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
Advanced Technology and Applied
Science
Date Completed (must be
in final form by 3/27/15)*
Date Submitted
to VP
*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
Title/Position
Zahi Atallah
Susan Pheasant
Lourdes Sanchez
Dawn Henry
Meaghan Black
Ambar Mercado
Imelda Suarez
VP/Division Head’s Comments (required):
_______________________
Typed Name of VP/Division Head
______________
Date
This PPA report is organized in 3 sections and 9 subsections as follows:
I.
Comprehensive Review – a. Overall Service/Office/Program Effectiveness,
b. Staffing Profile, and c. Service/Office/Program Goals.
II.
Annual Review – a. Data & Trends, b. Service/Program Modality, c. Outcomes,
and d. Previously Scheduled Activities.
III.
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.
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]
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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
2012-13
2013-14
2014-2015
Management,
Supervisors
2
2
33
Classified Staff
3
3
3
Classified Staff- Parttime
1
1.25
1.25
Faculty Staff
8
11
11
Student Workers
0
0.5
0.25
Professional Experts
2
2.75
2.5
Faculty – Part-time
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. 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)
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
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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.
Surveys are in the process of being finalized and disseminated to students during the month of
April 2015.
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.
Previous year’s surveys of students, faculty and staff returned the following, which overlapped with
ACCJC accreditation recommendations:
- Lack of tutorial services
- Lack of library services
- Lack of bookstore
- Lack of adequate study spaces
- Inadequate admissions, enrollment, records and financial aid service availability
- Inadequate food service availability and food choices
- Inadequate mail services, including lack of receiving dock
- Inappropriate funds for training of faculty and staff
These surveys and other information allowed us to complete and or achieve the following:
- Hire full-time counselor
- Build mailboxes
- Job boards
- Hired science lab technician for ABT
- Hired instructional associate for AUT and ADT
- Offer more GE courses (primarily Math and English) at Alisal Campus
- Expand Western Food Safety Summit
- We are in process of developing a faculty handbook
- Create workshops for students to explore CTE education
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 following are concerns that affect students directly and impede their ability to perform
academically in an effective manner
- Lack of tutorial services
- Lack of library services
- Lack of bookstore
- Lack of adequate study spaces
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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.
- Alisal Campus main office open: 8:00AM to 7:00PM Monday through Thursday, and 8:00AM
to 5:00PM on Friday. No presence on Saturday.
- Contract education sites (factories, processing plants, motorpool yards, etc.)
- Use of Ag purchased vans by entire college, with no effective reimbursement that allows to
replace and maintain vehicles. In need of small vehicle to travel within district and outside
district. Currently, everyone uses 12-seater vans, which is very inefficient.
- Very insufficient storage space
- Creation of funding stream for update and maintenance of instructional equipment and
facilities
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.
ACCJC has highlighted some of the disparities in services for students between Main Campus
and Alisal Campus. These include: tutorial, study spaces, library and bookstore services.
Moreover, the inadequate food service makes it very difficult for students to acquire food or
beverage, thus making the Alisal Campus unfriendly and unwelcoming.
3. Describe the process to change and improve service/program quality for the more
challenging locations, vehicles, and/or times.
-
Full-time admissions technician
Funds to create a student study, tutorial, reference and bookstore area in Wing A (Rooms A114
and A115)
Create computer stations for students to register in Lobby of Wing A
Allocate funds to service lab equipment
Portable light for TTB (wing D)
Parking meter
Increase cafeteria hours
Office for instructional associate
Water filter to provide students with potable water
Provide ESL courses as a means to gain entry into Hartnell College
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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
What changes have occurred
in the service/office/ program
as a result of dialogue?
1. Customer satisfaction training to
improve public and student
relations
- Decision to create and adopt
a faculty handbook
- Decision to include step-bystep directions to use
classroom and printing
equipment
- Spend time with faculty to
provide information on
Etudes, PAWS, A&R deadlines,
etc.
2. A&R/IT cross training
(Colleague, ADASTRA, Etudes,
PAWS, etc.)
3. Improve faculty awareness of
policies & dates
4. Increase regional collaboration
and student enrollment in CTE
programs
5. Signage & Directory
6. Student bulletin board
(scholarships, internships, career
opportunities, upcoming courses,
etc.)
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Faculty handbook is in
preparation
- Discussions and articulations
with high schools completed
Fall 14
- Discussions and cooperation
with Bay Area colleges
continues
- Survey mechanism of student
communication methods
preference was finalized.
Was a Service Area
Outcome Assessment
Summary completed (if
expected)?
For 2015-2016
academic year
For 2015-2016
academic year
Handbook completion
expected for end of
April 2015
Articulation of CSS,
DRA, AIT, WLD, CONS
with Salinas Valley high
schools completed
- Bulletin boards were
installed in various
areas
- Relocate and add
information monitors
to accommodate
student information
displays. For summer
2015.
- Survey of student
communication method
preferences to be
conducted in April 2015
For 2016
7. More efficient use of time and
resources by increase effectiveness
and timeliness
List Service Area Outcome(s) scheduled for
assessment in
AY 15-16
1. Customer satisfaction training to improve public
and student relations
2. A&R/IT cross training (Colleague, ADASTRA,
Etudes, PAWS, etc.)
7. More efficient use of time and resources by
increase effectiveness and timeliness
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How will the Outcome(s) be assessed?
Surveys and training
Training
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?
Information from surveys were used to inform discussions among staff about improving
services for faculty. We have started with reminders and calendar of dates and requirements
for full-time and part-time faculty. This is currently being augmented with the creation of a
faculty handbook, which will be updated every semester, and will include step-by-step
information on use of technology, deadlines, classroom information, student support
information, and other relevant materials.
3. Describe assessment activities that need to be strengthened or improved. What
are the challenges to achieving these improvements?
[Begin response here]
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.
2.
3.
* 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?
[Begin response here]
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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. NEW CURRICULUM
b. FURTHER DEVELOPMENT OF THE PROGRAM OR SERVICE
c.
d.
e.
f.
g.
GRANT DEVELOPMENT AND PROPOSALS
FACULTY AND STAFF TRAINING
MARKETING/OUTREACH
ENROLLMENT MANAGEMENT
STUDENT SERVICES
h. ADMINISTRATIVE SERVICES
i. SUPPORT OPERATIONS
j.
FACILITIES
10 | Page
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.
Activity
1. Collaboration
and participation in
regional, state and
national
conferences,
workshops,
trainings, webinars,
etc.
2. Student
learning and
study center
3. Student
bulletin board;
and improved
faculty awareness
Strategic
Plan
Goal(s)
No. &
Letter
(e.g.,
5A)*
4
Related SAOs,
SLOs, PLOs, or
goals
Desired
Outcome(s)
Resources
Needed
Person
Respons
ible
Estimated
Date of
Completion
(can be more
than one year
in length)
Increase
number of
institutions
and number
of programs
we
collaborate
with
Increa
sed funding
Zahi
Atallah
Susan
Pheasan
t
recurring
Tutori
al center
Books
tore
Refere
nce library
Group and
individual
study area
Monit
ors
Comp
uters
to run
monit
ors
Training in
customer
service
Zahi
Atallah
and
Dawn
Henry
Finan
cial resources
Perso
nnel
Zahi
Atallah
and AT
faculty
2a, 4b,
4c, and
5a
3, 5 and 6
Increased
communicati
on and
awareness.
4.
Improvi
ng customer and
student support
services
1a,, 2a,
and 4a,
5- Increase K-12
involvement in
AT programs
1a, 5a,
and 6a
Incr
eased
enrollment
services
Imp
roved
customer
satisfaction
- increase
access of
youth to AT
programs
* See Appendix A for a list of the 11 goals in the college’s Strategic Plan.
11 | Page
Comments
No increase
in funding
to support
these
crucial
activities
Dedicated
general
funds to
meet
accreditatio
n and
master plan
recommend
ations
Meagha
n Black
Ambar
Mercad
o
Zahi
Atallah,
Susan
Pheasan
t, and
Lourdes
Sanchez
Grants
*** 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
1. Describe the new activity or follow-on activity that this resource will support.
1. Collaboration and participation in regional, state and national conferences, workshops,
trainings, webinars, etc.
- Travel funds
- Support for events that include middle and high school partners for counselors and
teachers
2. Student learning and study center
- Furniture
- 5 Laptop carts
- Tutors
- Wireless internet access devices and internet switches
- Food service employees and improved offerings
3. Student bulletin board; and improved faculty awareness
- Monitors and computers to disperse across campus
- Printing materials
4. Improving customer and student support services
- Outside trainer who specializes in customer service and satisfaction
5. Increase K-12 involvement in AT programs
- Personnel to create and implement activities
- Funds to implement programs
o Work with students in middle and high school
o Work with science and math instructors in middle and high schools
2. 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)
12 | Page
5) Strategic Plan Goal (list applicable strategic plan outcome)
Service area outcomes served by 2016-2017 activities:
1. Customer satisfaction training to improve public and student relations
● Student learning and study center
● Improving customer and student support services
2. A&R/IT cross training (Colleague, ADASTRA, Etudes, PAWS, etc.)
● Improving customer and student support services
3. Improve faculty awareness of policies & dates
● Improving customer and student support services
4. Increase regional collaboration and student enrollment in CTE programs
● Collaboration and participation in regional, state and national conferences,
workshops, trainings, webinars, etc.
● Increase K-12 involvement in AT programs
5. Signage & Directory
● Improving customer and student support services
6. Student bulletin board (scholarships, internships, career opportunities, upcoming courses, etc.)
● Student bulletin board; and improved faculty awareness
7. More efficient use of time and resources by increase effectiveness and timeliness
●
●
Student learning and study center
Improving customer and student support services
3. Does this activity span multiple years?
☒ YES
☐ NO
If yes, describe the action plan for completion of this activity.
1. Collaboration and participation in regional, state and national conferences, workshops,
trainings, webinars, etc.
● Participation in BACCC, CCCO and 4yr activities beyond HCCD boundaries
● Participation in activities by various instructional groups such as: California Ag. Teacher
Association, California Automotive Teachers, Marketplaces, etc.
● Continuous improvement and training of faculty to maintain relevance and educational
currency
3. Student bulletin board; and improved faculty awareness
● Semestrial update of deadlines
● Constant update of information to students
4. Improving customer and student support services
● Continuous improvement
● Continuous assessment
5. Increase K-12 involvement in AT programs
● Recurring yearly activities targeting middle and high school students, teachers and
administrators
13 | Page
4. What measureable outcomes are expected from this activity? List indicators of
success.
1. Collaboration and participation in regional, state and national conferences, workshops,
trainings, webinars, etc.
- Increased student enrollment
- Increase in collaborative grants
- Increase in collaborative activities
- Increased awareness of Hartnell brand name
- Expanded growth and knowledge of Hartnell faculty and staff
- Program alignments
- Increased and improved articulations
2. Student learning and study center
- Improved student success and course completion
- Increased presence at campus
- Improved student persistence
3. Student bulletin board; and improved faculty awareness
- Increased awareness of deadlines, services, and opportunities
- Improved retention of faculty (predominantly adjuncts)
- Improved communication and satisfaction with outcome
- Increased student placement in scholarships, jobs, internships, etc.
4. Improving customer and student support services
- Increased awareness of deadlines, services, and opportunities
- Improved retention of faculty (predominantly adjuncts)
- Improved communication and satisfaction with outcome
5. Increase K-12 involvement in AT programs
- Increased enrollment in AT programs
- Increased interest in careers taught in AT
- Increased community awareness of AT programs (parents, employers, trade
organizations, etc.)
6. What are the barriers to achieving success in this activity?
Primarily financial difficulties. And availability of full-time staff dedicated to achieving goals.
14 | Page
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.
Activit
y
N
o.
Person
nel
Classifi
ed
Staff/
Faculty
(C/F/
M)*
1.
2.
Supplies/Equipm Technolog
ent
y
(S/E)**
Hardware
/ Software
(H/S)***
C $75,000
3.
$5,000
C $75,000
5.
C $35,000
$5,000
$50,000
$2,000
4.
Contra Training Travel Library Facilities/S
ct
Materials
pace
Servic
e.g.
es
Science
Labs
$10,000 $50,000
$2,000
$1,500
$3,000
* 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.
15 | Page
Project
ed
Cos
ts
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.
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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.
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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