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
NASA SEMAA
Date Completed (must be
in final form by 3/31/14)*
7/18/2014
Date Submitted
to VP
7/18/2014
*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
Maggie Melone-Echiburύ, Director NASA SEMAA
Jackie Cruz, Executive Director Institutional Advancement
Loyanne Flinn, Director of Public Grant Development and Operations
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?
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.
2. What staffing factors/challenges have influenced the effectiveness of the service/
office/program?
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
MISSION STATEMENT
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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.
For the 2013-2014 year we have served close to 2,200 students directly through our NASA
SEMAA program. Our students participate at each grade level from Kinder to 12th grade.
During the year they can participate during the school year as an after-school class or on
Saturdays depending on what their schools have arranged with us. Each class consists of 20
students and they work together for sessions that last 5 to 8 weeks, 3 hours of instruction each
week. We also offered a record number of Family Café sessions, where we invite the parents of
students participating in our program to see first- hand how our program is carried out. The
majority of our students come from a minority, underserved or underrepresented background.
We do service students no matter where they come from, since we are the only SEMAA site on
the West Coast. We worked with over 80 schools and 21 districts. Our indirect participation
was close to 3,000 people. Our outreach efforts have by far surpassed our expectations for this
year.
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 challenge for our program is being able to provide our students and parents the best
possible infrastructure that will allow them to have the best experience during their time at
SEMAA. Due to the increase in participation, we find ourselves in need of more staff dedicated
to different areas such as supplies, inventory, logistics, event planning, and participant
management. This would allow for the Director to focus more on obtaining the support of local
industries and government, also grant support and partnership building. Our office space is
also becoming a challenge. In our small office, we share the phone and there is certainly not
enough room for two people to work comfortably at the same time. Also, since our program
has still not been institutionalized, it is very hard to move forward in the request of assistance.
We lack IT support for our Aerospace Educational Lab that has become more and more
popular with increased activity this past year.
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.
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The positive responses from our students and parents have highlighted the success of our
program. Every day we receive more interest from people that have heard from friends or coworkers about this very unique program. We have also noted an increase of interest internally
at the college through the numerous positive appearances in the weekly President’s Reports.
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 NASA SEMAA office is located in room C-103 of the Alisal Campus. It is open Monday to
Friday from 9am to 5pm. We are also present at the different school sites that participate in
our program and at specially scheduled Family Café events that often take place on the
weekend.
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.
NA
3. Describe the process to change and improve service/program quality for the more
challenging locations, vehicles, and/or times.
NA
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
1) Increase number of students
served by SEMAA
2) Increase the amount of
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What changes have occurred
in the service/office/
program as a result of
dialogue?
Was a Service Area
Outcome Assessment
Summary completed
(if expected)?
Not Expected
Not Expected
partnerships that leverage our
costs
3) Expand the program by
creating Satellite SEMAA
sites
List Service Area Outcome(s)
scheduled for assessment in
AY 14-15
1) Increase the number of
students served by Hartnell
SEMAA
2) Increase partnerships
3) SEMAA Satellites
Not Expected
How will the Outcome(s) be assessed?
More offerings at local school districts, opening to the
public and connecting with the homeschooled/Charter school students
Proposals to school districts offering to leverage costs
to offer more services
Outreach to areas within the State that could offer
SEMAA that would allow to stretch the service area
we are now limited to.
2. Describe how service area outcomes were specifically addressed by the
service/office/program during the past year.
Was there review and analysis of the data? How did the staff engage in discussion? Were any
interventions conducted? Are there any plans to make changes/improvements in the
service/office/program?
The building of stronger partnerships has been a key discussion point for our program.
Thanks to new partnerships, we are able to expand our service and increase the number of
students served. New plans are underway to establish contracts with local districts that would
allow us to use our funding to expand our program.
3. Describe assessment activities that need to be strengthened or improved. What
are the challenges to achieving these improvements?
We have created a new electronic application for our program that has benefitted us by
allowing us to better capture key information about our participants and families. This will
help us build new assessment plans to allow us to receive feedback directly from the
participants. Due to budget constraints, we have not been able to create an assessment tool
that will allow us to track our students after they have gone through our program more than
once. With the new electronic data collection, we expect this to improve.
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C. 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.
Outreach to K-12
schools
participating in
our program.
We successfully increased
the number of
participants in our
program by more than the
20% we had predicted.
Serving close to 500
students more than the
previous year.
Funding cuts that
affect NASA at a
national level have
affected our
program too; an
increase of
students without
increase in staff is
the main
challenge.
The main
challenge is
managing the time
to dedicate to
building these new
partnerships.
Yes
2.
Build new
partnership with
local industries to
support our
program. We are
have not reached
out to enough
local
organizations and
presented our
program.
Yes
This has been an excellent
Yes
Yes
year for new partnerships.
The local aviation
industry has become our
newest partner and
promises to be a strong
one. We have also
established new
agreements and
partnerships with more
school districts, allowing
more students access to
our program through
shared costs.
3.
Our program coordinator The lack of funds
Yes
Yes
Staff
was able to travel to the
for travel is our
development
York College SEMAA Site, main challenge.
opportunities.
and participate with the
Travel to other
Alisal High School Dream
SEMAA sites to
Academy, establishing
learn from their
stronger partnerships
success.
with both programs.
* 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?
Reported above.
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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
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.
Outreach to
K-12 schools
Strategic
Plan
Goal(s)
No. &
Letter
(e.g.,
5A)*
1A,2A
and 5A
Related
SAOs, SLOs,
PLOs, or
goals
Desired
Outcome(s)
Resources
Needed
Person
Responsible
1
Increase the
number of
students
exposed to
the NASA
SEMAA
program by
20% / 400
students.
With more
partnerships
we will be
able to
sustain our
program by
leveraging
the costs.
Improvemen
t of our
programs to
provide
better
service to
our
students.
Benefits for
SEMAA
Director
M. MeloneEchiburu
Estimated
Date of
Completion
(can be more
than one
year in
length)
June 30,
2015
Benefits for
SEMAA
Director
M. MeloneEchiburu
June 30,
2015
Staff
development
training
M. MeloneEchiburu
December
30, 2014 and
December
30, 2015
2.
5A and
6A
2
3.
3, 4 and
5
3
Build new
partnership
with local
industries to
support our
program.
Staff
development
opportunities
Promotional
material for
program
* See Appendix A for a list of the 11 goals in the college’s Strategic Plan.
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Comments
*** 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.
Outreach to K-12 schools participating in our program.
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
Directly support SAO 1
c) Does this activity span multiple years?
YES
If yes, describe the action plan for completion of this activity.
Promotional materials and staff visits to schools.
d) What measureable outcomes are expected from this activity? List indicators of
success.
Increase the number of students exposed to the NASA SEMAA program by 20% / 400 students.
e) What are the barriers to achieving success in this activity?
Additional staff capacity to do outreach and donor relations so that adequate resources
continue to be available.
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*** Please complete this page for each new activity. ***
3. 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
f) Describe the new activity or follow-on activity that this resource will support.
Build new partnerships with local industries to support our program.
g) Describe how this activity supports any of the following:
6) Service Area Outcome
7) Program level Outcome
8) Course level Outcome
9) Service/Program Goal
10)
Strategic Priority Goal
SAO 2
h) Does this activity span multiple years?
YES
If yes, describe the action plan for completion of this activity.
Reach out to local organizations and present SEMAA program
i) What measureable outcomes are expected from this activity? List indicators of
success.
With more partnerships we will be able to sustain our program by leveraging costs.
j) What are the barriers to achieving success in this activity?
Staff capacity.
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*** Please complete this page for each new activity. ***
4. 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
k) Describe the new activity or follow-on activity that this resource will support.
Staff development
l) Describe how this activity supports any of the following:
11) Service Area Outcome
12) Program level Outcome
13) Course level Outcome
14) Service/Program Goal
15) Strategic Priority Goal
SAO 3
m) Does this activity span multiple years?
YES
If yes, describe the action plan for completion of this activity.
Travel to other sites to learn from their success.
n) What measureable outcomes are expected from this activity? List indicators of
success.
Continuous improvement of our program
o) What are the barriers to achieving success in this activity?
Staff capacity.
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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.
1. 1-2
Personnel
Classified
Staff/
Faculty
(C/F/M)*
Benefits
for
SEMAA
Director.
M
Supplies/
Equipment
(S/E)**
Contract
Training
Services
Travel
Library
Materials
Science
Labs
Staff
development
training
Promotional
material for
program
/year S
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
$41,000
2. 3
3. 1
Technology
Hardware/
Software
(H/S)***
$5,000
$10,000