2006 Hybrid Program Review 2006 Hybrid Program Review Data Delivery PlanData Delivery Plan

Process/Data DescriptionProcess/Data DescriptionRev. 1-17-07Rev. 1-17-07

PurposePurpose

The purpose of this presentation is to begin to The purpose of this presentation is to begin to frame in what our program review data template frame in what our program review data template will look like for the 2006 Program Review cycle.will look like for the 2006 Program Review cycle.We will be explaining differences between the We will be explaining differences between the last round of reviews and the current round from last round of reviews and the current round from a data perspective.a data perspective.This presentation is created in the spirit of This presentation is created in the spirit of keeping the organization current with changes keeping the organization current with changes based on both current needs and continuous based on both current needs and continuous process improvement. process improvement.

Why Change?Why Change?The 2005 program review cycle should be viewed as a learning The 2005 program review cycle should be viewed as a learning opportunity for everyone in the organization.opportunity for everyone in the organization.

From last year we learned that some of the processes that we created From last year we learned that some of the processes that we created proved to be less effective than we had hoped.proved to be less effective than we had hoped.

We learned that many of the processes that are needed to get data into We learned that many of the processes that are needed to get data into our system were either broken or non-existent.our system were either broken or non-existent.

Many in our organization feel that our ability as an institution to have 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 produced those 12 program reviews in the last cycle, and have them available to the ACCJC during their recent visit, may quite possibly available to the ACCJC during their recent visit, may quite possibly have been the key to our getting released from “on warning” status. have been the key to our getting released from “on warning” status. This is a huge accomplishment.This is a huge accomplishment.

The 2006 Hybrid Program Review is a culmination of our learning's The 2006 Hybrid Program Review is a culmination of our learning's from the 2005 program review cycle, with the focus on continual from the 2005 program review cycle, with the focus on continual learning, and retooling to meet the demands of our upcoming program learning, and retooling to meet the demands of our upcoming program review.review.

HistoryHistory

Last years 2005 program review was a Last years 2005 program review was a culmination of inputs from our System DOI’s, in culmination of inputs from our System DOI’s, in an attempt to create one program review to be an attempt to create one program review to be used by the entire system.used by the entire system.Getting clarity and definition for some of these Getting clarity and definition for some of these data elements proved to be problematic.data elements proved to be problematic.The 2006 Hybrid Program Review Data The 2006 Hybrid Program Review Data Template is a much more organic creation, Template is a much more organic creation, taking the best of our original data elements, and taking the best of our original data elements, and adding student achievement data, as required by adding student achievement data, as required by the BOR.the BOR.

ImprovementsImprovementsThere are many improvements that have been made to There are many improvements that have been made to both the reporting engine and processes, for the current both the reporting engine and processes, for the current data retrieval cycle. data retrieval cycle.

To respond to your requests for “the details”, the code To respond to your requests for “the details”, the code has been rewritten to deliver all of the detail behind your has been rewritten to deliver all of the detail behind your summary data.summary data.

What this means to you is that if we report that you had 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 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 show you a list of all of the students, by name, that we have on record in the system. have on record in the system.

Improvements ContinuedImprovements ContinuedWe no longer have the need to create, validate, maintain We no longer have the need to create, validate, maintain or build an exception process for the 2 categories, or build an exception process for the 2 categories, “Student Required Core (SRC), or “Program Specific “Student Required Core (SRC), or “Program Specific Core (PSC). This should greatly reduce the amount of Core (PSC). This should greatly reduce the amount of work that it takes to define your program courses and work that it takes to define your program courses and maintain a program profile.maintain a program profile.

We will have only 1 real category called, “Program Paid We will have only 1 real category called, “Program Paid Core”, which will be the courses that you define as Core”, which will be the courses that you define as having responsibility for within your program.having responsibility for within your program.

Additionally, we will not attempt to strip out your general Additionally, we will not attempt to strip out your general education or elective courses. education or elective courses.

HawCC Hybrid Program Review Required Data ElementsHawCC Hybrid Program Review Required Data Elements

Program Paid CoursesProgram Paid CoursesSince we currently have no way of determining or flagging your Since we currently have no way of determining or flagging your program courses in our student information system, we are asking program courses in our student information system, we are asking for your help in identifying them.for your help in identifying them.

In short, the PPC are the courses that your program is responsible In short, the PPC are the courses that your program is responsible for. They are the courses taught by the programs faculty and for. They are the courses taught by the programs faculty and lecturers who are paid by the program.lecturers who are paid by the program.

For the liberal arts program the PPC are the 100 level and above For the liberal arts program the PPC are the 100 level and above courses that your program is responsible for, taught by the courses that your program is responsible for, taught by the programs faculty and lecturers who are paid by the program.programs faculty and lecturers who are paid by the program.

This may include courses taught by the programs faculty and This may include courses taught by the programs faculty and lecturers that are paid by the programs grant money as well—they lecturers that are paid by the programs grant money as well—they are still being paid by the program.are still being paid by the program.

#1#1 Number of Unduplicated MajorsNumber of Unduplicated Majors

This is the total number of HawCC students with This is the total number of HawCC students with the declared major.the declared major.Reported for Fall and Spring semesters as well Reported for Fall and Spring semesters as well as the academic year.as the academic year.Unduplicated headcount means that the student Unduplicated headcount means that the student major is counted once for being in either the Fall major is counted once for being in either the Fall OR Spring semesters, OR both. OR Spring semesters, OR both. These are students that were registered as of These are students that were registered as of the start of the semester, regardless of whether the start of the semester, regardless of whether they may have dropped later.they may have dropped later.

#2#2 Total Student Semester HoursTotal Student Semester Hours

This is total student semester hours This is total student semester hours earned from ALL courses taken by earned from ALL courses taken by students in the declared major.students in the declared major.““All courses”, as defined above means we All courses”, as defined above means we count SSH for basket weaving and metal count SSH for basket weaving and metal shop (for example)…even if these courses shop (for example)…even if these courses are not part of the program in review.are not part of the program in review.The total student semester hours are The total student semester hours are counted for students whose primary counted for students whose primary campus is HawCC and they had an active campus is HawCC and they had an active registration at some point in the semester.registration at some point in the semester.

#3#3 FTE Student MajorsFTE Student Majors

This is SSH (from element #2)/15 for a This is SSH (from element #2)/15 for a semester, or SSH /30 for AY).semester, or SSH /30 for AY).FTE stands for Full Time Equivalent and is FTE stands for Full Time Equivalent and is further defined as student semester hours further defined as student semester hours divided by 15 credits for a semester.divided by 15 credits for a semester.For the academic year we simply take the For the academic year we simply take the yearly student semester hours (Fall + yearly student semester hours (Fall + Spring) and divide by 30 credits.Spring) and divide by 30 credits.

#4#4 Number of GraduatesNumber of Graduates

All degrees and certificates awarded in a All degrees and certificates awarded in a program in a year to a single student are program in a year to a single student are counted as one item (one graduate) and counted as one item (one graduate) and reported for the academic year. reported for the academic year. A graduate is defined as all declared A graduate is defined as all declared majors in the program that earn either a majors in the program that earn either a certificate OR a degree in an academic certificate OR a degree in an academic year.year.

#5#5 Number of classesNumber of classesThis is the total number of classes This is the total number of classes (sections taught) of Program Paid Core (sections taught) of Program Paid Core (PPC) classes. (PPC) classes. PPC classes are those which are taught PPC classes are those which are taught by program faculty/lecturers and are paid by program faculty/lecturers and are paid by the program. by the program. This includes CVE courses. This includes CVE courses. We will not report duplicate DE We will not report duplicate DE concurrently run classes.concurrently run classes.

#6#6 Average Class sizeAverage Class size

This is the Sum of all PPC class This is the Sum of all PPC class enrollments / # of classes taught in the enrollments / # of classes taught in the PPC.PPC.By “class enrollments” it is understood that By “class enrollments” it is understood that we are looking at earned credits—not we are looking at earned credits—not credits attempted.credits attempted.

#7#7 Average Class fitAverage Class fitThis is the (sum of PPC class enrollments / max This is the (sum of PPC class enrollments / max enrollments) / Number of PPC classes taught. This will enrollments) / Number of PPC classes taught. This will be expressed as a percentage.be expressed as a percentage.For example: when you have enrollments of 15, 18, & For example: when you have enrollments of 15, 18, & 20, and max enrollment for each is 30, 20, and 15 20, and max enrollment for each is 30, 20, and 15 respectively, and 3 classes are taught:respectively, and 3 classes are taught:

[15/30 + 18/20 + 20/15] = [15/30 + 18/20 + 20/15] = [.50 + .90 + 1.33] =[.50 + .90 + 1.33] =2.732.732.73 / 3 PPC classes taught = 2.73 / 3 PPC classes taught = .91 or .91 or 91% Average class fit.91% Average class fit.

#8#8 FTE of BOR Appointed FTE of BOR Appointed Program FacultyProgram Faculty

This is NOT a calculated value; it is assigned FTE for the This is NOT a calculated value; it is assigned FTE for the program.program.

It does not matter if the faculty member actually taught It does not matter if the faculty member actually taught classes or not—if they are appointed to the program they classes or not—if they are appointed to the program they are counted.are counted.

If a faculty member is on sabbatical they are still counted.If a faculty member is on sabbatical they are still counted.

This does NOT include Lecturers.This does NOT include Lecturers.

#9#9 Number of FTE FacultyNumber of FTE Faculty

This IS a calculated value based upon the number of This IS a calculated value based upon the number of credits taught for PPC classes / 27 or 21 credit hours.credits taught for PPC classes / 27 or 21 credit hours.

Determination on whether Faculty FTE is calculated Determination on whether Faculty FTE is calculated using 27 or 21 credit hours is based on the followingusing 27 or 21 credit hours is based on the following

Faculty FTE Determination ScheduleFaculty FTE Determination Schedule..

Faculty FTE is reported only for the academic year and Faculty FTE is reported only for the academic year and includes Lecturers.includes Lecturers.

#10#10 Student semester hours for Student semester hours for all PPC class enrollmentsall PPC class enrollments

This is total SSH for both majors and non This is total SSH for both majors and non majors in all PPC classes.majors in all PPC classes.

#11 #11 Student-Faculty RatioStudent-Faculty Ratio

This is (SSH of PPC classes from element This is (SSH of PPC classes from element #10 / 30) / (# FTE Faculty from element #10 / 30) / (# FTE Faculty from element #9). #9).

It is reported only for the academic year.It is reported only for the academic year.

#12 #12 PPC Credits Earned RatioPPC Credits Earned Ratio

This is credits earned by program majors This is credits earned by program majors in PPC classes / credits attempted by in PPC classes / credits attempted by program majors in PPC classes.program majors in PPC classes.

This includes grades A-D, and “CR” for This includes grades A-D, and “CR” for credit-no credit courses.credit-no credit courses.

#13 #13 Non-PPC Credits Earned RatioNon-PPC Credits Earned Ratio

This is credits earned by program majors This is credits earned by program majors in non-PPC classes / credits attempted by in non-PPC classes / credits attempted by program majors in non-PPC classes.program majors in non-PPC classes.

#14 #14 PPC Average GPAPPC Average GPA

This is the sum of (quality points earned in This is the sum of (quality points earned in PPC classes x earned credits) / total PPC classes x earned credits) / total credits attempted. credits attempted.

#15 #15 Non-PPC Average GPANon-PPC Average GPA

This is the sum of (quality points earned in This is the sum of (quality points earned in Non-PPC classes x earned credits) / total Non-PPC classes x earned credits) / total credits attempted. credits attempted.

#16 #16 B-Budget Expenses B-Budget Expenses

These are the programs expenses for These are the programs expenses for supplies and maintenance plus any c fund supplies and maintenance plus any c fund purchases for equipment over 5K, for each purchases for equipment over 5K, for each year in the reporting period. This includes year in the reporting period. This includes revolving account expenses where revolving account expenses where applicable. [See legend below] (B+C)applicable. [See legend below] (B+C)

#17 #17 College Cost per SSHCollege Cost per SSHThis is the cost to the college to run the program This is the cost to the college to run the program (not including costs covered by grant monies) / total (not including costs covered by grant monies) / total SSH of all students enrolled in PPC classes (from SSH of all students enrolled in PPC classes (from element #10), for each year in the reporting period.element #10), for each year in the reporting period.

These costs would include salaries for faculty, These costs would include salaries for faculty, lecturer, APT, student help/work study, supplies lecturer, APT, student help/work study, supplies and maintenance, and any c fund purchases for and maintenance, and any c fund purchases for equipment over 5K. [See legend] (A+B+C)equipment over 5K. [See legend] (A+B+C)

Costs for Sabbatical Leave are not captured here.Costs for Sabbatical Leave are not captured here.

#18 #18 Grant Cost per SSHGrant Cost per SSHThese are the program expenses, which are These are the program expenses, which are paid for by the grant or grants to run the program paid for by the grant or grants to run the program / total SSH of all students enrolled in PPC / total SSH of all students enrolled in PPC classes (from element #10), for each year in the classes (from element #10), for each year in the reporting period.reporting period.Costs for Sabbatical Leave are not captured Costs for Sabbatical Leave are not captured here. here. These costs would include salaries for faculty, These costs would include salaries for faculty, lecturer, APT, student help/work study, supplies lecturer, APT, student help/work study, supplies and maintenance, and any c fund purchases for and maintenance, and any c fund purchases for equipment over 5K, which are paid for by grant equipment over 5K, which are paid for by grant monies. [See legend] (A+B+C)monies. [See legend] (A+B+C)

Costs LegendCosts Legend

A = Personnel costs including Faculty, A = Personnel costs including Faculty, Lecturers, APT, and Student Lecturers, APT, and Student Help/work study.Help/work study.

B = “B” Budget for supplies and B = “B” Budget for supplies and maintenance (incl. revolving maintenance (incl. revolving account account expenses where expenses where applicable)applicable)C = “C” fund purchases for equipment C = “C” fund purchases for equipment

over 5K.over 5K.

When do I get my data?When do I get my data?That depends.That depends.

What we first need from each program is a list of their program paid courses (PPC). What we first need from each program is a list of their program paid courses (PPC). Without Without the PPC we can not deliver your data.the PPC we can not deliver your data.

Once we’ve received the PPC we can begin your data collection.Once we’ve received the PPC we can begin your data collection.

We can commit to delivering the first 15 data elements June 1We can commit to delivering the first 15 data elements June 1 stst, and will be working over the , and will be working over the Summer to build the processes needed to get your expense information. Summer to build the processes needed to get your expense information. Data TemplateData Template

If we do not have access to your expense information in our financial information system or 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.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 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 1existing PR Engine, we can deliver the data you need by email by June 1 stst 2006. 2006.

This data is as current as is available prior to Summer break. We would be glad to rerun 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 your program review data upon your return if you’d like to have the data representative of all the “I” grades, that will be trickling in over the course of the summer.the “I” grades, that will be trickling in over the course of the summer.

Data Delivery TimelineData Delivery TimelineStart Nursing as a separate PR Inquiry

Send out request for PPC with validation cycle

Post all documentation to assessment website

Work with Doug to develop supplementary training materials and give training presentation

Load expense information into the PR engine

Identify Programs for inclusion in 2006 PR

Doug to OK use of data elements

Load all PPC into the PR engine

June 1st

Apr 6th

Verify accuracy of PR data

Deliver data elements # 1-#15 to Program Initiators via email

Program Reviews Due

November 13th

2006 Instructional Program 2006 Instructional Program Initiators/WritersInitiators/Writers

Nursing ASNursing AS– Elizabeth OjalaElizabeth Ojala Program InitiatorProgram Initiator– Jane SherwoodJane Sherwood WriterWriter– Julie MooreJulie Moore WriterWriter

Digital ArtsDigital Arts– John ColeJohn Cole Program InitiatorProgram Initiator– Violet MurakamiViolet Murakami WriterWriter

ITIT– Joni OnishiJoni Onishi Program InitiatorProgram Initiator– Kent KillamKent Killam WriterWriter

AECAEC– Clyde KojiroClyde Kojiro Program InitiatorProgram Initiator– Gayle ChoGayle Cho WriterWriter

CarpentryCarpentry– Clyde KojiroClyde Kojiro Program InitiatorProgram Initiator– Gene HaradaGene Harada Writer Writer– Gordon NekobaGordon Nekoba Writer Writer

ABRPABRP– Clyde KojiroClyde Kojiro Program InitiatorProgram Initiator– Lloyd SanbornLloyd Sanborn Writer Writer– Mike SaitoMike Saito Writer Writer

Data Revision TrackerData Revision TrackerRevisionRevision CommentComment04-26-06 Original04-26-06 Original05-08-06 Added revolving acct to budget on #16 - #1805-08-06 Added revolving acct to budget on #16 - #1805-12-06 Updated slide #8 to request banner data update05-12-06 Updated slide #8 to request banner data updateO5-15-06 Handling of Sabbatical Leave added to #17& #18O5-15-06 Handling of Sabbatical Leave added to #17& #1805-18-06 Clarification of class enrollments on #6.05-18-06 Clarification of class enrollments on #6.05-30-06 Added John Cole as PI for Dig Arts.05-30-06 Added John Cole as PI for Dig Arts.06-28-06 Changed #9 FTE Faculty calc for either credit 06-28-06 Changed #9 FTE Faculty calc for either credit

or contact hour conversion, clarified #16 to read B-Budget or contact hour conversion, clarified #16 to read B-Budget Expenses, Expenses, andand to costs legend added work study.to costs legend added work study.

09-27-06 Added Credit hour to contact hour conversion to #9.09-27-06 Added Credit hour to contact hour conversion to #9.10-10-06 Added Joni Onishi as PI for IT.10-10-06 Added Joni Onishi as PI for IT.10-31-06 Decision: Supplementary training materials will be prepared 10-31-06 Decision: Supplementary training materials will be prepared

for next years program review—not the 2006 cycle.for next years program review—not the 2006 cycle.10-31-06 #9 Faculty FTE changed to reflect usage of new FTE Faculty 10-31-06 #9 Faculty FTE changed to reflect usage of new FTE Faculty

Determination Schedule. Determination Schedule.1-17-071-17-07 PPC definition changed to include 100 level and above courses PPC definition changed to include 100 level and above courses

counted for the liberal arts program. counted for the liberal arts program. #8 FTE of Teaching BOR Appointed Program Faculty changed to #8 FTE of Teaching BOR Appointed Program Faculty changed to remove “teaching”, and added sabbatical leave is now counted. remove “teaching”, and added sabbatical leave is now counted.

Questions?Questions?Reporting data out of the student information Reporting data out of the student information system in support of our program reviews is a system in support of our program reviews is a dynamic process.dynamic process.We know what’s in the system but only you We know what’s in the system but only you know what goes on within your programs.know what goes on within your programs.If you see something that does not look right If you see something that does not look right please let us know so we can make any please let us know so we can make any corrections that may be needed.corrections that may be needed.

Mahalo!Mahalo!