Chabot College
Student Services Program Review
Report
Year One of
Program Review Cycle
Veterans Services
Submitted on 3/5/13
Paulette Y. Lino
Final Forms, 1/19/13
Table of Contents
Section 1: Who We Are ............................................................ 1
Section 2: Where We Are Now ................................................. 2
Section 3: The Difference We Hope to Make ............................. 3
Required Appendices:
A: Budget History .........................................................................................4
B: Student Learning and Service Area Outcomes Inventory .........................5
E: New Initiatives .........................................................................................6
F2 F1: New Faculty Requests ........................................................................7
F2: Classified Staffing Requests ....................................................................8
F3: FTEF Requests ........................................................................................9
F5: Supplies and Services Requests ............................................................10
F6: Conference/Travel Requests ................................................................11
F7: Technology and Other Equipment Requests ........................................12
F8: Facilities Requests ................................................................................13
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1. Who We Are
Limit your narrative to no more than one page.
Describe your unit--your mission, vision, responsibilities and the goals of your area. How does your unit
support other student services, administrative, and academic units? What impact do you have on
student learning? Describe the number and types of staff in your office, both now and historically.
The Veterans Services office is committed to providing and assisting all eligible Veterans of the United
States Armed Forces and their eligible dependents regulated by Title 38, United States Code and
Department of Veterans Affairs regulations in pursuing educational goals and applying for VA benefits
and referrals to service agencies.
Veterans Services provides comprehensive services to veteran students, active duty personnel,
members of the reserves and including their dependents and family. Primary services provided is the
certification of veteran students for GI Bill benefits.
Veteran students are referred to different departments on campus such as Financial Aid, Counseling,
and DSPS (Disabled Student Program & Services).
Historically (and currently), there has always been one Classified Professional staffed at the Veterans
Services – Veterans Benefits Specialist.
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2. Where We Are Now
Complete Appendix A (Budget History) and Appendix B (Student Learning Outcomes/Service Area
Outcomes Inventory) prior to writing your narrative. Limit your narrative to no more than two pages.
As you enter a new Program Review cycle, reflect on your achievements over the last few years. What
did you want to accomplish? What are your Student Learning Outcomes (SLOs) and Service Area
Outcomes (SAOs), and what progress have you made toward achieving them? Describe how changes in
resources provided to your office have impacted your achievements. What are you most proud of, and
what do you want to continue to improve?
Discuss important trends that will have a significant impact on your unit over the next three years.
Those could include technology, facilities, equipment, student demand. What opportunities and
challenges do your foresee in the next three years?



Increased participation in Veterans Services workshops to enhance staff skills working with active
military and veterans and address the national effort to provide more learning opportunities and
support for military service personnel. (on-going)
Held campus veterans events to demonstrate the college’s commitment to all veterans (on-going)
Identified a location for the future Veterans Resource Center.
In the past, Veterans Services had a budget for hourly or student assistant. As the budget cuts came into
play, Veterans Services no longer have these funds. Thus, leaving the office with just one Classified
Personnel – the Veterans Benefits Specialist. Without support staff for the Veterans Services office, this
leaves the Veterans Benefits Specialist as the sole person providing service for the veteran students.
This means that if she is out sick, on vacation, attending meetings, workshops or events, the Veterans
Services office would have to be closed. With office closure at times, we are unable to assist any
Veterans that would need assistance.
The Veterans Services office moved to a bigger office in January of 2013. This is a big improvement with
providing services for the veteran students. With the new office, there’s more privacy for each student
that is being assisted. Students have also expressed their satisfaction with the new office. They feel
that they no longer have to crowd in a small office to wait for their turn to get assisted. They now have
a waiting area with seats – so they can wait comfortably for their turn to get assistance from the
Veterans Benefits Specialist.
Once a Veterans Resource Center is established and open to students, this will assist veteran students
with their needs and provide a more comfortable environment for them. This is a place where they can
study, do homework, research, have club meetings. A location has been identified. The next step would
be to work on planning and obtaining equipment, furniture, supplies needed for the (VRC) Veterans
Resource Center. The VRC would also need staffing. These are challenges that we would be facing once
we move forward with the VRC. Especially with the budget constraints we currently have, it would be
difficult to identify where the funds would be coming from.
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3. The Difference We Hope to Make
Review the Strategic Plan goal and key strategies at
http://www.chabotcollege.edu/prbc/StrategicPlan/SPforPR.pdf prior to completing your
narrative. Please complete Appendices E (New Initiatives) and F1-3 and 5-8 (Resource
Requests) as relevant to your needs 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 would you like to undertake to improve or strengthen your unit or to address
demand for your services? What initiatives are underway in your area, or could you begin, that
would support the achievement of our new Strategic Plan goal and strategies and/or improve
student learning? Identify specific, measurable goals and the resources needed to achieve
them.
Initiate an orientation process informing all Chabot Veteran students of the new Student
Success Task Force initiative. The upcoming changes on priority registration that will take effect
in Fall 2014 – how to keep priority registration status, and the possibility of losing priority.
With Veteran students appropriately informed about the new priority registration, this will
encourage them to complete all matriculation components – such as school orientation,
assessment and developing a student educational plan. Once the three components are
developed, students will be guided to the right path in obtaining their educational goal – to
either get their Certificate, graduate with an Associate’s degree or transfer to a 4 year
institution.
In having a (VRC) Veterans Resource Center, veteran students would have a place to go to – to
study, connect with other veteran students, do homework, get personalized assistance. More
information and support will be available to veteran students. The VRC will serve as a location
to establish relationship with local communities and off-campus referrals such as Oakland Vet
Center, EDD and other related agencies. Though a location has been identified, we yet to secure
funding for furniture, equipment & staffing.
In order for the Veterans Resource Center to function, it would need staffing – such as a
Classified Professional and a Counselor.
The Counselor will be able to guide students to their career path and make sure that they have
Educational plans in place o achieve their educational goals.
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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
2011-12
Budget
Requested
2011-12
Budget
Received
2012-13
Budget
Requested
2012-13
Budget
Received
Classified Staffing (# of positions)
Supplies & Services
Technology/Equipment
Other
TOTAL
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.
The Veterans Service has maintained the one Classified Professional staff it currently has. Veterans
Services have not received an increase in funding over the past couple of years. Did not put in additional
request in the past because was informed that there were no funds available and needed to consider
budget cuts.
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?
It is important for the Veterans Benefit Specialist to attend the annual WAVES (Western Association of
Veterans Education Specialists) conference. It has been very difficult trying to find funding somewhere
else in order to send staff to attend this much needed annual conference. In this conference, we get
updates on new federal regulations, best practices, technology updates – on how we can better serve
our veteran students. Not being able to attend this conference may compromise our certification
process for not having updated information.
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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.
SLO/SAO
How
Measured
Results/Discussion
SLO #1:
SAO #1:
To provide comprehensive
information of VA education benefits
application process to all selfidentified Veterans and eligible
dependents enrolled at the college.
Survey,
On-going
Direct
observation
of
behavior,
attitude of
veteran
student
SAO #2:
Survey
New Goal. At least 70 % of Chabot
Provide orientation to Chabot Veteran
Veteran students attend the
students – informing them of the new
orientation informing them of the new
Student Success Task Force initiative
Student Success Task Force initiative.
pertaining to priority registration,
meeting the matriculation
requirements and showing them the
path to completion of their
educational goals.
SAO #3:
System
New Goal. Chabot Veteran students
Collaborate with Counseling on having data
will have a “developed educational
“developed student education plans”
plan” in place.
for Chabot Veteran students.
SAO #4:
Survey,
New Goal. Chabot Veteran students
Provide awareness of other financial
Direct
will be more informed of the different
assistance outside GI Bill benefits such observation financial assistance available to them.
as FAFSA, Board of Governor’s Fee
of
They will have more information and
Waiver, Chabot College Scholarship
behavior,
support.
through ASCC, Title 5 and other
attitude of
Federal funding.
veteran
student
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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?
Once orientation is provided to Chabot Veteran students, students would complete the three
matriculation components such as school orientation, assessment and have a “developed student
educational plan” in order to maintain having priority registration. With these components completed,
Veteran students will be on the right path to completing and obtaining their educational goal.
What is your specific goal and measurable outcome?
Specific goal is to orient students on the upcoming changes on priority registration – effective Fall 2014
(Student Success Task Force).
What is your action plan to achieve your goal?
Activity (brief description)
Work with the Veterans Benefit Specialist in establishing an
orientation process for Chabot Veteran students
Target
Completion
Date
March
2014
Required Budget (Split out
personnel, supplies, other
categories)
Supplies
How will you manage the personnel needs?
New Hires:
Faculty # of positions
Classified staff # of positions 1
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 Current Veterans Benefit Specialist will be able to
communicate with Chabot Veterans students to inform them of the orientation class that will be
available to them.
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:
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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: ____
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1. Counselor
Dedicated Counselor for veteran students.
Assist and guide students in achieving their
educational goals.
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.
Historically, there was a dedicated Counselor for veteran students. However, when this Counselor
retired, there’s no longer a dedicated Counselor for veterans. Students are referred to the Counseling
Dept – but most Counselors are booked months in advance. It is most important at this time to have a
Counselor dedicated to Veteran students – so a Student Educational Plan can be developed.
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.
The Veterans Task Force supports this idea – to better serve veteran students with their needs.
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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: ___1.3___
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1. Re-classify Veterans Benefits Specialist to The current Veterans Benefit Specialist is
Veterans Coordinator (0.3)
already performing the tasks described on the
job description for the Veterans Coordinator.
Performing outreach to the community,
develop awareness of resources, Organizing &
planning various events, liaison between
students, the college and the Veterans
Administration. Process benefits in accordance
with the legal guidelines. Participate in the
development and marketing of services and
programs related to the Veterans program.
2. Student Services Assistant (1.0)
Perform routine clerical duties and provide
customer service to veteran students at the
Veterans Resource Center.
3. Rationale for your proposal.
For the re-classification of the Veterans Benefits Specialist to a Veterans Coordinator – the staff is
already performing all functions as listed on the job description of the Veterans Coordinator. She has
been working out of class without compensation.
Once Veterans Resources Center is established, the center would need at the very least a Classified staff
to assist student in their needs. The Student Services Assistant can assist students with Class-Web,
referrals to different departments, providing information.
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.
The Veterans Task Force group is highly supportive of having a Veterans Resource Center and agrees that staffing is
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needed in order for the center to function. Having a center without staffing will not work – and we won’t be able
to open and offer up services to veteran students.
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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 at
http://www.chabotcollege.edu/ProgramReview/Data2012.cfm .
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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
Supplies (Veterans
Services office)
2012-13 Budget
Requested Received
$0
0
2013-14
Request
$1,000
Materials / Special
Printing
0
0
500
Supplies for VRC
0
0
2,000
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Rationale
To support the daily operations of the
office. Supplies such as toner, paper,
folders are needed.
Special forms are used for each
veteran student assisted for
certification.
Initial request to establish needed
materials for the Veterans Resource
Center.
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
WAVES (Western Association
of Veterans Education
Specialists)
Other workshops (travel
expense)
2013-14 Request
$3,000
500
Rationale
This is an annual conference that Certifying Officials
MUST attend in order to get updates on new
regulations, changes in regulations, best practices.
Attend workshops in order to get immediate
updates. Travel to different veteran agencies such
as the Oakland Vet Center and obtain information
on how we can better assist our students. Travel to
other venues in the local community – showing our
presence and informing the public of our Veterans
Services.
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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
3 computers
1 printer
2012-13 Budget
Requested Received
$
2013-14
Request
$3,000
1,000
Rationale*
These computers will be used for the
Veterans Resource Center
This printer will be used for the
Veterans Resource Center
* 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): Veterans Resource Center
Building/Location: Bldg 2300
Description of the facility project. Please be as specific as possible.
Location of VRC (Veterans Resource Center) – where veteran students can utilize the facility to meet
other veterans, study, do their homework & research.
What educational programs or institutional purposes does this equipment support?
Modification of this location will help support the needs for a Veterans Resource Center – to better
assist our veteran students
Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to
enhancing student learning?
Having a resource center creates a community for the Veteran students – providing a channel that
shows them different services available and clear pathways to meeting matriculation requirements and
meeting their educational goals.
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