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)* March 27, 2015 Date Submitted to VP Assessment *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 Dr. Mark Sanchez Ariana Rodriguez Title/Position Dean of Student Affairs, Student Success Assessment Coordinator VP/Division Head’s Comments (required): I have read this annual review of the Hartnell College Assessment Center and concur with its findings and resources request. I appreciate the data breakdown between Accuplacer and faculty scored assessment tests. - RJ _Dr. Romero Jalomo_________ Typed Name of VP/Division Head _August 7, 2015_____________ 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 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. 2|Page 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? How are students/employees served by the service/office/program? What are the unique aspects of the service/office/program? How does the service/office/program relate to the needs of the community? How does the service/office/program interface/collaborate with other areas on campus? What is working well in service/program provision? Have state and/or federal mandates/rules/certifications particular to the service/program been met? What policies and/or practices, both institutionally and departmentally, have been implemented to improve functions over the past few years? What professional activities have staff recently (last three years) participated in? [Begin response here] 3|Page 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 2012-13 2013-14 2014-2015 Management, Supervisors Classified Staff Classified Staff- Part-time Faculty Staff Faculty – Part-time Student Workers Professional Experts Total Full Time equivalent Staff 2. What staffing factors/challenges have influenced the effectiveness of the service/office/program? [Begin response here] 4|Page 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. [List and describe service/office/program goals here] 1) 2) 3) 4) 5) 5|Page 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. Hartnell College Assessment Center Data Assessment Services Main Campus High School ESL Total Assessments July 1, 2013 - June 30, 2014 3771 1284 297 5352 July 1, 2014 – April 23, 2015 2205 1693 310 4208 Course Placements 1300 ENG 253 1400 ENG 101 1500 ENG 1A July 1, 2013 - June 30, 2014 1830 1191 918 July 1, 2014 – April 23, 2015 1670 1073 826 1142 833 927 1274 136 40 20 15 934 621 782 1206 149 41 19 14 2200 MAT-200 2300 MAT-201 2400 MAT-121 2500 MAT-122/123 2600 MAT 10/12/13/16 2700 MAT 24 2800 MAT-2/25 2900 MAT-3A 6|Page Accuplacer ESL Course Placements 4100 ESL 225 4200 ESL 235 4300 ESL 245 4400 ESL 255 4500 ESL 265 4600 ESL 101 July 1, 2013 - June 30, 2014 2 2 5 6 12 37 July 1, 2014 – April 23, 2015 2 5 2 5 12 22 ESL Faculty Course Placements ESL 225 ESL 233 ESL 243 ESL 255 ESL 265 ESL 101 July 1, 2013 - June 30, 2014 26 54 73 33 36 12 July 1, 2014 – April 23, 2015 21 50 87 42 47 15 Based on the figures in the chart above, we are right on target to serve the same or have a slight increase in the numbers of students assessed between fiscal year 13-14 and 15-16. The number of high school students assessed in 14-15 exceeds the number for 13-14 in a less significant time frame. Current year to date data (April 23, 2015) leaves a 10 week window of time until June 30, 2015 to meet our assessment targets for fiscal year 14-15. Our Assessment team has been extremely active in assessing students interested in enrolling at Hartnell College. Since we have implemented a College Pathways Coordinator position and Full-time Assessment Coordinator position, the team has been very active in working with our high schools and other partners to provide assessment services to prospective Hartnell College students. 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 assessment data for program years 13-14 and 14-15 illustrates we still have a significant issue with students testing at remedial levels. In program year 13-14 all students who took the English portion of the assessment test, 47% assessed at English 253 (2 levels below transfer); 30% assessed at English 101 (1 level below transfer); 23% assessed at English 1A (transfer level English). Assessment levels for math were also very low. In program year 13-14, students assessed significantly at Math 200 (26% of total) which is 5 levels below transfer. 29% of 13-14 students assessed at Math 123, which is 1 level below transfer. 4% of students assessed at transfer level math courses in program year 13-14. 7|Page 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. In order to ensure students are prepared to take the assessment test, we will need to engage in a full marketing campaign with the messaging for students to prepare in advance for the assessment test. It will be critical for Hartnell College to continue to develop assessment test preparation workshops, while at the same time incentivizing student attendance. Updates to the Hartnell College website currently lists resources that can assist students in preparing for the assessment test e.g. Khan Academy and Accuplacer Study Guides. We will also continue to work with our High School partners to create venues for content refreshers for students. 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. Hartnell College currently offers morning, afternoon, evening, and Saturday testing times in English and for our English as a Second Language learners. The difficulty with our current staffing structure is we have one full-time Assessment Coordinator and two parttime Assessment Technicians. Oftentimes, the Assessment Coordinator is in the field working with our partners e.g. high schools and community based organizations. In the event on our part-time Assessment Technicians is sick or absent it causes an operational issue for the Assessment office. We also provide testing services in conjunction with our Alisal campus and King City Center. In order to ensure full staffing coverage at all times, the Assessment office is exploring the possibility of temporary workers that can provide office coverage when staff is absent. 8|Page 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. Hartnell College offers day, afternoon, evening and Saturday testing in English and English as a Second Language across all of our campus and center sites. The Alisal Campus and King City Center both have two part-time staff that provides assessment testing services to matriculating students. 3. Describe the process to change and improve service/program quality for the more challenging locations, vehicles, and/or times. In order to change and improve service/program quality an annual program plan must be completed outlining the needs for resources, staffing, technology and/or other resources. The annual program plan is reviewed by the Student Affairs team and requests are prioritized by Division. Once the requests have been agreed upon by the Student Affairs team our requests are forwarded on to the Student Affairs Council. The Student Affairs Council then votes to support/modify the requests, if they are supported the requests then proceed to the College Planning Council. It is at the College Planning Council where the Superintendent/President reviews all of the resource requests and makes a final decision on allocations. 9|Page 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)? 1.As a result of receiving comprehensive instructions students will demonstrate a clear understanding of the purpose of the assessment test 2.As a result of developing test preparation workshops students will demonstrate increase readiness for the assessment test The assessment team has enhanced their script for students prior to students taking the assessment test Yes Messaging on the importance of students preparing in advance for the Accuplacer assessment test Yes List Service Area Outcome(s) scheduled for assessment in AY 15-16 How will the Outcome(s) be assessed? 1.As a result of participating in a test preparation workshop, students will demonstrate increased readiness in English and math Assessment test scores for those students who participated in a test prep workshop and a comparison group of students with like characteristics who did not participate in a test prep workshop 2. 10 | P a g e 11 | P a g e 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? The Assessment team at Hartnell College reviewed the analysis and data at our annual counseling retreat and also at an assessment team meeting. The staff was able to engage in discussion on strategies for working to increase student readiness for the assessment test. The Hartnell College website was updated with messaging for students to prepare for the assessment test and resources (link to Khan Academy, Accuplacer Study Guides and Sample test questions) to assist students with the preparation. Plans to increase the effectiveness of assessment testing on campus are to have test prep workshops offered by faculty year round. Also, ensure staff professional development to ensure a proactive approach in the development of programs and services better designed to more effectively assist students for assessment testing. Finally, a review of staffing levels to ensure we have the appropriate staffing hours to ensure a fully operational Assessment office. 3. Describe assessment activities that need to be strengthened or improved. What are the challenges to achieving these improvements? Hartnell College must work diligently to create an institutional culture that prepares students with solid reading, writing and math skills. Messaging must be delivered to students that emphasizes the significance of the assessment test while also educating students on the use of multiple measure criteria at Hartnell College. The Division of Student Affairs will work to continue to develop programs and services that prepare students for the rigors of the assessment test by preparing students for the expectations of the assessment in reading, writing and math. 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. Activity scheduled 1. Assessment test preparation workshops 12 | P a g e What success has been achieved to date on this activity? What challenges existed or continues to exist? Will activity continue into AY 15-16? Two (2) Assessment test preparation workshops were conducted in Spring 2015. Low student test scores (1 to 2 levels below transfer in English and 1 to 5 levels below transfer in math). Yes Will activity continue into AY 16-17?* Yes 2. 3. * For each activity that will continue into AY 2016-17 and that requires resources, submit a separate resource request in Section III. 13 | P a g e 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? 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. 14 | P a g e Activity 1.Assessment testing preparation workshops Strategic Plan Goal(s) No. & Letter (e.g., 5A)* 1 and 2 Related SAOs, SLOs, PLOs, or goals Increased student assessment test preparation resulting in higher test scores Desired Outcome(s) Resources Needed Higher assessment test scores in reading, writing and math Funding for faculty and staff training and facilitation of workshops 2. 3. 4. 5. * See Appendix A for a list of the 11 goals in the college’s Strategic Plan. 15 | P a g e Person Responsible Estimated Date of Completion (can be more than one year in length) Dr. Mark Sanchez June 30, 2016 Comments *** 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. Assessment testing preparation workshops will be offered to all new incoming students as a way to refresh students on the contents of the Accuplacer assessment test. The goal is to ensure students are maximally prepared for the assessment test by ensuring they have been refreshed on the content of the assessment test. Furthermore, the workshops will ensure students have a clear idea on the format and average time to completion for the English and math portions of the assessment test. a) Describe the new activity or follow-on activity that this resource will support. This activity will support student access and success. We are hoping that by working with students to refresh them on the content in the assessment test they will score higher on the Accuplacer assessment test. 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) This activity provides access and success (Strategic Priorities 1 and 2) to students by ensuring they are maximally prepared for the assessment test and hopefully assessing at non-remedial course levels. This would expedite the time it takes students to achieve their educational goals. Providing quality service to students is aligned with the mission and values of the college. Finally, this activity aligns with the service area outcome for the assessment office which states ―as a result of participating in test prep workshops, students will demonstrate increased readiness for the assessment test‖. c) Does this activity span multiple years? ☐ YES ☒ NO If yes, describe the action plan for completion of this activity. Not Applicable 16 | P a g e d) What measureable outcomes are expected from this activity? List indicators of success. Indicators of success would be more students scoring at transfer level on the reading, writing and math portions of the assessment test. Additionally, an indicator of success would be less students scoring at remedial levels in reading, writing and math on the Accuplacer assessment test. Better preparation in reading, writing and math will hopefully result in higher course success rates combined with other programs and services offered to support students at Hartnell College. e) What are the barriers to achieving success in this activity? There are several barriers to achieving success in this activity. The barriers are as follows: 1. 2. 3. 4. 5. 17 | P a g e Ensuring students are aware of Accuplacer test preparation workshops as early as possible to give students time to participate. This includes achieving success in the messaging on the significance of the assessment test on course placement. Working with English, ESL and math faculty to develop and refine the content and format for the test preparation workshops. Developing ways to incentivize student participation in the workshops. Scheduling these workshops during days, afternoons, evenings and Saturdays to provide broad access to potential student groups. Collaborate with our high schools, adult schools, alternative schools, community based organizations, one-stop career centers, and other partners to market availability of these workshops. 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. 1. 2. 3. Personnel Classified Staff/ Faculty (C/F/M)* One (1) Fulltime Assessment Technician Supplies/Equipm ent (S/E)** Technology Hardware/ Software (H/S)*** Contract Services Two (2) new laptops Training Travel Staff training One on conference curriculum per staff readiness Faculty and staff training on student content preparation. Faculty Stipends (2 math = 6k and 2 Reading/writin g = 6k) 4. 5. * Personnel: Include a C or F after the amount to indicate Classified Staff or Faculty. 18 | P a g e Library Facilities/Space Projected e.g. Science Materials Costs Labs $77,924 $10,000 $12,000 ** S for Supplies, E for Equipment. *** H for Hardware, S for Software. 19 | P a g e 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. 20 | P a g e 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. 21 | P a g e