Chabot College
Office of Academic Services
Program Review Report
Year Two
2016 -2017
The Office of Academic Services (OAS) has experienced dramatic changes over the
years. Most of which are directly linked the economic climate in the state. As a result,
staffing and scheduling are the two areas that have been impacted the most. The OAS is
currently comprised of the Vice President of Academic Services with one executive
assistant; two Curriculum & Scheduling Specialists working on scheduling, course data
entry for new and revised courses and programs and faculty loads; and five Deans
(Applied Technology & Business; Arts, Humanities & Social Sciences; Health,
Kinesiology & Athletics; Language Arts; Science and Mathematics; as of 10/2015 Dean
of Academic Pathways and Student Success; and the Director of the Child Development
Center, for a total of 11 staff, not counting administrative assistants in each division
office. In 2013, the OAS also became responsible for the Library and the Learning
Connection.
Historically, the OAS was comprised of as many as 19 staff, including the Vice President
of Academic Services with one administrative assistant; at least three Associate Deans
supported by three administrative assistants, one Assistance Dean, three Curriculum &
Scheduling Specialists working on scheduling, course data entry for new and revised
courses and programs, and faculty loads; and seven Deans; Business, Social Sciences,
Language Arts, Library, Arts and Humanities, Technology and Engineering, Physical
Education, Science and Math, and Health Sciences.
At one point, the Associate Deans were supervising the nine divisions listed above in the
historical summary. Each of the divisions has been coordinated by faculty coordinators
who were given 60% reassigned time. There was one faculty position with partial
reassigned time to act as Assistant Dean for the evening and Saturday programs. In
reorganizations occurring over 15-20 years, staffing in the Office of Academic Services
was whittled down to its present number, while Division Dean’s positions were created in
an effort to flatten the administrative structure and place administrative personnel closer
to the faculty.
Even with this reduced staffing, many of OAS’s functions focus on an array of processes
that together ensure the smooth operation of the instructional activities of the college
while at the same time providing leadership with in-depth engagement of important
college issues, such as Learning Outcomes, Program Review, Budget Review and
Development, and development of the Educational Master Plan, and the Strategic Plan
goal of streamlining student pathways to allow students to achieve their educational goals
in a reasonable amount of time.
The more significant of these processes are: creating the class schedule; supporting the
Curriculum Committee; supporting Student Learning Outcome and Assessment
Committee (SLOAC); developing the catalog & addendum; submitting the adjunct
payroll; reviewing and filing instructor evaluations; supporting the Sabbatical Leave
Submitted by Dr. Stacy Thompson
October 26, 2015
Chabot College
Office of Academic Services
Program Review Report
Year Two
2016 -2017
Committee; supporting the development of new policies and procedures; monitoring
program approval applications; monitoring flex attendance; responding to inquiries
concerning college policies and procedures; responding to complaints related to
instruction; approving requisitions, grade changes, independent study applications, field
trips, conferences, and notices of absence; chairing, agenda and minute preparation for 4
shared governance committees. VPAS is also assigned to the committees and initiatives
including, Curriculum, Student Learning Outcomes, Sabbatical, College Enrollment
Management, Basic Skills initiative, Career Pathways Trust grant and Faculty
Prioritization committee.
The austere times have come and gone and through it all the college has consistently
created positive environments for learning. In the past two years, there has been an
increase in FTES targets but not the staffing necessary maintain the same level of
excellent services. There is an urgent need to increase the number of faculty, staff, and
administrators in the OAS in order to meet the growing number of students we serve and
the associated demand for services.
What progress have we made?
In year one, OAS established goals and action plans for program improvement and has
made significant progress toward reaching its goals. Some of the goals require ongoing
monitoring and assessment. We have consistently had robust dialog about the following:
Title 5 compliance in course outlines, including noncredit courses; Course outline
updates are completed according to Title 5 requirements; Review of regular faculty
evaluations; Implementation of any changes to evaluation procedures; Tracking of, and
projection of, adjunct instructional expenditures; Completed and ongoing as FTE
requirements change; Unit planning, program review, and other planning/budgeting
functions; An overall learning assessment plan for the college; Prompting and tracking
state program approval applications; Catalog and catalog addendum development
including an online version that is easy to use; Updating of academic policies, including
Faculty Handbook; Improve calendaring and linking of calendars to make efficient use of
time; including development and maintenance of a master calendar of Academic Services
deadlines and activities; Develop an improved approach to orientation of adjunct faculty.
Did you achieve those goals? Specifically describe your progress on the goals you set
and your progress on service area outcomes, and Strategic Plan achievement.
1.Title 5 compliance in course outlines, including noncredit courses; Course outline
updates are completed according to Title 5 requirements are consistently reviewed by the
Curriculum committee. As the current Adult education legislation (AB86) continues to
provide guidelines for the creation and implementation of non-credit classes, the
Submitted by Dr. Stacy Thompson
October 26, 2015
Chabot College
Office of Academic Services
Program Review Report
Year Two
2016 -2017
committee will engage in the development of these courses with the faculty. This goal is
completed and on going.
2. Review of regular faculty evaluations is completed and ongoing as new evaluations are
submitted.
3. Implementation of any changes to evaluation procedures is completed and ongoing
with additional procedural changes that include the recent Faculty Association contract
that mandates student learning outcome creation and assessment is a part of faculty’s
(contract and adjunct) professional obligation and is part of the evaluation process.
4. Tracking of, and projection of, adjunct instructional expenditures; completed and
ongoing as FTE requirements change.
5. Unit planning, program review, and other planning/budgeting functions are completed
and is ongoing as our systems evolve.
6. An overall student learning outcomes & assessment plan for the college; this is
partially completed course, program and institutional outcome with continuing efforts via
SLOAC. Academic senate passed a resolution recommending faculty put SLO’s on all
syllabi. Recently ratified Faculty Association contract include SLO creation and
assessment as part of faculty’s contractual responsibility.
7. Prompting and tracking state program approval applications are completed and
ongoing as new programs are developed. A professional expert was hired who focuses
specifically on tracking both course and program approval to ensure timely and consistent
communication of courses from creation to college, board and state approval. This
improved process has reduced or eliminated the miscommunication regarding the
surrounding when approved courses/programs can be put into the schedule.
8. Catalog development including an online version that is easy to use; Catalog
Addendum is completed and posted on the College website. A contract with Professional
expert was developed and implemented in order for that to occur, as there was no staff or
funding in place to do this important work. The same is true for the 2016-2018 catalog
but the process of hiring someone and forming a committee to do this work is underway.
Funds need to be identified to cover the cost of the professional expert and printing of the
catalog. There is currently no funding in place.
Submitted by Dr. Stacy Thompson
October 26, 2015
Chabot College
Office of Academic Services
Program Review Report
Year Two
2016 -2017
9. Updating of academic policies, including Faculty Handbook has been completed by the
OAS and now rests with the Faculty association to update the handbook to include
current contract language.
10. Improve calendaring and linking of calendars to make efficient use of time; including
development and maintenance of a master calendar of Academic Services deadlines and
activities; Completed and ongoing. To be posted on Academic Services website.
11. Develop an improved approach to orientation of adjunct faculty has been completed
but at the same time is ongoing. Evaluations, assessment and feedback of the fall 2015
orientation were all extremely positive. The orientation included, for the first time,
contract faculty, adjunct faculty and classified professionals.
We are most proud of:
 Schedules have been consistently completed in a timely manner
 Student Learning Outcomes and Assessment has been included in the FA contract
and a resolution passes by the academic senate to include SLO’s on syllabi
 ASARS committee was created to update SARS machines including STEM,
music and other areas on campus so we are able to generate additional previously
unrecorded FTES.
 Starting Fall 2015 the Library is open on Saturdays
 Developed a faculty prioritization process in collaboration with Faculty Senate
 Instituted two 5-week summer modules to generate additional FTES
 Bridging gaps in the Curriculum Development process from creation to approvals
to offerings in return making the process more seamless
 Implementing a two-step process between Academic Services and the Division
Offices in tracking and monitoring the 67% rule for adjunct faculty
 Moved from a paper to electronic filing in the Office of Academic Services
 The Office of Academic Services extends its hours during the first two weeks of
school in order to support students during this time
Submitted by Dr. Stacy Thompson
October 26, 2015
Chabot College
Office of Academic Services
Program Review Report
Year Two
2016 -2017
 Provided Argos, excel and Outlook training for classified professionals in the
Academic Services areas
 New employee orientation included full/part time faculty and classified
professionals
What challenges did you face that may have prevented achieving your goals?
Our goals were met however, additional funding and staffing as requested in 2014-2015
program review was not received. The use of one time funding for professional experts
was a quick fix but is not permanent or sustainable.
What new initiatives might you begin to support the achievement of our Strategic Plan
goal? Do you have new ideas to improve student learning?
What are your specific, measurable goals? How will you achieve them?
Would any of these require collaboration with other areas of the college? How will that
collaboration occur?
Add courses to bottleneck areas such as Math and English by collaborating with the
Deans of both areas to support the hiring of faculty to staff classes. Working with CEMC
to ensure the FTEF is allocated to these areas.
Create more noncredit courses & provide training by working with faculty and relevant
committees to determine student’s needs. Also, within the current guidelines collaborate
with the AB86 coordinator and area Deans to determine which course would be best
serve the student’s needs.
Create a schedule of classes for evening and weekend students that will allow them to
earn a degree or certificate during those hours. Work with CEMC, IR, and Academic and
Student Services and Deans to determine which courses/programs we should add to
evening/weekend schedule as a pilot in Fall 2016.
Implementation of any changes to evaluation procedures by working with the FA to
review documents and providing professional development for the Division Deans to
ensure the new guideline regarding SLO creation and assessment are followed and
documented. The college will reach 100% completion of SLO’s.
Bring the college up to 100% compliance with SLO creation and assessment. Continue
to develop an overall learning assessment plan for the college by working with SLOAC
to establish a chair and staffing. Provide professional development for faculty and staff
for the new SLO platform in CurricuNET.
Submitted by Dr. Stacy Thompson
October 26, 2015
Chabot College
Office of Academic Services
Program Review Report
Year Two
2016 -2017
Create a master calendar of Academic Services deadlines and activities will be posted by
the Spring 2016. This will provide information internally regarding; updates for the Class
Schedule, Catalog, and Auto-Pay etc. are due to the OAS.
Create a Catalog Committee that engages both Academic and Student Services.
Sponsor a student club focused on supporting students who wish to transfer. This will
require collaboration with Student Activities Coordinator.
Create a Chabot office of Academic Services Times (COAST) newsletter. It would
require collaboration with all instructional deans, faculty and classified professionals in
Academic Services. By rotating divisions to be highlighted all areas would at some point
in the academic year be highlighted.
Administrative Area Outcomes
How Measured
When Measured Results/Discussion
#1:
Students are respected and supported in Student Accreditation
their interactions with the Office
Overall Satisfaction Fall 13
Academic Services
with Chabot Survey
Faculty /Staff
Accreditation Survey,
Standard IV and
Spring 14
Standard IIA
70% of faculty/staff agree or strongly agree the
administration has effectively encouraged excellence
in teaching and a positive learning environment.
87% of full-time faculty/staff and 90% of part-time
faculty and staff agree or strongly agree their dean
would back them up in professional practices. With
additional support for professional memberships and
our own professional development, we would likely
be able to increase these percentages.
Faculty and Staff
Accreditation Survey
– Faculty Perspectives Spring 14
on Service Area
Outcomes
79% of faculty responded that they participate often or
sometimes in thoughtful, reflective dialogues about
improving student learning in
division/discipline/program meetings.
87% agree they do so informally, in hallways or
offices. With additional support for professional
memberships and our own professional development,
we would likely be able to increase these percentages.
#2:
Office of Academic Services
encourages excellence from Faculty
and staff in instruction and creates a
positive learning environment for
students.
#3:
Faculty participate in thoughtful,
reflective dialogues about improving
student learning in
division/discipline/program meetings
and informally.
84% of students feel treated with respect by college
staff; 84% feel respected for differences in raceethnicity; 76% feel welcome at Chabot. This is higher
than previous years but we would like it to be higher
and will continue to reach out to all students. We
would like to provide some staff development for our
classified professionals and ourselves.
Submitted by Dr. Stacy Thompson
October 26, 2015