PROGRAM REVIEW FOR ADMINISTRATIVE AND BUSINESS SERVICES WHY?? Yes! You too!!! Presentation for the...

PROGRAM REVIEW FOR ADMINISTRATIVE AND BUSINESS

SERVICES

WHY??

Yes! You too!!!

Presentation for the ASCCC Accreditation Institute – March 19, 2011

Program review is required for administrative and business services with the expectation that these reviews will:

Assess and evaluate the program’s impact on student learning

Inform long and short term planning

Inform budget recommendations

Collect and analyze information that will be useful in the accreditation process, academic program review deliberation, and college-wide assessment

It’s a lot of work…

• Borrow from others

• Make it fit your school

• Share the pain – get many people involved in small parts

Therefore, Keep It Simple!

ADMINISTRATIVE PROGRAM REVIEW CONTENT

Introduction

A brief description of the unit under review

Relationship of the unit to the college mission and strategic plan


Description of the unit Programs, services, activities, special accomplishments Key constituents Dissemination activities Relationship to or support for other programs

Including areas of cooperation & collaboration Personnel Resources Financial Resources Facilities/Equipment Influencing Factors (Categorical funding/legal

mandates)(Use a good visual/organizational chart. Saves writing a

lot of words.)


Goals and Outcomes

Identify goals of the unit

Identify measurable objectives or outcomes for each goal

(Remember – the more goals, the more outcomes, the more measuring, so stay broad.)

Administrative Unit Outcomes Template

Anticipated Administrative Unit Outcomes

(AUO):

Assessment Methods:

Timeframe: Targets/Benchmarks:

Use of Results:

What are you trying to do, or what AUO are you planning to assess?NO MORE THAN 2

What assessment methods do you plan to use?

When Will Assessment Be Conducted and Reviewed?

What is the minimum result, target, or value that represents success at achieving this outcome?

How do you anticipate using the results from the assessment?

Self-Study AssessmentAssessing the quality of the unit

Programs and services as reported in evaluations provided by clients/constituents

(Tie this to the goals and outcomes you have identified for the unit.)

Procedures and effectiveness as reported in evaluations provided by staff and managers(Tie this to the goals and outcomes you have identified for the unit.)

Assessment Continued…

Assessing the demand for the unit

Demand for programs and services from clients or constituents

Demand for programs and services from other units

Unmet needs

Which leads you conveniently to $$$$

Financial Resources

Current use of financial resources

Adequacy of financial resources

Unmet needsFacilitiesEquipment/supplies/technologyPersonnel

How does the Administrator know what resources his/her area needs?

Instructional Program Reviews

Non-Instructional Program Reviews

Education Master Plan and Strategic Priorities

What evidence can administrators use

to support their requests?

College’s Mission Statement

Education Master Plan’s Strategic Initiatives

Priorities outlined in Technology or Facilities Plans

Administrative Unit Outcomes (AUOs)

Instructional Program Reviews

Non-Instructional Program Reviews

Making a case for $$

Need/Objecti

ve

Link to Academ

ic or Student Service Progra

m Review Reques

ts

Office/Person

Responsible for

Completion

New Budget Needed

for Completio

n

Anticipated

Completion/Measure

of Success*

Result/Date

(Fill in when

complete)

No Yes/Est. $

Unit’s needs and objectives contained in the annual Instructional or Student Service Program Reviews that could potentially impact your unit:

Making a case for $$

Activities

Link to Mission,District

or Campus Strategi

c Initiativ

es, or

SLO/AUO

Office/Person

Responsible for

Completion

New Budget Needed

for Completio

n

Anticipated

Completion/Measure

of Success*

Result/Date

(Fill in when

complete)

No Yes/Est. $

Unit’s other major activities for year exclusive of those linked to instructionalOr student service program reviews:

Making a case for Staffing

Staff Position Title Brief Rationale Annual TCP* for each Employee

Staff Positions Needed for Academic Year 2011-2012 by title in rank order:

* 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.

Making a case for Facilities or Equipment

Equipment or Equipment Repair

Brief Rationale Annual TCO*Cost per item

Number Request

ed

Total Cost of Request

Equipment or Equipment Repair Needed for Academic Year 2011-2012 for unit on its campus in rank order:

* TCO = “Total Cost of Ownership” for one year is the average cost for one year.

Facilities Needs Brief Rationale Annual TCO*

Facilities Needs NOT covered by current building or remodeling Projects:

Making a case for Professional

Development

Professional Development

Needs

Brief Rationale (in response to AUO

findings or needed to update skills)

Annual TCO*Cost per item

Number Request

ed

Total Cost of Request

Professional Development Needs not covered by current budget:

Use data and findings from Administrative Unit Outcomes Research to justify Professional Development needs.

Who will evaluate the Administrative Unit Outcomes

and Program Reviews?

The Managers?

The Faculty?

The Staff?

The Students

All of these through Participatory Governance Committees?

Rubric for Evaluating AUOs

Item Criteria Does not Meet

Criteria

Meets Criteria

Mission and Goals

the objective is tied to the college mission and the unit goals

Adapted from Mt Sac APPENDIX D: AUO CHECKLISThttp://www.mtsac.edu/instruction/outcomes/doc/AUO_checklist.pdf

http://www.mtsac.edu/instruction/outcomes/doc/AUO_checklist.pdf



Criteria

Meets Criteria

Intended Objectives

is current aligns with department goals is reasonable given the scope of the experience states that the unit will provide, improve, decrease or that the clients will understand, be satisfied with or receive specific service is measurable (can be observed or tested) is central to the unit





Criteria

Meets Criteria

Means of Assessment

identifies specific assessment method category (focus group, survey, etc.) for the objective

details the assessment method used to measure the objective





Criteria

Meets Criteria

Targets and Benchmarks

: Criteria for

Success

establishes minimum expected score for success at achieving objective

quantifies (%, fraction or actual number) of clients who are expected to meet minimum score

indicates consideration of alternate data (previous AUO assessment effort(s), external reports), if available (optional)





Criteria

Meets Criteria

Time Frame specifies the time frame in which objective will be assessed

specifies who will administer the assessment

Evaluation identifies evaluator(s)

specifies evaluation process

attach relevant document(s), if applicable





Criteria

Meets Criteria

Summary of Data

addresses the means of assessment and criteria for success reports the actual results and compare with the number (%, fraction, actual number) originally expected to meet the minimum score includes additional data for sub-category highlights key findings from the data, if applicable




Criteria

Meets Criteria

Use of Results

reports what the department/unit members have done or are doing as a result of the findings

identifies who has made or is making the changes

indicates the time frame for the changes


Coastline College

Key Elements to Remember

ACCJC Wants Us to Plan-Don’t Panic

Create What Fits Your Institution

Keep It Simple

Easy to Assess

Easy to Document

Admin Services Accountable?

Budgeting

AuditedAccounting PracticesAccuracy

Critical-No Audit Exceptions

How it Works!Template

Planning/Evaluating

Student Input

Program Review Committee Presentation

Comment Review

Make Changes

What We Are Doing At Coastline Community

CollegeStudent Success Belongs to Everyone!!!

Everyone is a Part of the Educational Process!!!

Program Review Makes Us Better For Students!!!

Piloted Department Service Reviews (DSR) 2008-2009

Every Department Completed DSR by 2009-2010

1 year Internal Review/5-year DSR Review

How it Works!Review Past Goals

Planning/Evaluating

Template

Student Input

Program Review Committee Presentation

Comment Review

Make Changes

DSR Planning/EvaluatingEveryone Has a Voice (Including Students)

PrepGive Mission Priorities Ahead of TimeHave Members Think About the Discussion for 1 week

All-Hands Department Meeting

Review Priorities/Goals

Determine Outcomes and Implementation Strategies

Review Plans with Student Representative Following Meeting

DSR TemplateSelect the Priorities that are applicable to your

department and the services you provide.

List your Program Goals as they appear in your Program Review.

Department Service Area Outcomes What information or content do you want the students to gain

from the services offered? What should students be able to do with that information? Is the delivery of a particular service effective?

DSR Template Cont.Criteria for Measurement

Did the student utilize the service? Did the student benefit from the service?

Analysis/Conclusion of Data Collected

Action Plan

DSR TemplateMaster Plan Priority 1 CCC will create, expand, and enhance educational programs and student support services that reflect the College’s global orientation in order to attract, retain, and successfully graduate its students.

Department Goal 1: Develop Process to Help Students Maintain Class Enrollment while collecting tuition/fee payments

Expected Outcomes Criteria Analysis/Criteria for Assessment

Action Plan(Implementation Strategies)

Change the 4 day pay or drop policy

Retain Students Are there legal restrictions on dropping for non-payment

-Review Title V Language with A/R Director-Review Cash-Flow Affects

DSR Program Review Presentation

Department BenefitsPride and OwnershipOutside Feedback

College BenefitsRespectAwareness (No More Silos) Just One Puzzle Piece

DSR Comment ReviewOutside Look

Consider

Modify or Not

Go!!!!

Useful ResourcesRiverside Community College

Foothill College

Mt. San Jacinto Community College

Saddleback Community College

Western Nevada College

Florida Keys Community College

University of Central Florida

PresentersYolanda Bellisimo – SLO Facilitator,

College of [email protected]

Sara McKinnon – Academic Senate President, College of [email protected]

Nancy Jones – Academic Senate President, Coastline [email protected]

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