Program Planning and Assessment (PPA)
for Services, Offices & Non-Instructional Programs
Comprehensive Review, Annual Review & Action Plan
Spring 2015
The purpose of Program Planning and Assessment at Hartnell College is to obtain an honest and authentic view of a service/office/program and
to assess its strengths, opportunities, needs, and connection to the mission and goals of the college. The process is based on the premise that each
area reviews assessment data and uses these data to plan for improvement. The results of these annual cycles provide data for a periodic
comprehensive review that shows evidence of improvement and outlines long-range goals.
The Program Planning and Assessment process improves and increases the flow of information and data at Hartnell College. The result of the
process also improves institutional effectiveness.
Service/Office/
Non-Instructional Program
Date Completed (must be in final
form by 3/27/15)*
Date Submitted
to VP
Admissions & Records
March 30, 2015
March 30, 2015
*Please note that you should work with your colleagues and supervisor/director/dean to ensure that this report is completed, revised as needed, in
its final form and submitted no later than the end of March.
List of Contributors, including Title/Position
Name
Mary Dominguez
Irene Haneta
Carole Caraccioli
Annette Molina
Monica Navarro
Title/Position
Dean Student Affairs/Enrollment
Services
Enrollment Services Lead
A&R Technician
A&R Technician
A&R Technician
Roberta Ruiz-Camacho
Jutta West
Ben Grainger
Nathaniel McGriff
Ligia Polio
Marina Reyes
Yvonne Carreon
A&R Evaluation Technician
A&R Evaluation Technician
Enrollment Services Specialist
Enrollment Services Specialist
Enrollment Services Specialist
Enrollment Services Specialist
Administrative Assistant II
VP/Division Head’s Comments (required):
I have read and agree with the conclusions of this comprehensive program review for the Admissions and Records Office. I urge the
Advance Technology Division at the Alisal Campus to support the request made by the Dean of Enrollment services to increase the status
of the Enrollment Specialist at the Alisal Campus to full-time. In order to grow the International Students program, I support the
increase in hours for the Admissions Technician from part-time to full-time status. Finally I see the need for the hiring of another
Evaluator, at least part-time (but permanent) if a full-time position cannot be secured. As mentioned in this program review, this is a
requirement for loading students’ educational history into the Ellucian educational planning tool.
Romero Jalomo
_______________________
Typed Name of VP/Division Head
9/11/15
______________
Date
This PPA report is organized in 3 sections and 9 subsections as follows:
I.
II.
III.
Comprehensive Review – a. Overall Service/Office/Program Effectiveness,
b. Staffing Profile, and c. Service/Office/Program Goals.
Annual Review – a. Data & Trends, b. Service/Program Modality, c. Outcomes,
and d. Previously Scheduled Activities.
Annual Action Plan – a. New Activities and b. Resource Requests.
INSTRUCTIONS
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 For services/offices/non-instructional programs scheduled for comprehensive review in spring 2015, please
complete Sections I, II, and III.
 For services/offices/non-instructional programs scheduled for annual review, please complete Sections II and
III.
I.
COMPREHENSIVE REVIEW
Please complete this section for services/offices/non-instructional programs scheduled for comprehensive review
in spring 2015. Go to Section II for services/offices/non-instructional programs scheduled for annual review in
spring 2015.
A. OVERALL SERVICE/OFFICE/PROGRAM EFFECTIVENESS
1. Describe your service/office/non-instructional program in terms of its overall effectiveness over the past several
years.
Please consider the questions below in describing your area.

What are your area’s primary functions?
The Admissions & Records Office is responsible for the admission and registration processes, and for the accuracy and maintenance of
student records. Other general objectives include storing and maintaining accurate academic records, as well as distributing and
keeping accurate attendance records for the College’s instructional staff. A&R provides the instructional staff with class rosters and
specific timelines for submission of these class rosters each semester as well as directions for completion. In addition, the Admissions &
Records Staff is responsible for the graduation of students. A&R Staff works in cooperation with the counseling faculty in processing
student files for both graduation, and transfer. Special attention is given to the records retention process.

How are students/employees served by the service/office/program?
The services provided to students at Hartnell College through Admissions and Records are not duplicated in any other department on
campus. The Admissions & Records staff is the only employees knowledgeable about the College’s policies and procedures that pertain
to residency, registration, graduation, evaluation, etc.

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What are the unique aspects of the service/office/program?
The Admissions & Records Department is unique because this is the department that works with every single student that enrolls at
Hartnell College. We also work with alumni of the College who need access to their academic record.

How does the service/office/program relate to the needs of the community?
The Admissions & Records Office serves as the main department in providing information about the College to potential, future, current,
and former students. This information can include general information about the College, how to register, how to order their
transcripts, how to pay their fees, how to file for graduation, how to use the College’s online systems such as etudes. In addition,
sometimes the Admissions Office also serves as the College’s switchboard as students often make first phone and in-person contact with
this department. We serve as ambassadors for the College in providing direction to the student to assist them in meeting their needs.

How does the service/office/program interface/collaborate with other areas on campus?
Admissions & Records works closely with all departments on campus.
o We work with EOPS/DSPS in processing priority registration for program eligible students and in determining graduation status for
their students.
o We work with the TRIO program in processing priority registration for program eligible students and in determining graduation
status for their students.
o We work with Veterans Program in processing priority registration for program eligible students and in determining graduation
status for their students as well as transfer credit.
o We work with Financial Aid in consultation on student residency, student fees, grading deadlines, and academic standings.
o We work with International Students in processing foreign student applications, priority registration, registration and graduation.
o We work with Sports Counseling & the Athletic Department in processing priority registration for program eligible students and in
determining graduation status for their athletes.
o We work with the Assessment Staff in ensuring that student’s records reflect assessment scores.
o We work very closely with the Counseling Faculty on issues such as residency, prerequisites, graduation, transfer credit evaluations,
College policies and procedures on such areas as Academic Renewal, grade changes, etc.
o We work with all of the Academic Dean’s Offices in interpreting college policies and procedures, registration, graduation, etc.
o We work with the Cashier’s Office in interpreting student fees and in reconciling student records regarding student fees, Co-TOP
reconciliation, and 1098-T reconciliation.
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o We work very closely with the IT department and all of the programmers in issues relating to registration and student records.
o We work with both part-time and full-time faculty in interpreting the registration process, in producing attendance rosters, and in
processing final grades.
o We assist departments when called upon for bilingual services.
o The Dean of Student Affairs/Enrollment Services works very closely with the Dean of Student Affairs/Student Success on several
projects such as the Student Success Initiative, assessment, orientation, student probation, early alert process, and other college
policies and procedures.
o The Dean of Student Affairs/Enrollment Services works with all three Vice-Presidents on various issues of registration and
enrollment services.
o The Dean of Student Affairs/Enrollment Services works closely with the College’s Articulation Officer in ensuring course articulation.
o The Dean of Student Affairs/Enrollment Services works closely with the Vice President for Fiscal Services and the College President
regarding the College’s submission of the annual 320 report.

What is working well in service/program provision?
Our most recent survey results show that our students are satisfied with the level of services that they receive from our department.
We are currently working on a number of new department initiatives that will continue to elevate the level of service that we provide.
For example, we are moving to the National Clearinghouse’s online self-service module. This will allow students to request their official
Hartnell College transcript and enrollment verification twenty-four hours a day; seven days a week. We are also working on better
email communication with students using Ellucian’s Communication Management tool.

Have state and/or federal mandates/rules/certifications particular to the service/program been met?
o The Admissions & Records Department continues to successfully pass annual independent audits conducted by auditors hired by the
College. The audit is performed in accordance with the Government Auditing Standards and the California Community Colleges
Chancellor’s Office.
o The Admissions & Records Department continues to consistently meet FERPA requirements.
o The Admissions & Records Department has currently been supporting SB1440 the Associate Degree for Transfer Verification Process
for when the verification process was required in Fall 2013.
o The Admissions & Records Department has been working diligently to ensure that we stay in compliance with Title V education code
and AB450 Exemption from Non-Resident Tuition and most recently AB2000 an Amendment to AB540 on nonresident tuition
exemption.
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o The Admissions & Records Department has been working with other Student Affairs departments such as the Counseling staff to
ensure that we are meeting the mandates of SB1456 the Student Support Services Program.
o The Admissions & Records Department worked with the Financial Aid Department to ensure compliance with the federal financial
aid mandate of reporting enrollment data to the National Clearinghouse several times each semester.

What policies and/or practices, both institutionally and departmentally, have been implemented to improve
functions over the past few years?
o We have implemented an online application process known as the Chancellor’s Office Open CCCApply. Students can apply for
Admission 24 hours a day with the application uploaded to the College’s Colleague system every 30 minutes.
o We have implemented etranscripts with CSUMB. We send approximately 1,500 official HC transcripts to CSUMB annually. Official
transcripts are sent electronically and received by CSUMB within 10 minutes of having been sent.
o Moved to a one-stop Student Services building in July 2010
o Merged departments with financial aid in July 2010
Created a new Enrollment Services Specialist position to the department in July 2010
o Created a new Enrollment Services Lead position to the department in July 2010
o Created a new Student Ambassador position to the department in July 2010
o Implemented Degree Audit in coordination with the Academic Affairs department
o Implemented waitlists
o Implemented Add Codes for online late add process
o Developed Administrative Procedures for Course Auditing-AP4070, Course Repetition-AP 4225, Academic Renewal-AP4240, Grade
Changes-AP432, Credit by Examination-AP 4235, Grading and Academic Record Symbols-AP4230
o Developed forms and processes for the following: prerequisite clearance, prerequisite challenge, multiple measure assessment,
orientation and advising/ed plan exemption forms and processes.
o Identified and worked with IT to update all reports and customization for Admissions & Records to the new SQL Ellucian platform.
o Created new web pages for Admissions & Records using the College’s new Drupal web platform.
o All current year student Admissions & Records forms are on the Admissions & Records web page.
o Training videos have been created for faculty and are on the Faculty Resource webpage on how to use add codes and how to enter
final grades.
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
What professional activities have staff recently (last three years) participated in?
o The Enrollment Services Lead and/or the Dean of Student Affairs has attended the CACCRAO conference held annually every April
for the past three years.
o Most Admissions & Records staff has attended Region IV staff development training sessions held on an annual basis.
o Most Admissions & Records staff have participated in a variety of professional development activities hosted by the Professional
Resource Center on campus such as Google email training, Google calendar training, Google drive training, basic excel training, and
Drupal (website) training.
o Some Admissions & Records staff attended the 3CDUG conference held in July 2014.
B. STAFFING PROFILE
1. In the table indicate the number in terms of FTE. For instance, 1 full-time staff person is 1.0, and a half-time person is .5.
Positions
Management, Supervisors
Classified Staff
Classified Staff- Part-time
Faculty Staff
Faculty – Part-time
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2012-13
2013-14
2014-2015
1-Dean Student Affairs
1-Dean Student Affairs
1-Dean Student Affairs
4 Full Time
2 Full Time ESS’s
4 Full Time
2 Full Time ESS’s
4 Full Time
2 Full Time ESS’s
1 – 30 hours
1 – 20 hours
1-30 hours @ the Alisal
Campus
1 – 30 hours
1 – 20 hours
1-30 hours @ the Alisal
Campus
1 – 30 hours
1 – 20 hours
1-30 hours @ the Alisal
Campus
n/a
n/a
n/a
n/a
n/a
n/a
Student Workers
Professional Experts
Total Full Time equivalent Staff
4
4
4
n/a
n/a
n/a
8 @ MC; .75 at AC
8 @ MC; .75 at AC
8 @ MC; .75 at AC
2. What staffing factors/challenges have influenced the effectiveness of the service/office/program?
1. As we move into the full implementation of SB1456 the Student Success Initiative, which requires that all students who have completed
15 degree applicable units at Hartnell have a Comprehensive Education plan on file, the impacts to the Admissions & Records Evaluators
is significant. The College has approximately 10-11% (900-1,000) students who attend each semester that are New Transfers according
to the Chancellor’s Office Data Mart. This means that the Evaluators will need to evaluate the student’s transfer coursework at the start
of the students’ attendance at Hartnell and create equivalencies for courses that will apply to Hartnell’s degree/certificate programs.
In addition, our graduation rates have increased 30% in two years. All evaluations are currently reviewed and processed by the two
evaluators.
Also, with the addition of the College using ELM/EPT and AP test results to place students into English and Math courses, this will also
generate additional upfront work for the evaluators to evaluate and post for the student to register. This new processing is shifting the
work of the evaluators from the end of the student’s academic pathway to the front end. Previously, when the student petitioned to
graduate, all transfer credit work would be reviewed and used to fulfill graduation requirements. This was a manual process where
documentation was noted on the student’s paper graduation file. Our new electronic Student Planning module that is used by
Counselors for educational planning is electronic which means that all transfer credit coursework needs to be entered into Ellucian so
that the Counselor and the student can view their educational plan online via PAWS for Students.
Lastly, SB1440 the Associate Degree for Transfer Verification Process requires that all CSU applicants that have indicated on their CSU
application that they have earned or are in-progress of earning an AA-T or AS-T- from Hartnell College must be verified. The evaluators
must review and mark the status of graduation on each student record that is sent to us on the ADT roster. This new process which
was first implemented in Fall 2012. In the three years of implementation, the process has grown by 95%. We are anticipating future
ADT Verifications to continue to grow. (See chart in Data and Trends)
In order to keep up with the workload that is being imposed on the department as noted above, we need a third full-time Admissions & Records
Evaluator Technician position.
2. The International student program has been merged with Admissions & Records since 2008. No positions were carried over to the
Admissions department. As a result, we have a 20 hour a week A&R Technician who assists the Enrollment Services Lead in working and
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monitoring International students. This takes away from the A&R Technician working 100% on A&R type work. The current Admissions
& Records Technician position does not have any duties and responsibilities listed for international student type work. In the recent
Classification review work that was completed in February 2015, the Dean noted as an area of concern with Human Resources and asks
that the A&R Technician duties and responsibilities be updated to include international student type work. We need to increase the
current Admissions & Records Technician position to a full-time position and split the work between the two functional duties. Fifty
percent A&R duties and fifty percent International Student duties.
3. As an accreditation standard, it is important that we offer students the same level of admissions service at our Alisal Campus and King
City Center as we do at the Main Campus. Unfortunately, there isn’t sufficient funding to cover the cost of a full-time Enrollment
Services Specialist at the Alisal Campus. We also need to ensure that the same level of service is being offered to our office site
locations which means that the ESS’s at those locations need to have continued ongoing training on Admissions & Records processing.
We need to increase the current Enrollment Services Specialist position at the Alisal Campus to full time. Currently the position is
scheduled for 30 hours per week. This would ensure that students receive services from 9am-6pm Monday-Thursday and 8am-5pm
Fridays. The current position does not work on Fridays.
4. During peak registration periods which is two weeks before the upcoming semester begins and the first two weeks of the semester have
been challenging with the number of current staffing. During this time period we encounter an increase in phone calls and “walk-ins”.
It has been difficult to answer phones in a timely manner as staff is usually needed to assist with the front counter. We need classified
hourly funds to support bringing in an hourly person to help answer phones and student lines during our peak registration period.
Approximately 11 weeks per year.
5. The Main Campus Admissions staff is also called upon to assist during peak registration times for both the Alisal and KCC Campus in the
event that their staff is out sick. Being notified last minutes (usually that same day) is very disruptive to the services at the Main campus
to send an employee to the KC campus which is 55 miles away to serve as backup when an employee is sick. The King City Center needs
to have classified hourly funds to support bringing in an hourly person during key peak registration periods (two weeks before the
fall/spring semester and the first two weeks of the semester) to ensure that students are being served. (While the King City budget or
positions do NOT report to the Admissions & Records Department, it does impact our office staffing when this occurs.)
6. Lastly, every year, the Admissions & Records staff has been required to support the College’s Graduation Ceremony. This impacts our
department because usually on the last day of the semester, faculty is coming in to submit grades or ask questions as they are leaving
for the summer. In addition, students are trying to request transcripts so it is a very busy time. The staff has been required to be at the
graduation ceremony by 5:30pm which only gives the staff 30 minutes to dress for the event and be on time at the ceremony. We
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would like to recommend that additional staff outside of Admissions & Records need to be asked to support the graduation ceremony
not just the Admissions staff.
C. SERVICE/OFFICE/PROGRAM GOALS
1. List and describe service/office/program goals for the next comprehensive review cycle. Be sure to highlight
innovative, unique, or other especially noteworthy aspects.
In considering your service’s/office’s/program’s future goals, please review Hartnell’s vision and mission statements.
VISION STATEMENT
Hartnell College will be nationally recognized for the success of our students by developing leaders who will contribute to the
social, cultural, and economic vitality of our region and the global community.
MISSION STATEMENT
Focusing on the needs of the Salinas Valley, Hartnell College provides educational opportunities for students to reach academic
goals in an environment committed to student learning, achievement and success.
1) Continue to ensure that Admissions & Records functions are performed in an efficient and effective manner.
2) Continue to increase and expand technological changes to provide more efficient service for students, faculty, and staff.
3) Evaluate student records for graduation in a timely and accurate manner.
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II. ANNUAL REVIEW
This section must be completed for ALL services/offices/non-instructional programs, including those scheduled for
a comprehensive review in spring 2015.
A. DATA & TRENDS
1. Provide available data and information that define target recipients of the service/office/non-instructional program,
including numbers/size, types and characteristics/needs of current and potential users, students, clients, and/or
other relevant populations. List the sources of this data and information.
Student Enrollment Status Summary Report
Hartnell CCD
Annual 2011-2012
Annual 2012-2013
Annual 2013-2014
Student Count
Student Count
Student Count
13,908
13,074
13,481
While the numbers above show how many students were served each of the year’s shown, it does not accurately reflect the number of students
that are served by the department. As an example, we assist former students in obtaining their transcripts almost on a daily basis. We average
approximately $35,000 a year in transcript fee revenue. We meet and talk to potential future students in helping them with general information
about the College. Unfortunately, these numbers are not tracked.
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Program Awards Summary Report *
Annual 2011-2012
Annual 2012-2013
Annual 2013-2014
835
936
1,208
3
76
Hartnell CCD Total
Associate in Science for Transfer (A.S.-T) Degree
Associate in Arts for Transfer (A.A.-T) Degree
52
Associate of Science (A.S.) degree
191
189
222
Associate of Arts (A.A.) degree
387
394
397
Certificate requiring 30 to < 60 semester units
257
350
461
Source:Chancellor’s Office Data Mart
*NOTE: The numbers shown above are only the number of degree/certificates awarded each year. It should be noted that the A&R Evaluation Technicians evaluate close to 200 students
above the number of graduates each year. These are students who have been evaluated, but did not graduate.
ADT VERIFICATIONS PROCESSED
Applied for CSU Admission:
Fall 2013
Fall 2014
Fall 2015
# of Students on the list
11
184
248
Source: CSU ADT Verification Database
2. Analyze and report on salient patterns and trends in this data. Given these patterns and trends in users, needs, usage
and/or other key factors, identify particularly challenging issues in service/program provision, office functioning,
and the evaluation of the service/office/non-instructional program.
The number of students served by the Hartnell College Admissions & Records Department has held steady over the last three years. We
traditionally enroll 13,000 students annually. Depending on the State and College’s fiscal budget outlook, our enrollments will usually
mirror those same projections.
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3. Provide any other relevant data and describe any other relevant qualitative factors that affect service/program
provision, office functioning, and the evaluation of the service/office/non-instructional program. List the sources of
this data and information.
We are the only department that works with students from the Joint Powers Authority for Public Safety Officers. We process, register and
grade approximately 2,000-3,000 students each semester. The students are exempt from any of the matriculation requirements. The
College has purchased anywhere from 300 FTES to 700 FTES in a year. The impacts of this service are that we work independently with the
JPA authorities in providing Admissions services. No other department aside from the Business Office who applies the payments to the
student’s record is involved in their processing at the College.
B. SERVICE/PROGRAM MODALITY
1. Describe the different physical locations (campuses, sites, etc.) at which, the various delivery vehicles (phone, online,
face-to-face, etc.) through which, and the times (of day, evening, week, etc.) at which the service/program is provided to
intended recipients. Consider staffing and other resources available to serve user needs for each location, vehicle, and
time specified.
In additional to offering enrollment services at the Main Campus, we also offer enrollment resource and intake services at our King City
Center and Alisal Campus. The Enrollment Services Specialist serves as a one spot position in assisting students in Admissions & Records
functions as well as financial aid functions.



The Main Campus hours are: Monday-Thursday 8am-6pm and Fridays 9am-1pm
King City Center hours are: Monday-Friday 8am-5pm
Alisal Campus hours are: Monday-Thursday 9:30am-6pm
2. Compare service/program quality provided across locations, vehicles, and times. Are there differences? To what do you
ascribe the differences in your service/ program? Discuss any other relevant factors regarding diverse service/program
modalities and environments.
Both the registration processing seems to be more prevalent here on the Main Campus than they do at the offsite locations as the Main
Campus is where all of the processing occurs. Often times, students are referred by the offsite center staff to come to the Main Campus for
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more detailed information. The sheer volume of work that is conducted by the ESS’s on the Main Campus is very different from the
volume of work conducted by the two offsite ESS’s. As an example, during the first week of the spring semester, a Main Campus ESS was
asked to work at the KC Center as the ESS was out sick. In a five hour period, the ESS reported assisting 17 students. That same ESS easily
assists 17 students in 30 minutes on a regular basis during peak registration times.
Another key difference that should be noted between the Main Campus and offsite locations is that the offsite ESS’s have been asked to
perform these three tasks which are part of the student success/matriculation process but are not on the current Enrollment Services
Specialist job description:



Make appointments for Counselors
Make appointments and administer the STAAR assessment
Collect student fees; prepare receipts as appropriate; sell parking permits, produce reports from cash register to balance and reconcile
cash drawer and make deposits to Cashier’s Office.
The Main Campus ESS’s are not required to perform these functions as we have major departments to handle these responsibilities again
because of the sheer volume of students at the Main Campus.
3. Describe the process to change and improve service/program quality for the more challenging locations, vehicles, and/or
times.
We plan on continuing to support the ongoing training of the two off campus Enrollment Services Specialist throughout the coming
months/years. It is extremely important to continue to obtain the support of the King City Center’s Dean to release the ESS to regularly
attend trainings as the ESS does not report to the Dean of Students as the ESS does at the Alisal Campus.
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C. OUTCOMES
SERVICE AREA OUTCOMES
Each service unit/office/non-instructional program develops its own Service Area Outcomes (SAOs). The outcomes should be directly related
to the work of the service unit/office/non-instructional program, challenging but attainable, and measureable. SAOs should articulate what
specifically is to be achieved; their measurement should assess how well the service unit/office/non-instructional program is performing.
1. Please complete the following tables.
List Service Area Outcome(s) scheduled for
assessment as previously specified
What changes have occurred in the
service/office/ program as a result of
dialogue?
Was a Service Area Outcome
Assessment Summary completed
(if expected)?
Students will continue to maintain a high level of
student satisfaction with the services provided by the
Enrollment Services staff.
Next Steps:
Since our survey results continue to be
overwhelmingly positive, we will continue to
assess our level of service to students every
two years since we enroll approximately 2,500
new/transfer students to Hartnell every year.
Student survey results showed of
the 113 students that responded to
the survey, 100%of the participants
had indicated that “considering all
of the factors of your situation, how
would you rate your satisfaction
with the overall quality of the
service?”
The next assessment period will be in Spring
2016.
96 reported Excellent; 16 reported
Satisfied; 1 reported Somewhat
Satisfied; 0 reported Dissatisfied;
and 0 reported Very Dissatisfied
While the current results exceed our
expectations, we will continue to
administer the survey every two
years.
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Students will be able to register and add/drop at
Hartnell College utilizing our online PAWS for Student
registration system.
Next Steps:
No additional steps need to be taken at this
time as students continue to utilizing the
College’s online registration system at a very
high percentage.
Data results showed that students
utilized our online registration
system at 83% in the Fall 2012
semester.
This is the first semester in which we
were in our one-stop center and
hired Student Ambassador positions
to assist students in our lobby area
in accessing their online PAWS
account.
Updated results:
Data results showed that students
utilized our online registration at
95% in the Fall 2014 semester.
List Service Area Outcome(s) scheduled for assessment in
AY 15-16
How will the Outcome(s) be assessed?
Students will be able to successfully apply to Hartnell College utilizing our
online application tool.
Assessment Tool:
We will be using data gathered from our student information
system Ellucian for the type of application for admission
processed.
Criteria for Assessment:
At least 80% of our students who apply for admission will
have been completed using our online application system.
Target Semester for Assessment:
Fall 2015
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Procedure:
Using a query in Ellucian, the data will show the percentages
of students who utilize the College’s CCCApply.
Students who participate in the graduation process (Associate Degree and/or
Certificate of Achievement) will be satisfied with the correspondence they
receive from the Admissions & Records Department.
Assessment Tool:
A mixed model of quantitative/ qualitative survey. This
survey has a five point Likert scale rating with students selfreporting their level of satisfaction.
Criteria for Assessment:
Students surveyed will report at least an 80% satisfaction
rating with the information they received during the
graduation process
Target Semester for Assessment:
Fall 2015
Procedure:
Students who petitioned to graduate will be sent a student
survey to complete along with their graduation worksheet.
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2. Describe how service area outcomes were specifically addressed by the service/office/program during the past year.
Was there review and analysis of the data? How did the staff engage in discussion? Were any interventions conducted? Are there any
plans to make changes/improvements in the service/office/program?
For the first student learning outcomes assessment, we used a mixed model of quantitative/qualitative survey. The survey was partially
open-ended leaving students to self-report their level of satisfaction. The surveys were provided to students at the end of their interaction
with the Admissions & Records/Enrollment Specialist staff. Surveys were tallied each week for the semesters in which the surveys were
generated.
For the second student learning assessment, we used data from our student information system Ellucian to provide us the number of
students who used PAWS online registration to register for classes.
The results were then shared with the Admissions & Records/Enrollment Specialist staff at a department staff meeting held the following
semester. The open-ended comments were read aloud at the meeting so that the staff could see the positive remarks that students noted.
At the meeting it was decided that we would reassess again in spring 2016 as we know we will continue to have new students that attend
Hartnell College.
3. Describe assessment activities that need to be strengthened or improved. What are the challenges to achieving these
improvements?
At this time, there is no immediate need to improve the two areas that were assessed.
D. PREVIOUSLY SCHEDULED ACTIVITIES
This subsection focuses on activities that were previously scheduled. An activity can address many different aspects of your
service/office/program, and ultimately is undertaken to improve or enhance your service/office/program, and keep it current.
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Activity scheduled
What success has been
achieved to date on this
activity?
1. Set up Academic/ Progress
This item has been placed on We are currently
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
Yes—the Evaluators and
Counselors are using this
tool.
probation rules in Ellucian.
2. Participate in the
implementation of Ellucian’s
Degree Audit Program as an
evaluation tool for College
Evaluators and Counselors
3. Increase the hours of the
Enrollment Services Specialist
at the Alisal Campus from 3040 hours
4.Online drop access for
faculty to drop students for
non-attendance on PAWS
5. Need students to
review/update their address
and phone#, and confirm or
update their major each time
they log into PAWS.
6. Implement online
transcript ordering and selfserve enrollment verifications
with the National Student
Clearing House
7. Implement Communication
Module (automatic
emails/letters) on such A&R
processes such as:
 Priority registration
notices
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What challenges
existed or continue to
exist?
Will activity continue
into AY 15-16?
Will activity continue
into AY 16-17?*
Yes
No
Just for ongoing
maintenance for new
catalog requirements
and program changes
Just for ongoing
maintenance for new
catalog requirements and
program changes
Yes
Yes
This item has been placed on We are currently
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
This item has been placed on We are currently
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
Yes
Yes
Yes
Yes
This item has been placed on We are currently
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
Yes
Yes
We are currently in the
process of creating
communication tracks.
Currently in progress
Maintenance only

Waitlists
Notifications
 Dropping students
for non-payment
notifications
Dropping students for
prerequisites not being met.
8. Implement Ellucian’s
graduation process from start
to finish including creating
the commencement
program.
9. Need better reporting
tools on such reports as
RQMM report (Prerequisite
mismatch report)
This item has been placed on We are currently
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
Yes
Yes
This item has been placed on We are currently
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
In Progress using
Cognos reporting tool
Yes
10. We need to have an easy
process to merge duplicate
student records.
This item has been placed on We are currently
Yes
Yes
the CORE IT project list from developing an
A&R – Jan. 2015
assessment model for all
IT projects.
* For each activity that will continue into AY 2016-17 and that requires resources, submit a separate resource request in Section III.
1. Evaluate the success of each activity scheduled, including activities completed and those in progress. What measurable
outcomes were achieved? Did the activities and subsequent dialogue lead to significant change in service or program
success?
The other items not completed have hit a major roadblock which the entire College is facing. For the last 10-12 months, the College has been
working on the new Ellucian SQL product which required the College to review all of its “customized” processes and re-write them into the
new SQL language. This was a huge undertaking for the entire College not to mention the impact to the Admissions & Records Department
which had a high number of customized programs and reports. Recently, the College has re-instituted the “CORE” team which is currently in
the process of developing a project rubric that can be used to prioritize all IT projects from across the campus. As you can see above, all of
these projects are in limbo at the moment awaiting this process to occur. It is our hope that we will have all projects completed by the end of
the 2015-2016 year. However, it should be noted that depending on support of the IT department, they may not be completed until the 20162017 year.
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III. ANNUAL ACTION PLAN
This section must be completed for ALL services/offices/non-instructional programs, whether scheduled for
annual or comprehensive review in spring 2015.
A. NEW ACTIVITIES
This subsection addresses new activities for, and continuing new activities into, AY 2016-17. An activity can address many different aspects of your
service/office/program, and ultimately is undertaken to improve, enhance, and or keep your service/office/program current. A new activity may or
may not require additional resources. The first activity listed should be the most important; the second activity listed the second most important, etc. Activities
can include but are not limited to:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
NEW CURRICULUM
FURTHER DEVELOPMENT OF THE PROGRAM OR SERVICE
GRANT DEVELOPMENT AND PROPOSALS
FACULTY AND STAFF TRAINING
MARKETING/OUTREACH
ENROLLMENT MANAGEMENT
STUDENT SERVICES
ADMINISTRATIVE SERVICES
SUPPORT OPERATIONS
FACILITIES
1. List information concerning new projects or activities planned. The first activity listed should be the most important; the second
activity listed the second most important, etc. Please keep in mind that resources needed, if funded, would not be approved
until spring 2016 and provided until FY 2016-17. Ongoing activities involving resources that will no longer be available
from grant funds starting FY 2016-17 must be planned for appropriately.
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Activity
Strategic Plan
Goal(s)
No. & Letter
(e.g., 5A)*
Related SAOs, SLOs,
PLOs, or goals
1.Evaluation Technician
1A
2A
4A
Goal #1 & 3
3. Increase the current
A&R Technician position
from part-time to full
time.
1A
2A
4A
Goal #1 & 3
3. Increase the current
Enrollment Services
Specialist at the Alisal
Campus from ¾ time to
full time.
4.Part-time classified
hourly position
1A
2A
4A
2.New Transcript
Validator Machine
Desired
Outcome(s)
Person
Responsible
Estimated Date of
Completion (can be
more than one year
in length)
The
department
will be able to
keep up with
the demand for
transfer credit
evaluations &
graduation
evaluations.
International
students would
be better
served
$54,000.00
Mary
Dominguez
September 2017
$20,500.00
Mary
Dominguez
September 2017
Goal #1 & 3
Students at the
Alisal Campus
would be better
served.
$20,500.00
Mary
Dominguez
September 2017
1A
2A
4A
Goal #1 & 3
Students would
be better
served during
the peak
registration
periods
$5,000
Mary
Dominguez
August 2017
4B
Goal #1
To ensure that
the College seal
can be placed
on official HC
transcripts
$5,900.00
Mary
Dominguez
August 2017
* See Appendix A for a list of the 11 goals in the college’s Strategic Plan.
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Resources Needed
Comments
This would be a
split position
between A&R
and
International
Students
The funds would
be used for
approximately 11
weeks of work
each year during
peak registration
times.
Our current
validator is 30+
years old and on
its last leg.
*** Please complete items 2a-e immediately below for EACH new activity. ***
2. This item is used to describe how the new activity, or continuing new activity, will support the service/office/program.
Consider:
 Faculty
 Other staffing
 Facilities
 Equipment (non-expendable, greater than $5,000), supplies (expendable, valued at less than $5,000),
 Software
 Hardware
 Outside services
 Training
 Travel
 Library materials
 Science laboratory materials
a) Describe the new activity or follow-on activity that this resource will support.
Activity #1: In order to keep up with the additional workload that is being imposed with the implementation of SB1456 and the increase in
the number of graduates, we need a third full-time Evaluator Technician position.
Activity #2: In order to better serve our international student population, we need to have at least dedicated employee support for the
program. Increasing the hours of the current A&R Technician from 20 hours a week to 40 hours per week would meet this need. The
position would split their hours of 20 dedicated hours to international students and 20 hours to its current position of A&R functions.
Activity #3: In order to fully comply with Accreditation standards, and to better serve students at the Alisal campus, the Enrollment Services
Specialist position needs to be a full-time position. This will ensure that students receive comparable enrollment services at our office site
location.
Activity #4: To better support the needs of our students and community, we need additional hourly funds to support the hiring of a
temporary A&R Technician that could come in for approximately 11 weeks per year to support the peak registration times to assist with
answering the phones and in person student assistance.
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Activity #5: The new transcript validator will replace the 30+ year old transcript validator. The official College seal must be placed on each
copy of a student’s Hartnell official transcript.
b) Describe how this activity supports all of the following that apply:
1) Service Area Outcome (list applicable service area outcome)
2) Program level Outcome (list applicable program level outcome)
3) Course level Outcome (list applicable course level outcome)
4) Service/Program Goal (list applicable service /program goal outcome)
5) Strategic Plan Goal (list applicable strategic plan outcome)
Activity #1: This activity would be supporting the department’s program goal of maintaining our level of efficiency to students and
providing graduation/transfer records to students in a timely and accurate manner.
Activity #2: This activity would ensure that we are meeting the College’s strategic priorities for student access and student access.
Activity #3: This activity would ensure that we are meeting the College’s strategic priorities for student access and student access.
Activity #4: This activity would ensure that we are meeting the College’s strategic priorities for student access and student access. This
activity would also be supporting the department’s program goal of maintaining a level of efficiency to students.
Activity #5: By planning ahead for this activity, we would be ensuring that we are meeting the department’s program goal of continuing to
ensure that A&R functions (official transcripts) are performed in an efficient and effective manner.
c) Does this activity span multiple years?
☐ YES
☒ NO
If yes, describe the action plan for completion of this activity.
N/A
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d) What measureable outcomes are expected from this activity? List indicators of success.
Activity #1: The measurable outcomes will be assessed using our Student Area Outcomes(s) as to whether the student is receiving
important graduation services in a timely and accurate manner.
Activity #2: The measureable outcome can be assessed using our Student Area Outcomes(s) model which can be used to assure that the
needs of the International Student population are being met.
Activity #3: The measureable outcomes will be assessed using our Student Area Outcomes(s) model to ensure that we are meeting the
needs of the Alisal Campus student population.
Activity #4: The measureable outcomes will be assessed using our Student Area Outcomes(s) model to ensure that we are meeting the
needs of the Main Campus student population.
Activity #5: The indicator of success for this activity is that the College will be able to continue complying with request for official HC
transcripts which must bear the College’s seal.
e) What are the barriers to achieving success in this activity?
Activity #1:
The College’s fiscal capabilities
Activity #2:
The College’s fiscal capabilities
Activity #3:
The College’s fiscal capabilities
Activity #4:
The College’s fiscal capabilities
Activity #5:
The College’s fiscal capabilities
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B. RESOURCE REQUESTS
If new/additional resources are needed for your service/office/program, it is important that you identify them and project their cost, and that these
resources and costs be considered through the College’s integrated planning (budget development, funding decision making, and resource
allocation) processes. A resource is likely to be something needed to support an activity that you have identified in IIIA above, in which case you
must link the resource with a specific activity number (first column below). The first activity listed should be the most important; the second activity listed
the second most important, etc. A resource could also be something necessary for your service/program to function properly to improve student
learning, such as updated equipment in a room/facility; in such case be sure to note that the resource is NOT tied to a specific activity.
Activity
No.
Personnel
Classified
Staff/
Faculty
(C/F/M)*
Supplies/Equipment
(S/E)**
Technology
Hardware/
Software
(H/S)***
Contract
Services
Training
Travel
Library
Materials
Facilities/Space
e.g. Science
Labs
Projected
Costs
1.
Classified
$54,000.00
2.
Classified
$15,000.00
3.
Classified
$20,500.00
4.
Classified
$5,000.00
5.
E
* Personnel: Include a C or F after the amount to indicate Classified Staff or Faculty.
** S for Supplies, E for Equipment.
*** H for Hardware, S for Software.
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$5,900.00
APPENDIX A. Strategic Priorities & Goals
(from Hartnell College Strategic Plan 2013-2018)
Priority 1: Student
Access
Goal 1A: Hartnell College will provide higher education, workforce development, and lifelong
learning opportunities—with seamless pathways—to all of the college’s present and prospective
constituent individuals and groups.
Priority 2: Student
Success
Goal 2A: Hartnell College will provide a supportive, innovative, and collaborative learning
environment to help students pursue and achieve educational success.
Goal 2B: Hartnell College will provide a supportive, innovative, and collaborative learning
environment that addresses and meets the diverse learning needs of students.
Priority 3: Employee
Diversity and Development
Goal 3A: Hartnell College is committed to 1) increasing diversity among its employees; 2)
providing an environment that is safe for and inviting to diverse persons, groups, and
communities; and 3) becoming a model institution of higher education whose respect for
diversity is easily seen and is fully integrated throughout its policies, practices, facilities, signage,
curricula, and other reflections of life at the college.
Goal 3B: To attract and retain highly qualified employees, Hartnell College is committed to
providing and supporting relevant, substantial professional development opportunities.
Priority 4:
Effective Utilization of Resources
Goal 4A: To support its mission, Hartnell College is committed to the effective utilization of
its human resources.
Goal 4B: Hartnell College is committed to having its physical plant, furnishings, and grounds
maintained and replaced in a planned and scheduled way to support learning, safety, security,
and access.
Goal 4C: Hartnell College will maintain a current, user-friendly technological infrastructure
that serves the needs of students and employees.
Goal 4D: Hartnell College is committed to maximizing the use and value of capital assets,
managing financial resources, minimizing costs, and engaging in fiscally sound planning for
future maintenance, space, and technology needs.
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Priority 5:
Innovation and Relevance for Programs and Services
Goal 5A: Hartnell College will provide programs and services that are relevant to the realworld needs of its diverse student population, while also developing and employing a culture of
innovation that will lead to improved institutional effectiveness and student learning.
Priority 6: Partnership
with Industry, Business Agencies and Education
Goal 6A: Hartnell College is committed to strengthening and furthering its current
partnerships, in order to secure lasting, mutually beneficial relationships between the college
and the community that the college serves.
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