Program Planning and Assessment (PPA)
for Services, Offices & Non-Instructional Programs
Comprehensive Review, Annual Review & Action Plan
Spring 2014
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 (every five years) comprehensive review that shows evidence of
improvement and outlines long-range goals.
The Program Planning and Assessment process will improve and increase the flow of information
and data at Hartnell College. The result of the process will also improve institutional effectiveness.
Service/Office/
Non-Instructional Program
Office of Student Life
Date Completed (must be
in final form by 3/31/14)*
June 6, 2014
Date Submitted
to VP
June 13, 2014
*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
Augustine Nevarez, Director of Student Affairs – Student Life
Laura Zavala, Program Assistant – Student Life
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
è For services/offices/non-instructional programs scheduled for
comprehensive review in spring 2014, please complete Sections I, II, and III.
è 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 2014. Go to Section II for
services/offices/non-instructional programs scheduled for annual review in
spring 2014.
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]
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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
2011-12
2012-13
2013-2014
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]
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C. SERVICE/OFFICE/PROGRAM GOALS
1. List and describe service/office/program goals for the next comprehensive
review cycle—Fall 2014 through Fall 2018. Be sure to highlight innovative,
unique, or other especially noteworthy aspects.
A new mission and vision is currently before the board for approval in February. In considering
your service’s/office’s/program’s future goals, please review the proposed new mission and
vision 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)
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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
2014.
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.
The Office of Student Life provides programs and services to enrolled students and all staff at
all Hartnell College sites. The majority of programs and services are delivered at the main
campus site, with gradual expansion to the Alisal Campus and King City Center. Hartnell
College students [and all staff] engage in activities, programs and services to foster an
enriched campus community. Programs and services include: Associated Students
membership, leadership development; cultural and educational events; book voucher
program; ASHC Scholarship; graphing calculator rental program; Week of Welcome, MST
Free Fare Zone; Hartnell Sporting events (Local); access to Western Stage events; game center
access; and discounts at selected local businesses.
·
·
·
·
·
·
Associated Students membership: Approximately 8000 students
Cultural/educational events: Approximately 3000 students
Book voucher program:45 students
ASHC Scholarship: 30 students
Western Stage events: 500 students
Calculator program: 148 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 Office of Student life experienced a 60% increase in programs and services provided
during the 2013-14 academic year when compared to similar programs and services offered in
2012-2013. In addition, there was an increase in student and staff participation and
engagement. Satisfaction surveys were collected for four events (Affordable Health Care Act
Forum, Black History Month, and Women’s History Month, and National Farmworkers
Awareness Month) as sample baseline data.
Trends
§ Increase in student involvement in participatory governance structure.
§ Increase on students participating in 2014 Election.
· 25 Candidates participated (16 available positions).
· 4.2% voter turnout.
· Significant improvement from 2013 election where candidates ran unopposed
and not all Officer positions were filled.
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§
§
§
Shift on the f0cus of Department
· Educational and cultural based activities.
· Inclusion of campus staff in activities and events.
Increase in the number of active Club/student organizations by 40%, compared
to2012-2013
Effective budget utilization based on student needs.
The Office of Student Life recognizes the necessity to collect and analyze data that will provide
baseline information to identify patterns and trends in users, usage and needs.
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.
The Office of Student Life experienced a transformation during the 2013-14 academic year. The
organizational structure of the office was strengthened by hiring of a Director of Student
Affairs and a Program Assistant to manage the operation of the department. The
implementation of Service Area Outcomes supported the new structure, and allowed for the
increase in program development, implementation and evaluation. Event surveys results
indicated increased satisfaction with the content and delivery of programs and services. The
surveys revealed a positive reception from participants.
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.
The majority of programs and services are delivered at the main campus site, with gradual
expansion to the Alisal Campus and King City Center.
The Office of Student Life hours of operation are Monday through Thursday 9:00 am to 6:00
pm, and Friday 8:00 am to 5:00 pm at the main campus.
Following are the services provided:
1. ASHC – Student Government
2. Cultural and educational programing
3. Book Voucher Program
4. Calculator Rental
5. Panther Club Days
6. Music Wednesdays
7. Clubs
8. Program and Club Sponsorships
9. Student Scholarships in the amount of $30,000
10. Professional Development for ASHC and Staff (OSL)
11. Plasma Screen at Alisal Campus
12. Sponsorship of Recognition/Graduation Ceremonies
13. Donation to philanthropic organizations
14. Graduation Gown Sale
15. Game Room
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16. Transfer Mixer
17. Free Fare Zone - MST
18. Discounts local business
19. Western Stage
20. Entrance to Hartnell College sport events (local)
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.
The majority of programs and services are delivered at the main campus site, with gradual
expansion to the Alisal Campus and King City Center. The ASHC held a regular meeting at the
Alisal Campus in an effort to increase visibility and participation for students at that site. In
addition, the ASHC approved the acquisition and installation of a plasma screen at the King
City Center in an effort to inform students attending the center of programs and services
available throughout the college.
3. Describe the process to change and improve service/program quality for the more
challenging locations, vehicles, and/or times.
Information is disseminated to students, and all staff via email, website, plasma screens at all
locations. An increase effort is taking place to increase the quantity of programs and services
offered by the Office of Student Life at the Alisal Campus and King City Center. ASHC Officers
representing the Alisal Campus, South County, and Evenings-Weekends-Online have been
elected by the student body to advocate for student needs in these sites/modalities.
ASHC is committed to hold their scheduled meetings at the Alisal Campus and King City Center
at least once per semester and to be accessible through the Officer representing those sites. A
new ID station and plasma screen has been added to the King City Center in an effort to
provide those services to students at those sites.
A pilot ASHC Newsletter was developed with the purpose of informing student and campus
community on the events, programs and services of the department. It received a positive
review, and it will likely continue to be published and disseminated via hardcopy and
electronically at all Hartnell College sites. In addition, the Office of Student Life is redesigning
the website to provide efficient delivery of information to students and staff.
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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/noninstructional 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
HC Students will increase their
knowledge of programs and
services offered by the Office of
Student Life.
HC Students will increase their
participation in activities,
programs and services provided
by the OSL to support and
enhance their college experience.
HC students, faculty and staff will
engage in activities, programs
and services to foster an enriched
campus community.
ASHC members will participate
in leadership opportunities
including student government
and college wide shared
governance.
What changes have occurred
in the service/office/
program as a result of
dialogue?
An informational card
describing the programs and
services was developed and
delivered to students via
hardcopy and program
website.
60% increase in programs
and services offered during
the 2013-14 academic year.
Was a Service Area
Outcome Assessment
Summary completed
(if expected)?
A survey will be sent
via student email the
2nd week in June.
60% increase in programs
and services offered during
the 2013-14 academic year.
A survey will be sent
via student email the
2nd week in June.
Participation in CCCSAA and
SSCCC conferences.
Data not yet available.
A survey will be
administered to the
2013-2014 ASHC
Officers to gather
data.
Membership in HC
participatory governance
councils.
Monthly ASHC development
meetings.
Monthly ASHC report to the
HC Board of Trustees.
Latina Leadership Network
Conference.
List Service Area Outcome(s)
scheduled for assessment in
AY 14-15
New ID Card System
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How will the Outcome(s)
be assessed?
Software to measure
A survey will be sent
via student email the
2nd week in June.
Ambassador Program
participation.
Increased participation in
OSL programing, surveys
to program participants,
and reports from
Ambassadors.
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?
SAO 1. Information has been provided to students via student and staff email system, printed
and social media, OSL website, press releases, and in-person presentations. A pre-survey was
conducted during the Fall 2013 semester. A post-survey will be emailed to students during the
Summer 2014.
SAO 2. In an effort to increase participation, programs and services where offered at various
day and times to accommodate as many student groups as possible. Participation was tracked
with sign-in sheets and surveys whenever possible. Most activities were implemented in the
Student Center and tracking participation was a challenge.
SAO 3. A concerted effort was made to include students and staff in the development of
programs, service and activities. Every event was designed and implemented with the support of
a workgroup comprised students and staff.
SAO4. A structured leadership development plan was devised early in the academic year to
include one meeting a month devoted to leadership development. In addition, an effort was
made to include students in the new participatory governance structure.
3. Describe assessment activities that need to be strengthened or improved. What
are the challenges to achieving these improvements?
All assessments of activities, events, programs and services need to be strengthened. A
recurring challenge has been the lack of a reliable instrument to collect and analyze data. The
department is in the process of piloting a new ID card system that will assist in tracking
participation trends.
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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
Will activity
existed or continue continue into
to exist?
AY 14-15?
Will activity
continue into
AY 15-16?*
1. Cultural and
educational
programing.
60% increase in
Student and staff
Yes
Yes
programs and
participation, and
services offered
an effective
during the 2013-14
method to capture
academic year.
participation.
2. Student and Staff
Restructure of the
Improve the
Yes
Yes
ID Cards.
ID card production
development and
and the addition of
cost effectiveness
an ID station at the
of a lifetime ID
King City Center.
card.
3. ASHC Elections.
Online voting was
Marketing and
Yes
Yes
piloted during the
student
ASHC 14-15
participation in
elections.
the process.
4. Student
Full student
Student
Yes
Yes
involvement in
inclusion in the
participation was
participatory
Hartnell College
limited due
governance.
participatory
scheduling
governance
conflicts.
structure.
* For each activity that will continue into AY 2015-16 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?
Cultural and educational programing. The Office of Student life experienced a 60% increase in
programs and services provided during the 2013-14 academic year when compared to similar
programs and services offered in 2012-2013. Although a great improvement was achieved, the ability
to assess the effectiveness of the improvement was challenging to measure. The need for a
comprehensive assessment tool is being explored through the ID software that will collect
participation trends, and a follow-up tool to assess effectiveness.
Student and Staff ID Cards. The department is exploring an alternative to the current ID card
software and hardware to allow for a lifetime ID Card, and to be able to capture participation data to
assess our programing.
ASHC Elections. The 2014 elections experienced two significant improvements; 1) an increased in
the recruitment of candidates, and an engaged campus wide election campaign. In addition, the
utilization of an online voting system allowed students from all college sites to participate in the
election.
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Student involvement in participatory governance. A concerted effort was made by the college
to include students in the new participatory governance structure. The participation of students in
this process allowed them to make informed decisions based on campus wide implications. A
mechanism to assess student participation is taking place.
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
2014.
A. NEW ACTIVITIES
This subsection addresses new activities for, and continuing new activities into, AY 2015-16. 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.
1. List information concerning new projects or activities planned. Please keep in mind that
resources needed, if funded, would not be approved until spring 2015 and provided until
FY 2015-16. Ongoing activities involving resources that will no longer be available from
grant funds starting FY 2015-16 must be planned for appropriately.
Activity
1.
Student ID’s
2.
Student
Ambassador
Program
3.
4.
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Strategic
Plan
Goal(s)
No. &
Letter
(e.g.,
5A)*
2A, 2B,
4A, C, D,
5A
Related
SAOs, SLOs,
PLOs, or
goals
Desired
Outcome(s)
Resources
Needed
Person
Responsible
2, 3
Lifetime ID
Card, and
Tracking of
student
participation
New ID
software and
printer
Augustine
Nevarez
1A, 2A,B, 5A, 6A
1, 2, 3
An engaged
campus
community
6 student
ambassadors
Augustine
Nevarez
Estimated
Date of
Completion
(can be more
than one
year in
length)
August 2014
Spring 2015
Comments
The new ID
system will
support a
lifetime ID
card for
students and
staff, and the
software will
assist in
tracking and
assessing
participation.
The new
Hartnell
College
Ambassador
program will
assist the OSL
in promoting
programs,
services and
activities.
5.
* See Appendix A for a list of the 11 goals in the college’s Strategic Plan.
*** Please complete this page 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.
ID Card System
The new ID Card system will allow for the department to issue a lifetime ID card to students
and staff. In addition, the new system will allow for the department to track participation in
sponsored activities.
The Hartnell College Student Ambassador Program is a group of outstanding student leaders
who are selected to represent the College in many capacities. Student Ambassadors are
dedicated to student success, diversity, and strengthening student connections.
b) Describe how this activity supports any of the following:
1) Service Area Outcome
2) Program level Outcome
3) Course level Outcome
4) Service/Program Goal
5) Strategic Priority Goal
The new ID card system will assist the department to assess all service area outcomes.
The Hartnell College Student Ambassador program will assist in accomplishing the Office of
Student Life goals of engaging students and staff in meaningful opportunities to enhance their
experience at Hartnell College.
c) Does this activity span multiple years?
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YES
NO X
If yes, describe the action plan for completion of this activity.
The Hartnell College Student Ambassador program will be piloted during the 2014-15 academic
year. The program will be evaluated and a determination for sustainability will be addressed at
the one year mark.
d) What measureable outcomes are expected from this activity? List indicators of
success.
The expected measurable outcome is an increase in student and staff participation in the activities,
programs and services offered by the Office of Student Life.
e) What are the barriers to achieving success in this activity?
No barriers are foreseen at this time.
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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 (governance, 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). All resource requests completed in the various columns of a specific row
must be linked to the new or continuing activity numbered on the first column of that
same row. 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)*
1.
2.
Supplies/
Equipment
(S/E)**
$5000 S, E
Technology
Hardware/
Software
(H/S)***
Contract
Services
Training
Travel
Library
Materials
Science
Labs
$10,000 H,
S
`$40,000
Student
Workers
3.
4.
5.
* Personnel: Include a C, F, or M after the amount to indicate Classified Staff, Faculty, or Manager.
** S for Supplies, E for Equipment. If additional supplies, for example, are needed for ongoing activities, this
should be requested through the budget rollover process.
*** H for Hardware, S for Software.
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Projected
Costs
$15,000
$40,000
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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