TO: Dr. Jeff Marsee FROM: Keith Snow-Flamer and Utpal Goswami DATE: October 20, 2010 SUBJECT: Update on CLARUS Recommendations BACKGROUND CLARUS Corporation conducted an independent analysis of college-wide course offerings, programs, schedule of courses and course delivery and helped us build a plan to maximize efficiency in class scheduling and ensure that academic scheduling enables students to get the courses they need to complete a degree or certificate in a timely manner. The scheduling scan resulted in several recommendations for improvement. STATUS UPDATE The CLARUS recommendations were grouped into four overriding themes: Schedule development, class cancellations, class efficiencies (fill rates), facility usage, and curriculum development. Below is a status update on where the College is on satisfying the recommendations. Schedule Development: There are four recommendations under this theme. The College has satisfied all four recommendations. Class Cancellations: While there are three recommendations within this theme, the key recommendation is to maintain less than 10% class cancellation rate. The aggregate course cancellation for fall 2010 is 7%. Class Efficiency: The three recommendations contained within this theme have been satisfied. The goal of maintaining at least 70% efficiency rate is the central recommendation in this theme. The aggregate efficiency rate for fall semester is 81% as of September 22. Facility Usage: The College has satisfied one of the three recommendations in this theme. The remaining recommendations—completing the room inventory for and examining the feasibility of moving to a five day class schedule—will be addressed spring 2011. Curriculum Development: There are eight recommendations subsumed within this theme. The recommendation asking the College to determine if courses that have not been offered in the last four years are mandatory for the students to complete the degree are not offered has been satisfied. On investigation, the Vice President of Instruction (VPI) found that the CLARUS findings were erroneous. Except for two courses, all other required courses were available. The Office of the Vice President of Instruction is working with the appropriate constituent groups to address the remaining seven recommendations. 1 Schedule Development Recommendations Provide historical trend data by section for each division to review prior to development of the next semester schedule. The information to be provided should include cancellation rates by section, efficiency or fill rates by section, and fill rates and enrollments for sections by time of section. Provide the information in an easy-to-use format, preferably graphic. Timeline for Completion Summer 2010 Develop a formal signature approval system for making changes to a ―final‖ schedule after it has been entered into Datatel. Changes could then only be made to the schedule via approval of the deans and the vice presidents. Create a pre-schedule conference early in the schedule development process for an upcoming semester, or immediately after the registration period for a semester, to provide input into the scheduling process to the academic coordinators. Summer 2010 After examining the trend data, the divisions will develop an initial schedule based on the sections that made the previous semester and will not include or add the sections that were deleted the previous semester. Summer 2010 Designate a campus scheduler to assign rooms for sections scheduled. The campus scheduler should have the final authority for the room assignments for the class schedule. Spring 2010 Summer 2010 2 Status Completed. Institutional research has provided courses/department/section specific enrollment data over the past five years in the ―Overall Course Section Report.‖ The data is refreshed on a daily basis to reflect updated enrollment data in the current semester. This data was used to inform our class cancellation process and spring schedule development. Completed. The signature approval process was finalized in June 2010 and included the revised schedule development guidelines. Completed. Deans Anderson and Brown met with the academic advisors during the summer and discussed additional courses needed for fall and the courses needed for spring. One of the outcomes of the summer meeting was development a ―course menu‖ learning community concept. This process is codified in the revised schedule development guidelines. Completed. Data was used in the class cancellation process for Fall 2010. Deans used trend data to develop Fall and Spring classes. Information was included the revised schedule development guidelines. Completed. Tiffany Schmitcke was identified as the Eureka class scheduler. Her role was included in the revised schedule guidelines. Course Cancellations Recommendations Create a formal student notification process as to cancellations of sections. Timeline Summer 2010 Set a goal of less than 10 percent cancellation rate for credit programming for the College. Review the courses with cancellation rates over 50 percent and determine if fewer courses are needed in the upcoming schedule, and make adjustments as needed. Summer 2010 Fall 2010 3 Status Completed. Eureka admissions office is responsible for notifying students of a cancelled class at the Eureka campus and 101 corridor sites. Del Norte administrative staff is responsible for notifying students at the Del Norte Center. KT staff will contact students enrolled at the KT site. The Mendocino administrative office is responsible for notifying students at the Mendocino Center and the Southern Humboldt site. See schedule guidelines. Completed. See schedule guidelines. The aggregate for fall 2010 is 7%. Completed. Instructions were included in the scheduling guidelines. The Deans used this information in the fall class cancellation and spring schedule development process. Class Efficiency Recommendations Maintain at least 70% efficiency rate. For the courses with one section, courses with a fill rate of less than 70 percent should be offered less often – not every semester. For the courses with multiple sections, the College should examine all courses with less than 80 percent fill rate to determine if there are too many sections being offered by course at comparable times. Review discipline areas with excess capacity – those with fill rates less than 70 percent; the College should attempt to have at least a morning and evening section for courses if the demand is present. Designate specific rooms for credit hour classes that require longer meeting times. Fall 2010 Completed. Instructions were included in the scheduling guidelines. The Deans are using this guideline in developing the spring schedule. Fall rate for the district is 81% as of September 22. Fall 2010 Completed. Instructions were included in the scheduling guidelines. Fall 2010 Completed. The scheduler used the room availability information in the spring schedule development process. 4 Facility Usage Recommendations Review the maximum class enrollment caps against the maximum physical seat capacity across the disciplines by room to see if rooms are underutilized and if classes need to be moved to other classrooms. Assign personnel to conduct a physical room inventory for every room in every building at the College. The move has been back to a five-day a week schedule with classes meeting three days a week (Monday/ Wednesday/ Friday), as well as two days a week (Monday/ Wednesday and Tuesday/ Thursday). Examine the feasibility of moving to a five day a week schedule. In the interim, explore options for the College for increasing the low classroom utilization on Friday. Timeline Summer 2010/Fall 2010 Summer 2010/Fall 2010 Spring 2011 5 Status Completed. The Eureka and center/site class schedulers sand site specific schedulers completed this work when the fall and spring schedules were developed. The scheduler began this work over summer 2010 and will complete it fall 2010. Topic will be introduced into Enrollment Management Committee and Dean’s Council for discussion. Curriculum Development Recommendations Appoint a faculty committee to examine all the general education courses being offered for the CSU and UC transfer and a determination made if too many general education courses are being offered, thus spreading enrollments too thin over too many courses. The other issue that the faculty committee should examine is whether the College is offering too many courses for the liberal arts degree areas of emphasis (AOE). Determine if the courses that have not been offered in the last four years are mandatory for the students to complete the degree programs. If the courses are not mandatory, then the curriculum should be revised as needed. If the courses are mandatory, then they should be offered at least once a year, enabling students to complete the academic awards as noted in the catalog Timeline Fall 2010/Spring 2011 Status The VPI will begin addressing this recommendation this academic year. Fall 2010/Spring 2011 Determine what the actual programming for the offsite locations should be. Fall 2010/Spring 2011/Fall 2011 Develop a degree sheet for each by location that will identify the sequence of the courses offered for the academic awards to assist students in planning degree completion Develop a two-year schedule. Create a schedule master and examine curriculum offerings to ensure that programs can be completed and classes are offered at least once a year, if not every other year. Note classes which are offered only once a year and the semester that they are offered should be noted as well. Define specific complete academic programs for evening, day, and online delivery. Fall 2010/Spring 2011/Fall 2011 Completed. The CLARUS findings were erroneous. Except for two courses, all other required courses were available. One required course was cancelled twice for low enrollment (curriculum will be changed this year) and course substitution was allowed for the other course. This recommendation will be addressed via the site specific education master plan process. This recommendation will be addressed when the education master plan and curriculum analysis processes are complete. The VPI will begin addressing this recommendation this academic year. Explore Additional Alternative Delivery Formats (Fast Track/ Accelerated Program) Fall 2010/Spring 2011/Fall 2011 Develop more online sections of the most popular courses (10-15%). Fall 2010/Spring 2011 Fall 2010/Spring 2011 Fall 2010/Spring 2011/Fall 2011 6 This recommendation will be addressed when the education master plan and curriculum analysis processes are complete. This recommendation will be addressed when the education master plan and curriculum analysis processes are complete. This recommendation will be addressed when the virtual campus education master plan is complete.