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C
A
ADVISING
M
ANNUAL PLANNING
P
UPDATE
U
S
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Student Services Area: Academic Advising Center
Academic Year: 2009-2010
We certify that this program review document represents the plans, goals, and critical
analysis of this instructional program. Please enter name and signature
Author(s): Jennifer Bailey
Date: 10/01/09
Department Administrator: Cheryl Tucker
Date: 10/01/09
V. P.: Dr. Keith Snow-Flamer
Validation: _________
1. Report on goals and improvements: (Provide a brief summary of the major
accomplishments and achievements of your department during the past year.)
Please note some goals that you want to accomplish this year.
The Academic Advising department hired five new Student Development
advisors beginning January 13th, 2009. With additional staff advising should increase
retention rates, allow our department to improve on outreach functions and assist students
in a more effective and timely manner and will be collecting throughout the 2009-2010
academic year. In addition to the newly hired Student Development advisors, one advisor
was appointed to distance education only.
With the addition of advisors, the Advising department moved to the Academic
Support Center. The Counselors remain in the Counseling department. With that
division, we also divided the work load. Counselors are considered specialists as advisors
are considered generalists. In addition to the move, student services reorganization took
place in terms of classified staff and administrators. The work flow at the ASC is more
collaborative in terms of what the ASC provides and Advising provides.
For the fall 2009 semester Advising implemented a number of learning cohorts. Cohorts
include stand alone (general education) courses, linked courses, and freshmen seminar
courses. With each section we have embedded an advisor in efforts to support student
success in the classroom. Advisors are expected to visit the assigned course(s) as their
schedule allows. Advisors will have weekly contact with the students and the
instructor(s). By embedding advisors into these particular courses, this will assist in
building our retention rates and promote student success in the classroom. We have
begun the collection process as of August 24, 2009. Not only would the department like
to explore retention and persistence rates for those students enrolled in the cohorts but
those who are not enrolled in the learning cohorts.
The department improved its services with the E-Advising suite purchase. Eadvising is a program within Datatel that links to Web Advisor. With the program,
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advisors and counselors can create student education plans, run degree audits, and
students can communicate with his/her advisor via this online medium. This will create
less repetitive and more accurate work for the advisor, counselor and the student.
Within the next 12 months, Advising would like to have the Student Development
Advisors fully trained in all advising aspects as well as in outreach activities. With the
fully trained advisors, the department should increase retention rates, especially with the
cohorts. Advising would like to increase student education plans for all students not just
select groups. Since the increase in Student Development Advisors, we will have the
ability to participate in more outreach activities. This data will be collected for the 20092010 academic year.
.
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Assign advisors to high schools and define enrollment targets based on
historic enrollment numbers
Work with HSU to collaborate on high school visits
Create recruiting materials and presentations (in English and Spanish)
Concentrate recruitment efforts on locations where specific targeted groups of
students (honors, Hispanic Latino, Indian) can be found and contacted
effectively.
Train all counselors and advisors in outreach activities
Offer and identify alternative visit opportunities so that those families can
attend with the student. Saturday visits, evening programs, etc.
Families will be informed about the CR application and enrollment process
Host Spring on campus counselor meeting
Host fall and spring on campus program for prospective students (provide
intentional parent program covering financial aid, academics, etc)
Meet with high school counselors to determine “optimal” summer course
schedule
Use entering student data in advisor caseloads to determine which block of
students should be monitored and assisted
Develop an advising process that has advising immediately following testing
Examine and improve advising system for continuing students to include drop
in advising
Assess the content, delivery, and timing of all programs that lead to the fist
day of class (i.e. Redwoods days, orientation, testing, campus visits)
Retention will become a recurring theme in the planning and delivery of
orientation activities
Implement “caseload management” system for academic advising
Implement process for advisors to track and make weekly contact with
advisees in their caseload.
Research “best practice” in supporting academic needs of high risk/basic
skills students
Assign athletics to “regular” advisors as part of their caseload
Give advisors responsibility for transcript evaluation and SEPs
Work with Campus Life to revise orientation program along the HOP model.
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Goal
Assign advisors to high
schools and define
enrollment targets based
on historic enrollment
numbers
Expected Completion
Summer 2009
Rational
Best practices
Work with HSU to
collaborate on high
school visits
Ongoing
Best practices
Create recruiting
materials and
presentations (in English
and Spanish)
Spring 2010
Best practices
Train all counselors and
advisors in outreach
activities
Spring 2010
Offer and identify
alternative visit
opportunities so that
those families can attend
with the student.
Saturday visits, evening
programs, etc.
Spring 2010
The more informed the
advisors and counselors
are the more informed
the students and parents
Best practices
Families will be informed
about the CR application
and enrollment process
Fall 2009
Host Spring on campus
counselor meeting
Done
Host fall and spring on
campus program for
prospective students
(provide intentional
parent program covering
financial aid, academics,
Fall 2009
We will be hosting a
Instant Admissions Day
within our local high
school outreach area in
November so that CR can
become the number one
college choice
Keep local high school
counselors and
communities agencies
well informed to build
more knowledge and
better relationships
We will be hosting a
Instant Admissions Day
within our local high
school outreach area in
November so that CR can
become the number one
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college choice
etc)
Meet with high school
counselors to determine
“optimal” summer course
schedule
Spring 2010
Best practices
Use entering student
data in advisor caseloads
to determine which block
of students should be
monitored and assisted
Fall 2009
Best practices
Develop an advising
process that has advising
immediately following
testing
Ongoing
Examine and improve
advising system for
continuing students to
include drop in advising
Fall 2009
The Advising Office has
relocated to the ASC to
administer math and
English assessment
testing and to advise the
student immediately
Best practices
Assess the content,
delivery, and timing of all
programs that lead to the
fist day of class (i.e.
Redwoods days,
orientation, testing,
campus visits)
Ongoing
Retention will become a
recurring theme in the
planning and delivery of
orientation activities
Ongoing
Implement “caseload
management” system for
academic advising
Fall 2009
Implement process for
advisors to track and
Fall 2009
Students need to be
informed at CR can be
there choice of schools
and that they have a
better opportunity to
transfer to top notch
schools as transfer
students receive higher
priority than incoming
freshmen
Best practices
By utilizing the caseload
approach we plan to
increase our retention
rates significantly. We
are currently working
with IR on this project.
We plan to use a “score
card” to tracking device
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make weekly contact with
advisees in their
caseload.
Research “best practice”
in supporting academic
needs of high risk/basic
skills students
Ongoing
Assign athletics to
“regular” advisors as part
of their caseload
Fall 2009
Give advisors
responsibility for
transcript evaluation and
SEPs
Fall 2009
Work with Campus Life to Fall 2009
revise orientation
program along the HOP
model.
for students within the
cohorts on a week by
week basis between the
advisor and the student
Best practices should be
a models used in
assisting at risk/basic
skills students.
We would like to put our
athletes on a two-year
track in order to enable
them to transfer to
universities and have the
ability to play at the
university level
The more informed and
knowledgeable the
advisors the better
informed the students in
order to meet their
educational goals
Best practices
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2. Report on 2008-2009 Assessment Plan for Student Services Area: Academic Advising Center
(Please provide a 1 page historical reference of last year’s outcomes)
Mission Statement: As partners in education, we are committed to student success. We provide information,
support, and guidance to assist each student in the developmental process of becoming responsible, self-directed,
self-sufficient learners.
Objective
1.
Improve
orientation
services to
reduce barriers
to persistence
Student Learning
Outcome (SLO)
or
Program Learning
Outcome (PLO)
Linked to Student
Service
Goal/Strategic
Plan
Orientation students will
be able to identify and
utilize student support
resources that will assist in
their educational goals.
Ensure student access
Enable student
attainment of educational
goals
Assessment Criteria
(Specify Target
Performance Level)
Assessment
Measure
Completion (or
anticipate
completion)/
Findings
Collect Datamart
matriculation baseline
data
Datamart and
SARS
matriculation data
More than 70% of
students will be satisfied
with advising services
Spring 2007
Student
Satisfaction
Survey
4295 students received
matriculation services in
2008-2009 academic
year according to
Datamart.
In 2008-2009:
Total SARS contacts
from 8/1/08 - 7/31/09 49,052 broken down as
follows:
4,382 - ACADFOLLOWUP
17,850 - ADVISING
1,620 - CAREER
CENTER
5,470 - EOPS
1,523 ORIENTATION
2,130 - SEP
6,468 - TRANSFER
2,617 - DSPS
918 - CALWORKS
+ Other odds & ends.
These 49,052 contacts
served ~ 8566 students
Improvement
Recommendat
ions (next
step)
Maintain 70%
satisifaction level
from Advising
Services
Satisfaction
Survey
4295 students
received
matriculation
services and
maintain for 20092010 academic
year
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70.7% of 2007 survey
participants (students)
were satisfied with
advising and counseling
services.
2.
Enable degree
and certificate
completion in a
timely manner
Students will be able to
identify degrees and
certificates available at
CR
Students will identify an
SEP from degree and
certificate review
Educational Master Plan
Goal #1: Enable student
to attainment of
educational goals
Student Services Goal #
2: Improve student
retention
Student Services Goal #
4: Provide counseling
support services to
achieve vocational
training or transfer
success
Students will develop an
SEP
Number of students
receiving matriculation
services
Student Satisfaction
Survey will show increase
in satisfaction of
knowledge of academic
programs
Student Satisfaction
Survey will show increase
in satisfaction of
knowledge in transfer
Datamart/SARS
SEP data
Datamart
matriculation
data
2007 Student
Satisfaction
Survey
IR reported that 2,130
degrees and/or
certificates were
awarded for the 20082009 academic year
Advising should
brainstorm ideas in
SARS regarding
SEPs.
Datamart reported a
total of 548 SEPS for
the 08-09 academic year
SARS noted a total of
2130 duplicated SARS
SEPs contacts in the 0809 academic year
According to the 2007
student satisfaction
survey:
69.8% of students were
satisfied with the
advisors knowledge of
programs
65.7% of students were
satisfied with advisors
knowledge of
transferring
The student satisfaction
survey is a bi-annual
survey and will be
administered in Fall
2009.
For 2009-2010
improve advising
statisfaiction levels
in regards to levels
of knowledge of
transfer and
knowledge of
academic
programs to 70%
for 2009-2010.
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3. 2009-2010 Assessment Plan for Student Services Area: Academic Advising Center
Report on up to three outcomes from your service area. Please detail findings and improvement recommendations on following page.
Mission Statement: As partners in education, we are committed to student success. We provide information,
support, and guidance to assist each student in the developmental process of becoming responsible, self-directed,
self-sufficient learners.
Objective
Student Learning
Outcome (SLO)
or
Program
Learning
Outcome (PLO)
Linked to Student
Service
Goal/Strategic
Plan
Assessment Criteria
(Specify Target
Performance Level)
Assessment
Measure
(Measurement
tool)
Completion
(or anticipate
completion)/
Findings*
Improvement
Recommendations
(next step)*
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2.
Implement a
Student
Development
Advisor training
program in Fall
2009
1
1
Advisors participating
in the training program
will integrate
comprehensive
academic advising
strategies into prior
advising skill and
knowledge set
Educational Master Plan
Goal #5: Ensure student
success
Educational Master Plan
Goal # 3: Build a culture
of assessment
Student Service Goal
# 4: Provide counseling
support services to
achieve vocational
training or transfer
success
Set baseline data for
advisors and direct
supervisors.
To be evaluated in 2010
Support and assist
learning cohorts
with student
support services
Cohort students will be
able to identify and
utilize student support
services that will assist
in their educational
goals
Educational Master Plan
Goal # 5:
Ensure student success
Student Services Goal #
2: Improve student
retention
Set baselines for all
performance levels
Cohort students will
recognize the
connections, value and
assistance received as a
cohort participant
Cohort students will
utilize student support
services more than
comparable non-cohort
students.
A majority students
enrolled in the learning
cohorts persist to the next
semester
Pre and post
advisor
evaluation
completed by
advisors and
direct
supervisors to
assess advisor
knowledge
skills and
performance
before and after
training
Anticipate advisors
that receive
training will
provide
comprehensive
student support
services to students
and feel more
confident about
expertise
Revise training program
based on advisor
feedback
Scorecard of
students support
services to
cohort students
Anticipate cohort
students will use
more services than
comparable noncohort students
Review and revise
cohort program based
on cohort experiences
Datatelattrition rates of
cohort and
Focus group
with cohort
students
Improve
effectiveness of
high school
recruitment efforts
High school students
participating in onsite
advisor visits will
identify educational
goals at CR
Educational Master Plan
#2 Contribute to the
economic, cultural, and
social well-being of the
North Coast Community
Students who participate
in advisor visits will apply
and register at CR at
higher rates than nonparticipating students.
Establish base line data
Isolate elements of
cohort student success
Use cohort students to
refine program
Use cohorts for
brainstorming student
support groups and peer
mentoring
Anticipate cohort
students will use
group dynamic as
academic success
support
Students identify the
impact the cohort
program had on their
academic success
3.
Anticipate students
in cohorts will
have higher
persistence rates
than comparable
non-cohort
students.
Create evaluation tool
to assess students
satisfaction with
advising services
High school
visit sign in
sheets
compared with
following
semester
enrollments
Anticipate students
who had advising
visits will be more
likely to persist
Survey with high school
students to improve
high school recruitment
efforts.
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* Detail on following page
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2009 Assessment Plan Findings/Data Analysis & Improvement Recommendations
SLO/PAO #1: PLO: Orientation students will be able to identify and utilize student
support resources that will assist in their educational goals.
Findings/Data Analysis:
4295 students received matriculation services in 2008-2009 academic year according to
Datamart.
In 2008-2009:
Total SARS contacts from 8/1/08 - 7/31/09 - 49,052 broken down as follows:
4,382 - ACAD-FOLLOWUP
17,850 - ADVISING
1,620 - CAREER CENTER
5,470 - EOPS
1,523 - ORIENTATION
2,130 - SEP
6,468 - TRANSFER
2,617 - DSPS
918 - CALWORKS
+ Other odds & ends.
These 49,052 contacts served ~ 8566 students
70.7% of 2007 survey participants (students) were satisfied with advising and counseling
services.


Improvement Recommendations:
Maintain 70% satisfaction level from Advising Services Satisfaction Survey
4295 students received matriculation services and maintain for 2009-2010 academic year
SLO/PAO #2:
Findings/Data Analysis:
Improvement Recommendations:
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4. Resource Needs
Does the staffing structure meet the unit’s needs?
If your answer is “no,” please consider the following in framing your answer:
a. Has the workload of your unit increased in recent years? Do you anticipate the
workload will increase, decrease or remain constant in the upcoming one to three years?
Is this a temporary situation?
b. Has technology made it possible to do more work with the same staff? Or, has
technology increased your work load (adding web features which need updating for
example)?
c. Does the workload have significant peaks and valleys during the fiscal year? If so,
describe.
d. If your workload is increasing and resources will not allow for increased staffing, how do
you anticipate being able to ameliorate the negative consequences of too much work and
maintain a positive atmosphere in your unit?
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Unit Name: _________________________________________
a. Staff Needs
NEW OR REPLACEMENT STAFF (Administrative or Classified)
List Staff Positions Needed for Academic Year: 2009-2010
Please be as specific and as brief as possible when offering a reason. Place titles on list in order (rank) or importance.
1. Manager or Assistant Director of the Academic Advising Department
Reason:
Staff supervision on daily basis
Administrative person to do program review/annual planning
Employee evaluations
Daily tasks to be done at the administrative level can only
Starting salary: 40 hours a week at $37,011
2.IT Support Staff
Reason: The College wants to go with 95% of our course offerings online therefore we need additional staff members(s) to
support that growth of College.
Starting salary for 3 full time members 40 hours a week: $116,310
3. Transcript Evaluator
Reason: We need to decrease the errors (reflected in the Student Satisfaction Survey) and be consistent with the information
we give students and so all the advisors are consistent as well.
Starting salary: $27,033
4.
Reason:
5.
Reason:
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6.
Reason:
* TCP = “Total Cost of Position” for one year is the cost of an average salary plus benefits for an individual. New positions (not replacement positions) also
require space and equipment. Please speak with your campus Business Officer to obtain accurate cost estimates. Please be sure to add related office space,
equipment and other needs for new positions to the appropriate form and mention the link to the position.
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Unit Name: _________________________________________
b. Equipment (excluding technology) Needs Not Covered by Current Budget
List Equipment or Equipment Repair Needed for Academic Year
2009-2010
Please list/summarize the needs of your unit on your campus below. Please be
as specific and as brief as possible. Place items on list in order (rank) or
importance.
1. 8 chairs to create a waiting area for the advising center
Reason:
Create a waiting area for students waiting to see an advisor as we do not have one
now so students feel comfortable and welcome not just to the Advising Office but
to CR as well.
2. Table for waiting area
Reason:
Create a waiting area for students waiting to see an advisor as we do not have one
now so students feel comfortable and welcome not just to the Advising Office but
to CR as well.
3. Office panel walls
Reason:
We have advisors in spaces where confidential information is shared among the
student and the advisor. A panel wall will provide more privacy for the student.
Cost per
item
Number
Requested
Total Cost of Request
7
$635.71
1
$170
3
$189.00 each
$650
4.
Reason:
5.
Reason:
6.
Reason:
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* TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. Please speak with your campus Business Officer to obtain accurate
cost estimates. Please be sure to check with your department chair to clarify what you current budget allotment are. If equipment needs are linked to a position
please be sure to mention that linkage.
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Unit Name: _________________________________________
c. Technology++ Needs Not Covered by Current Budget:
NOTE: Technology; excludes software, network infrastructure, furniture, and consumables (toner, cartridges, etc)
Submitted by: Jennifer Bailey
Title: Student Development Advising Coordinator
Phone: 4267
*
Priority
1.
Usage /
Justification
EQUIPMENT REQUESTED
New (N) or
Replacem
ent (R)?
Program:
New (N) or
Continuing
(C) ?
3.
Usage /
Justification
Is there
existing
Infrastructure
?
How many
users
served?
Has it been
repaired
frequently?
Dept
No
15
N/A
Cost per
item
Number
Requested
Total Cost of
Request
1
$5,200
Xerox Copy Machine
which can double as a fax
machine-we do not have
one and must walk across
campus to get copies/faxes
N
2.
Usage /
Justification
Location
(i.e Office,
Classroom
, etc.)
Multi-line phone-need: one
for the front counter so
phones can be answered in
a timely manner
Paper shredder: we work
with confidential
information on a daily
basis (i.e. transcripts,
personal information, etc)
therefore confidential
paperwork will be
1
N
N/A
Dept
Yes
N/A
N
N
Dept
Yes
15
N/A
$500
$200
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shredded immediately.
4.
Usage /
Justification
More licenses of for Web
Advisor
$2,040
3
$6,120
5.
License to change website
Usage /
$55
2
Justification
$110
 TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. Please speak with your campus Business Officer to obtain
accurate cost estimates. Please be sure to check with your department chair to clarify what you current budget allotment are. If equipment needs are
linked to a position please be sure to mention that linkage.
 ++Technology is (1) equipment that attaches to a computer, or (2) a computer is needed to drive the equipment.
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Unit Name: _________________________________________
d. Facilities Needs Not Covered by Current Building or Remodeling Projects*
List Facility Needs for Academic Year___________________
(Remodels, Renovations or added new facilities) Place items on list in order (rank) or
importance.
Total Cost of Request
1.
Reason:
2.
Reason:
3.
Reason:
4.
Reason:
5.
Reason:
6.
Reason:
*Please speak with your campus Business Officer to obtain accurate cost estimates and to learn if the facilities you need are already in the planning stages.
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Unit Name: _________________________________________
e. Professional or Organizational Development Needs Not Covered by Current Budget*
List Professional Development Needs for Academic Year 2009-2010
Reasons might include in response to AUO assessment findings or the need to
update skills. Please be as specific and as brief as possible. Some items may not
have a cost per se, but reflect the need to spend current staff time differently.
Place items on list in order (rank) or importance.
1. NACADA conferences
Reason: National Academic Advising Association for professional development.
The more advisors have the professional opportunities to advance this vastly
growing career, the more knowledge and professionalism will be brought to the
field of academic advising.
Cost per
item
$650
included
is $300
airfare
Number
Requested
Total Cost of Request
7
$4,500
2.
Reason:
3.
Reason:
4.
Reason:
5.
Reason:
6.
Reason:
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*It is recommended that you speak with Human Resources or the Management Association to see if your request can be met with current budget.
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Unit Name: _________________________________________
f. OTHER NEEDS not covered by current budget
List Other Needs for Academic Year___________________
Please list/summarize the needs of your unit on your campus below. Please be as
specific and as brief as possible. Not all needs will have a cost, but may require a
reallocation of current staff time. Place items on list in order (rank) or importance.
Cost per
item
Number
Requested
Total Cost of Request
1.
Reason:
2.
Reason:
3.
Reason:
4.
Reason:
5.
Reason:
6.
Reason:
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25