2006 Hybrid Program Review
Data Delivery Plan
Process/Data Description
Rev. 1-17-07
Purpose
The purpose of this presentation is to begin to
frame in what our program review data template
will look like for the 2006 Program Review cycle.
We will be explaining differences between the
last round of reviews and the current round from
a data perspective.
This presentation is created in the spirit of
keeping the organization current with changes
based on both current needs and continuous
process improvement.
Why Change?
The 2005 program review cycle should be viewed as a learning
opportunity for everyone in the organization.
From last year we learned that some of the processes that we created
proved to be less effective than we had hoped.
We learned that many of the processes that are needed to get data into
our system were either broken or non-existent.
Many in our organization feel that our ability as an institution to have
produced those 12 program reviews in the last cycle, and have them
available to the ACCJC during their recent visit, may quite possibly
have been the key to our getting released from “on warning” status.
This is a huge accomplishment.
The 2006 Hybrid Program Review is a culmination of our learning's
from the 2005 program review cycle, with the focus on continual
learning, and retooling to meet the demands of our upcoming program
review.
History
Last years 2005 program review was a
culmination of inputs from our System DOI’s, in
an attempt to create one program review to be
used by the entire system.
Getting clarity and definition for some of these
data elements proved to be problematic.
The 2006 Hybrid Program Review Data
Template is a much more organic creation,
taking the best of our original data elements,
and adding student achievement data, as
required by the BOR.
Improvements
There are many improvements that have been made to
both the reporting engine and processes, for the current
data retrieval cycle.
To respond to your requests for “the details”, the code
has been rewritten to deliver all of the detail behind your
summary data.
What this means to you is that if we report that you had
22 graduates on a certain year and you recall 24, we can
show you a list of all of the students, by name, that we
have on record in the system.
Improvements Continued
We no longer have the need to create, validate, maintain
or build an exception process for the 2 categories,
“Student Required Core (SRC), or “Program Specific
Core (PSC). This should greatly reduce the amount of
work that it takes to define your program courses and
maintain a program profile.
We will have only 1 real category called, “Program Paid
Core”, which will be the courses that you define as
having responsibility for within your program.
Additionally, we will not attempt to strip out your general
education or elective courses.
HawCC Hybrid Program Review Required Data Elements
Program Paid Courses
Since we currently have no way of determining or flagging your
program courses in our student information system, we are asking
for your help in identifying them.
In short, the PPC are the courses that your program is responsible
for. They are the courses taught by the programs faculty and
lecturers who are paid by the program.
For the liberal arts program the PPC are the 100 level and above
courses that your program is responsible for, taught by the programs
faculty and lecturers who are paid by the program.
This may include courses taught by the programs faculty and
lecturers that are paid by the programs grant money as well—they
are still being paid by the program.
#1 Number of Unduplicated Majors
This is the total number of HawCC students with
the declared major.
Reported for Fall and Spring semesters as well
as the academic year.
Unduplicated headcount means that the student
major is counted once for being in either the Fall
OR Spring semesters, OR both.
These are students that were registered as of
the start of the semester, regardless of whether
they may have dropped later.
#2 Total Student Semester Hours
This is total student semester hours
earned from ALL courses taken by
students in the declared major.
“All courses”, as defined above means we
count SSH for basket weaving and metal
shop (for example)…even if these courses
are not part of the program in review.
The total student semester hours are
counted for students whose primary
campus is HawCC and they had an active
registration at some point in the semester.
#3 FTE Student Majors
This is SSH (from element #2)/15 for a
semester, or SSH /30 for AY).
FTE stands for Full Time Equivalent and is
further defined as student semester hours
divided by 15 credits for a semester.
For the academic year we simply take the
yearly student semester hours (Fall +
Spring) and divide by 30 credits.
#4 Number of Graduates
All degrees and certificates awarded in a
program in a year to a single student are
counted as one item (one graduate) and
reported for the academic year.
A graduate is defined as all declared
majors in the program that earn either a
certificate OR a degree in an academic
year.
#5 Number of classes
This is the total number of classes
(sections taught) of Program Paid Core
(PPC) classes.
PPC classes are those which are taught
by program faculty/lecturers and are paid
by the program.
This includes CVE courses.
We will not report duplicate DE
concurrently run classes.
#6 Average Class size
This is the Sum of all PPC class
enrollments / # of classes taught in the
PPC.
By “class enrollments” it is understood that
we are looking at earned credits—not
credits attempted.
#7 Average Class fit
This is the (sum of PPC class enrollments / max
enrollments) / Number of PPC classes taught. This will
be expressed as a percentage.
For example: when you have enrollments of 15, 18, &
20, and max enrollment for each is 30, 20, and 15
respectively, and 3 classes are taught:
[15/30 + 18/20 + 20/15] =
[.50 + .90 + 1.33] =
2.73
2.73 / 3 PPC classes taught =
.91 or
91% Average class fit.
#8 FTE of BOR Appointed
Program Faculty
This is NOT a calculated value; it is assigned FTE for the
program.
It does not matter if the faculty member actually taught
classes or not—if they are appointed to the program they
are counted.
If a faculty member is on sabbatical they are still
counted.
This does NOT include Lecturers.
#9 Number of FTE Faculty
This IS a calculated value based upon the number of
credits taught for PPC classes / 27 or 21 credit hours.
Determination on whether Faculty FTE is calculated
using 27 or 21 credit hours is based on the following
Faculty FTE Determination Schedule.
Faculty FTE is reported only for the academic year and
includes Lecturers.
#10 Student semester hours for
all PPC class enrollments
This is total SSH for both majors and non
majors in all PPC classes.
#11 Student-Faculty Ratio
This is (SSH of PPC classes from element
#10 / 30) / (# FTE Faculty from element
#9).
It is reported only for the academic year.
#12 PPC Credits Earned Ratio
This is credits earned by program majors
in PPC classes / credits attempted by
program majors in PPC classes.
This includes grades A-D, and “CR” for
credit-no credit courses.
#13 Non-PPC Credits Earned Ratio
This is credits earned by program majors
in non-PPC classes / credits attempted by
program majors in non-PPC classes.
#14 PPC Average GPA
This is the sum of (quality points earned in
PPC classes x earned credits) / total
credits attempted.
#15 Non-PPC Average GPA
This is the sum of (quality points earned in
Non-PPC classes x earned credits) / total
credits attempted.
#16 B-Budget Expenses
These are the programs expenses for
supplies and maintenance plus any c fund
purchases for equipment over 5K, for each
year in the reporting period. This includes
revolving account expenses where
applicable. [See legend below] (B+C)
#17 College Cost per SSH
This is the cost to the college to run the program
(not including costs covered by grant monies) /
total SSH of all students enrolled in PPC classes
(from element #10), for each year in the
reporting period.
These costs would include salaries for faculty,
lecturer, APT, student help/work study, supplies
and maintenance, and any c fund purchases for
equipment over 5K. [See legend] (A+B+C)
Costs for Sabbatical Leave are not captured
here.
#18 Grant Cost per SSH
These are the program expenses, which are
paid for by the grant or grants to run the
program / total SSH of all students enrolled in
PPC classes (from element #10), for each year
in the reporting period.
Costs for Sabbatical Leave are not captured
here.
These costs would include salaries for faculty,
lecturer, APT, student help/work study, supplies
and maintenance, and any c fund purchases for
equipment over 5K, which are paid for by grant
monies. [See legend] (A+B+C)
Costs Legend
A = Personnel costs including Faculty,
Lecturers, APT, and Student
Help/work study.
B = “B” Budget for supplies and
maintenance (incl. revolving
account expenses where
applicable)
C = “C” fund purchases for equipment
over 5K.
When do I get my data?
That depends.
What we first need from each program is a list of their program paid
courses (PPC). Without the PPC we can not deliver your data.
Once we’ve received the PPC we can begin your data collection.
We can commit to delivering the first 15 data elements June 1st, and
will be working over the Summer to build the processes needed to get
your expense information. Data Template
If we do not have access to your expense information in our financial
information system or otherwise, we may be asking for your assistance
upon your return to get this information.
Providing we have the PPC from your programs, AND we can run your
program on the existing PR Engine, we can deliver the data you need
by email by June 1st 2006.
This data is as current as is available prior to Summer break. We
would be glad to rerun your program review data upon your return if
you’d like to have the data representative of all the “I” grades, that will
Data Delivery Timeline
Start
Nursing as
a separate
PR Inquiry
Send out
request for
PPC with
validation
cycle
Post all
documentation
to assessment
website
Deliver data
elements # 1#15 to
Program
Initiators via
email
Load expense
information
into the PR
engine
Program
Reviews Due
June
1st
Apr
6th
November
13th
Identify
Programs for
inclusion in
2006 PR
Doug to OK
use of data
elements
Load all PPC
into the PR
engine
Verify
accuracy of PR
data
Work with Doug
to develop
supplementary
training
materials and
give training
presentation
2006 Instructional Program
Initiators/Writers
Nursing AS
– Elizabeth Ojala
– Jane Sherwood
– Julie Moore
Digital Arts
– John Cole
– Violet Murakami
IT
– Joni Onishi
– Kent Killam
AEC
– Clyde Kojiro
– Gayle Cho
Carpentry
– Clyde Kojiro
– Gene Harada
– Gordon Nekoba
ABRP
– Clyde Kojiro
– Lloyd Sanborn
– Mike Saito
Program Initiator
Writer
Writer
Program Initiator
Writer
Program Initiator
Writer
Program Initiator
Writer
Program Initiator
Writer
Writer
Program Initiator
Writer
Writer
Data Revision Tracker
Revision
04-26-06
05-08-06
05-12-06
O5-15-06
05-18-06
05-30-06
06-28-06
09-27-06
10-10-06
10-31-06
10-31-06
1-17-07
Comment
Original
Added revolving acct to budget on #16 - #18
Updated slide #8 to request banner data update
Handling of Sabbatical Leave added to #17& #18
Clarification of class enrollments on #6.
Added John Cole as PI for Dig Arts.
Changed #9 FTE Faculty calc for either credit
or contact hour conversion, clarified #16 to read B-Budget
Expenses, and to costs legend added work study.
Added Credit hour to contact hour conversion to #9.
Added Joni Onishi as PI for IT.
Decision: Supplementary training materials will be prepared
for next years program review—not the 2006 cycle.
#9 Faculty FTE changed to reflect usage of new FTE Faculty
Determination Schedule.
PPC definition changed to include 100 level and above courses
counted for the liberal arts program.
#8 FTE of Teaching BOR Appointed Program Faculty changed to
remove “teaching”, and added sabbatical leave is now counted.
Questions?
Reporting data out of the student information
system in support of our program reviews is a
dynamic process.
We know what’s in the system but only you
know what goes on within your programs.
If you see something that does not look right
please let us know so we can make any
corrections that may be needed.
Mahalo!