college’s mission of providing educational excellence.
New goals:
N/A
5. Solution: Cut and paste your previous timeline and update the “Accomplished?” column, if necessary. Detail the plan for accomplish
your goals. If you are making revisions to your activities or timeline, please indicate that in the “Revised?” column.
Unit Action Plan Timeline
No.
Timeline
Milestone Activity
Person(s)
Responsible
Accomplished?
Yes/No/
In Progress*
Revised?
Yes / No
If yes, list
revision year
Do you need
additional funds
to support this
activity?
Yes/No
If, yes, what
type?**
1
6 months
2
On-going/monthly
3
On-going
4
On-going
Develop a student grievance general brochure to direct students
to appropriate areas.
Publish HOTSHEET and post on college website (link)
Staff
On-going
No
Staff
On-going
No
Seek grant opportunities to fund training opportunities for staff.
Staff
On-going
No
Seek new funding sources to help support annual campus events
Staff
On-going
(i.e., retirement reception; years of service luncheon/reception).
5
On-going
Maintain the President’s communiqué on the President’s Corner
Staff
On-going
(on college website). Maintain President’s blog.
* Note: As you may be carrying over or planning new activities for this planning cycle, this column should list that all activities are “In Progress.”
No
No