Chabot College
Program Review Report
2014 -2015
Year One of
Program Review Cycle
“You are in the same cycle as last year!”
Veterans Services
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
F1: New Faculty Requests
F2: Classified Staffing Requests
F5: Supplies and Services Requests
F6: Conference/Travel Requests
F7: Technology and Other Equipment Requests
F8: Facilities
____ 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 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 other programs and 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.
2. Where We Are Now 


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.
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?
In having a Veterans Resource Center, veteran students would have a place to go to – to study,
meet other veteran students, do homework, get personalized assistance. 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.
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
2012-13
Budget
Requested
2012-13
Budget
Received
2013-14
Budget
Requested
2013-14
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 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.
Veterans Services have not received an increase in funding over the past couple of years. In fact, budget
for Veterans Services have been reduced.
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?
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.
With a location for the Veterans Resource Center identified by the College President, there is a need to
have a staff to oversee the resource center. We won’t be able to make the resource center available to
Veteran students if there’s no staffing in place.
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 comprehensive
information of VA education benefits
application process to all selfidentified Veterans and eligible
dependents enrolled at the college.
SAO #1:
To establish a Veterans Resource
Center by 2014
SAO #2:
Re-classify the current Veterans
Benefits Specialist to Veterans
Coordinator
SAO #3:
Develop outreach and inreach plan to
promote the Veterans’ Services office
and to increase awareness of services
available.
SAO #4:
Establish relationship with local
communities and off campus
community referrals such as Oakland
Vet Center, VA Regional office,
housing and other mental health
agencies.
SAO #5:
Hold campus veterans events to
demonstrate the college’s
commitment to all veterans
How
Measured
Survey,
Direct
observation
of
behavior,
attitude of
veteran
student
Results/Discussion
Students expressed their satisfaction
with receiving information packets
from the Veterans Services office,
having comprehensive information
available on the Chabot College’s
Veterans website.
With the help of the College President,
a location was identified for the future
Veterans Resource Center
To align this position with LPC. They
currently have the same function but
different range/classification.
New Goal. Will be able to develop
awareness of services available for all
veteran students.
On-going. Build relationship and
establish connections/relationships
with local, state and federal agencies
that can provide transitional services
for the college’s veteran students.
Increases awareness & establishes
relationships with students and other
departments that shows the college’s
commitment to serving and honoring
veteran students.
SAO #6:
Provide awareness of other financial
assistance outside GI Bill benefits such
as FAFSA, Board of Governor’s Fee
Waiver, Chabot College Scholarship
through ASCC, Title 5 and other
Federal funding.
SAO #7:
Establish relationship with Veterans
Services from 4 year institutions to
assist with transfer information
Providing these information would
assist students financially – to help pay
for their classes.
Establishing good relations with other
Veterans Services from 4-year
institution would assist students in not
only obtaining transfer information
but also having having assistance with
transition process at the time of
transfer.
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 the (VRC) Veterans Resource Center is available for veteran students to use, this can be their “onestop shop”. More “hands-on” assistance will be available for veteran students. The VRC will provide a
location for veteran students to study, do homework & research (Class-Web), and a venue to meet with
other veteran students.
What is your specific goal and measurable outcome?
Open up a Veterans Resource Center with appropriate staffing, equipment, furniture and other
resources that students would need.
What is your action plan to achieve your goal?
Furniture
Target
Required Budget (Split out
Completion personnel, supplies, other
Date
categories)
2014-2015
Equipment – Computers & printer needed for the VRC
2014-2015 Equipment
Supplies – needed so the VRC can be functional
2014-2015 Supplies
Activity (brief description)
Personnel – have one Classified Professional to staff the VRC to 2014-2015 Personnel
assist students
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 Re-classify Veterans Benefits Specialist to Veterans
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: a location has already been identified for the Veterans Resource Center.
However, modifications for the new location is needed to accommodate the needs for the VRC.
Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements?
No
Yes, explain: This project would most likely need subcontractors to facilitate the
move and modification of the resource center.
Do you know of any grant funding sources that would meet the needs of the proposed project?
No
Yes, list potential funding sources:
Appendix F1: Full-Time Faculty/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 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/Data2013.cfm.
1. Number of new faculty requested in this discipline: _1_
STAFFING REQUESTS (1000) FACULTY
PLEASE LIST IN RANK ORDER
Faculty (1000)
Position
Description
Program/Unit
Division/Area
Counselor
Dedicated Counselor for veteran students. Assist
and guide students in achieving their educational
goals.
Veterans Services
Student Services
Rationale for your proposal. Please use the enrollment management data. Data that will strengthen your rationale include FTES trends over
the last 5 years, FT/PT faculty ratios, recent retirements in your division, total number of full time and part-time faculty in the division, total
number of students served by your division, FTEF in your division, 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 sometimes
difficult for students to get an appointment – and it is needed because veteran students need an Educational Plan.
2. Statements about the alignment with the strategic plan and your student learning goals are required. Indicate here any information from
advisory committees or outside accreditation reviews that is pertinent to the proposal.
The Veterans Advisory Group and the Student Veterans Organization supports this idea – to better serve veteran students with their needs.
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: _1 FTE + 1 Re-classification from Veterans Benefits Specialist to Veterans Coordinator_
STAFFING REQUESTS (2000) CLASSIFIED PROFESSIONALS
PLEASE LIST IN RANK
ORDER
Classified Professional Staff (2000)
Position
Student Services
Assistant (1.0 FTE)
Re-Classification of
Veterans Benefits
Specialist to
Veterans
Coordinator
Description
Perform routine clerical duties and provide customer
service to veteran students at the Veterans Resource
Center.
To align this position with LPC. They currently have the
same function but different range/classification.
Program/Unit
Division/Area
Veterans Services
Student Services
Veterans Services
Student Services
STAFFING REQUESTS (2000) STUDENT ASSISTANTS
Postion
Veterans Services Student Asst.
Student Assistants (2000)
Description
Program/Unit
Assist with filing, scanning,
answering phones.
Veterans Services
PLEASE LIST IN RANK
ORDER
Division/Area
Student Services
2. Rationale for your proposal.
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.
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.
The Veterans Task Force group is highly supportive of having a Veterans Resource Center and agrees that staffing is 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.
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
2014-15
Request
needed totals in all areas Request
Requested Received
Description
Amount
0
0
Office Supplies – to
purchase toners,
papers, pens, & other
office supplies
Vend
or
$3,000
15
Division/Unit
Priority #1
Student
Services /
Veterans
Services
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
Amount
Vendor
Division/Unit
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Priority #1
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
Amount
Vendor
WAVES (Western Association of
Veterans Education Specialists)
$2,000
Travel Expense
$500
WAVES
Priority Priority Priority
Division/Dept
#1
#2
#3
Student
Services /
Veterans
Services
XXX
Student
Services /
Veterans
Services
XXX
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Notes
This is an annual conference that
Certifying Officials MUST attend
in order to get updates on new
regulations, changes in
regulations, best practices.
Travel expense to attend
meetings at the District, LPC, offcampus meetings, workshops ;
for extensive training and/or
staff development
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
3 computers – to be used for the Veterans
Resource Center
1 printer – to be used for the Veterans Resource
Center
Amount
Vendor
Division/Unit
Priority #1
$3,000
Student Services / Veterans
XXX
$1,000
Student Services / Veterans
XXX
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Priority #2
Priority #3
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 reprioritizing 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 for veteran students will better assist them with their special needs and of knowing that they have a special place
where they can go to and get assistance. It is a place where they can meet other veteran students that may share the same experiences with
them.
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