Arnold Paguio
10/16/2015
Submitted on ____
Contact: _____
3
Year in the Cycle: ____
Program:
Student Life
__________
2016 -2017
Chabot College
Student Services
Program Review Report
FINAL 9/24/15
A: Budget History
B1: Student Learning Outcomes/Services Area Outcomes Assessment Schedule
C: Program Learning Outcomes
D: A Few Questions
E: New and Ongoing Initiatives and Projects
E1: Equity and BSI Fund Requests
F1A: New Faculty Requests
F1B: Reassign Time Requests
F2A: Classified Staffing Requests
F2B: Student Assistant Requests
F4: Academic Learning Support Requests
F5: Supplies Requests
F6: Services/Contracts and Conference/Travel Requests
F7: Technology and Other Equipment Requests
F8: Facilities
Required Appendices:
Section 1: What Have We Accomplished?
Section 2: What’s Next?
x Year 3
___
___ Year 2
Section 1: What Progress Have We Made?
Section 2: What Changes Do We Suggest?
___ Year 1
Section 1: Who We Are
Section 2: Where We Are Now
Section 3: The Difference We Hope to Make
Table of Contents
This section may serve as the foundation for your next Program Review cycle, and will inform the development of
future strategic initiatives for the college. In your narrative of one page or less, address the following questions.
Please complete Appendices E (New and Ongoing Initiatives and Projects) and F1-8 (Resources Requested) to
support your narrative.
• What goals do you have for future program improvement?
• What ideas do you have to achieve those goals?
• What must change about the institution to enable you to make greater progress in improving student
learning and overall student success?
2. What’s Next?
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 to assess progress toward
achievement of our Strategic Plan and to inform future budget decisions. In your narrative of two or less pages,
address the following questions:
• What program improvement goals did you establish?
• Did you achieve the goals you established for the three years? Specifically describe your progress on
goals you set for student learning, program learning, equity, and Strategic Plan achievement.
• What best practices have you developed? Those could include pedagogical methods, strategies to
address Basic Skills needs of our students, methods of working within your discipline, and more.
• Are these best practices replicable in other disciplines or areas?
• What were your greatest challenges?
• Were there institutional barriers to success?
• Cite relevant data in your narrative (e.g., efficiency, persistence, success, FT/PT faculty ratios, SAO/PLO
assessment results, external accreditation demands, etc.).
Complete Appendices A (Budget History), B1, C (PLO's), and D (A few questions) prior to writing your narrative.
You should also review your most recent success, equity, course sequence, and enrollment data at
http://www.chabotcollege.edu/ProgramReview/Data2015.asp
1. What Have We Accomplished?
In addition to completing the narrative portion of program review, add all your requests to a single Resource
Request Spreadsheet:
a. Follow the link to the spreadsheet provided in Appendix F1A, save the spreadsheet where you can
continue to access it and add requested resources from each appendix to it as appropriate. Once
completed, submit to your Dean/Area Manager with this finalized Program Review Narrative.
b. Requests should be made for augmented/ additional resources (more than what you are already
receiving). If you have questions about what constitutes an “additional/augmented” request, please talk
with your administrator who can tell you what maintenance resources you are already receiving.
c. Prioritize your requests using the criteria on the spreadsheet. Your Administrator will compile a master
spreadsheet and prioritize for his or her entire area.
d. Submit resource requests on time so administrators can include requests in their prioritization and discuss
with their area at November division meetings.
Resource Request Spreadsheet Directions:
YEAR THREE
2013-2014
23
22
2014-2015
34
24
As we continue to streamline processes and provide more training on student organization recognition
we expect to see both numbers increase greatly.
Student Organization Recognition
Submitted Recognition Packets
Completed Recognition Packets
Measuring student involvement can be a challenge but we are happy to report that we have seen a
slight increase in the number of registered student organizations and significant increase in the number
of students attempting to recognized a club.
Support for Student Organizations is one of the main responsibilities of the Student Life office and were
a primary focus of improving our operations in the last three years. Serving Student Organizations
begins with the recognition process as this has been the priority in improving this service. Our first step
in improving this process is to meeting individually with all students interested in becoming a recognized
organization prior to completing a recognition packet. We have also provided support for developing a
constitution by including a specific guidelines with sample policies and a template students can fill in to
create their organization constitution. In recognizing that communication and publicity as the other
significant challenge for Student Organizations, we have developed a publicity guidelines packet which
includes information about all resources, policies, and procedures for publicizing on campus. The other
major improvement in services is to convert all forms (facility reservation, disbursement, opening club
bank accounts, etc.) to fillable PDF and providing links on the Student Life website. In light of providing
these online forms, we have also setup a dedicated computer and printer where students can download,
fill out, and print forms for their Student Organization.
Student Life has been successful in achieving both long term and short term program goals of this
program review cycle while undergoing major transitions in leadership and staffing.
Did you achieve the goals you established for the three years? Specifically describe your progress on
goals you set for student learning, program learning, equity, and Strategic Plan achievement.
a) More avenues for communication and publicity
b) Increase use technology in programs and services
c) Review and update policies and procedures regarding student organizations
In support of the long terms goals established for this program review cycle, short term goals were
developed for the 2014-2015 academic year. Short terms goals for the Student Life office were to
Long term goals established during the Program Review cycle focused on student involvement and
student activities. More specifically, the Student Life office seeks to a)provide more support for
Student Organizations and b)increase number of students involved in clubs and activities as a whole.
What program improvement goals did you establish?
1. What Have We Accomplished?
Overall the college has been highly supportive of the Student Life office. One barrier that we did face
was in the procedure for acquiring technology. The process is not clear and responses to requests only
came when we were proactively following up. As we continue to push for new and more technology it
will be important to have a clear procedure outlined.
Were there institutional barriers to success?
This is clearly still a transition time for Student Life and the greatest challenge is continuing to provide
high level service while trying to reestablish a foundation of what the Student Life office is. This
challenge is exacerbated by the limited staff. We are in the process of adding another full time staff
member but anticipate that more staff will be needed to ensure that the Student Life office is fully
operational and serving students at the level demanded by our students.
What were your greatest challenges?
Yes, best practices are more areas of emphasis than new practices and can be easily replicated.
Are these best practices replicable in other disciplines or areas?
Best practices are focused on consistency and clarity of policy and procedure. We are also emphasizing
communication in terms of getting information to students, making sure that information is accurate
and useful, and using multiple platforms and being redundant when getting information out.
What best practices have you developed? Those could include pedagogical methods, strategies to
address Basic Skills needs of our students, methods of working within your discipline, and more.
Student Life also made significant progress in reviewing and updating policy and procedures, most
notably with the creation of the Publicity Guide. We have also reviewed and updated policy and
procedure around Student Organization recognition, fundraising, and finance procedures.
Social media and digital signage also serve as examples of increased use of technology in the Student
Life office. Student life has also reformatted all forms to fillable PDF so they can be accessed online via
the Student Life Website. Website maintenance was also improved by hiring student assistant to
update and upgrade the site.
Student Life has improved and established several resources for Student Organizations and campus
departments to publicize events. Social media accounts for Student Life were established and a
campaign to build the initial follower list successfully recruited the first 150 followers in just under one
week. Student life has also established system for posting flyers on the digital signs inside classroom
buildings and a checkout system for A-Frames that can hold posters and be displayed around campus.
Student Life has also published a comprehensive Publicity Guide detailing all resources, policies, and
procedures around campus publicity.
The recently completed Fall 2015 Student Satisfaction Survey will provide additional data on the
utilization rate and satisfaction rates on the services of the Student Life office and we hope to see
improvement from low utilization numbers while maintaining high satisfaction rates from the 2013
Survey.
Overall, the institution has been very supportive and able to address the needs of the Student
Life office. However, there are many times when policies and procedures are not clear and it is
difficult to understand how to access resources. Too often, acces to resources seem to be
about having cultural captial instead of fair and transparent procedures.
What must change about the institution to enable you to make greater progress in improving student
learning and overall student success?
Another example of weaving technology with improvement is to develop leadership training videos
to complement or replace workshops. In addition to educational videos, these training videos could
also cover policies, procedures, and how to use resources such as forms on the Student Life website.
Any future improvements will be done with a consideration about increasing our use of technology.
Technology such as web-based services would allow us to reach more students, even with the current
staffing limitations. One example would be an online organization portal system, such as the OrgSync
system included in this request. OrgSync provides many resources for student organization such as file
storage, communication within and between organizations, online registration, electronic forms, and an
online organization calendar. This would provide 24/7 access to many resources offered by Student Life
from any computer.
What ideas do you have to achieve those goals?
Student Life also seeks to provide more resources in general for student organizations including
references and training on policy and procedures as well as resources to support student organization
activities such as fundraising and publicity.
Another ongoing goal is to provide more leadership education for students. The experiential
opportunities provided by Student Organizations, Student Government, Learning Communities, etc. is
strong and we hope to compliment these experiences provide more intentional opportunities such as
trainings, workshops, retreats, etc.
Looking ahead there is still much work to be done on increasing student activity levels and utilization of
the Student Life office. This includes continuing marketing efforts and establishing a brand for Student
Life and promoting student involvement. What we hope to see is more activities, more student
organizations, and more events, both student run and college sponsored.
What goals do you have for future program improvement?
This section may serve as the foundation for your next Program Review cycle, and will inform the
development of future strategic initiatives for the college. In your narrative of one page or less, address
the following questions. Please complete Appendices E (New and Ongoing Initiatives and Projects) and
F1-8 (Resources Requested) to support your narrative.
2. What’s Next?
2015-16
Budget
Received
$ 72,183.00
$ 1,500.00
$ 0.00
$ 73,683.00
2015-16
Budget
Requested
$ 30,000.00
$ 22,530.00
$ 9,200.00
$ 61,730.00
$ 72,315.00
$ 32,315.00
$ 10,000.00
$ 30,000.00
2016-17
Budget
Requested
$ 0.00
2016-17
Budget
Received
Unfunded request for supplies and services greatly limits the ability of the Student Life office to
directly host events and provide educational services. While we relish the opportunity to
collaborate, it is crucial for the Student Life office to be at the forefront of leadership
development and student engagement opportunities as we are currently limited to more of a
consulting and support role.
Technology request for subscription to OrgSync on-line organization management system
would provide a more accessible, efficient, and sustainable means for supporting student
organizations. OrgSync would eliminate all paper forms including club registration, funding
requests, and facility reservation. OrgSync service also include organization calendars, a
master calendar, as well as communication tools for working between and within each
organization. This on-line service would allow 24/7 access to many of the resources provided
by the Student Life office.
2. What has been the impact of not receiving some of your requested funding? How has student learning or
service been impacted, or safety compromised, or enrollment or retention negatively impacted?
New classified staff position has not been filled. We do anticipate this will affect all areas of
Student Life and greatly increase the number of students served and allow us to develop more
service and resources for Student Life and improve the overall level of service to the campus.
The allocation of a 1.0 classified staff in light of a request for 0.5 time is certainly noted and will
have a significant impact on Student Life.
1. How has your investment of the budget monies you did receive improved student learning? Which service or
learning outcome were supported? Have the anticipated positive impacts been realized?
Classified Staffing (# of positions)
Supplies & Services
Technology/Equipment
Other
TOTAL
Category
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.
Appendix A: Budget History and Impact
SAO #3: n/a
events, programs and
services
SAO #2: Improve outreach about
Organization Activity
SAO #1: Increase Student
SLO #1: Improve leadership
skills of student leaders
SLO/SAO
Audience:
Purpose:
Instructions:
Service Area Outcomes:
- number of platforms for
distributing publicity
-social media activity
- requests to distribute
publicity
- # of registered organizations
- request for room
reservations
- requests to distribute
publicity
-requests for
funding/matching funds
-program attendance
-pre and post tests at
leadership workshops
and events
How
Measured
Several significant improvements made to publicity platforms.
Campus kiosks are now maintained and used more frequently.
Additional posting resources have been added such as
A-frames, Digital Screens, and Social Media accounts. Usage
data regarding these resources was not collect in previous
years meaning 2014-2015 data will sever as the baseline
Completed student organizations increased slightly
from 23 to 25 and the number of applications
increased significantly from 24 to 34. Other data
was not collected in prior years so 2014-2013
numbers would serve as a baseline.
Attendance at workshops was low and we are considering
new platforms and methods for leadership education. We
believe the interest still exists and are looking into more
innovative methods of providing this service such as larger
retreat, online training, and a more comprehensive
leadership program/cohort.
Results/Discussion
- Copies of request forms kept
by Student Life office
- Social media usage data kept
by the site
Internal records of student
organization registrations
kept by Student Life office.
n/a
Documentation
(Where can assessments be
found? Provide link if possible)
Appendix B1: Student Learning Outcomes and/or Service Area Outcomes Assessment
Reporting Schedule.
Separate Classified Professionals Staffing Request form completed and attached to Program
Review for each position requested (please check box to left)
Summary of positions requested completed in Program Review Resource Request
Spreadsheet (please check box to left)
☐
1
☐
Total number of positions requested (please fill in number of positions requested):
This is a fillable PDF. Please save the form, fill it out, then save again and check the box below once you’ve
done so. Submit your Classified Professionals Staffing Request form(s) along with your Program Review
Narrative and Resource Request spreadsheet.
http://www.chabotcollege.edu/prbc/SPR/2016-17%20Classified%20Professionals%20Staffing%20Request%20Form.pdf
Please click here to find the link to the Classified Professional Staffing Request form:
Spreadsheet: To be considered, requests must be added to the Resource Request Spreadsheet AND a
separate Classified Professionals Staffing Request form must be completed for each position requested.
Add your requests to your spreadsheet under the 2000a tab and check the box below once they’ve been
added.
Instructions: Please complete a separate Classified Professionals Staffing Request form for each position
requested and attach form(s) as an appendix to your Program Review.
Purpose: Providing explanation and justification for new and replacement positions for full-time and parttime regular (permanent) classified professional positions (new, augmented and replacement positions).
Remember, student assistants are not to replace Classified Professional staff.
Audience: Administrators, PRBC, Classified Prioritization Committee
Appendix F2A: Classified Staffing Request(s) [Acct. Category 2000]
2016-17 Program Review College Resource Requests StudentLife2000a - Classified
2016-2017
Division:
Compete all Columns
Please make requests for additional resources you are not already receiving and speak with your Administrator if you have questions.
Priority 1: Are critical requests required to sustain a program (if not acquired, program may be in peril) or to meet mandated requirements of local,
state or federal regulations or those regulations of a accrediting body for a program.
Priority 2: Are needed requests that w ill enhance a program but are not so critical as to jeopardize the continuation of a program if not received in th
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 p
STAFFING REQUESTS (2000) CLASSIFIED PROFESSIONALS
Classified Professional Staff (2000)
Position Title
# hours per week / #
months per year
Position Salary
Classified
Staffing
Request
Form
completed in
PR?
(Form must be
attached)
SSCC Operations Coordinator
40/12
53984.04
Page 3 of 4
y
Priority #1
Priority #2
Priority #3
x
Revised 4/22/2011
1
Funding Source:
50
☐
✔ General
50
☐
Categorical
✔
☐ Grant
Grant name:
%
%
%
Providing the student senate with administrative support will allow student leaders within the senate to
spend more energy on serving as advocates and student leaders by lessening the administrative
burden. Student Senators would no longer have to learn or deal with the full in's and out's
administrative processes providing them more time on decision making, analysis, planning, and
representation of their constituents. For example, the Student Senate has assigned one of their
members to serve as office manager with duties such as arranging the office coverage, supply orders,
maintenance requests, etc. While organization of and maintenance of an office is a useful skill to
learn, it is a stretch to call this leadership education or experience.
What educational programs or institutional purposes does this position support? How does the request
relate specifically to your Program Review, the College’s Strategic Plan, and/or Accreditation Recommendations?
The Student Senate has significant administrative responsibility with a 200k budget, two offices,
annual events, and new advocacy projects every year to take on. The purpose of the student senate
is provide them with the experience of leading and representing their fellow students and taking on
projects to improve the student experience at Chabot. With that said, the college currently does not
provide any administrative support to the Student Senate, forcing the students to spend much of their
time learning and dealing with administrative tasks and processes. This allows for less time for
planning, analysis, and serving as advocates for their fellow students.
Why is this position necessary?
Justification:
Note: total cost of position will include salary + benefits.
Estimate Increase / Proposed Annual Salary Cost:
(assume step 1 for vacant position)
$ 53984.04
■
☐ New position (Must attach proposed job description; see Classified Prioritization Chair for assistance.)
12
50
hours per week
months per year
☐ Increase of an existing position (Must attach District job description; see Classified Prioritization Chair for assistance.)
from: ☐ 9, ☐ 10, ☐ 11 month
to: ☐ 10, ☐ 11, ☐ 12 month
from:
%
to:
%
☐ Fill a currently vacant position (Must attach District job description; see Classified Prioritization Chair for assistance.)
hours per week
months per year
Please indicate if this is a request for/to:
Division/Unit: Student Life
Position Title Requested: Student Senate Operations Coordinator
Request Number (i.e., 1 + # of times position requested, but not granted, in past five program reviews):
Please fill out one form for each classified staff position that you are requesting for your division/unit. This form
is to be submitted as an appendix in your program review each fiscal year and a copy should be forwarded to
the classified prioritization chair. For positions requested outside the program review cycle (e.g., retirements,
resignations, grant/categorical funded positions), this form should be submitted to the classified prioritization
chair and will be used for information/tracking purposes. (Please see the program review website for more
information.)
Classified Professionals
Staffing Request Form
Office Use Only
Rec. Date: ___________
Fiscal Year: __________
Program Review: _____
Area Manager Notes/Response:
Requested by:
Date:
Area Manager:
Date:
The Director of Student Life and a Faculty Advisor with part time reassignment provide primary support
to the Student Senate. Neither has any administrative support to offer and currently there are no
college employees 100% designated to supporting the Student Senate.
What other personnel currently provide support to this program and these students?
Part of the mission of the Student Senate is to create programs and services to improve the student
experience on campus and give students the opportunity to speak up.
How will the campus community (students, staff, faculty, and community) be positively impacted by filling this
position?
At this time Student Leaders within the Senate are charged with all administrative responsibilities
related to the SSCC. We are constantly revising duties within the senate to ensure that we account for
work that needs to be done but administrative work takes away from time and energy that could be
spent on planning, analysis, and advocacy.
What alternative approaches have been considered in meeting the programmatic demands of this request?
The Student Senate has had a history of large budget surpluses due to the inability to process funding
requests in a timely manner. Many of these late and unfulfilled requests are for co-currciular requests
to other programs and services within the college.
What is the consequence of not funding this position?
The Student Senate Operations coordinator would work under the Student Life office and report to the
Director of Student Life as the designated administrator supervising the Student Senate of Chabot
College.
Where will the individual work? To whom will the person report? Are there any special equipment/facilities needs
to be considered?
✔
☐
10
SUPPLIES tab (4000) completed in Program Review Resource Request Spreadsheet (please
check box to left)
Spreadsheet: To be considered, requests must be added to the Resource Request Spreadsheet. Add your
requests to your spreadsheet under the 4000 tab and check the box below once they’ve been added.
Attempts at simple leadership and scholarship workshops had limited success. Funds
would be used to develop more substantial programs including food, incentives, guest
speakers, retreats,etc.
How do the assessments that you preformed to measure student learning outcomes (SLO’s) or service area
outcomes (SAO’s) support this request?
Current supplies and services budget supports daily operations but does not allow for any special
event funding such as supplies, food, and marketing materials. Supply budget would support events
such as leadership trainings(workshops and retreats), scholarship workshops, and other events.
Request and Rationale:
Instructions: In the area below, please list additional/augmented funding requests for categories 4000. Do NOT
include conferences and travel, which are submitted on Appendix F6. Justify your request and explain in detail
the need for any requested funds beyond those you received this year.
Purpose: To request funding for supplies and service, and to guide the Budget Committee in allocation of funds.
Audience: Administrators, Budget Committee, PRBC
Appendix F5: Supplies Requests [Acct. Category 4000]
2016-2017
Division: Chabot College
Compete all Columns
Please make requests for additional resources you are not already receiving and speak with your Administrator if you have questions.
Priority 1: Are critical requests required to sustain a program (if not acquired, program may be in peril) or to meet mandated requirements of local,
state or federal regulations or those regulations of a accrediting body for a program.
Priority 2: Are needed requests that w ill enhance a program but are not so critical as to jeopardize the continuation 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.
SUPPLIES REQUEST (4000)
MUST use Calibri Font Size Font 12
MUST use Text Wrap
DO NOT change the width of the columns or anyother formatting.
Description
Events and Programming Budget
Quantity
1
Unit
Price
10000
Total
Amount
10000
Tax
Cost of
Shipping/Freight
Grand Total
Amount
Vendor
10000 various
Division/Unit
Student Life
Priority #1 Priority #2
x
Priority #3
Justification
programming and event supplies
EQUIPMENT tab (6000) completed in Program Review Resource Request Spreadsheet (please
check box to left)
12
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.
☐
Spreadsheet: To be considered, requests must be added to the Resource Request Spreadsheet. Add your
requests to your spreadsheet under the 6000 tab and check the box below once they’ve been added.
2) 6 Digital Monitors for Student Center (Building 2300) to be connected to Carousel
System. Montiors would be in high traffic areas of building lower lobby (1), 2nd floor
lobby(1), balcony (2), cafeteria (2). Monitors allow for better communication with
students and are a more sustainable method of publicity than paper advertisements.
This online system would significantly improve the level of service provided to Student
Life by allowing 24/7 access to many of the resources provided by Student Life,
eliminate paper forms, electronic registration, file storage and archiving, a master
event calendar, and more.
1) Initial setup and subscription to OrgSync Organization Management System.
OrgSync is an online system connecting students, student organizations, and the
campus through a series of portals. Portals allow student organizations and campus
departments resources such as online registration, file sharing, organization websites,
individual organization calendars, and electronic forms.
Summary of request and rationale:
Instructions: Please follow the link here to make your request and summarize below
http://intranet.clpccd.cc.ca.us/technologyrequest/default.htm
Purpose: To be read and responded to by Budget Committee and to inform priorities of the Technology
Committee.
Audience: Budget Committee, Technology Committee, Administrators
Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000]
2016-2017
Division: Chabot College
Compete ALL Columns
Please make requests for additional resources you are not already receiving and speak with your Administrator if you have questions.
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.
Priority 1: Are critical requests required to sustain a program (if not acquired, program may be in peril) or to meet mandated requirements of local,
state or federal regulations or those regulations of a accrediting body for a program.
Priority 2: Are needed requests that 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.
Computer/Technology Requests
MUST use Calibri Font Size Font 12
Must use Text Wrap
Do not change the width of the columns or anyother formatting.
Description
Quantity
Unit
Price
Amount
OrgSync
1
16000
16000
Digital Monitors
6
1955
11730
Carousel Player
1
1195
1195
Carousel Channel License
6
315
1890
VGA Transmitter
6
125
750
VGA Reciever
6
125
750
Cost of
Shiping/Freight
Tax
0
TOTAL Amount
0
Vendor
16000 OrgSync
Rackmount
11730 Mart
Tightrope
1195 Media
Tightrope
1890 Media
B&E Photo
750 Video
B&E Photo
750 Video
Division/Unit
Student Life
Priority #1 Priority #2
Priority #3
x
Student Life
x
Student Life
x
Student Life
x
Student Life
x
Student Life
x
Justification