Program Review Committee
Friday, April 20, 2012
FM 110 9am – 3pm
Agenda:
1) Call Meeting to Order
2) Updates
a. AOC Planning Recommendations (attachment)
b. AOC Program Revision Proposal (attachment)
3) Programs Prepared for 4/20/12 KPI Summaries:
Instructional
Physics
NC Paramedic – 2nd
review/comprehensive (11am)
Physics/Engineering
Student Services
Admissions & Records
Administration
Human Resources
Advising & Counseling
Marketing & Printing
Financial Aid
CDC
Institutional Research*
Library/ASC
President’s Office
VP Admin Services
Technology Services
Safety/Security
Payroll
Facilities/Planning (Plant Ops)
Dining Services
Maintenance
Business Office/Services
*Office of Instruction, but using Student Services forms
4) Other/Next Meeting Agenda Items:
5) Adjourn
PARTICIPANT DETAILS
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7.1c
AccreditationCommitteeWorkInProgress(4/17/2012)
RecommendationsforPlansandPlanningProcess
ModificationsForPlanningCommittees‐general
Arevisedplanningnarrativewillprovideguidanceforcommitteecharge,
processes,andmembershipresponsibilities.Thisincludesacalendarofplanning
functions,dataexchanges,decisionmaking,andfeedbacktoprovideinformationfor
budgeting,decisionmaking,andcontinuousimprovementoftheprocess.The
narrativewillalsodescribehowcommitteesarealignedwitheachotherandthe
strategicplanandmissionofthecollege.Thenarrativewillincludethegeneral
changeslistedbelow.

A yearly training meeting will be held by planning committee co-chairs at the
beginning of each budget-planning cycle (early fall). The roles, procedures and
boundaries of the committees are described. The larger planning process and links
to outcomes assessment, the strategic plan, education master plan, and college
mission are described and discussed.

All committees will review program review executive summary at the beginning of
each planning cycle. Resource-related planning chairs will meet at the beginning of
each planning/budgeting cycle to evaluate, distribute, and/or reject program review
“resource requests” (alternate process: Planning coordinator (or IEC chair) to
facilitate and prepare spreadsheets/reports for integrated planning functional
committees)

All resource allocation will incorporate program review findings, links with the
strategic/education master plan, and outcome assessments into their work and
prioritization of requests.




All planning committees (BPC , FPC, Technology, & Furniture & Design, EMC,
Basic Skills, etc) complete annual surveys and assessment report speaking to
evaluation of process from previous annual cycle and goals for following year to be
forwarded to IEC.
Definetherolesandinteractionsofcommitteesevaluatingandmaking
decisionsregardingthe“non‐resource”portionsofplanning–enrollment
management,basicskills,studentequity.
VPs,Deans,Directors(ifappropriate)useprogramreviewinformationto
proposeannualoperationalbudgets.TheseareforwardedtoBPC
Include educational effectiveness as a demonstrated priority in all planning
structures and processes. (How – where do we document this?)
7.1c
AccreditationCommitteeWorkInProgress(4/17/2012)
SpecificCommitteeChanges/Actions
BasicSkillsCommittee
 UpdateBasicSkillsPlan–TheBasicSkillsCommitteedevelopeda2011‐12
basicskillsplan(aplanwassubmittedtotheChancellor'sOffice).Thebasic
skillscommitteewillspendtimeredraftingtheplaninMayaftersubmissionof
basicskillsprogramreview(veryclosetocompletion).Thismustinclude
alignmentwithstrategicplangoals
EnrollmentManagementCommittee
 UpdatedEnrollmentManagementPlan–January‐March2012.TheEMplanhas
clearlinkstothestrategicplanandeducationmasterplan(??).Currentdraftof
theEMplansenttotheBasicSkillsCommitteeandStudentEquityPlan
Committeeforfeedback.
StudentEquity
 UpdatedStudentEquityPlan‐Adraftisunderway.ElementsoftheSEParein
theStrategicPlan,andthecommitteewillbeworkingwiththeEducation
Masterplancommitteetoensuremeasureablegoalsareinplaceandalignment
withtheEdMasterPlan(inprogress).
Site Specific Plans
 Site-specific plans – When will these be aligned with District-wide Ed Plan and
Strategic Plan (are they?) –check for strategic/Ed plan alignment – May. 2012
TechnologyPlanningCommittee
 UpdatedTechnologyPlan:needstobealignedwithStrategicandEdMaster
Plan.Expectedcompletiondate:May,2012
 Rankingofresourceitemsincludesreferencestoprogramreviewdata
includinglinkstothestrategicplanandassessments.
 CR IT Disaster Recovery Plan : The Technology Planning Committee will develop
the including a process whereby it’s reviewed and tested annually. In progress?
FacilitiesPlanningCommittee
 UpdatedFacilitiesMasterPlan–needstobealignedwithstrategicplangoals:
Expectedcompletiondate:May,2012
 Rankingofresourceitemsincludesreferencestoprogramreviewdata
includinglinkstothestrategicplanandassessments.
FurnitureandEquipmentCommittee
Plan?
 Rankingofresourceitemsincludesreferencestoprogramreviewdata
includinglinkstothestrategicplanandassessments.
BudgetPlanningCommittee
 Include in budget reporting a linkage of all financial resource allocations to mission
and goals of institution.
7.1c
AccreditationCommitteeWorkInProgress(4/17/2012)

Establish an initial feedback form to be distributed by the BPC to all constituents
who received funding allocations from needs addenda requests in the 2009-10 and
2010-11 years. The purpose is to establish some evidence prior to next year’s
program review as to how the funding has assisted in meeting their needs and how
that links to college mission and goals

Spreadsheet from Measure Q requests linking requests to current strategic plan,
educational master plan, SLO’s and PLO’s. BPC recently submitted current budget
ranking recommendations with linkages to strategic plan, educational master plan,
SLO’s and PLO’s.

Establish a sustainable and meaningful data base that clearly shows how resource
allocations helped constituents meet mission, strategic plan, educational master plan,
SLO’s and PLO’s while improving reporting and communication district wide the
process of institutional priorities with financial planning.
InstitutionalEffectivenessCommittee
 Establish a standing “planning committee” that oversees and updates the Strategic
and Master plans – A subcommittee of the IEC with a charge to annually evaluate
and update plans at the direction of the IEC?

The IEC will expand master planning calendar to include institutional plans and
related processes. Dates for evaluation and revisions of strategic and education
master plans must be incorporated into master planning calendar.

Measures and indicators will be evaluated and reported each year by the IEC. This
evaluation must be included in the master planning calendar to ensure a review of
the measures and indicators data.

Institutional effectiveness committee will sponsor planning summits and implement
work-plans around ongoing, pervasive and robust dialog. Develop easy to view
institutional scorecard.


IEC’s year-end executive report will address program review executive summaries.

IEC’syear‐endexecutivereportwilladdressnon‐resourceaspectsofplanning
suchasbasicskills,studentequity,andenrollmentmanagement
Promote an ongoing, robust and pervasive dialog about institutional effectiveness
(how is this done, how is it documented – beyond year end summit?)
Date for posting of completed Strategic Plan – methodology, goals, etc _______?
Date for completion of Education Master Plan – Anticipated approval at May Board
Meeting.
7.1b
AccreditationCommitteeWorkInProgress(4/17/2012)
AccreditationWorkingGroupRecommendationsforProgramReviewProcess
(4/12).
1.Rename“NeedsAddendum”to“ResourceRequest”–thisisamoreaccurate
descriptionoftheprocess.
 1a.Modifyresourcerequeststoincludereasoningandjustificationslinkedto
strategicplan,educationalmasterplan,SLO’sandPLO’sforallrequests.In
addition,establishadditionalinformationwithinrequeststhatdemonstrates
totalcostofownership–StandardIII‐IIID.1.a
 1b.Defineresourcerequeststobettermatchresourceitemsconsideredbythe
BPC($2,000.00+?).Defineaseparateprocesswhereoperationalbudgetsare
proposedbyDeans,VPs,etcbasedonprogramreviewsummaries.The
“ResourceRequest”shouldnotincludeoperationalbudgetitems.
2.EstablishaninitialfeedbackformtobedistributedbytheBPCtoallconstituents
whoreceivedfundingallocationsfrom“resourcerequests”(needsaddenda)inthe
2009‐10and2010‐11years.‐IIID3
 2a.Establishasustainablefeedbackformwithinprogramreviewsthat
informshowrequeststhatwerefundedassistedthatareainmeeting
strategicplan,educationalmasterplan,SLO’sandPLO’sfrompreviousyear’s
request.‐IIID.1.a.and IIIC2.
 2b.Programreviewtemplatestoreportwhetherallocationofresources
resultinimprovements.Putthisinthe“resourcerequest”(needs
addendum)orthetemplateitself.–Rec2‐III.D.3
3.Createan“AssessmentandPlanning”Tabfortheprogramreviewtemplate.This
sectionwillrequire:
 discussionofassessmentresultsandimprovementactions
 discussionofplansformed(improvementactions)basedonassessment
results
 discussionofhowassessmentresultswereusedtoinformtheQIP(or
planninggoals)
III.A.6, IIIB.2.b., III.C.2., III.D.1.a. (listed on results sheet; not clear which
specific sublevel this addresses)
4.ProvideStudentEquityDatawithintheprogramreviewdataset(IRsaysthisis
feasible)andrequirediscussionofsuccess,etcrelativetostudentpopulationgroups
(ethnicity,disabilities,gender,etc.).ThiswasrecommendedbyourSRJC
consultants.IIB.3.d.