Timeline for 2013 Program Planning and Assessment
Annual Integrated Planning Process
Budgeting for Fiscal Year 2014-15
Fall 2013
AUGUST
VPs lead overall program review process for all areas within their division through which new requests
and requests for augmentations are made. (Ongoing needs are incorporated into the planning and
budgeting process via budget rollover in early Spring 2014.)
SEPTEMBER / OCTOBER
Area deans and department heads coordinate program review process with faculty and staff.
OCTOBER / NOVEMBER
VPs collect program review documents and coordinate input from area deans and department heads in
establishing priorities across requests. VPs prepare documents summarizing program review results and
budget requests.
NOVEMBER / DECEMBER
VPs lead discussion of program review results and budget requests with appropriate corresponding
governance councils. VPAA brings forward recommendations for new Full Time Faculty (FTF) positions to
the FTF Hiring Committee.
Spring 2014
JANUARY / FEBRUARY
The College Planning Council (CPC) reviews program review budget requests forwarded from lower level
councils and recommendations for FTF positions forwarded from the FTF Hiring Committee, and submits
budget recommendations and prioritized recommendations for FTF positions to the Superintendent/
President (S/P).
MARCH
S/P reviews and approves, in whole or in part, recommendations from the CPC for inclusion in draft
Tentative Budget. S/P communicates list of all items approved to college employees for use in
developing budget requests through the spring 2014 program planning and assessment process.
BUDGET DEVELOPMENT CALENDAR
FISCAL YEAR 2014-15
DATE
August 2013
September/October 2013
October/November 2013
November/December 2013
January 2014
January/February 2014
January/February/March
2014
March 2014
ACTIVITY
Lead overall program review process for all
areas within their division through which new
requests and requests for augmentations are
made
Coordinate program review process with
faculty and staff
Collect program review documents and
coordinate input from area deans and
department heads in establishing priorities
across requests
RESPONSIBILITY
Vice Presidents (VPs)
Prepare documents summarizing program
review results and budget requests; consult
with Chief Business Officer (CBO) and
Controller
Lead discussion of program review results
and budget requests with appropriate
corresponding governance councils
VPs
Bring forward recommendations for new Full
Time Faculty (FTF) positions to FTF Hiring
Committee
Provide Budget Development Calendar to
Board of Trustees (BOT)
Review program review budget requests
forwarded from lower level councils and
recommendations for FTF positions
forwarded from FTF Hiring Committee;
submit budget recommendations and
prioritized recommendations for FTF
positions to Superintendent/President (S/P)
Distribute budget worksheet forms to VPs
Vice President of Academic
Affairs (VPAA)
Distribute forms to area deans and
department heads
VPs
Hold meetings with VPs, area deans and
department heads
Review and approve, in whole or in part,
recommendations from CPC for inclusion in
draft Tentative Budget
Controller
1
Area deans and department
heads
VPs
VPs
CBO
College Planning Council
(CPC)
CBO
Superintendent/President
(S/P)
April 2014
Submit proposed budget worksheets and
priority lists to CBO
Controller
Submit District’s proposed Tentative Budget
and priority lists to S/P
CBO
Review proposed Tentative Budget
Executive Cabinet
Bring forward proposed Tentative Budget to
CPC
CBO
Notify S/P of newspaper publication, date,
location and time of public display of
proposed Tentative Budget document
Present proposed Tentative Budget to BOT
CBO
June 2014
Hold public hearing; review and approve the
proposed Tentative Budget
BOT
July 2014
(fiscal year begins July 1st)
August 2014
Submit recommendations to adjust Tentative
Budget to CBO
Review draft Final Budget and forward
recommendations to S/P
VPs
End of August 2014
Review draft Final Budget and approve, in
whole or in part, recommendations from CPC
Publish Public Notice for review of proposed
Final Budget document
S/P
Place copies of proposed Final Budget in
District office, library, Alisal Campus, King City
Education Center and VPAS office for public
view
Hold public hearing; review and approve
proposed Final Budget
CBO
Deliver copies of BOT approved Final Budget
to Superintendent of Schools – Monterey
County Office of Education and California
Community Colleges Chancellor’s Office
CBO
End of April 2014
May 2014 Board meeting
Seven days prior to
September 2014 Board
meeting
September 2014 Board
meeting (no later than
September 15th)
Immediately after September
2014 Board meeting
2
CBO
CPC
CBO
BOT
Budget Development and Funding Decision Processes
Requests for program, service, office and departmental funding must generally be made in the
following ways and for the purposes stated below.
Budgeting for Upcoming Fiscal Year (FY)
Program Planning and Assessment (12-18 months prior to FY)
 New Budget Requests
 Requests for Augmentation
Budget Rollover (3-6 months prior to FY)
 Requests to Fund Ongoing, Year-to-Year Needs
Increases to Current Operating Budget
 Requests for Supplemental Funding (occasionally during FY)
 Requests to Meet Urgent Needs (rarely during FY)
Requests for program, service, office and departmental funding are normally channeled
through two budget development processes: (A) the program planning and assessment (PPA)
process, and (B) the budget rollover process.
A. Program Planning and Assessment
Starting with the second annual PPA process in spring 2014 and moving forward through spring
2018 (which will mark completion of the college’s Strategic Plan implementation), all
designated programs, services, and offices are required to conduct an annual review and
develop an action plan based on analysis of current outcomes assessment information and
data.
Funding requests for items, activities and initiatives must be justified through
measurable outcomes and via linkage to specific goals in the Strategic Plan.
In addition to completing a review and action plan, certain programs, services, and offices are
required to undertake a comprehensive review during a predetermined spring semester. All
designated college programs, services, and offices will undergo a comprehensive review at least
once over the entire 5 year scheduled cycle through spring 2018.
The annual PPA process allows for two basic types of funding requests for the fiscal year (FY)
that begins on July 1st of the subsequent calendar year:
1. New Budget Requests – new line items or new budgets that will not be included
in the next FY’s anticipated operating budget, such as a budget for a new
program or service.
1
2. Requests for Augmentation – increases over, and/or changes in funding from,
the next FY’s anticipated operating budget that result from:
a. Changing standards, such as in regulations, accreditation, safety, etc.,
requiring increased (decreased) funding.
b. The need to transition from one funding source to another, such as from a
grant to the general fund.
Requests may originate directly from the college’s Strategic Plan or other long term institutional
plan (e.g., technology plan). These requests must nonetheless be incorporated within the
appropriate annual action plan that pertains to the specific FY in which those funds will be
required.
Requests for new full time faculty (FTF) and staff positions must also be included and justified in
action plans. For example, a new FTF position would need to be included in that instructional
program’s annual action plan in spring 2014 to be potentially funded for FY 2015-16.
Activities in Spring Semester
In February and March, area deans and department heads coordinate the program review
process with faculty and/or staff. In April and May, the VPs collect program review documents
and coordinate input from area deans and department heads in establishing priorities across
requests.
All annual and comprehensive reviews are completed and reviewed with oversight by the
supervising VP prior to the end of the spring semester. VPs collect program review documents
and coordinate input from area deans and department heads in establishing priorities across
requests.
Activities in Summer
In June and July, VPs prepare documents summarizing program review results and budget
requests across the areas within their purview.
Activities in Fall Semester
In September and October, the VPs lead discussion of program review results and budget
requests with appropriate corresponding governance councils. The VPAA brings forward
recommendations for new FTF positions to the FTF Hiring Committee.
In November and December, the College Planning Council (CPC) reviews program review
budget requests forwarded from the lower level councils, and recommendations for FTF
positions forwarded from the FTF Hiring Committee. The CPC submits all budget
recommendations and prioritized recommendations for FTF positions to the Superintendent/
President (S/P) prior to the end of the fall semester.
2
Activities into the New Calendar Year and through Spring Semester
Budget development activities continue into the new calendar year as the S/P reviews
recommendations from the CPC, and determines which requests to approve for inclusion in the
draft Tentative Budget. The Chief Budget Officer (CBO) subsequently oversees the budget
rollover process.
B. Budget Rollover
Ongoing, or continuing, year-to-year needs are represented as line items and amounts rolled
over from the college’s current operating budget to the draft Tentative Budget for the
subsequent FY. Each department reviews its current budget, and requests increases (decreases)
in specific line items for the next FY as justified by planning assumptions, enrollment
expectations, and other influencing factors. Modifications to such line items may also be
justified by more specific factors, such as statutory or contractual obligations, replaceable
equipment needs, or changes in anticipated operating needs.
The draft Tentative Budget encompasses the modified rollover budget in addition to those
items and amounts requested through the PPA process and approved by the S/P. At the end of
April, the CBO brings forward the proposed Tentative Budget to the CPC prior to finalization of
the Tentative Budget.
Funding will not be considered or approved for requests that should have been
channeled through the above processes, unless an exceptional reason is
provided to the supervising VP. The VP must consent to bringing the request
to the President’s Executive Cabinet, the Cabinet must agree that the request
be brought to the CPC for its consideration, and the Council must in turn
recommend to the S/P that the request be funded.
Activities within the Current Year’s Operating Budget
As needs may arise during implementation of the current year’s operating budget, requests for
program, service, office and departmental funding may occasionally occur through two
additional processes: (C) the process to request supplemental funding, and (D) the process to
meet urgent needs.
C. Requests for Supplemental Funding
Area deans/department heads may make requests for supplemental funding for current
operations, and with appropriate justification, through their VP. If recommended by the VP, all
such requests must subsequently be approved by the Cabinet. These requests and approvals
will also be shared with the CPC.
Funding will not be approved for requests that should normally have been
anticipated through the PPA or budget rollover processes from which the
current operating budget was developed.
3
D. Requests to Meet Urgent Needs
The S/P may make adjustments in the current operating budget to appropriately fund items
and activities resulting from unforeseen emergencies and other urgent needs that require
immediate or near-term attention. The Cabinet and CPC will be informed when possible.
Changes to the budget may arise due to state legislative changes directly impacting the
college’s revenue allocation. The CBO will notify the CPC and the areas and departments
impacted by the changes.
4
Timeline for 2014 Program Planning and Assessment
Annual Integrated Planning Process
Budgeting for Fiscal Year 2015-16
Spring 2014
JANUARY
VPs lead overall program review process for all areas within their division through which new requests
and requests for augmentations are made. (Ongoing needs are incorporated into the planning and
budgeting process via budget rollover in early Spring 2015.)
FEBRUARY / MARCH
Area deans and department heads coordinate program review process with faculty and staff.
APRIL / MAY
VPs collect program review documents and coordinate input from area deans and department heads in
establishing priorities across requests.
Summer 2014
JUNE / JULY
VPs prepare documents summarizing program review results and budget requests, and consult with the
Chief Budget Officer (CBO) and Controller.
Fall 2014
SEPTEMBER / OCTOBER
VPs lead discussion of program review results and budget requests with appropriate corresponding
governance councils. VPAA brings forward recommendations for new Full Time Faculty (FTF) positions to
the FTF Hiring Committee.
NOVEMBER / DECEMBER
The College Planning Council (CPC) reviews program review budget requests forwarded from lower level
councils and recommendations for FTF positions forwarded from the FTF Hiring Committee, and submits
budget recommendations and prioritized recommendations for FTF positions to the Superintendent/
President (S/P).
Spring 2015
JANUARY
S/P reviews and approves, in whole or in part, recommendations from the CPC for inclusion in draft
Tentative Budget. S/P communicates list of all items approved to college employees for use in
developing budget requests through the spring 2015 program planning and assessment process.
EXHIBIT A
AP 6200 Budget Preparation
BUDGET DEVELOPMENT CALENDAR
DATE
January
(18 months prior to fiscal
year)
February/March
April/May
June/July
September/October
November/December
January
(6 months prior to fiscal year)
January/February/March
ACTIVITY
Lead overall program review process for all
areas within their division through which new
requests and requests for augmentations are
made
Coordinate program review process with
faculty and staff
Collect program review documents and
coordinate input from area deans and
department heads in establishing priorities
across requests
Prepare documents summarizing program
review results and budget requests; consult
with Chief Business Officer (CBO) and
Controller
Lead discussion of program review results
and budget requests with appropriate
corresponding governance councils
RESPONSIBILITY
Vice Presidents (VPs)
Bring forward recommendations for new Full
Time Faculty (FTF) positions to FTF Hiring
Committee
Review program review budget requests
forwarded from lower level councils and
recommendations for FTF positions
forwarded from FTF Hiring Committee;
submit budget recommendations and
prioritized recommendations for FTF
positions to Superintendent/President (S/P)
Review and approve, in whole or in part,
recommendations from CPC for inclusion in
draft Tentative Budget
Vice President of Academic
Affairs (VPAA)
Provide Budget Development Calendar to
Board of Trustees (BOT)
Distribute budget worksheet forms to VPs
CBO
Area deans and department
heads
VPs
VPs
VPs
College Planning Council
(CPC)
Superintendent/President
(S/P)
CBO
Distribute forms to deans and department
heads
VPs
Hold meetings with VPs, area deans and
department heads
Controller
1
April
End of April
May Board meeting
June
July
(fiscal year begins July 1st)
August
End of August
Seven days prior to
September Board meeting
September Board meeting
(no later than September
15th)
Immediately after September
Board meeting
Submit proposed budget worksheets and
priority lists to CBO
Controller
Submit District’s proposed Tentative Budget
and priority lists to S/P
CBO
Review proposed Tentative Budget
Executive Cabinet
Bring forward proposed Tentative Budget to
CPC
CBO
Notify S/P of newspaper publication, date,
location and time of public display of
proposed Tentative Budget document
Present proposed Tentative Budget to BOT
Hold public hearing; review and approve
proposed Tentative Budget
Submit recommendations to adjust Tentative
Budget to CBO
Review draft Final Budget and forward
recommendations to S/P
CBO
BOT
VPs
CPC
Review draft Final Budget and approve, in
whole or in part, recommendations from CPC
Publish Public Notice for review of proposed
Final Budget document
S/P
Place copies of proposed Final Budget in
District office, library, Alisal Campus, King City
Education Center and VPAS office for public
view
Hold public hearing; review and approve
proposed Final Budget
CBO
Deliver copies of BOT approved Final Budget
to Superintendent of Schools – Monterey
County Office of Education and the California
Community Colleges Chancellor’s Office
CBO
2
CBO
BOT
Schedule of Annual (A) and Comprehensive (C) Reviews
Fall 2013 & Spring 2014-2018
Superintendent/President
Office of the Superintendent/President
Office of Institutional Planning and Effectiveness
2013 2014 2015 2016 2017 2018
A
A
A
A
C
C
C
A
A
A
A
1
Academic Affairs Division
Offices
VPAA Office
Dean Learning Support and Resources Office
Dean Math, Science & Engineering Office
Dean Nursing & Allied Health Office
Dean Social & Behavioral Sciences/Languages & Fine Arts Office
Director Athletics Office
Offices & Campus/Center Services
Dean Advanced Technology & Applied Science/Alisal Campus
Dean South County Education Services/King City Education Center
Instructional Services
Library Services/Instruction
Tutorial Services
The Western Stage
Instructional Programs
Academy for College Excellence
Administration of Justice
Advanced Diesel Technology/Automotive Technology
Agricultural Business Technology
Agricultural and Industrial Technology
Alcohol and Drug Abuse Counseling
Anthropology
Art/Digital Arts
Astronomy
Biology
Business Administration/Business Office Technology
2013 2014
A
C
C
A
C
C
A
C
C
2013 2014
A
C
C
A
2013 2014
C
A
C
A
C
2013 2014
A
A
C
A
A
A
A
A
C
A
A
A
A
A
A
A
A
A
A
A
C
Page 1 of 4
2015
A
A
A
A
A
A
2015
A
A
2015
A
A
A
2015
C
A
C
C
A
C
A
C
A
C
A
2016
A
A
A
A
A
A
2016
A
A
2016
A
A
A
2016
A
C
A
A
C
A
C
A
C
A
A
2017
A
A
A
A
A
A
2017
A
A
2017
A
A
A
2017
A
A
C
C
A
C
A
C
A
A
A
2018
A
A
A
A
A
A
2018
A
C
2018
C
C
A
2018
A
C
A
A
C
A
A
A
A
A
A
Chemistry
Chicano Studies/Ethnic Studies
Communication Studies
Computer Science and Information Systems
Construction
Drafting and Design Engineering Technology
Early Childhood Education
Earth Science
Economics
Elementary Teacher Education
Emergency Medical Technician/Health Services
Engineering
English
English As A Second Language
General Studies
History
Liberal Arts
Mathematics
Music
Photography
Physical Education—Kinesiology
Physics
Political Science
Psychology
Registered Nursing
Respiratory Care Practitioner
Social Sciences
Sociology
Spanish
Theatre Arts
Vocational Nursing
Welding Technology
A
A
A
A
A
A
A
A
2
A
A
A
A
3
A
3
A
A
A
A
A
A
A
A
3
A
A
A
A
A
A
C
A
A
A
C
C
C
A
A
A
A
A
A
C
A
C
A
A
A
A
A
A
A
A
C
A
A
A
A
A
C
A
A
A
A
C
A
A
A
A
A
A
C
A
A
A
A
A
A
C
C
A
A
C
C
C
A
C
A
A
A
C
A
A
A
A
A
A
C
C
A
A
A
A
A
A
A
A
A
A
A
A
A
A
C
A
A
A
C
A
A
A
A
A
C
C
A
C
C
A
A
A
A
C
A
C
A
C
C
A
C
A
C
A
A
C
A
A
A
C
A
A
A
C
C
C
A
A
A
A
A
A
C
C
A
A
C
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
C
A
C
A
A
A
C
2013 2014 2015 2016 2017 2018
Administrative Services Division
Page 2 of 4
VPAS Office
Business Services
Cafeteria
Facilities/Maintenance/Asset Management
Human Resources
A
A
A
A
A
A
A
C
C
A
C
C
A
A
C
A
A
A
A
A
A
A
A
A
A
Advancement and Development/Foundation Division
Executive Director of Advancement Office
Programs, Services & Grants
Advancement/Communications/Development
CSIT-In-3 Program
The MESA Program
NASA SEMAA
J. Frederic Ching Planetarium
Science and Math Institute/Title V CUSP
2013 2014 2015 2016 2017 2018
A
A
A
A
C
2013 2014 2015 2016 2017 2018
A
A
A
A
C
A
A
A
A
C
A
A
A
A
C
A
A
A
A
C
A
A
A
A
C
A
A
A
A
C
Information and Technology Resources Division
VPITR Office
Information Technology
2013 2014 2015 2016 2017 2018
A
A
A
A
C
A
A
A
A
C
Student Affairs Division
VPSA Office
Student Programs & Services
Admissions & Records
Assessment Center
CalWORKs Program
Career & Transfer Center
Counseling Services/Instruction
DSPS/Learning Skills Instruction
EOPS/CARE
Financial Aid
International Student Program
Student Life/Associated Students
TRiO Program
2013 2014 2015 2016 2017 2018
A
C
A
A
A
2013 2014 2015 2016 2017 2018
A
C
A
A
A
A
A
A
A
C
A
A
A
A
C
A
A
C
A
A
A
A
A
A
A
C
A
A
A
A
C
A
A
A
A
A
A
C
A
A
C
A
A
A
A
A
A
A
C
A
A
A
A
C
A
A
A
A
A
A
C
A
A
Page 3 of 4
Veterans Service Center
A
Certain annual reviews were not done in Fall 2013 for reasons noted:
1. New office established and dean hired mid-way through semester.
2. New degree offered as of Fall 2013.
3. The college is determining how to ensure regular review of this program.
Page 4 of 4
A
A
A
C
A
Components of Continuous Improvement (CI)
2013 - 2018
A. CI Process, Cycle, and Process Lead
1. CI Process: Annual Program Planning & Assessment.
2. CI Cycle (semester/year & frequency): Each year – fall 2013, spring 2014, spring 2015,
spring 2016, spring 2017, and spring 2018.
3. CI Process Lead: Dean IPE.
B. Participants, Tasks & Evidence in Evaluation/Review Process
4. Who or what is evaluated?

Program, service, office, campus.
5. Who informs those responsible for conducting the evaluation, and when are they
informed?

Dean IPE informs administrators, faculty and staff in December of the preceding
semester.
6. Who conducts the evaluation? When (which years and specific months) and how
frequently is the evaluation conducted?

Relevant faculty, staff, administrators conduct the review annually in February and
March.
7. What instruments, forms and/or data are utilized in the evaluation?


Annual review and action plan for instructional programs. Student learning
outcomes data are analyzed.
Annual review and action plan for services, offices and non-instructional programs.
Service area outcomes data are analyzed.
8. Who reviews content for quality and completeness? When and how frequently do
quality checks occur?

From February through April, the supervising administrator reviews content after
the annual review and action plan is completed, and each time a draft is required.
1
9. Who has oversight/broadly reviews content? When and how frequently does oversight
occur?



Divisional VPs provide oversight as needed from February through April to ensure
work is complete and at threshold level quality.
IPE staff check overall consistency, quality and completeness across annual reviews
and action plans as possible during the spring semester.
The corresponding governance council in September and/or October, and
subsequently the College Planning Council in November and/or December, review
the annual reviews and action plans, or summaries thereof, and make budgetary
recommendations as needed.
10. Who maintains the list of all elements (persons, programs, outcomes, etc.) to be
evaluated? Who tracks completion of evaluations/maintains the master list of
evaluations completed and those yet to be completed?


Divisional VPs track completion for annual reviews and action plans within their
purview.
Dean IPE maintains the list of programs/services/offices to be reviewed annually and
the master list of reviews completed each year.
11. When and where are the evaluations housed, who places them there, and who has
access? Who maintains the entire set of evaluations completed?



Divisional VPs, and Area Deans in Academic Affairs, place completed annual reviews
and action plans in appropriate folders in the Google drive in April. eLumen is
expected to be utilized starting in spring 2015.
Dean IPE maintains the completed annual reviews and action plans in the Google
drive. eLumen is expected to be utilized starting in spring 2015.
Dean IPE provides a publicly accessible list of completed reviews annually on the IPE
website.
C. Participants, Tasks & Evidence in Making Improvements in Effectiveness
12. Who decides what improvements/outcomes are needed and the level of targeted
improvements/outcomes? How are these planned outcomes documented?




Relevant faculty and their dean for instructional programs.
Relevant staff and their supervising administrator for services and non-instructional
programs.
Supervising administrators for offices.
Planned outcomes are documented in annual reviews and action plans.
2
13. Who is responsible for making improvements, and when (which specific months/years)
are they implemented?



Relevant faculty and their dean for instructional programs.
Relevant staff and their supervising administrator for services, offices and noninstructional programs.
Improvements are typically implemented starting in the subsequent fall semester for
instructional programs, and in the summer or fall semester for non-instructional
programs, services and offices. Some improvements may be made immediately,
whereas others that rely on resource allocation may not be implemented until
resources are available. For example, certain improvements in instructional
programs may not be implemented until three semesters after the initial request is
made.
14. When (which specific months/years) and how frequently are improvements/outcomes
measured, who measures them, and how are they documented? Who decides whether
they were adequate leading into the next evaluation period?


Improvements/outcomes are measured by relevant faculty for instructional
programs at least once, but perhaps several times for certain SLOs, prior to the next
evaluation period. Faculty report SLO data on the next annual review and action
plan, and determine whether outcomes are adequate.
Improvements/outcomes are measured by supervising administrator and staff for
services, offices and non-instructional programs at least once, but perhaps several
times for certain SAOs, prior to the next evaluation period. Administrators report
SAO data on the next annual review and action plan, and determine whether
outcomes are adequate.
D. Participants, Tasks & Evidence in Making Improvements in Process Effectiveness
15. Who evaluates the effectiveness of the overall CI process? When (which years and
specific months) and how frequently is the process evaluated?

IPE staff evaluate the effectiveness of the annual program planning and assessment
process annually in the fall semester, with input from persons who participated in
the most recent process.
16. Who decides what improvements need to be made in the process, and how are they
documented?

Dean IPE decides which specific improvements to make.
3

Appropriate modifications reflecting improvements are made in timelines, charts,
forms and/or other documents.
17. Who makes improvements to the process, and when (which years and specific months)
are they implemented? [prior to or at the start of the next CI cycle]

IPE staff make improvements, which are implemented in December prior to the next
(spring) semester’s annual program planning and assessment process.
4
Components of Continuous Improvement (CI)
2013 - 2018
A. CI Process, Cycle, and Process Lead
1. CI Process: Comprehensive Program Review.
2. CI Cycle (semester/year & frequency): At least once every 5 years in spring semester.
Career technical education programs undergo comprehensive review every two years.
3. CI Process Lead: Dean IPE.
B. Participants, Tasks & Evidence in Evaluation/Review Process
4. Who or what is evaluated?

Program, service, office, campus.
5. Who informs those responsible for conducting the evaluation, and when are they
informed?

Dean IPE informs administrators, faculty and staff in December of the preceding
semester.
6. Who conducts the evaluation? When (which years and specific months) and how
frequently is the evaluation conducted?

Relevant faculty, staff, administrators conduct the review once every 5 years in
February and March.
7. What instruments, forms and/or data are utilized in the evaluation?


Comprehensive instructional program review for instructional programs. Student
learning outcomes data are analyzed.
Comprehensive review for services, offices and non-instructional programs. Service
area outcomes data are analyzed.
8. Who reviews content for quality and completeness? When and how frequently do
quality checks occur?

From February through April, the supervising administrator reviews content after
the comprehensive review is completed, and each time a draft is required.
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9. Who has oversight/broadly reviews content? When and how frequently does oversight
occur?



Divisional VPs provide oversight as needed from February through April to ensure
work is complete and at threshold level quality.
IPE staff check overall consistency, quality and completeness across comprehensive
reviews as possible during the spring semester.
The corresponding governance council in September and/or October, and
subsequently the College Planning Council in November and/or December, review
the comprehensive program reviews, or summaries thereof, and make budgetary
recommendations as needed.
10. Who maintains the list of all elements (persons, programs, outcomes, etc.) to be
evaluated? Who tracks completion of evaluations/maintains the master list of
evaluations completed and those yet to be completed?


Divisional VPs track completion for comprehensive reviews within their purview.
Dean IPE maintains the list of all programs/services/offices to be reviewed
comprehensively in each particular year within the overall cycle, and the master list
of comprehensive reviews completed each year.
11. When and where are the evaluations housed, who places them there, and who has
access? Who maintains the entire set of evaluations completed?



Divisional VPs, and Area Deans in Academic Affairs, place completed comprehensive
reviews in appropriate folders in the Google drive in April. eLumen is expected to be
utilized starting in spring 2015.
Dean IPE maintains the completed comprehensive reviews in the Google drive.
eLumen is expected to be utilized starting in spring 2015.
Dean IPE provides a publicly accessible list of completed comprehensive reviews
annually on the IPE website.
C. Participants, Tasks & Evidence in Making Improvements in Effectiveness
12. Who decides what improvements/outcomes are needed and the level of targeted
improvements/outcomes? How are these planned outcomes documented?




Relevant faculty and their dean for instructional programs.
Relevant staff and their supervising administrator for services and non-instructional
programs.
Supervising administrators for offices.
Planned outcomes are documented in comprehensive reviews.
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13. Who is responsible for making improvements, and when (which specific months/years)
are they implemented?



Relevant faculty and their dean for instructional programs.
Relevant staff and their supervising administrator for services, offices and noninstructional programs.
Improvements are typically planned and implemented over multiple consecutive
years. Some improvements may be made immediately, whereas others that rely on
resource allocation and modifications requiring staged, long term implementation
may not be implemented for two, three or more years.
14. When (which specific months/years) and how frequently are improvements/outcomes
measured, who measures them, and how are they documented? Who decides whether
they were adequate leading into the next evaluation period?


Improvements/outcomes across all SLOs/PLOs are measured by relevant faculty for
instructional programs over multiple evaluation periods. Faculty report accumulated
SLO data at the next scheduled comprehensive review, and determine whether
outcomes are adequate.
Improvements/outcomes across all SAOs are measured by the supervising
administrator and staff for services, offices and non-instructional programs over
multiple evaluation periods. Administrators report accumulated SAO data at the
next scheduled comprehensive review, and determine whether outcomes are
adequate.
D. Participants, Tasks & Evidence in Making Improvements in Process Effectiveness
15. Who evaluates the effectiveness of the overall CI process? When (which years and
specific months) and how frequently is the process evaluated?

IPE staff evaluate the effectiveness of the comprehensive review process annually in
the fall semester, with input from persons who participated in the most recent
process.
16. Who decides what improvements need to be made in the process, and how are they
documented?


Dean IPE decides which specific improvements to make.
Appropriate modifications reflecting improvement are made in time lines, charts,
forms and/or other documents.
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17. Who makes improvements to the process, and when (which years and specific months)
are they implemented? [prior to or at the start of the next CI cycle]

Dean IPE and IPE staff make improvements, which are implemented in December
prior to the next (spring) semester’s comprehensive review process.
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