The Collaborative Periodic Review Report
Cayuga Community College
FALL 2011
MSCHE ANNUAL CONFERENCE
PRESENTERS
Dr. Daniel P. Larson
President
daniel.larson@cayuga-cc.edu
Dr. Anne Herron
Vice President of Academic Affairs and Student Affairs
anne.herron@cayuga-cc.edu
Professor Christie Waters
Division Chair, Associate Professor
waters@cayuga-cc.edu
Maureen Erickson
Director of Assessment, Assistant Professor
maureen.erickson@cayuga-cc.edu
“If you want people motivated to do a
good job, give them a good job to do.”
Frederick Herzberg
STAY CURRENT AND VIBRANT
THROUGH COLLABORATIVE ASSESSMENT
THE HUMAN SPIRIT (THE BEAST)
THE SIX HUMAN NEEDS
BY DR. RAYMOND COMEAU
Certainty. We all need an amount of certainty. We need to know that there is more than a
reasonable chance that no harm will be done to us

Clear Information about assessment – expectations, process, difference from evaluation, how
information will ultimately be used, good , honest, clear, articulate communication
Uncertainty. If we could predict the future, if we knew everything that is going to happen
to us, we would be bored out of our minds.

Involvement in visionary planning for the institution (silos can snuff out the human spirit), information
about the workings of the institution, how will assessment data be used for change, get involved in one
major goal assessment that will lead to college growth that matters ( an amount of excitement) ,
provide an investment
Significance. Every one needs to feel that they are important. That they matter. That they
are worthy of respect.

Awards/ rewards, financial support to show it (budget allocation), tenure “credit”, How about a Thank
You
Connection and love. No man is an island. We need to be loved and appreciated. We
need to connect with other people.

Team building efforts, knowing your assessment work will be seen and used by those who make
institutional decisions, being involved in those decision making processes, i.e. weekend workshop
entwining team work, being part of the process and thanks, a show of human appreciation
THE HUMAN SPIRIT (THE BEAST)
THE SIX HUMAN NEEDS
BY DR. RAYMOND COMEAU
Growth. We need to feel that we are evolving, that we are improving.
We need to feel that we are on an upward course of self-development
and self-fulfillment.

Tenure, autonomy to be creative with assessment, opportunity for development
through conferences and other professional development opportunities , allowing
assessment to mean much more than reports handed in in June.
Contribution. It is just normal to feel the need to contribute in some
way to someone. It makes us feel good to do so. Contribution is the
final stage in human development. Once a person can fulfill his own
needs the need for contribution automatically kicks in.

Be allowed to be a part of the planning process (the college community)
, get feedback about assessment, autonomy to work outside of your
“field” and contribute to the larger college community
Cayuga Community College
 Founded 1953 in Auburn, New York
 Sponsored by Cayuga County
 10-member appointed Board of Trustees
 2010-11 credit headcount: 7,755 ─ record!
•
23% growth in 2009-10, highest of all
thirty SUNY community colleges
 2010-11 credit-free headcount – 3,800
compared to 200-300 in 2007-08
 Eight different versions of Fall semester
underway, including 15 weeks, 8 weeks,
first half, second half, late start, weekend
intensive, online, concurrent enrollment
CAYUGA COMMUNITY COLLEGE

Financial aid: $28 million last year,
compared to $24 million previous year

FTE employees: 265, with 71 full-time
and 183 part-time faculty

2011-12 operating budget: $31.4 million

Foundation corpus: $12.53 million

Main campus in Auburn, New York

Branch campus in Fulton, New York
•
1994 – 91 students, 2 classrooms
•
2001 – current 50,000 s.f. location
•
•
2006 – designated branch campus,
offer complete degree programs
Fall 2010 ─ nearly 1,400 students
Access: Convenience, Flexibility, and
Partnerships
 Increasing demand for online courses
offerings – 4,300 students in 2010-11
 Accelerated Sunday program for
adults – 869 students in 2010-11
 Cayuga Advantage – 1,237 high
school juniors & seniors in 2010-11
 University Center – on-campus
bachelor’s and master’s programs
through Keuka College, Empire State
College … new partners include
Excelsior College…others to come
CENTRAL NEW YORK STATE

Rural and manufacturing area,
more than 30 years in decline

Once-stable population, now aging,
emigrating, wondering about future

Strong in public and private higher
education, with 15 institutions

Distinctive Finger Lakes assets –
four seasons, lakes, vineyards, arts,
tourism, history, culture

In transition – need for 21st-century
economic development

New skill sets needed – who and
how to gather and disseminate?
PLANNING FOR A COLLABORATIVE PRR
PROCESS
GOALS OF THE PRR PROCESS
An accurate, evidence based portrait of the
institution, the degree to which it meets the
standards of excellence, and the progress it
has made since the Self Study
 A report that the entire college community
supports
 A document that can serve as a blueprint for
institutional renewal and transformation
 An efficient and effective process

HOW CAN WE ACHIEVE THIS?
Employ faculty, administration and staff with
the necessary knowledge and skills.
 Provide them with the necessary training and
support.
 Involve all of the college stakeholders.
 Communicate to them the PRR purpose and
process.

WE NEED A HUMAN RESOURCES PLAN
AND A COMMUNICATIONS PLAN.
HUMAN RESOURCES PLAN

What are the major roles and responsibilities in
producing the PRR?

What specialized skills and knowledge are needed?

Who in the institution has those competencies?

Create a plan to organize and document the human
resources requirements.
FOR EXAMPLE…
Role
Executive
Management
Responsibility




Authorize PRR budget
Support PRR goals with
Board of Trustees and
college community
Recruit PRR team
members
Final approval
Competency

Recognized college
leadership
FOR EXAMPLE…
Role
Responsibility
PRR Co-Chairs 




Plan, execute, and control the
project
Provide overall management to
the PRR
Secure appropriate resources
and delegate project work
Monitor progress and manage
the schedule
Accountable for
communications and status
reports
Competency



Knowledge and
experience with
Middle States Self
Study and PRR process
Experience managing
projects or chairing
committees
Complementary
project management
skills
YOU WILL ALSO NEED:
Role
Institutional
Research
Responsibility


Provide the data required for
the PRR
Design and administer any
surveys required to provide
evidence for the PRR
Competency


At least 5 years
experience in IR
Knowledge of the Data
Base Management
System and the Report
Writing System
YOU WILL ALSO NEED:
Role
Reader
Responsibility



Insure that the PRR conforms 
to MLA standards.
Edit the PRR to give it one

voice.
Edit the PRR so it is well
written and easy to
comprehend
Competency
Knowledge of MLA
standards
Knowledge of the
institution
AND AS MUCH SUPPORT AS YOU CAN MUSTER FROM
YOUR OVERWORKED COLLEAGUES:
Role
Responsibility
Competency
Administrative
Support


Publish and mail the PRR 
Provide support for
arranging meetings and
other logistics
Experience with
administrative support
Technology Support

Create a website to house 
the PRR documents and
evidence
Experience with
college website and
network
administration.
MOST OF THE WORK WILL BE DONE BY THE PRR
STEERING COMMITTEE:
Role
Steering
Committee
Responsibility




Accountable for the work of

investigating and writing the PRR.
Determine the status of the
institution, and progress made on
the Self Study recommendations,
for an assigned area.
Write a draft response for their
area.
Review and edit the PRR.
Competency
Selected to provide
broad representation and
knowledge of all areas
of the institution
WHO SHOULD YOU INCLUDE ON THE STEERING
COMMITTEE?
Committee Member
To Analyze and Document
Senior Finance
Administration


Financial data and trends
Institutional budgeting process
Assessment Director


Assessment of student learning
Assessment of institutional effectiveness
Dean of Enrollment
Management

Enrollment trends and projections
Director of Institutional
Research

Everything – this is your data source
Director of Institutional
Planning

Planning processes
WHO SHOULD YOU INCLUDE ON THE STEERING
COMMITTEE?
Committee Member
To Analyze and Document
Department Chairs


Alignment of mission and curriculum
Assessment of student learning
Faculty Members


Alignment of mission and curriculum
Assessment of student learning
Student Support Services

Student success
LINING UP THE RIGHT PEOPLE IS
CRITICAL TO A COLLABORATIVE PROCESS
WHAT ARE THE IMPORTANT ISSUES?
 Recruiting
the “volunteers”
 Training
 Support
 Communication
HOW CAN YOU ENLIST THE VOLUNTEERS?



Here is a task for the Executive Management –
persuasion of this type should be in their skill set.
Appeal to volunteers’ desire to serve the institution.
And let them know what they can get out of the
experience:
 An opportunity to learn more about the institution
and the work that their colleagues do.
 The opportunity to impact the strategic direction of
the college.
TRAINING IS IMPORTANT



PRR Chairs and as many members of the Steering
Committee as possible should attend Middle States
training opportunities.
Serving on an Evaluation Team is an invaluable
experience.
The entire college community should receive some
background information on the purpose of the PRR as
well as the PRR process that the college will use.
WHAT INSTITUTIONAL SUPPORT IS NEEDED?
 Time!!
 All
parts of the process, planning, data
collecting, analysis, meeting, writing, etc.,
require large amounts of time. Most of us
already don’t have enough hours in the
day to do our jobs.
AND LAST BUT FAR FROM LEAST COMMUNICATION
 Communication
is the key to a
collaborative process.
 As more people are included in the
process more communication will be
required.
 We need a Communication Plan.
THE COMMUNICATION PLAN
 What
are the important communications
and what is their purpose?
 Who is the audience for the
communication?
 Who is responsible for sending out the
communication?
 How frequently should they be used?
 What format should be used?
WHAT ARE THE IMPORTANT COMMUNICATIONS?
 Include
the initial communications to
organize and plan the PRR.
 Include the final communications to let he
college community know the results of the
report and to capture the lessons learned
from your experience.
 Remember the goals of the PRR: evidence
based, inclusive, useful & efficient.
FOR EXAMPLE…
Communication
PRR Plan: Scope, tasks,
timeline, HR plan &
communications plan
Format /
Frequency
Report
Personnel


PRR Status Reports: Provide Report / Monthly
information and details on
PRR status

PRR Website: provide access Website
to Self Study documents and
data



From: PRR Steering
Committee
To: President
From: PRR Steering
Committee
To: Board of Trustees,
General Faculty meeting,
Dean’s Council meeting
Manager: Webmaster
Contributors: PRR
Steering Committee
FOR EXAMPLE…
Communication
Format / Frequency
Challenges & Opportunities: Information gathering
sessions at various
Gather input from the college
meetings: Faculty
community on what they see
meeting, Dean’s
as the institution's challenges
Council meeting, etc.
and opportunities
Lessons Learned: Capture
lessons learned
Meeting
Personnel
Chair: PRR Chairs
Attendees: Various
Chair: PRR Chairs
Attendees: PRR Steering
Committee
LESSONS LEARNED FROM OUR
COLLABORATIVE PRR PROCESS
LESSONS LEARNED
 What
went well?
 What would we do differently?
 How can we prepare for the future
efforts?
WHAT WENT WELL
 It
was an inclusive and collaborative process.
 The process did much more than satisfy our
reporting requirements – it was an
opportunity to reflect on the past 5 years to
see what we have accomplished, what has
changed and where we need to focus our
efforts to continue to achieve our mission.
WHAT WOULD WE DO DIFFERENTLY?
 Clarify
the process for reading and editing
early on.
 Allow for the fact that the timeline may be
revised / adjusted by the President or
other important stakeholder.
WHAT WOULD WE DO DIFFERENTLY?
 Start
collecting evidence early: have the
committee define well in advance what
evidence will be required and develop a plan
for gathering it.
 Be judicious in making specific
recommendations in the Self Study. (43 is
perhaps too many?)
 Do more to recognize our accomplishments.
HOW CAN WE PREPARE FOR THE FUTURE
EFFORTS?
 Develop
a Master Planning Plan: a
timeline for organizing and integrating our
planning efforts such as the
Environmental Scan, Strategic Plan and
Facilities Master Plan.
 Develop a Succession Plan for leadership
for the Middle States Self Study and PRR.