ACADEMIC AFFAIRS
AA
Process: Program Review Process _________
Overview of Academic Affairs Program Review Process
Purpose: Process for evaluating a program, discipline, or major course to improve, enhance
and/or determine the viability of the program.
Coordination: The Office of Academic Affairs maintains the instructional review calendar
and facilitates the Program Review Process.
Criteria:
Program review is an annual process in Academic Affairs that addresses the quality and sustainability
of CNM programs and disciplines. There are three phases to the review process: Threshold, Level I,
and Level II Reviews.
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Threshold - All programs/disciplines are reviewed each year using the threshold criteria listed
below. Thresholds are measured from current reporting year data unless otherwise
indicated. A 3-year history of data is provided for historical analysis. Criteria without
thresholds provide information that is useful in the evaluation process and may also be used
to initiate a movement to the next level of Program Review.
Level I - There are three reasons programs/disciplines are reviewed at Level I.
Programs/disciplines with one or more of the criteria falling below a defined threshold are
reviewed through the Level I Program Review process during which additional criteria are
examined. One third of all school programs/disciplines are evaluated annually by the Level I
review process on a predetermined rotation schedule. Programs/disciplines identified by the
previous year’s Level II process or a CNM Board Planning Committee recommendation will
also undergo Level I review.
Level II - Programs may be identified for the Level II Program Review process after Level I
evaluation. Programs identified in the previous year’s Level II review will be reviewed at
Level II if required by CNM Board Planning Committee.
Reporting Year (RY) – Summer, Fall, Spring
IR - Institutional Research
JCC - Job Connection Center
Indicators
Average class size
Threshold
Source/Definition
Source – IR
Reported by Discipline
Total enrollment at
census
(S + F + Spr)
total number of sections
Average class size does
Level I
Source/Definition
Level II Source/Definition
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Indicators
Average class fill rate
Retention rate <75%
<65% SAGE
C pass rate
# of graduate awards < 5
Graduate job placement <80%
Threshold
Source/Definition
not include:
Courses ending in 95
(cooperative education),
97 (independent study),
98 (internship), 999
(capstone courses), 96
(special topics)
Source – IR
Reported by Discipline
Measured as average %
of capacity
Average % fill rate does
not include:
Courses ending in 95
(cooperative education),
97 (independent study),
98 (internship), 999
(capstone courses), 96
(special topics)
Source – IR
Reported as average
retention rate per class
by discipline
Source – IR
By discipline
# of students @ census
date / # of students who
complete the course
with “C” or better
Source – IR
Degree and certificate
programs only
Current RY whenever
possible.
Cohort based programs
in mid cycle will report
on most recent RY for
which complete data is
available
Source – JCC
For CTE programs
Data is one year behind
review year
Some new certificates of
achievement will not be
included if the
certificate is wholly
contained within a
certificate of completion
or associate degree
Level I
Source/Definition
Level II Source/Definition
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Indicators
# of Declared Majors
(unduplicated)
Annual assessment report
(no report, move to Level 1)
Prerequisite/next course
retention
Prerequisite/next course
success
# of students transferring to 4
year institution
Transfer GPA at 4 year school
compared to native 4 year
GPA
# of courses that do not
transfer directly (course for
course) to a 4 year institution
# of students moving to
college level work
C pass rate in first level
classes of students moving to
college level work
Threshold
Source/Definition
Source – IR (report @
census date)
Degree and certificate
programs only
# of students listing
degree or certificate as
primary declared major
(unduplicated count)
Source – Academic
School
Assessment reports
degrees, certificates and
disciplines - identify
website link.
No specific format
required
Source – IR/Schools
Look at selected
sequences (including
core majors sequences)
on a rotational basis
Source – IR/Schools
Look at selected
sequences (including
core majors sequences)
on a rotational basis
Source – National
Clearing House/IR
Degree and certificate
programs only
Used to complement
information on # of
graduate awards
Source – National
Clearing House/IR
CHSS and MSE only
Degree and certificate
program only
Source – Transfer guides
Reported by Discipline
CHSS and MSE only
Excludes special topics
Source – SAGE, IR?
Need formula !
SAGE only
Source – SAGE
(currently); possible
move to IR
SAGE only
Level I
Source/Definition
Source – Academic
School
Action plan for next
academic year (if no
report available) No
plan, move to Level II)
Level II Source/Definition
Source – Academic School
Formal request for
assistance in fulfilling
assessment expectations
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Indicators
Dean’s discretion
Threshold
Source/Definition
Source – Deans
Include those
courses/programs which
are not already flagged,
and that the Dean
believes should have an
in-depth review and
analysis. Include brief
comment about reason
for review.
Level I
Source/Definition
Reason for review
Source – Academic
School/Deans Council
Threshold Matrix
Program history
Source – Academic
School, Program Review
History Document
-Date
program/Discipline
began
-Reason for
recommendations of
previous reviews
-Number and outcomes
of Governing Board
Reviews
-Previous efforts to
address issues
Source – Academic
School
Department of Labor,
Surveys, Classified ads
Schools provide data
and summary
For CTE programs
Source: Academic School
For CTE programs
Current job availability
Starting Salaries
Multiple enrollment
frequency
Level II Source/Definition
Source – Academic
School
By Discipline
# of students that are
taking courses in
discipline for the third or
fourth time
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Indicators
Success rate for multiple
enrollment students
Industry Support
Threshold
Source/Definition
Level I
Source/Definition
Source – Academic
School
By discipline
Same measurement as
above for this specific
population
Source – Academic
School
Degree and certificate
programs; DE and ABE in
SAGE
Active Advisory
Committee; number of
meetings during year
Total number of sections
Source – IR
By discipline
# of instructional support
staff
Source –Academic
School
By discipline
Examples: number of
Instructional Techs,
Computer Lab Tech, etc.
Source – IR
By discipline
Source –Academic
School
By discipline
Total number who
taught in program
during RY
Source – Academic Dean
Action to be taken
FT/PT Faculty ratio by
sections taught
# FT Faculty
Recommendations
Articulation agreements
and/or partnerships
Licensure/Certification pass
rates
Compare
expenditures/revenues with
NM community colleges or
Level II Source/Definition
Source – Academic School
For CTE programs
Letters of support,
number of hires,
attendance at advisory
meetings, Coops,internships, clinical
support, wages,
donations, etc.
Source – Academic School
By degree (or discipline
where appropriate)
Written/formal
agreements with other
schools
Source – Academic School
Selected programs
Provide 3-year trends –
Pass rates
Source – Academic School
By discipline
How do we compare?
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Indicators
Threshold
Source/Definition
Level I
Source/Definition
Level II Source/Definition
nationally
Equipment/facilities Issues
Uniqueness of program
Accreditation and/or
Certification Issues
Recommendations
Action Plan – if
recommendation to continue
program.
Source – Academic School
By discipline
Source – Academic School
Only one in state, region,
etc
Source – Academic School
Selected programs
Report findings from most
current
accreditation/certification
report
Source – Academic School
Source – Academic School
Plan designed to address
issues raised in program
review. Results will be
reported next year at
Level I
Process:
A. Program review will occur each year.
B. Program review will include Associate Degrees, certificates, disciplines, and major courses
identified by academic schools.
C. Academic school discretion will be used to identify the cycle of program reviews for the school,
keeping in mind that each program will have a Level I review once every three years and that each
year approximately one third of the programs should be reviewed.
D. Program review will include data from the Summer, Fall and Spring terms (Academic Year).
E. A historical record of Level II program reviews will be maintained by the Executive Director for
Academic Affairs.
Timeline (see the Academic Affairs Program Review Annual Timeline):
Date
June 28, 2013
July 12, 2013
Event
IR delivers Threshold Matrix Avg. class size, avg. class fill
rate, retention rate, c pass rate, # of graduate awards, #
of declared majors (undeclared) for each degree and
certificate
IR delivers Transfer Data
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July 31 - September 4, 2013
Deans sends completed Threshold Matrix to Academic
Deans, VPAA, Executive Director
Threshold Matrix presentations at Deans Council.
Programs flagged for Level I review are identified
Executive Director sends Level I program list to IR
IR adds their information into Level I form and returns
completed form to schools
Deans complete Level I forms on SharePoint
Level I presentations; Programs flagged for Level II are
identified
Level II Presentations
Governing Board Planning Committee reviews
programs/recommendations from Deans Council
August 7 – September 11, 2013
September 12, 2013
September 18, 2013
September 23 – October 2, 2013
September 25 – October 9, 2013
October 30, 2013
November 19, 2013
Forms (see below) – Use the forms to create a plan for program
elimination:
A. Program/Discipline Elimination Checklist
B. Program/Discipline Communication Checklist
C. Planning Guideline
PROGRAM/DISCIPLINE ELIMINATION
Checklist
Things to Consider:
Impact on Internal and
External Community
 Students
 Employers
 Faculty
 Other
Program/Schools
(FA)
High Impact
Medium Impact
Low Impact
Comments
Political Impact
 Executive Team
 Family Members
 Politicians
 Community groups
 CBA
Resource Implications

Dollars saved
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PROGRAM/DISCIPLINE COMMUNICATION
Checklist
Recipients of Communication
Catalog
Advisory Committee
Advisement
CNM Faculty & Staff
Required to be Informed
Not Required
Other Colleges
Financial Aid Recipients
Financial Aid Office
HLC
PED
CNM Governing Board
Accrediting Agency
Foundation Office
CNM Students
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Planning Guideline
ACTIVITY
PLAN
Phasing Strategy
Facilities for Re-allocation
Equipment Re-allocation
Personnel Re-allocation
Review
Board Review
 Programs that are identified at the Level II Review as needing significant work or elimination
 Programs that may be of interest to the Planning Committee
 Deans/Vice President for Academic Affairs present program(s) and recommendation and/or
action plan.
End of Process
Created 06/08: Revised 11/13
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