Student Affairs Program Review Update ADMISSIONS and RECORDS 2014-15
Total Page：16
File Type：pdf, Size：1020Kb
Student Affairs Program Review Update – ADMISSIONS AND RECORDS 2014-15
Program/Service Description: Include Description/Mission Statement/Number of Years at COD/Benefits/Contact (source: Faculty/Dir/Coord/Dean – from AUR)
Description: Admissions and Records (A&R) provides assistance and support to students, faculty, staff and the institution for the application, registration, evaluation and transcript processes. A&R is responsible for data integrity of academic record data housed in the district information system; keeping accurate student enrollment that result in student academic records. The Office of A&R works closely with Information Systems (IS) to maintain and facilitate the use of WebAdvisor and Datatel by students, faculty, staff, administration and the public.
Mission Statement: The Admissions and Records Office is dedicated to providing admission, registration, and academic record services in a professional, caring, and supportive environment. We are committed to the expansion of technology to better serve our diverse population. We offer service in support of the college mission "To assure students learning success” and “Implement changes to improve student learning". As a result we provide assistance with the navigation of web services related to admission, registration, and academic records. This provides students' the opportunity to become successful users of web services. This ensures students at College of the Desert will be prepared to use web services in the community and as they transfer to four year institutions.
Student records are treated with confidentiality following State and Federal guidelines. We strive to provide responsive and respectful service to the students, faculty, staff and the community served by the College of the Desert. Admissions and Records adhere to the Family Educational Rights and Privacy Act (FERPA), Matriculation standards according to, California Education Code, Title 5 regulations, Budget Act Language, and/or program guidelines. Number of Years at COD: Since 1962 Student/community consumers of services provided receive the following benefits: One-on-one individual service/assistance in person or via telephone. Gain the knowledge of submitting an on-line application. Register for classes via the web. Prerequisite validation data entered to enable user friendly web registration. Assistance with web services. Learn to be responsible for their class schedule. Receive transcript evaluations for graduation, general education certification, certificates and transfer upon request. Access to submit request of records online 24/7. Access to registration online 24/7. Access to class availability information online 24/7. Access to final grades within 10 days after semester ends via WebAdvisor (online). Access to degree shop using WebAdvisor Program Evaluation. Access to enroll in filled classes via web using add permission codes. Access to monitor wait list status through registration period before term begins. Centralization of all student enrollment records.
Contact Person/Title Curt Luttrell, Director of Admissions and Records 760-776-7441
Population Served: Include Number/Eligibility (source: Faculty/Dir/Coord/Dean - from AUR) Total Enrollment (unduplicated) headcount): Spring 2014: 9,714 Fall 2014: 10,782 Student Eligibility: All students who have a high school diploma or equivalent and/or are over 18 years of age. K-12 students that meet the GPA requirement may attend but must have parent, school principal and College of the Desert approval for identified course work.
Program Requirements from outside agencies (source: Faculty/Dir/Coord/Dean) Admissions and Records adheres to the Family Educational Rights and Privacy Act (FERPA), Matriculation standards now titled Student Success according to California Education Code, Title 5 regulations, Budget Act Language, and/or program guidelines.
Program/Service Outcomes (source: Faculty/Dir/Coord/Dean – from OAC Coordinator)
OVERARCHING PROGRAM LEVEL OUTCOMES STUDENT SUPPORT SERVICES
1 – PERSONAL DEVELOPMENT AND RESPONSIBILITY Students utilizing this program/service will demonstrate an ability to: display habits of intellectual exploration, personal responsibility, and physical well being. develop individual responsibility, personal integrity, and respect for diverse people and cultures. value and accept people with different cultural and linguistic backgrounds and abilities. understand ethical issues to make sound judgments and decisions.
2 – SELF-AWARENESS, SELF-UNDERSTANDING, AND SELF-ADVOCACY Students utilizing this program/service will demonstrate an ability to: evaluate their own knowledge, skills, and abilities. display three components of an effective self-advocate: 1. Self knowledge. 2. Define their own needs. 3. The ability to navigate services to get what they need. develop realistic goals. appreciate the value of feedback. adapt to challenging situations. recognize that knowledge is the key to self-advocacy. teach the people around them.
3 – SELF-SUFFICIENCY AND INDEPENDENT LEARNING Students utilizing this program/service will demonstrate an ability to: identify and utilize services, programs, and resources to become life-long learners including, but not limited to: 1. Study/Learning Labs 2. Supplemental Instruction 3. Computer-aided tutorials/instruction 4. Learning Communities 5. Student Development Courses 6. Tutorial Assistance 7. Counseling Services 8. Special Programs for Student Success 9. Admissions and Records 10. Business Services 11. Financial Aid 12. Scholarship information 13. Career/Transfer Services Resources
PROGRAM/SERVICE SPECIFIC OUTCOMES ADMISSIONS AND RECORDS STUDENT LEARNING OUTCOMES/STUDENT SERVICE OUTCOMES
PROGRAMS AND SERVICES ASSESSMENT SCHEDULE
Cycle I Comments Assessment Report & Discuss Implement Changes Admissions and 10/FA 11/SP 11/FA AR Completed Records Cycle II Comments Assessment Report & Discuss Implement Changes Admissions and 12/SP 12/FA 13/SP AR Completed Records Cycle III Comments Assessment Report & Discuss Implement Changes Admissions and 13/FA 14/SP 14/FA AR Completed Records Cycle IV Comments Assessment Report & Discuss Implement Changes Admissions and 15/SP 15/FA 16/SP In Progress Records
Results from most recent Assessment from schedule above– (state SLO assessed and results of assessment) 1. Student Service/ Learning Outcome(s) 1. Faculty will demonstrate knowledge and understanding their important role in meeting state requirement of clearing rosters for SSOs/SLOs non-attendance by census date of course; submitting census rosters and drops accordingly. All hours for positive attendance collected through WebAdvisor. All census drops have been recorded and processed online using WebAdvisor 2) Identify Assessment Tool(s) : 2. Data collected through web advisor on Datatel using flags for Assessment tools used to assess outcomes census submission and hours entry for positive attendance. are reports from: WebAdvisor 3a) Expected level of achievement 3a. Expect that 80% of faculty would submit census rosters in a (Refer to rubric) timely manner. 100% of census rosters arrived in a timely manner during Spring and Summer 2015 terms. 100% of our Positive Attendance rosters were completed using WebAdvisor during our Spring and Summer 2015 terms.
RESOURCES
Staffing for Program/Service: Include Funding Budget Level/Current Staffing Level (source: Faculty/ Dir/Coord/Dean)
2014-15 Funding/Budget Level:
Salaries & Benefits $816,140 Discretionary Costs $ 24,994 TOTAL $841,134
The Admission & Records budget covers the costs of several vendor contracts associated with transcript paper, diploma printing and diploma covers.
Summary - Narrative Interpretation (source: Faculty/Dir/Coord/Dean)
Staffing for Program/Service:
Position # Full/part time Funding Source Director 1 Full Time 100% District Lead Evaluation Specialist 1 Full Time 100% District A & R Specialists 5 Full Time 100% District Senior Program Specialist 1 Full Time 100% District Administrative Assistant 1/3 1/3 Time 100% District A&R Technician 2 Part-Time 100% District Bursar Technician 1 Full Time 100% District
Facilities (source: Faculty/ Dir/Coord/Dean) 1) List of all facilities (Please indicate if any of these were added last year): Admissions and Records is housed in the Donald and Peggy Cravens Student Services Building and includes 9 offices, a small storage room, a front counter with 2 work stations.
2) Assessment of adequacy of current facilities: The A & R lobby is not conducive to long lines and has limited space to add self serve computes. ** Note: Services are currently under review in order to develop efficient processes that will aid in facilitating the services rendered in an efficient and effective manner. Equipment and Supplies (source: Faculty/ Dir/Coord/Dean)
Admissions and Records utilizes: 19 computers 12 printers 16 Cisco telephones 1 Copier one large storage cabinet 3 Fax machines one shredder one microfiche reader 10 AMI Imaging Scanners
Summary - Narrative Interpretation (source: Faculty/Dir/Coord/Dean) Staffing for Program/Service: Staffing for Program/Service: 1 Director of Admissions and Records, 1 Lead A&R Evaluation Specialist , 5 full-time A&R Specialists, 2 part-time A&R Technicians, 1 Administrative Assistant, 1 Senior Program Specialist, and 1 Non-credit Programs Bursar Technician. Funding/Budget: 100% District (Except: 1 Specialist is funded through SSSP)
COURSE INFORMATION (Complete only if Applicable) Course Level Assessment Completed (source: Faculty & OAC Coordinator),N/A Changes Implemented as a Result of the Assessments (source: Faculty/Dir/Coord/Dean), N/A Summary - Narrative Interpretation (source: Faculty/Dir/Coord/Dean), N/A
GOALS/ACHIEVEMENTS/CHALLENGES
Program/Service Objectives/Goals for current year: 2014-15 (source: Faculty/Dir/Coord/Dean)
1. Reduce customer service lines by adjusting enrollment periods pulling noncredit customers out of the credit customer service peak service times.
2. Complete
3. Continue review of the quality assurance audit process currently in place for degree requirement evaluations and transfer equivalencies.
In progress
4. Develop workflows and collaborate with other departments for electronic form submission
In progress
5. Develop manual business practices into automated business practices for ABE/ESLN for
waitlisting and all front service transaction. Complete
6. Work with other departments to provide Title 5 interpretation of regulations, and standard proceedures.
In progress
7. Change of student majors no longer require Counselor approval thus reducing customers waiting times for seeing Counselors.
Complete
8. Ended the need for students to submit high school transcripts annually to Financial Aid.
Complete
9. Centralized FERPA waivers ending the need for students to submit waivers to multiple departments.
Complete
10. Sent first instructional video clip directly to customers. This tool reduced emails by hundreds to 2 compared to the email sent the previous Fall term.
In progress
11. We have automated the inflow of residency information from CCCApply. This has ended the practice of manually review all new student residency information once imported from CCCApply.
Program/Service Achievements 2014-15 (source: Faculty/Dir/Coord - from AUR) 1. We have rolled out a new screen on WebAdvisor. On the screen, students will can see their specific registration priority with day/time assignments. Students can see any holds or restrictions on their accounts using WebAdvisor. This gives our students a chance to clear their accounts prior to registration and informs students exactly when registration will open for them. This makes for a smooth registration experience for those who review their accounts on WebAdvisor. 2. A&R has teamed up with our friends in Financial Aid to solve a long term COD business process challenge for our students. Previously, all students receiving financial aid had to prove with HS transcripts, GED test scores, or California High School Proficiency Exam scores that they met the HS graduation equivalency requirement by presenting Financial Aid with the appropriate documentation. This meant we would send students back to their High Schools or out to locate their scores and bring them back to us. In addition, we would make the students do this each year they applied for Financial Aid. This is now over! Students will now simply are asked to log into their my COD portal and complete the High School Completion form. This form uses workflow functionality to flow to the appropriate A&R Specialist. The Specialist updates the record and the student will be set for the year and all future years. No documentation is required just this self-certification. 3. Admissions and Records has begun offering on demand Official Transcript rush service for $25. This service is available in person on the Palm Desert Campus only. Students may include business day overnight delivery for an additional $18 charge. This rush service is not available for ABE (high school diploma program) transcripts. Currently, our fastest rush service is 5-7 business days for $15. This option and our other previous options will remain available for our customers. Students can get regular service for $7.00 with a 10-15 day processing time. We also offer students a onetime only option for two free Official Transcripts with a processing time of 21 days. Students who’s coursework is all after 2003 will have this new Official Transcript Option for immediate service. Students with coursework prior to 2003 may require additional processing time and we will attempt to limit that time to one business day.
4. We now offer batch hold posting for all offices. In the past holds would need to be placed one by one on student records. We now reach out to all offices and take list and place holds in one process on all appropriate students.
5. Student holds have been redone to now clearly post which office has placed the hold, what the hold is for and how to contact the office to resolve the hold.
6. We have reengineered the enrollment process for our noncredit ESLN courses and programs. Working closely with faculty we have increased enrollment by 44% at the start of the Spring 2015 with the addition of only one section. We have fully implemented waitlisting functionality for all ESLN sections, ending the manual maintenance of numerous spreadsheets allowing us to deliver online real time course needs of our students. Academic management now can adjust to course demands based on ccurate and easy access information. We have adjusted enrollment dates for noncredit programs allow us to serve this group of customers outside of the degree applicable high volume service times. We now go into the course and collect next term registrations, roll waitlists from term to term. This allows for consistent movemet of the learner and enrollment by those who attempt to enroll on a first come first serve basis. This has allowed us to take almost 1000 students out of high traffic service times and reduce lines and customer service time.
7. Nursing student transfer credits are now added following the students acceptance to the program. This allows students early confirmation of courses needed to complete degrees and ended the need of the Nursing Deparment Director to await evaluations prior to end of program licensure recommendations.
8. We have implemented automated learning communities in the registration system.
9. Corequesite functionality now works allowing us to implement the corequisite requirements of the College completely.
10. Degree positing have been made clear so those receiving our transcripts a clear confirmation of the creditial awarded by the College.
11. We have implemented a just in time email notification to students and faculty of key dates and deadlines. This has lead to a 28% reductions in the need for petitions. Program/Service Challenges 2015-16(source: Faculty/Dir/Coord/Dean) 1. Increase in person customer assistance at our Indio Campus. 2. Increase outreach activities of our Non-credit Senior Programs Specialist. 3. Respond to phone calls consistently during high volume service times.
Program/Service Objectives/Goals for current year: 2015-16 (source: Faculty/Dir/Coord/Dean) 1. Complete project with Ferilli Group for the development and implementation of an automated waitlist clearing process that includes full customer notification.
2. Develop and implement more effective posting of sections information and electronic catalog.
3. To increase our in person A&R service and assistance on our Indio Campus.
4. Move the Graduation Application to WebAdvisor. 5. Develop additional video clips for instructional/reference tools.
Completed by: Curt E. Luttrell, Director, Admissions and Records Date: October 15, 2015 . PROGRAM REVIEW UPDATE ADDENDUM
Program Name: __Admissinons and Records 1. Staff Needs NEW OR REPLACEMENT STAFF (Administrator, Faculty or Classified)1 List Staff Positions Needed for the Indicate (N) = New or (R) = Replacement upcoming Academic Year Please justify and explain each faculty Annual request based on rubric criteria for your TCP* college. Place titles on list in order (rank) or importance. 1. Admissions and Records System R $80,000 Analyst (includes Reason: To meet the demands SB1440 and benefits) 1456 by maintaining and developing our SIS. Consistant operation of daily updates and processes requiring some technical intervention. 2. Admissions and Records R $52,000 Specialist (includes Reason: To offer weekly service to our benefits) locations in Indio and Mecca Thermal. This position would be based in Indio with weekly office hours in Indio.
1. Institutionalize bilingual pay for N $0 A&R teammates with the language skills Reason: We are currently paying out of class and would like to institutionalize the
1 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form. pay structure.
* TCP = “Total Cost of Position” for one year is the cost of an average salary plus benefits for an individual. New positions (not replacement positions) also require space and equipment. Please speak with your college Business Officer to obtain accurate cost estimates. Please be sure to add related office space, equipment and other needs for new positions to the appropriate form and mention the link to the position. Please complete this form for “New” Classified Staff only. All replacement staff must be filled per Article I, Section C of the California School Employees Association (CSEA) contract. Program Name: ___Admissions and Records______Admissinons and Records _____ 2. Equipment (excluding technology) Needs Not Covered by Current Budget2
*Indicate whether Annual TCO** List Equipment or Equipment Repair Needed for the upcoming academic year Equipment is for (I) = Please list/summarize the needs of your unit on your college below. Please be as Instructional or (N) = Non-Instructional Total Cost of Number Requested specific and as brief as possible. Place items on list in order (rank) or importance. purposes Request
* Instructional Equipment is defined as equipment purchased for instructional activities involving presentation and/or hands-on experience to enhance student learning and skills development (i.e. desk for student or faculty use). Non-Instructional Equipment is defined as tangible district property of a more or less permanent nature that cannot be easily lost, stolen or destroyed; but which replaces, modernizes, or expands an existing instructional program. Furniture and computer software, which is an integral and necessary component for the use of other specific instructional equipment, may be included (i.e. desk for office staff). ** TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. Please speak with your college Business Officer to obtain accurate cost estimates. Please be sure to check with your department chair to clarify what you current budget allotment are. If equipment needs are linked to a position please be sure to mention that linkage. Program Name: ____ Admissinons and Records ______
2 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form. 3. Technology (Computers and equipment attached to them)++ Needs Not Covered by Current Budget: 3 NOTE: Technology: excludes software, network infrastructure, furniture, and consumables (toner, cartridges, etc)
Annual TCO* Locatio New (N) Program: Has it n (i.e Is there How or New (N) been Office, existing many Replace or repaired Priority EQUIPMENT REQUESTED Classro Infrastruc users Number Total Cost ment Continuin frequently om, ture? served? Cost per Request of (R)? g (C) ? ? etc.) item ed Request 1. Hard drive computer $1300 6 $7800 Usage / replancement Justification Reason: We have a six staff computers that are very near the end of their life span. IT advises six will need replacement in short order. N C Office Y 4 Y 2. Monitor replacments $180 12 $2160 Usage / Reason: Small old monitors need Justification to be replaced with larger double montiors to increase staff efficiency. R C Office Y 6 N 3. Usage / Justification * TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. Please speak with your college Business Officer to obtain accurate cost estimates. Please be sure to check with your department chair to clarify what you current budget allotment are. If equipment needs are linked to a position please be sure to mention that linkage. Please speak with your Microsupport Computer Supervisor to obtain accurate cost estimates. ++Technology is a computer, equipment that attaches to a computer, or equipment that is driven by a computer.
Remember to keep in mind your college’s prioritization rubrics when justifying your request.
3 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “justification” section of this form. Program Name: ______Admissinons and Records ______4. Facilities Needs Not Covered by Current Building or Remodeling Projects*4
Annual TCO* List Facility Needs for the upcoming academic year (Remodels, Renovations or added new facilities) Place items on list in order (rank) or importance. Total Cost of Request
1. Reason:
2. Reason: 3. Reason: 4. Reason: 5. Reason: 6. Reason:
*Please contact your college VP of Business or your Director of Facilities, Operations and Maintenance to obtain an accurate cost estimate and to learn if the facilities you need are already in the planning stages.
4 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form.
Program Name: ____ Admissinons and Records ______5. Professional or Organizational Development Needs Not Covered by Current Budget*5
List Professional Development Needs for the upcoming academic year. Reasons Annual TCO* might include in response to assessment findings or the need to update skills to comply with state, federal, professional organization requirements or the need to update skills/competencies. Please be as specific and as brief as possible. Some items may not have a cost per se, but reflect the need to spend current staff time differently. Place items on list in order (rank) or importance.Cost per item Number Requested Total Cost of Request
1. Reason:
2. Reason:
3. Reason: 4. Reason: 5. Reason: 6. Reason:
*It is recommended that you speak with Human Resources or the Management Association to see if your request can be met with current budget.
5 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form. Program Name: ______Admissinons and Records ______
6. Student Support Services (see definition below**) Services needed by your Program over and above what is currently provided by student services at your college. These needs will be communicated to Student Services at your college6
List Student Support Services Needs for the upcoming academic year Please list/summarize the needs of your unit on your college below. Please be as specific and as brief as possible. Not all needs will have a cost, but may require a reallocation of current staff time.
1. Reason: 2. Reason: 3. Reason: 4. Reason: 5. Reason: 6. Reason: **Student Support Services include for example: tutoring, counseling, international students, EOPS, job placement, admissions and records, student assessment (placement), health services, student activities, college safety and police, food services, student financial aid, and matriculation.
6 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form. Program Name: _____ Admissinons and Records ______
7. Library Needs Not Covered by Current Library Holdings7 Needed by the Program over and above what is currently provided. These needs will be communicated to the Library
List Library Needs for the upcoming academic year Please list/summarize the needs of your unit on your college below. Please be as specific and as brief as possible. Place items on list in order (rank) or importance.
1. Reason: 2. Reason: 3. Reason: 4. Reason: 5. Reason: 6. Reason:
Program Name: _____ Admissinons and Records ______
7 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form. 8. Learning Support Center Services Not Covered by Current budget*.
Total Cost of Requests List Learning Support Center Services Needs If the cost is the responsibility of an administrative unit you do not need to If your unit is responsible for running a learning support center such as the Writing and Reading Center, list it here. the Math Learning Center, Computer lab or similar learning support center please address those needs Ongoing here. These do not include laboratory components that are required of a course. Place items on list in Cost per (O) or Total Cost order (rank) or importance. item one-time (OT) cost
1. Reason:
2. Reason:
3. Reason: 4. Reason: 5. Reason:
*It is recommended that you speak with your college IMC and/or Lab Coordinators to see if your request can be met within the current budget and to get an estimated cost if new funding is needed. Program Name: ____ Admissinons and Records ______9. OTHER NEEDS not covered by current budget8
Annual TCO* List Other Needs that do not fit elsewhere. Please be as specific and as brief as possible. Not all needs will have a cost, but may require a reallocation of current staff time. Place itemsCost on perlist itemin order (rank) or importance. Number Requested Total Cost of Request
1. Reason:
2. Reason:
3. Reason: 4. Reason:
Completed by: Date:
8 If your SLO assessment results make clear that particular resources are needed to more effectively serve students please be sure to note that in the “reason” section of this form.