1516 Program Review – Admissions & Records – Year 2
Chabot College
Student Services
Program Review Report
2015 -2016
Year 2 of
Program Review Cycle
Submitted on 11/4/2014
Contact: Paulette Y. Lino
Director of Admissions & Records /
International Students / Veterans
Final Forms, 9/29/14
1516 Program Review – Admissions & Records – Year 2
Table of Contents
Recap ofYear 1
Section 1: Where We’ve Been
Section 2: Where We Are Now
Section 3: The Difference We Hope to Make
___ Year 2
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 ...................................... N/A
C: Program Learning Outcomes............................................................... N/A
D: A Few Questions ................................................................................. N/A
E: New Initiatives
F1: New Faculty Requests .................................................................... N / A
F2: Classified Staffing Requests
F3: FTEF Requests ................................................................................. N / A
F4: Academic Learning Support Requests ............................................... N/A
F5: Supplies and Services Requests
F6: Conference/Travel Requests
F7: Technology and Other Equipment Requests ................................... N / A
F8: Facilities .......................................................................................... N / A
1516 Program Review – Admissions & Records – Year 2
Recap ofYEAR ONE
Note: Chabot is in the process of creating our next Educational Master Plan, to last six years.
Educational Master Plans are generally large enough in scope to be flexible. They are used in
particular at the District Level to guide in facility and community planning.
Please take this moment to reflect on your program’s larger term vision(s) and goals (6 years),
and to incorporate them into Program Review under the section “The Difference We Hope to
Make” as a separate paragraph or otherwise. The drafters of the Educational Master Plan will
be mining Program Review for contributions to the plan, with a commitment to read what
programs have submitted. IR has offered to work with programs to determine future market
trends to be incorporated into this year’s program review in relation to long-term goals. Please
contact Carolyn Arnold for support. We will have other avenues to communicate with the
Educational Master Plan Consultants. This is simply one avenue.
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 Admissions & Records establishes and maintains academic enrollment records of the college. We
strive to provide accurate, responsive and respectful services to faculty, staff and students. We are
committed to the development of staff, policies, procedures and technology to enhance students’
success. We promote open communication and mutual support that acknowledges the time and effort
necessary to assure information integrity.
Historically, A & R staff were as follows:
• Admissions & Records Asst. II
• Admissions & Records Asst. III
• Health Admissions Specialist
• Student Records Evaluator
• Apprenticeship Attendance Assistant II
=
=
=
=
=
4 Classified Professionals
1 Classified Professional
1 Classified Professional
3 Classified Professional
1 Classified Professional
Admissions & Records was also able to hire hourlies to assist with coverage and processing.
In 2011, due to budget constraints, Admissions & Records experienced staff reduction. From 2011 to
present, A & R have the following staff:
• Admissions & Records Asst. II
=
3 Classified Professionals (down 1)
• Admissions & Records Asst. III
=
1 Classified Professional
• Health Admissions Specialist
=
1 Classified Professional
• Student Records Evaluator
=
3 Classified Professional
• Apprenticeship Attendance Assistant II =
0 Classified Professional (down 1)
1
1516 Program Review – Admissions & Records – Year 2
With the budget constraints & staff reductions in 2011, Admissions & Records staffing have decreased by
20%. Due to less staffing, evening or extended hours are no longer available. It also takes longer to
process documents/paperwork.
At this time, with staff reduction and no hourly hires, there are no back-ups for when someone is out sick
or on vacation, resulting to an early office closure.
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1516 Program Review – Admissions & Records – Year 2
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?
It was one of our goals to have BDMS (Banner Data Management System) be implemented. This is an
electronic access to documents linked with our SIS (Student Information System – Banner). This has been
an on-going project and we have been working with ITS to get this implemented. There have been
challenges we have faced. However, BDMS has been implemented since and is now fully functioning.
One of our other goal was the implementation of Degree Works. But due to lack of staffing and funding,
the process is currently at a stand-still.
Providing intervention to students is more of a challenge – having experienced staff reduction in 2011.
The response time takes longer. It is our hope to restore the two Classified Professional staff that
Admissions & Records lost in 2011. With these positions in place, assistance will be provided to students,
evening and extended hours will be available, and process will be streamlined.
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1516 Program Review – Admissions & Records – Year 2
3. The Difference We Hope to Make
Review the Strategic Plan goal and key strategies at
http://www.chabotcollege.edu/prbc/StrategicPlan/SPforPR.pdfprior 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.
Over the next 6 years, what are your longer term vision(s) and goals? (Ed Master Plan)
To strengthen Admissions & Records, I believe that restoring Classified Professional staff that we’ve lost
during the staff reductions in 2011 would make a difference in the interventions and services we provide.
There would be a better response time to inquiries. Admissions & Records can offer extended hours –
such as some evening hours.
The long term vision and goals for Admissions and Records are:
• To restore the Classified Professional staff we lost – in order to provide better service and
extended hours.
• To be able to hire additional Classified Professional staff to cover extended hours and serve as a
back up for staff that are out sick or on vacation.
X YEAR TWO
Note: Chabot is in the process of creating our next Educational Master Plan, to last six years.
Educational Master Plans are generally large enough in scope to be flexible. They are used in
particular at the District Level to guide in facility and community planning.
Please take this moment to reflect on your program’s larger term vision(s) and goals (6 years),
and to incorporate them into Program Review under the section “What Changes Do We
Suggest” as a separate paragraph or otherwise. The drafters of the Educational Master Plan will
be mining Program Review for contributions to the plan, with a commitment to read what
programs have submitted. IR has offered to work with programs to determine future market
trends to be incorporated into this year’s program review in relation to long-term goals. Please
contact Carolyn Arnold for support. We will have other avenues to communicate with the
Educational Master Plan Consultants. This is simply one avenue.
4
1516 Program Review – Admissions & Records – Year 2
A. What Progress Have We Made?
Complete Appendices A (Budget History), B1 and B2 (CLO's), C (PLO's), and D (A few questions) prior to
writing your narrative. You should alsoreview your most recent success, equity, course sequence,
and enrollment data at http://www.chabotcollege.edu/ProgramReview/Data2014.asp
In year one, you established goals and action plans for program improvement. This section asks
you to reflect on the progress you have made toward those goals. This analysis will be used by
the PRBC and Budget Committee to assess progress toward achievement of our Strategic Plan
and to inform future budget decisions. It will also be used by the SLOAC and Basic Skills
committees as input to their priority-setting process. In your narrative of two or less pages,
address the following questions:
•
•
•
•
•
What were your year one Program Review goals?
Did you achieve those goals? Specifically describe your progress on the goals you set for
student learning, program learning, and Strategic Plan achievement.
What are you most proud of?
What challenges did you face that may have prevented achieving your goals?
Cite relevant data in your narrative (e.g., efficiency, persistence, success, FT/PT faculty
ratios, SAO/PLO assessment results, external accreditation demands, etc.).
One of the goals that Admissions & Records had for Year One was to implement the Banner Data
Management System (BDMS) and have it linked to our Student Information System (SIS). This goal was
achieved by collaborating with Information Technology. Admissions and Records is currently using the
BDMS to scan documents received – and integrate it with the student’s record. BDMS is not only
accessible to other departments, it is also accessible to Las Positas College. LPC will be able to access
student records from us, and Chabot will be able to access student records from LPC. This process saves
time. We no longer have to call or email to ask LPC to send us a student’s record in the event that we
need it.
B. What Changes Do We Suggest?
Review the Strategic Plan goal and key strategiesat
http://www.chabotcollege.edu/prbc/StrategicPlan/SPforPR.pdfprior to completing your
narrative. Please complete Appendices E (New Initiatives) and F1-8 (Resources Requested) to
further detail your narrative. Limit your narrative to two pages, and be very specific about
what you hope to achieve, why, and how.
•
•
Given your experiences and student achievement results over the past year, what
changes do you suggest to your course/program improvement plan?
What new initiatives might you begin to support the achievement of our Strategic Plan
goal?
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1516 Program Review – Admissions & Records – Year 2
•
•
•
•
Do you have new ideas to improve student success as supported by your area?
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 make that collaboration occur?
Over the next 6 years, what are your longer term vision(s) and goals? (Ed Master Plan)
Admissions & Records experienced staff reduction in 2011 and we seek to restore those lost position in
order to function 100% and offer extended hours.
In addition, Admissions & Records can no longer be funded by Student Success and Support Program
(SSSP – formerly known as Matriculation). This is a huge impact. That is a total loss of $55,000 of
operational budget. Chabot was able to find some budget to help in funding Admissions & Records for
its operational budget. However, the funding is not enough to cover the needs of Admissions & Records.
Admissions & Records have also experienced additional budget cuts since 2011 on top of the
matriculation budget loss. In short, Admissions & Records have experienced severe cuts and barely have
any operational budget to function properly.
Without additional support and funding, Admissions & Records will not be able to provide services in a
more expedient way.
6
1516 Program Review – Admissions & Records – Year 2
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 (Conference & Travel)
TOTAL
2014-15
Budget
Requested
4.5 FTE
$4,494
0
$3,500
2014-15
Budget
Received
0
$4,478
0
$1,850
2015-16
Budget
Requested
5.0 FTE
$11,500
0
$7,300
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.
The funding Admissions & Records received (General Funds) – was just enough to cover staffing and
benefits. Over the past three years, Admissions & Records’ budget has been cut each year. With the
SSSP (formerly Matriculation) no longer able to fund Admissions & Records, it is much more of a strain
not having enough operational budget.
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?
Lacking a few Classified Professional staff and hourlies to assist, it has impacted the level of service we
provide to students, staff, faculty, administrators and the community. Processing time takes longer and
there are hardly any evening hours we can offer to the public. When one of the staff is out sick or on
vacation, there are no back-ups to help fill the gap.
7
1516 Program Review – Admissions & Records – Year 2
Appendix B1: Student Learning Outcomes and/or Service Area Outcomes
Assessment Reporting Schedule. Note: If your service area does not offer
courses, skip the sections related to courses (B2, B3, and/or other sections related
to courses) and instead complete the Service Area Outcome section below.
Service Area Outcomes:
Audience:
Purpose:
Instructions:
SLO/SAO
How
Measured
Results/Discussion
SLO #1:
SAO #1:
System
Data
SAO #2:
Provide more intervention and
automated processes to support
student success.
Survey,
student
data
Full implementation of the
automated process of evaluation
(Degree Works)
On-going. Waiting on
having a Classified
Professional staff to
complete the “scribing” of
catalogs into the system.
Once implemented, this will
provide students much
needed information on
obtaining their Certificate,
Degree, CSU GE Cert or
IGETC. It will provide
students a clear pathway
into completion of their
educational goal.
On-going. Receive efficient
response time /
communication /
intervention from
Admissions & Records on
student inquiries. Refer
students to appropriate
department, such as
Counseling – that will guide
them in achieving their
educational goal.
8
Documentation (Where
can assessments be found?
Provide link if possible)
1516 Program Review – Admissions & Records – Year 2
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?
Restore previous staffing would help provide evening or extended hours/services to students – therefore refining registration process.
What is your specific goal and measurable outcome?
Restore and re-establish a Classified Professional position that A & R lost during the staff reductions in 2011. Have additional staffing to address
the requirements from new mandates, student, faculty, staff and administrators’ needs.
What is your action plan to achieve your goal?
Target
Completion
Date
Request for Degree Audit / Student Education Planning System 2015
Coordinator (1.0 FTE)
Activity (brief description)
Transcript Evaluator (1.0 FTE)
2015
Request for restoring the Classified Professional position that
Admissions & Records lost in 2011 due to early retirement and
lay-off (Admissions & Records Asst. II) (1.0 FTE)
Request for restoring the Classified Professional position that
Admissions & Records lost in 2011 due to early retirement and
lay-off (Apprenticeship Attendance Assistant II) (1.0 FTE)
Request for additional Classified Professional position – for
staff support (Admissions & Records Asst. II) (2.0 FTES)
Request for Admissions & Records Coordinator (1.0 FTE)
2015-2016
2015-2016
2015-2016
2015-2016
9
Required Budget (Split out
personnel, supplies, other
categories)
1 Classified Professional
position = $62,303 +
benefits
1 Classified Professional =
$46,254 + benefits
1 Classified Professional
positions = $41,848 +
benefits
1 Classified Professional
positions = $41,848 +
benefits
2 Classified Professional =
$83,696 + benefits
1 Classified Professional =
$62,303 + benefits
1516 Program Review – Admissions & Records – Year 2
How will you manage the personnel needs?
New Hires:
Faculty # of positions
Classified staff # of positions 7
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):College Funding
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:
10
1516 Program Review – Admissions & Records – Year 2
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: __7_
STAFFING REQUESTS (2000) CLASSIFIED PROFESSIONALS
Position
Degree Audit / Student
Education Planning System
Coordinator (1.0 FTE)
Classified Professional Staff (2000)
Description
Program/Unit
Justification:
Admissions & Records
This is a new position that will assist in
planning, evaluation and
implementation of the College’s
Student Success and Support Program
(SSSP) in areas related to Degree
Audit/Student Education Planning
(SEP) systems. The incumbent will also
work collaboratively to develop
systems to support efforts to increase
degree and certificate completion;
ensure priority enrollment systems to
meet SSSP mandate requirements; and
to provide continual training and
workshops to end users and students
on the use of the degree audit/student
education planning systems.
Additionally, the position will serve in
11
PLEASE LIST IN RANK
ORDER
Division/Area
Student Services
1516 Program Review – Admissions & Records – Year 2
a lead capacity in creating processes
to ensure evaluations and incoming
transcript course to course articulation
methods are efficient and responsive
to SSSP mandates for SEP
development.
Funding Source:
Student Success and Support Program
(SSSP)
Is the work currently being done by
other employees?:
No.
This position will be reporting to:
Director of Admissions & Records
Consequence of not funding position:
SSSP mandate requires all students to
have an abbreviated and
comprehensive Student Educational
Plan (SEP). Without the degree audit
system in place, the college will
struggle to fulfill this mandate due to
lack of resources (e.g., Counselors,
front end evaluations).
Positive impact:
Students & Counselors will be able to
access SEPs online. Students will also
be able to create their own “what if”
scenarios allowing them to see how
close they are to completing any
12
1516 Program Review – Admissions & Records – Year 2
degree or certificate. This will likely
increase certificate and degree
completion.
With the electronic SEP, we will be
able to extrapolate data showing
courses that students intend to enroll
in future terms. This will assist with
Enrollment Management.
Transcript Evaluator (1.0 FTE)
Justification:
This is a new position for course
placement to evaluate incoming
transcripts from external institutions
for course placement and pre-requisite
clearance. This transcript analysis will
also directly contribute to the
development of a Student Education
Plan by evaluating and identifying
courses to be applied toward the
education goal prior to scheduled
counseling appointments. This will
greatly increase the efficiency of the
SEP planning/counseling processes for
each SEP counseling appointments.
Funding Source:
Student Success and Support Program
(SSSP)
Is the work currently being done by
other employees?:
No.
13
Admissions & Records
Student Services
1516 Program Review – Admissions & Records – Year 2
This position will be reporting to:
Director of Admissions & Records
Consequence of not funding position:
SSSP mandate requires all students to
have an abbreviated and
comprehensive Student Educational
Plan (SEP). ). Without the transcript
evaluator, the college will struggle to
fulfill this mandate due to lack of
resources (e.g., Counselors, front end
evaluations).
Positive impact:
Front end evaluations will help with
course placements and pre-requisite
clearance. This evaluator will also
directly contribute to the development
of an SEP by identifying and evaluating
courses to be applied towards their
educational goal.
Admissions & Records Asst. II
(3.0 FTE)
Justification:
1.0 FTE will be a restored position
(staff reduction from 2011), and 2.0
FTE are new positions. These positions
will assist A & R daily operations such
as registration process, transcript
process, verifications and petitions.
These positions will also participate in
all other admissions and records
activities such as providing clerical
14
Admissions & Records
Student Services
1516 Program Review – Admissions & Records – Year 2
relief and support and working on
extended/evening hours.
Funding Source:
General Funds
Is the work currently being done by
other employees?:
There are other A & R Asst. II currently
working in Admissions & Records.
However, due to staff reduction in
2011, A & R lost one of it’s position
then. Some of the work is being done
by the current A & R Asst. II. However,
because of the lack of staffing, the
processing time takes a lot longer. A
& R also cannot offer
extended/evening hours at this time.
This position will be reporting to:
Director of Admissions & Records
Consequence of not funding position:
No evening hours will be offered to the
community. Students attending
during the evenings are not served.
Processing time of documents also
takes longer than it used to be. For
example, verification used to take 2
business days. It now takes 5 business
days to complete.
Positive impact:
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1516 Program Review – Admissions & Records – Year 2
With these positions, A & R will be able
to offer extended/evening hours.
Processing documents will be
processed in a timely manner.
Apprenticeship Attendance
Asst. II (1.0 FTE)
Justification:
This will be a restored position (staff
reduction from 2011). This position
will process apprenticeship data,
reports and grades. This position will
also assist students with the admission
and registration process
Funding Source:
General Funding
Is the work currently being done by
other employees?:
When A & R lost this position in 2011
due to staff reductions, the work was
divided between several staff and
departments. There’s no continuity
and the cause for errors have
increased.
This position will be reporting to:
Director of Admissions & Records
Consequence of not funding position:
If this position is not funded, there will
be continued flaw in the process – with
four different departments involved in
processing data, etc.
16
Admissions & Records
Student Services
1516 Program Review – Admissions & Records – Year 2
Positive impact:
With this position, there will be a
smoother process in place for
collection and processing of data.
There will be one point person for
Instructors and students.
Admissions & Records
Coordinator (1.0 FTE)
Justification:
This will be a new position that will
assist in organizing, coordinating and
overseeing the day to day program
activities and operations of the college
admissions and records office.
Funding Source:
General Funding
Is the work currently being done by
other employees?:
No.
This position will be reporting to:
Director of Admissions & Records
Consequence of not funding position:
The Director of A & R is constantly at
meetings and working on multiple
projects. Without an A & R
Coordinator, there’s no coordination,
planning and organizing of daily
admissions and registration activities,
no troubleshooting of difficult and
complex questions and situations.
17
Admissions & Records
Student Services
1516 Program Review – Admissions & Records – Year 2
Positive impact:
Having an A & R Coordinator will
ensure that any complex or difficult
situations – from students, faculty,
staff or administrators - will be
addressed in the absence of the
Director. This position will also
coordinate, plan and organize daily
admissions and registration activities.
STAFFING REQUESTS (2000) STUDENT ASSISTANTS
Postion
Admissions & Records Student
Assistant
Student Assistants (2000)
Description
Program/Unit
Assist in filing, scanning,
answering phones, sorting mail. Admissions & Records
PLEASE LIST IN RANK
ORDER
Division/Area
Student Services
2. Rationale for your proposal.
Re-establish and restore positions that Admissions & Records lost due to early retirement and lay-off in 2011. This position is important in
assisting students with registration, verification, transcript requests and petitions. This would also assist us in being able to provide evening
and/or extended hours.
Additional Classified Professional requested to provide staff support, assist with extended hours, timely processing, and provide as back-ups when
other staff are out sick or on vacation.
18
1516 Program Review – Admissions & Records – Year 2
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.
Concerns have been raised regarding Admissions & Records being unable to provide extended hours – such as evening hours – to serve students
that are attending evening classes.
Another issue that was raised is the timely processing of documents. For example, verification now takes approximately five business days to
complete. In the past, it only took two business days.Transcripts also takes longer to process – over ten business days. Phones and email
inquiries may take days before a response is sent to students. These are just minor examples as to how a lack of staff support impacts operations
in Admissions & Records.
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1516 Program Review – Veterans Services – Year 2
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
Request
needed totals in all areas
Requested Received Amount
Description
$4,494
$4,478
$11,500
Supplies – A & R is a huge
department that needs
costly supplies – such as
toners, papers, stamps,
staples, ribbons for student
ID, etc. In addition, A & R
is no longer funded by
Matriculation. Therefore,
Vendor
20
Division/Unit
Student Services
/ Admissios&
Records
Priority #1
XXX
Priority #2
Priority #3
1516 Program Review – Admissions & Records – Year 2
A & R lost additional
funding for supplies.
Special Printing – used to
order Official Transcript
paper and other special
printed supplies for A & R
$2,600
$2,500
$6,000
Scrip-Safe /
Abacus
Student Services
/ Admissions &
Records
XXX
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
Vendor
Division/Unit
Commencement – budget for
Diploma covers and medallions
awarded to students during
Commencement.
Equipment and Maintenance
Contract – cost for the equipment
$6,500
Herff Jones /
Jacoby &
Associates
Student Services /
Admissions & Records
XXX
$2,000
Capture
Technology
Student Services /
Admissions & Records
XXX
21
Priority #1
Priority #2
Priority #3
1516 Program Review – Admissions & Records – Year 2
currently used for student ID
Software Licenses – National Student
Clearinghouse – used by Admissions
& Records and Institutional Research
– for student data.
$755
National Student
Clearinghouse
Student Services /
Admissions & Records
22
XXX
1516 Program Review – Admissions & Records – Year 2
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
California Community College
Registrars and Admissions
Officers (CACCRAO) Annual
conference – must attend
conference to get updates on
State & Federal regulations such
as Title 5, compliance issues,
residency and new mandates
California Community College
Registrars and Admissions
Officers (CACCRAO) regional
workshop – get immediate
updates and an opportunity for
staff to meet colleagues from
other institutions.
Institutional Membership
Amount
$3,000
Vendor
CACCRAO
Division/Dept
Priority
#1
Student Services /
XXX
Admissions & Records
$500
Student Services /
XXX
Admissions & Records
$300
Student Services /
XXX
Admissions & Records
23
Priority
#2
Priority
#3
Notes
1516 Program Review – Admissions & Records – Year 2
Staff development & training –
A & R staff to attend any staff
development activities that will
enhance their skills – in
providing better customer
service & learning about new
technology.
Travel expense – allows the
Director and staff to travel to
the District, LPC and other
neighboring colleges for
meetings, staff development &
training.
Workshops 2x – 4x/yr in relation
to enrollment verification,
degree & certificate verification,
record retention, record
management.
Workshops & meetings held
several times during the year to
discuss any updates & changes
mandated by the State in
relation to CCC Apply (college
online application) &eTrans
(electronic transcripts)
$1,000
Student Services /
XXX
Admissions & Records
$1,000
Student Services /
XXX
Admissions & Records
$500
National Student
Clearinghouse
Student Services /
XXX
Admissions & Records
$1,000
CCC Apply &eTrans
Student Services /
XXX
Admissions & Records
24