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
International Student Program
April 1, 2015
April 1, 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
Monica Navarro
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Title/Position
Dean Student Affairs-Enrollment
Services
Enrollment Services Lead
Admissions & Records Technician
VP/Division Head’s Comments (required): This annual review of the International Student Program highlights the challenges the
program is currently confronting. While there are staff who ―work‖ in this program (2), much of this work involves the processing of
applications and documentation to enroll international students in the College. There is no identifiable counselor or advocate for
international students on campus. There is no student club, activities, workshops or special support offered to these students. The
request to increase the hours of the admissions technician to support the program could be helpful but I would suggest changing the title
of the position to International Student Technician and formally dedicate a portion of her work schedule to international student support
activities.
Romero Jalomo
_______________________
Typed Name of VP/Division Head
August 15, 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.
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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.
INTERNATIONAL STUDENT DEMOGRAPHICS
Data Element
2011-2012
2012-2013
2013-2014
Unduplicated Number
of New Students Served
4
5
6
Unduplicated Number
of Continuing Students
Served
9
6
8
Transfer Rates
0
2
7
Graduation Rates
6
2
0
Total Budget
$0
$0
$0
$42,756
$59,748
$79,916
Non-resident
Tuition Revenue
(total enrollment
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fees)
Ethnicity (use codes
from Application)
AC, AI, AK,
AX, F, HR,
HX, X, W
AJ, AK, HX,
X
X
Gender
M(7) F(6)
M(5) F(6)
M(9) F(5)
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 International Student Program has significantly declined in its enrollment of international students since the last program review in 2011. Since
2008, the International Student Department has no budget assigned; no staff assigned, and has no recruitment/outreach services other than what is
placed on the College’s website.
Staff has to learn independently how to use SEVIS – Student Exchange and Visitors Information System with no training and no up-to-date manuals.
Other challenges that this program faces that are outside of the College’s control is that economic and global affairs definitely influence trends in our
International Program. After 9/11 terrorist attack, US institutions experience a dramatic drop in international enrollment.
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.
Both the past President and the current President of the College has indicated that the International Students Program isn’t a program that at this time
they want to grow. The focus has been on serving our local community during the time when enrollments were capped by the State. In the future, if the
philosophy should change, then we will need to relook at the entire program to reinvent it.
B. SERVICE/PROGRAM MODALITY
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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.
The International Student Program is located in the Student Services Building B Room 121 within the Admissions & Records Department and Financial
Aid Department. The hours of operation are 2pm-6pm Monday-Thursday and 9am-1pm on Fridays or by appointment.
The International Student Program was merged into the Admissions & Records Department in 2008. The original International Student Department had
a full-time International Student Advisor position along with a ½ time International Admissions Technician. When the department was merged with
A&R, the original staffing was eliminated. The International Student Advisor originally reported to the Vice President of Student Affairs
In 2008 when the International Student Program merged with the A&R Department, the Enrollment Services Lead was assigned to serve as the point of
contact for international students as needed as well as a 20-hour a week A&R Technician position as needed. Both positions have full job
responsibilities in the Admissions & Records Department. Both positions report to the Dean of Student Affairs/Enrollment Services. The Dean serves as
the SEVIS (Student & Exchange Visitor Information System) Designated School Official.
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 maintains a year-round International Student Center that assists students from other countries who have entered the United States on
an F-1 Student Visa. The International Student Program is a collaborative effort between the Admissions and Records Office and Counseling department
to support all international students in successfully achieving their educational goals. We provide assistance with the pre-arrival process, including
documentation preparation for the visa application and provide referrals for off-campus housing. Upon arrival, students receive assistance with
registration, academic counseling, immigration matters, and transfer and career advising.
3. Describe the process to change and improve service/program quality for the more challenging locations, vehicles, and/or
times.
These services are not duplicated anywhere else within the District.
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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)?
New International students will be able to
demonstrate their knowledge of the College’s Steps
to Success (Matriculation process).
We need to administer the questionnaire in
the Fall 2015 semester to NEW international
students.
Not until August 2015
List Service Area Outcome(s) scheduled for assessment in
AY 15-16
How will the Outcome(s) be assessed?
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?
Because we have a very low number of new International students, we could only assess one student in the Spring 2015 semester. The one student
received 100% on the questionnaire which demonstrated their understanding of the College’s Steps to Success.
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3. Describe assessment activities that need to be strengthened or improved. What are the challenges to achieving these
improvements?
We have too few International students to survey.
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
What success has been
achieved to date on this
activity?
What challenges
existed or continue to
exist?
Will activity continue
into AY 15-16?
Will activity continue
into AY 16-17?*
1. Need budgetary resources
No
District Budgetary
shortfall
Yes-we will continue to
ask
Yes-we will continue to
ask
No
District Budgetary
shortfall
Yes-we will continue to
ask
Yes-we will continue to
ask
No
District Budgetary
shortfall
Yes-we will continue to
ask
Yes-we will continue to
ask
No
District Budgetary
shortfall
Yes-we will continue to
ask
Yes-we will continue to
ask
for staff (advisor) training
2. Purchase the latest
version of the NASFA Manual
3. Need budgetary resources
to publish recruitment/
outreach materials. Including
advertising in international
journals
4. Hire 1 (15 hour a week)
part-time student worker
* 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?
There is no success to report as all of the items requested for the 2013-2014 year still have not been considered for funding.
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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
3. Increase the current
A&R Technician position
from part-time to full
time.
Strategic Plan
Goal(s)
No. & Letter
(e.g., 5A)*
1A
2A
4A
Related SAOs, SLOs,
PLOs, or goals
A&R Goal #1 & 3
Desired
Outcome(s)
International
students would
be better
served
2.
3.
4.
5.
* See Appendix A for a list of the 11 goals in the college’s Strategic Plan.
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Resources Needed
$20,500.00
Person
Responsible
Estimated Date of
Completion (can be
more than one year
in length)
Mary
Dominguez
September 2007
Comments
This would be a
split position
between A&R
and
International
Students
*** 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 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.
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 ensure that we are meeting the College’s strategic priorities for student access and student access.
c) Does this activity span multiple years?
☐ YES
☒ NO
If yes, describe the action plan for completion of this activity.
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d) What measureable outcomes are expected from this activity? List indicators of success.
Activity #3: 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.
e) What are the barriers to achieving success in this activity?
Activity #1:
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The College’s fiscal capabilities
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.
Personnel
Classified
Staff/
Faculty
(C/F/M)*
Supplies/Equipment
(S/E)**
Technology
Hardware/
Software
(H/S)***
Contract
Services
Training
C
2.
3.
4.
5.
* 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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Travel
Library
Materials
Facilities/Space
e.g. Science
Labs
Projected
Costs
$20,500.00
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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