Chabot College
Administrative Services
Program Review Report
2015 -2016
Year Two of
Program Review Cycle
Submitted on 21 October 2014
Contact: Craig Shira
Final Forms, 9/29/14
Table of Contents
Section A: What Progress Have We Made?
Section B: What Changes Do We Suggest?
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
Section A: What Progress Have We Made?
In year one of our Program Review, we set the following goals:
1) Continue providing a high level of service
2) Address staffing changes
3) Improve the printed identity of Chabot
4) Adapt our capabilities to the changing demands of Chabot
We have worked to successfully achieve these goals. Regarding providing
our high level of service: in the past year, we have received few complaints
and have found solutions to the problems we have encountered. The most
common complaint received relates to our e-mail submission system, where
e-mails arrive three hours late (or not at all) or the online request form
doesn’t work. Chabot ITS is currently developing an improved electronic
submission system for us. We have received complaints about the quality of
our morning Express Service, but having a new Reprographics Technician II
helping in the morning has helped resolve many of these issues. The only
other complaints we have received are related to print-job errors, which are
infrequent and are quickly resolved with customer satisfaction. We are
known for quick copy service and reliability.
Regarding staffing changes, we had one retirement in March. The loss was
temporarily filled with on-call help and help from people working in other
departments at Chabot. The position was filled at the end of May and the
ability to provide consistent service has improved. There is still room for
improvement and having one more staff member would greatly help.
Regarding the printed identity of Chabot, we are still working toward this
goal. Our staff works to ensure the quality of the work that we produce, we
have made sure that materials that represent the college (such as business
cards) are uniform and consistent, and our color management software
ensures that materials that come from the print shop have the correct
“Chabot Gold” color. While we do not have any control over the quality of
materials submitted to us for printing, we do our best to consult faculty and
staff to find ways to improve the quality of their submissions.
We have worked to keep up with the demand on campus by making sure we
have the capability to produce materials that are frequently requested of us.
With the increase of large-format printing, we replaced our old large-format
lamination machine. In addition to new equipment, we work to maintain our
existing equipment so it works at its best capacity.
1
Section B: What Changes Do We Suggest?
The biggest improvement we could make to the Reprographics Center is to
hire a second full-time Reprographics Technician II. While we are able to
produce most of our requested work on time, we are frequently behind when
it comes to handling administrative portions of our job responsibilities (such
as submitting billing to Business Services, inputting data from request
forms, and filing requests). This was a problem that we had last year and
have been unable to improve. It has, in fact, gotten worse. Submitting
billing to Business Services has been two months behind schedule and the
majority of the requests for the Fall 2014 semester have not been filed.
Additionally, at peak periods of demand, our turn-around-time for production
drops considerably, resulting in having requestors wait a week more for their
jobs. Furthermore, operating with the bare minimum of staff, it is difficult to
cover for absences, such as sick days, vacation, or other leave days.
In order to improve workflow, we will increase our use of shrink wrapping,
which is quicker that wrapping packages individually by hand. To assist us
in this process, we would like to purchase a new shrink wrap machine (the
combination of an L-bar sealer and a heat tunnel). One machine we are
looking at has an automated sealer, operated by a foot peddle, which is
more ergonomic compared to our manually operated machine. Our supplies
for the old machine would also work on the new machine.
Estimated cost: $11,400.00
http://www.factory-express.com/Product/Pro-Pack-PPG-1622-MKA-ComboL-Sealer-and-Tunnel-Shrink-Wrap-System/8734
In an effort to improve the quality of our output, we would like to replace
our comb binding process with coil binding. The coil binding process is more
durable, allows pages to lay flat when the book is open easier than comb
binding, allows the book to be folded backward (which is not possible with
comb binding), and has a more professional finish. When using plastic coils,
the cost compared to comb binding is equivalent; when using wire coils, the
cost compared to comb binding is increased, but, according to one source,
would not exceed $1 more per book.
Estimated cost: $1,750
http://www.binding.com/productdetail.aspx?id=00710957
Our main goal is to improve our efficiency. This is measurable by being able
to simultaneously fulfill our standard three-day turnaround time for all
requests—including lamination, bindery, and finishing—and completing our
administrative duties on time.
2
Over the next six years, our long-term goals are ultimately the same goals
we’ve had: 1. Continue providing a high level of service; 2. Ensure the
quality of the printed identity of Chabot; 3. Adapt our capabilities to the
changing demands of Chabot.
We will continue our quality of service by making sure that we have the
proper staffing and equipment necessary to complete the work requested of
us. Our goal is to make the faculty and staff that use our services as happy
as possible by giving them materials they are happy with in a short period of
time.
We will ensure the quality of the printed identity of Chabot by being able to
create media from conception to print using our knowledgeable staff, skilled
in graphic design, printing, and finishing. We also consult and help those
who wish to do as much or little of the creation process on their own. Even
for projects that do not end up going to print, we have worked as part of the
design process to create an appealing look for the project.
We will continue to optimize our equipment to the best of its ability, but we
will also reevaluate what the school needs and match our services to match.
A stagnant department is unable to keep up with the changing needs of
faculty and staff.
3
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)
Office Supplies
Purchases
Copy Machine Rental
Equipment Maintenance Contract
TOTAL
2014-15
2014-15
2015-16
Budget
Budget
Budget
Requested
Received
Requested
2.5
2.5
3.5
$1,500
$1,500
$1,500
$75,000
$75,000
$75,000
$86,800
$77,500
$86,800
$1,900
$2,500
$1,900
$165,200 $156,500 $165,200
2015-16
Budget
Received
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.
We requested and received money to replace our old large-format laminator.
Demand for the machine’s use has remained consistent since purchasing the
new machine and the quality of our output has increased. Demand for wideformat printing has increased this year compared to last year and having the
funds for ink has allowed us to continue printing posters for student events
such as Transfer Day, Sex Signals, and the Career Fair. All money we spend
goes toward supplying services and goods for faculty and staff for student
learning.
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?
Our need for supplies (and the money to purchase supplies) is workload
dependent and not having the funding we need does not allow us to prepare
for unpredicted workload increases or an unexpected loss of equipment.
4
Appendix B: Service Area Outcomes Assessment Reporting Schedule. Note: If
your area provides a service to students, Service Areas Outcomes need to be
written and assessed. Example: “The Learning Connection will maintain a
supportive environment that enhances student learning.” OR “The Learning
Connection will provide efficient front desk support to a diverse student body.”
OR “The Learning Connection will provide effective academic support to students
with diverse learning needs.” Please consider your primary role or function in
relation to serving the campus.
If your area does not interact with students directly, please consider writing
Service Area and/or Program Area Outcomes.
Service Area Outcomes:
Audience:
Purpose:
Instructions:
PLO/SAO
SLO /PLO#1:
Improve efficiency
How Measured
When Measured
Being able to
simultaneously
fulfill standard
turnaround time
for all requests
and completing
administrative
duties on time
Print requests
should be
reviewed daily
to ensure
promptness;
administrative
duties reviewed
weekly.
5
Results/Discussion
Reviewing tasks
allows us to adjust
priorities.
Please answer the following questions with "yes" or "no". For any questions answered "no",
please provide an explanation. No explanation is required for "yes" answer. Write n/a if the
question does not apply to your area.
1. Have all of your course outlines been updated within the past five years?
NOT APPLICABLE
2. Have you deactivated all inactive courses? (courses that haven’t been taught in five years or
won’t be taught in three years should be deactivated)
NOT APPLICABLE
3. Have all of your courses been offered within the past five years? If no, why should those
courses remain in our college catalog?
NOT APPLICABLE
4. Do all of your courses have the required number of CLOs completed, with corresponding
rubrics? If no, identify the CLO work you still need to complete, and your timeline for
completing that work this semester
NOT APPLICABLE
5. Have you assessed all of your courses and completed "closing the loop" forms for all of your
courses within the past three years? If no, identify which courses still require this work, and
your timeline for completing that work this semester.
NOT APPLICABLE
6. Have you developed and assessed PLOs for all of your programs? If no, identify programs which
still require this work, and your timeline to complete that work this semester.
NOT APPLICABLE
7. If you have course sequences, is success in the first course a good predictor of success in the
subsequent course(s)?
NOT APPLICABLE
8. Does successful completion of College-level Math and/or English correlate positively with
success in your courses? If not, explain why you think this may be.
NOT APPLICABLE
6
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?
Not applicable
What is your specific goal and measurable outcome?
Not applicable
What is your action plan to achieve your goal?
Activity (brief description)
Target
Required Budget (Split out
Completion personnel, supplies, other
Date
categories)
Not applicable
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
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:
7
(obtained by/from):
Appendix F1: Full-Time Faculty/Adjunct Staffing Request(s) [Acct. Category 1000]
Audience: Faculty Prioritization Committeeand 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. Discussanticipated improvements in student learning and contribution to the Strategic
Plangoal. 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: None
PLEASE LIST IN RANK
ORDER
STAFFING REQUESTS (1000) FACULTY
Position
Description
Faculty (1000)
Program/Unit
Division/Area
Not applicable
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.
Not applicable
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.
Not applicable
8
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: ONE (1)
PLEASE LIST IN RANK
ORDER
STAFFING REQUESTS (2000) CLASSIFIED PROFESSIONALS
Classified Professional Staff (2000)
Program/Unit
Position
Description
Reprographics
Technician II
Provide service and operate copiers
and finishing/bindery equipment
Administrative Services
STAFFING REQUESTS (2000) STUDENT ASSISTANTS
Postion
Description
Student Assistants (2000)
Program/Unit
Division/Area
Reprographics Center
PLEASE LIST IN RANK
ORDER
Division/Area
2. Rationale for your proposal.
We currently have two full-time and one part-time staff members working in the Reprographics Center.
This is not enough to handle our current work-load, resulting in the delay of some requests and
administrative functions. Covering for sick time and vacation is difficult.
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.
Our service provides tools for the instructors to teach. When service is disrupted, teachers may not be
able to have access to printed materials for class (such as hand-outs and exams) or materials for events
(such as signage, tickets, and flyers).
9
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/Data2013.cfm.
COURSE
CURRENT
FTEF
(2014-15)
ADDITIONAL
FTEF
NEEDED
CURRENT
SECTIONS
ADDITIONAL
SECTIONS
NEEDED
Not applicable
10
CURRENT
STUDENT #
SERVED
ADDITIONAL
STUDENT #
SERVED
Appendix F4: Academic Learning Support Requests [Acct. Category 2000]
Audience: Administrators, PRBC, Learning Connection
Purpose: Providing explanation and justification for new and replacement student assistants (tutors, learning assistants, lab assistants,
supplemental instruction, etc.).
Instructions: Please justify the need for your request. Discuss anticipated improvements in student learning and contribution to the Strategic Plan
goal. 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: None
2. If you are requesting more than one position, please rank order the positions.
Position
Description
1. Not applicable
Not applicable
3. Rationale for your proposal based on your program review conclusions. Include anticipated impact on student learning outcomes and
alignment with the strategic plan goal. Indicate if this request is for the same, more, or fewer academic learning support positions.
Not applicable
11
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 criticalrequests 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 requeststhat would be nice to have and would bring additional benefit to the program.
2014-15
2015-16
Request
needed totals in all areas Request
Requested Received
Description
Amount
Vendor
12
Division/
Unit
Priority #1
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 criticalrequests 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 w ill 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 enhancem ents, non-critical resource requests that would be nice to have and would bring additional
benefit to the program.
augm entations only
Description
Amount
Paper, supplies
$50,000
Printer services
$75,000
Machine service
$3,000
Repairs/Emergency Reserve
$9,000
Vendor
JC Paper
Ricoh
JSnell
none
Division/Unit
AdminServices/Reprographics
Admin Services/Reprographics
Admin Services/Reprographics
Admin Services/Reprographics
13
Priority
#1
1
1
1
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
Graphic arts professional
development.
$2,000 To be decided
Reprographics
professional
development.
$2,000 To be decided
Division/Dept
Reprographics
Reprographics
14
Priority Priority Priority
#1
#2
#3
Notes
3
To keep up-to-date
with changes in new
design software and
graphic art trends
3
To keep up-to-date
with changes in
printing technology
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 criticalrequests 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 w ill 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 enhancem ents, non-critical resource requests that would be
nice to have and would bring additional benefit to the program.
Description
Amount
Shrink wrap machine (L bar
sealer and heat tunnel)
Factory
$11,400 Express
Binding.com/
Saddle Point
$1,780
Systems
Spiral bind machine
Vendor
Division/Unit
15
Priority #1
Priority #2
Priority #3
Admin. Services /
Reprographics Center 1
Admin. Services /
Reprographics Center
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):
Building/Location:
Description of the facility project. Please be as specific as possible.
Not applicable
What educational programs or institutional purposes does this equipment support?
Not applicable
Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to enhancing student learning?
Not applicable
16