Assessment and Transformation
Program Review Yearly Update Report
Institutional Research
Martha Davis, IR Director
Stephen Grimes, IR Analyst
Roxanne Metz, Title III Activity Director
March 6, 2008
A. Outcomes Assessment Plan Report
Outcomes
Assessment Method (Indicate
the assessment methodology to
be used, or was used, such as
focus group or exit interview.)
To Whom?
By Whom?
Administere
d When?
Use of Results
Assessment
Status/
Findings
Build capacity to allow
the College to access
valid and reliable data
for decision making.
Used a variety of software to
complete this task: Datatel
products, Microsoft, Crystal XI.
Title III contracted with
Zogotech to design a system to
build 2 OLAP cubes, assess our
SQL server warehouse schema.
Research effective models and
support, efforts with expertise in
formulating and implementing a
viable strategic and functional
integrated planning model
IR Director;
Title III; IR
Analyst; Survey
Analyst;
With the
cooperation of
ITS
IR Director;
Title III
Activity
Director
From March
2007 through
March 2008
Daily enrollment and class
section reports emailed and on
the web. Reports on enrollment,
completions, retention, FTES,
capacity, attrition and survey
analysis on the web.
Ongoing with
reassessment as
new software is
available.
From March
2007 until
March 2008
Attend related meetings,
research effective models and
offer support sessions and
resources for establishing
institutional effectiveness
measures and communication
vehicles.
Ongoing
Lend leadership and
direction to the
Institutional
Effectiveness
Committee
Define and monitor
Program Review
outcomes assessment
Discussion and research to
define the role of IEC, bi-weekly
meetings, agendas and minutes.
From Nov
2007
All members of IR served on the
IEC which reviews and
summarizes program reviews,
action plans and related
functional planning documents.
As functional planning is
codified and implemented IR
responds with tools and methods
to communicate the process to
the CR community.
Ongoing
Define and deploy the
Action Plan process to
support the Strategic
Plan
IR Director; IR Analyst; Title III
Activity Director in
collaboration with ITS
IR Director;
Title III
Activity
Director; IR
Analyst
Meeting
attendance,
database
development
for
communicating
program review
and curriculum
review
processes
Collaboration
and education
through
meeting
attendance, and
database
development to
facilitate the
Action Plan
process
Title III has educated CR on the
development and power of
action plans in the new
structures that we have
implemented this fall. IR with
ITS has created a database
vehicle to communicate action
plans to the CR community.
Ongoing
Support CR’s efforts in
designing and
implementing a
comprehensive Strategic
Plan
IR Director; IR Analyst; Title III
Activity Director in
communication with the
Facilities Planning Group, the
Technical Advisory Group, and
the Program Review Committee
Data is
incorporated
into program
review and
curriculum
outcome
processes
From Dec
2007 through
March 2007
Ongoing
Transformations
(Indicate what
transformations were
implemented as a result of
assessments.)
Enrollment report informed
enrollment policy. Program
analyses led to continual
improvement in the method of
updating programs, updating
course outlines.
Intended Follow-up
Evidence of the acceptance of IR
is measured by requests received
by IR for information, the
number of conferences with IR
for valid and reliable methods to
interpret data and innovations in
communicating the work of the
Strategic Planning team.
All academic program reviews
submitted summarized and
relayed to each functional group.
Action plans will be reviewed in
March 2007.
Support Program Review
Committee and outcomes
assessment efforts
As processes are piloted,
they are assessed resulting
in continual improvement
and change.
Action plans offer an
institutionalized vehicle to
empower the CR community
from within.
Ongoing assessment by IR
with the input of all
functional advisory groups.
All software solutions will
be continually assessed. As
decision making
requirements change, IR
will redesign solutions.
As each review is
completed, the process is
evaluated by IEC with
discussion and an analysis
of the process.
IR Director; Title III
Activity Director in
collaboration with the
Program Review
Committee
Support the CR’s effort
to retain our
accreditation
Administer and analyze
surveys measuring
perceptions of databased decision-making
as well as individual use
of institutional data in
planning and evaluating
programs and strategies
Design, administer and
analyze surveys
measuring entering
student perceptions.
Serve as resource to the
college regarding
mandated reporting
requirements and
processes
IR has served on the following
committees: Accreditation
Steering Committee, Facilities
Planning Committee,
Institutional Effectiveness
Committee; Technology
Advisory Group and Assessment
Team.
Revise and administer Title III
survey piloted 12/05
IR Director, IR
Analyst; Title
III Activities
Director
From March
2007 until
March 2008
Attend meetings, research
effective models, offer support
sessions and resources to
support the functional planning
model developed to support the
comprehensive Strategic Plan.
Ongoing
The work is ongoing and is
presently being communicated
to as many people in the district
as possible.
This work is ongoing.
Title III
Activity
Director;
Survey Analyst
Annual data
collected
informs
college on
success of
project
Refine and administer annual
survey measuring perceptions of
data-based decision-making as
well as individual use of
institutional data in planning and
evaluating programs and
strategies
Title III Activity
Director; IR
Advisory Group;
IR Director
Revise and administer survey
piloted 12/05
Annual data collected
informs college on success
of project
Revise and administer requested
surveys including the Entering
Student Survey.
Title III
Activity
Director;
Survey Analyst
IR Director; IR
Analyst; Survey
Analyst;
With the
cooperation of
ITS
Surveys
measure
stakeholder
satisfaction
Ongoing
Collaboration with Student
Services to design an Entering
Student Survey
Title III Activity
Director; IR
Director; Survey
Analyst
Ongoing
Revise and administer to new
entering students
Data collected inform
policies and procedures
related to Student Service
to entering students.
Continual monitoring of
Datatel and related systems
to ensure compliance with
State and Federal
standards.
Attend state systems office
training and other IR updates.
Convey new requirements to CR
“data owners”
ARCC. IPEDS, MIS for the
State. Federal, State, private
surveys, Perkins and other grant
funding requirements.
Develop and implement
an annual professional
development strategy
for IR Director and staff
Develop and implement
presentations to the
Board of Trustees, and
other governing groups
of the College
Attend State peer group
meetings; consult with State IR
peers
IR Director; IR
Analyst; Survey
Analyst;
Ongoing
Peer group and training will
improve IR capacity to serve the
needs of CR
Ongoing
Develop list of topics; schedule
sessions; maintain presentation
logs
IR Director; IR
Analyst; Survey
Analyst; Title
III Activity
Director
Develop and implement
presentations to the Board of
Trustees, Academic Senate,
Functional Groups, and Division
Chair meetings.
IR Director; IR
Advisory Group;
Title III Activity
Director
Continue participation
in IR Advisory
Committee Meetings
Continual meetings and
discussions related to IR and the
CR community
Technical Advisory Group and
Division Meetings
Continue to promote
data quality, consistent
data entry, and best
practices of Datatel
“data-owners” as relates
to research and
mandated reporting
Develop training and deliver to
affected departments and
personnel (module
administrators)
IR Director; IR
Analyst; Survey
Analyst; Title
III Leadership
Team
IR Director; IR
Analyst; with
the help of
Student
Services; ITS
Governance
structure and
CR
community
is informed
by IR
Administrati
ve Council
Data-keepers
understand
standards
and
protocols
and
implement
practices
Monitor accuracy of MIS data,
analyze data entry procedures
a. Continue
participation in IR
Advisory
Committee
Meetings
Ongoing
Compliance with mandated
reporting directly led to
continuous quality improvement
in the College’s data systems.
Obtaining Program approval on
a State level is communicated to
the appropriate areas of CR.
Training and exchange of
information are a vital
component of continuous quality
improvement
Develop list of topics; schedule
sessions; maintain presentation
logs
Results of new techniques
and methods are
formatively assessed.
Governance structure is
informed by institutional
research
IR Advisory Group
understanding of the goals and
accomplishments of IR
Continual communication
More accurate information
results in timely reporting,
greater acceptance of data
informed decision making.
Ongoing monitoring
Assist Academic
Departments/Programs
with the identification
and development of
related data indicators
for student learning
outcomes (SLO) and
program outcomes
Develop trend analysis related to
retention, persistence, grade
distribution and course
sequencing reports. Serving on
the Assessment Committee to
research effective methods to
determine student learning
outcomes.
IR Director; IR
Analyst
On schedule
by term and
as requested
for ad hoc
reports,
program
review, and
action plans
To build a data informed
decision environment
Ongoing
Students and faculty will benefit
from information related to
verifiable data. The increase in
information creates a climate in
which decisions are made.
The availability of
information will allow CR
to rely on data and create a
climate of inquiry for the
faculty
B. Department Goals Report
College Strategic Plan
Goal
Division Goal
Build a culture of
assessment
Place Reports on the web to inform data
decision making: Enrollment, FTES, and
Completion trend reports for the last 5
years; Daily enrollment and course
section reports; Survey Analysis
Department
Goal FY200708
To implement a
web based
system to allow
the user to
select
parameters for
reporting
Objective
Inform the
College
community
Status of each action
item
Completed
In Progress
Completed
In Progress
Collaboration
Partners
ITS for technical
assistance and
Student Services for
data validity and
reliability assurance.
Resources Needed /
Reallocated
Staff
Staff Time
New Money
Reallocated $
Space
Equipment
Other:
Build a culture of
assessment
Using data to inform and consolidate the
2008-2009 Program Review process, IR
would create a series of term reports
available to all on the web to form the
basis of the College, Administrative, and
faculty decisions.
To implement
Datatel
Orchestrator
and Crystal
Reports to
allow for quick
and accurate
retrieval of
information
Inform the
College
community
Completed
In Progress
Student Services for
process information
and leadership,
faculty for
collaboration, and
ITS for technical
assistance
Staff
Staff Time
New Money
Reallocated $
Space
Equipment
Other:
Develop and manage
human, physical and
financial resources to
effectively support the
learning environment.
Create data driven resources to support
CR initiatives: Databases as a
communication vehicle to complete the
program review cycle, automatically
generated reports for web access, and
reports that allow the user to select
parameters for web access.
To develop the
flexibility and
expertise to
answer the
needs of the
College
To use
technology
effectively to
answer CR’s
planning and
informational
needs.
Completed
In Progress
Completed
In Progress
ITS for technical
assistance and any
College personnel
necessary to compile
the information
needed.
Staff
Staff Time
New Money
Reallocated $
Space
Equipment
Other:
C. Improvements or Rationale for Action: (Provide a brief summary of the major accomplishments and achievements of your department during the past year. Comment on the whether your facilities,
budget, equipment, and staffing are adequate based on the services provided and the number of students served. Discuss what your operations, staffing and facilities needs may be in the next three years.)
To assist the College in the Strategic Planning initiative, program review, action planning, assessment and the recent accreditation work, the IR and Title III have served as a resource to the College as needed. As
these initiatives are achieved, IR will turn towards more focused research including student learning outcomes, more in depth trend analysis, and investigation into student persistence and retention.
IR has published a variety of reports on the CR internet site including: the course section report, enrollment and FTES reports, survey analysis, completions and enrollment trend reports for the last 5 years, grade
distribution reports, and the Accountability Report for Community Colleges with graphs to analyze the report.
To create a climate that relies on data informed decisions, information must be readily available to all. At present, the CR intranet, which requires the user’s name and password is the most effective method for
administration, faculty and staff to obtain information. To achieve this goal, IR needs to purchase the Crystal Reports option to allow web accessible reporting. At this time, IR is seeking funds to achieve this result.
IR seeks baseline data to support the goals and objectives of the Strategic Plan and assess the key performance indicators. This information would be published to the College intranet.
IR intends to refine the work begun with the recent program review, action plan cycle by deploying viewable databases to all to assure the faculty and staff that program reviews are addressed by each of the
functional groups: facilities, technology, student services, human resources and library resources.
Presently, our survey analyst is part time. In the next 3 years a permanent survey and research analyst or permanent part time survey analyst would be required.
Vice President’s Recommendation
Comments:
______________________________________________________ _____/_____/_____
Vice President’s Signature
Date
Program Review Committee Comments
Comments:
__________________________________________________
Co-Chair of the PRC
_____/_____/_____
Date
Institutional Effectiveness Committee’s Recommendation Comments
Comments:
______________________________________________________ _____/_____/_____
Chair,
Institutional Effectiveness Committee
Date
College of the Redwoods
Action Plan Submission Form
1.
Action Plan Title:
2.
Unit Submitting Action Plan:
3.
Contact Person(s)/Action Plan Leader(s):
4.
Date of Initial Proposal:
5.
Action Plan Description (100 words or fewer):
6.
Action Plan Link to Program Review ( discuss how the Action Plan is linked to program review goals, objectives and/or Quality Improvement Plans of programs impacted by this
plan):
7.
CR Strategic Goal(s) and 2008-09 Objective(s) specific to the Action Plan::
8.
Key Performance Indicators specific to the Action Plan:
9.
ACCJC/WASC Accreditation Standard(s) specific to the Action Plan
10. Data supporting the intent of the Action Plan (include enrollment data, committee minutes, etc):
11. Intended Action Plan Outcomes (include baseline data where applicable):
12. Action Plan Activities and Proposed Timeline:
13. Is the Action Plan an inter-unit project? If yes, describe.
13.A. Contact information of involved manager(s) (name, title, email, phone)
14. Identify any additional organizational areas that may be affected or involved in this Action Plan:
□
□
□
□
Facilities/Maintenance
□
Marketing
ITS/TSS
□
Other: ________________________
Library
□
Disabled Students Programs/Services
Student Services (List Specific Department(s): _________________________
15. Identify the impact on resources and anticipated costs of the Action Plan.
Budget Items
Supplies
Equipment
Action Plan Budget Submission Form
Estimated Dollar Amount
Justification/Notes
Technology
Human Resources
Staff Development
Facilities
Other Direct Costs
Other Indirect Costs
Total Expected Cost
16. Manager Review:_____________________________________ Date: ___________
(name and title)
Impacted Area Review (for all units/departments listed in items 12 and 13):
Unit/Department Name
Manager (name, title, signature)
For Office Use Only
Date submitted to CPC Support Team:
Action Plan Number Assigned:
CPC Support Team Action:
Date submitted to CPC:
CPC Action:
Date:
Review Date
Comments