1516 Program Review – International Students Program – Year 2
Chabot College
Student Services
Program Review Report
2015 -2016
Year 2 of
Program Review Cycle
Submitted on 11/4/2014
Contact:
Dolly Balangitao, Special Admissions Coordinator
Paulette Y. Lino,Director of Admissions &
Records/International Students/Veteran
Final Forms, 9/29/14
1516 Program Review – International Students Program – Year 2
Table of Contents
___ Year 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
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 – International Students Program – 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 International Students Program provides a broad range of services to ensure a successful
educational and personal experience among our international students as well as to promote crosscultural understanding. Services include application processing, orientation, immigration information,
campus employment and housing referrals.
The International Students Program also provides issuance of SEVIS documents and record keeping and
visa advisements.
International students are referred to other services such as Counseling & DSPS (Disables Students
Program & Services)
Historically, there were two Classified Professionals staffed at the International Students Program. But
due to budget constraints and staff reduction in 2011, one Classified Professional was laid-off, leaving
the International Student Program with one Classified Professional. Further marketing and recruitment
funds have been cut 100%. These cuts have tremendously affected the program – as our number of
International Students have tremendously decreased since.
Prior to that, the dedicated Counselor and PSCN International Student Cultural Adjustment course were
also eliminated.
It is a challenge for the International Students program to function at 50% less staffing and no dedicated
counselor. With no outreach efforts, this has defeated our goal of increasing the enrollment of
International Students. Instead, the numbers have diminished.
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1516 Program Review – International Students Program – Year 2
It is our goal to eventually restore the Classified Professional position we have lost in 2011 as well as the
marketing and recruitment funding.
We want to continue the high transfer rate to a UC/CSU. The International Students transfer within twothree years. It is a great marketing notation.
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1516 Program Review – International Students Program – 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 is our hope to restore the Classified Professional staff that International Students Program have lost in
2011 and have a dedicated Counselor for International students. With these positions in place,
assistance will be provided to students and they would have a clearer path in achieving their goals.
Process will be streamlined.
Because the total number of International Students has decreased so rapidly it currently allows the sole
staff person to provide assistance; however, once the numbers rise this becomes difficult to continue.
International Students comprise less than ½ % of the total student body yet increasing their numbers by
even 100 through restored staffing and marketing/recruitment funds would bring an additional $700,000
to the college’s general fund. These are non-restricted funds that could be applied to other disciplines of
the college.
There seems to be a misconception International Students take from the other students when the truth is
their tuition can provide additional funding that supports the other students.
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?
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1516 Program Review – International Students Program – Year 2
•
•
•
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)
It is the long-term vision and goal for the International Students Program:
• To restore the Classified Professional staff we lost – to be able to function 100%
• To have a dedicated International Student Counselor
• To restore the PSCN International Student Cultural Adjustment course
• To restore the funding for marketing/outreach
With these positions in place, assistance will be provided to students and they would have a clearer path
in achieving their goals. Process will be streamlined.
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.
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:
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1516 Program Review – International Students Program – Year 2
•
•
•
•
•
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.).
The goal was on-going as it applies to all new International Students that need assistance and advice
from the International Students Program Coordinator.
The challenge faced is that the ISP only has one staff – the International Student Program Coordinator.
With 50% of the staff reduced in 2011, it is challenging to increase the number of students served and
difficult to provide assistance to all International Students that are in need of service in a timely manner.
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?
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)
Since service is provided by the sole staff person in the International Students Program, it would be best
to restore the Classified Professional staff in order to have recruitment and marketing efforts to help
increase the International Students attending Chabot.
It is also to the student’s best interest to have a dedicated International Students Counselor – to assist
them in achieving their educational goals.
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1516 Program Review – International Students Program – 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(supplies,
contract, travel, staff
development)
Technology/Equipment
Other(Marketing/Recruitment)
TOTAL
2014-15
Budget
Requested
2014-15
Budget
Received
2015-16
Budget
Requested
0
0
0
0
0
$10,000
1
$4,000
0
$4,000
1
$7,000
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 that the International Student Program receives annually has not improved the Service Area
Outcome. The money is just enough to cover membership fee, one workshop for staff’s continued
education and a few supplies.
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?
Student enrollment has dropped significantly.
In 2006-2009 the International Student Program was allocated partial funding by one time monies from
the district during its initiative to increase enrollment. Functions, travel, conference & membership were
covered. That funding source is now depleted and the district recruitment position cut. Original funding
prior to the one time monies was never restored to its pre 2006 level.
Staff had to apply for grants or scholarships in order to attend continued education conferences and
workshops. Those sources have since denied requests as Chabot College has been awarded too many
years.
The International Student Application fee funds were originally to remain 100% with the International
Student Program to fund the continued education of its staff but over the years have been swept into the
general fund with only $1000 returned to the program. The program collects thousands more than the
$1000 allocated.
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1516 Program Review – International Students Program – 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:
To advice newly enrolled
International Students that in
order to maintain compliance with
immigration regulations and to
assist them in reaching their
academic goals, Student
Educational Plans must be
completed prior to registration for
the next term.
SAO #2:
U.S. Immigration restricts entry
more than 30 days prior to 1st day
of Instruction. Many class sections
are full by then. To assist newly
accepted International Students
with online registration BEFORE
arriving to the U.S.
communication via email is
necessary between our two
countries. Additional counseling
support is required for email
communication prior to arrival to
be successful.
Survey, Direct
observation of
student
behavior, skill
This is on-going. Every
term, we have new
International Students that
need assistance and would
need advice from the ISP
Coordinator.
SSSP Priority Registration
has resulted in most
students scheduling SEPs.
BANNER
preregistration
verification
against U.S.
Immigration
database of
accepted
students.
7
Service currently provided
by the sole staff person. A
dedicated counselor would
be more appropriate.
Documentation (Where
can assessments be found?
Provide link if possible)
1516 Program Review – International Students Program – 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?
Restoring a Classified position that ISP lost would benefit not only the program but also the International students currently attending Chabot.
The students would have much more personalized assistance and better guidance. The office would be able to remain open full time. If the sole
staff person is ill, on vacation or at a conference, the office is shut down completely. This position will also be able to do some outreach efforts –
to potentially increase the International Student enrollment.
What is your specific goal and measurable outcome?
Specific goal is to restore a Classified position for the International Students Programand have a dedicated Counselor for the International
Students Program.
What is your action plan to achieve your goal?
Activity (brief description)
Request for restoring the Classified Professional position that
ISP lost in 2011.
Counselor - Dedicated Counselor for International Students.
Assist and guide students in determining and achieving their
educational goal.
Target
Completion
Date
2015-2016
2015-2016
Required Budget (Split out
personnel, supplies, other
categories)
1 Classified Professional =
$45,107 + benefits
How will you manage the personnel needs?
New Hires:
Faculty # of positions 1
Classified staff # of positions 1
Reassigning existing employee(s) to the project; employee(s) current workload will be:
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1516 Program Review – International Students Program – Year 2
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:
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1516 Program Review – International Students Program – Year 2
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: __1_
STAFFING REQUESTS (1000) FACULTY
PLEASE LIST IN RANK ORDER
Faculty (1000)
Program/Unit
Position
Description
Counselor
Dedicated Counselor for International
Students. Assist and guide students in
determining and achieving their
educational goal.
International Students Program
Division/Area
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 International students. However, there’s no longer a dedicated Counselor for the International
students. Students are referred to the Counseling Department – but most Counselors are booked months in advance. It is sometimes difficult for
students to get an appointment – and it is needed because International Students need an Educational Plan. Further, a dedicated counselor is
needed to assist newly accepted students via e-communication prior to arrival in the United States.
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1516 Program Review – International Students Program – Year 2
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.
This idea is supported by other student services departments and the International Students Club – to better serve the International students with
their educational needs.
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1516 Program Review – International Students Program – 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: __1__
STAFFING REQUESTS (2000) CLASSIFIED PROFESSIONALS
Position
International Students
Admissions Specialist (1.0 FTE)
Classified Professional Staff (2000)
Description
Program/Unit
Justification:
International Students
This will be a restored position
Program
from the staff reductions in
2011. This staff will do
outreach/recruitment efforts to
increase enrollment of
International Students. This
position will also maintain and
disburse admission information
and requirements to students
and staff.
Funding Source:
General Funds
Is the work currently being
12
PLEASE LIST IN RANK
ORDER
Division/Area
Student Services
1516 Program Review – International Students Program – Year 2
done by other employees?:
No.
This position will be reporting
to:
Director of Admissions &
Records
Consequence of not funding
position:
Without any
marketing/outreach/recruitment
efforts, Chabot’s International
Students’ enrollment are
decreasing every year.
Positive impact:
International Students brought
in through
marketing/outreach/recruitment
brings in at least $7,000 per
student. Any additional
International Students brought
in through Marketing will
increase our non-restricted funds
that could be applied to other
disciplines of the college.
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1516 Program Review – International Students Program – Year 2
STAFFING REQUESTS (2000) STUDENT ASSISTANTS
Postion
International Student Program
Student Assistant
Student Assistants (2000)
Description
Program/Unit
Assist with filing, scanning,
International Student
sorting mail, answering phones. Program
PLEASE LIST IN RANK
ORDER
Division/Area
Student Services
2. Rationale for your proposal.
Re-establish and restore the Classified Professional position that was cut during the staff reductions in 2011. This position is important in not only
assisting International students but also doing outreach efforts in increasing the enrollment of International students.
Having an International Student Program Student Assistant will be able to assist with filing, scanning, sorting mail and answering phones.
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.
This idea is supported by other student services departments and the International Students Club – to better serve the International students with
their educational needs.
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1516 Program Review – International Students Program – 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
needed totals in all areas Request
Requested Received
Description
Office supplies – to
purchase toners, pens &
other office supplies
2015-16
Request
Amount
$2,000
Vend
or
15
Division/Unit
Student Services /
International Students
Program
Priority
#1
XXX
Priority
#2
Priority #3
1516 Program Review – International Students Program – Year 2
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
Marketing / Recruitment
Amount
$10,000
International Student Activities –
such as Orientation, International
Night
$5,000
Vendor
Online marketing
servers
16
Division/Unit
Student Services /
International Students
Program
Student Services /
International Students
Program
Priority #1
XXX
XXX
Priority #2
Priority #3
1516 Program Review – International Students Program – 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
Annual NAFSA (National
Association of Foreign Student
Advisers): Association of
International Educators
Conference
Travel Expense & Workshops
related to International
Students regulations
Amount
$3,000
$1,000
Vendor
NAFSA
Division/Dept
Student
Services /
International
Students
Program
Student
Services /
International
Students
Program
17
Priority Priority Priority
#1
#2
#3
Notes
This is an important conference –
continued education, important
updates and changes on State &
Federal regulations regarding
International Students.
Travel expense for A & R staff to
attend meetings at the District,
LPC, off-campus meetings ; for
extensive training and/or staff
development