ANNUAL PROGRAM ASSESSMENT FORM Student Services Division

Unit Plan 2013-2014

(Dean of Student Services)

The annual program assessment is a brief summary showing evidence of ongoing review,

implementation, assessment, data collection, and analysis from the Annual Program

Assessment (or APA) within your unit. This program assessment is focused to review the following:

Unit Summary

I. Major activities/highlights/achievements II. Additional resources needed within your unit III. RAPS from program APA

RAP Table IV. Information/Analysis from APA to assist Planning V. Additional needs, data, and information

Unit Summary (each box 250 word max)

I. Discuss any major activities/highlights/achievements and any student success innovations that have been implemented or used within your unit?

Enrollment Services

I. Implemented program of study-Major ID

Limit students to a single active program of study which is necessary to maintain the accuracy of student

programs, to keep students focused and to provide accurate data to support strategic course scheduling.

The implementation of this policy aligns with the recommendations made by the Student Success Task

Force adopted by the Board of Governors in 2011.

Outcomes

• Ensure accurate Programs of Study

Ensure accurate catalog rights for students • Ensure student are verifying their Program of Study each semester • Provide improved data to the Instruction Division to support strategic course scheduling • Create a foundation for the implementation of the online SEP and student course planning tools

II. Found appropriate location for International Student Program – International Program Specialist moved

to MVC campus September 2013 and will be relocating to room 1018B April 2014

Reason: Adequate space to meet with current and potential international students. Specialist needs

a confidential working environment to access student records and immigration status and also stay

in compliance with FERPA. Currently students are seen by International Student Specialist in an

open environment with limited space and no confidentiality.

III. Spring 2014 Priority Registration for CalWorks students (CA Assembly Bill 86 - Each community college

district that administers a priority enrollment system shall grant priority in that system for registration for

enrollment to any student who is a CalWORKs recipient) took effect.

IV. Completed Degree Audit cleanup necessary for future online SEP

V Completed prerequisite enhancements necessary for future online SEP

EOPS

I. EOPS/CARE implemented an online program application

II. EOPS/CARE implemented an online quiz on orientation for Student Learning Outcome

III. Date collected and will be analyzed

IV. EOPS/CARE provided year-round series of workshops to meet students’ needs and assist them with success

V. EOPS/CARE S partners with CSU-San Marcos, Palomar and MiraCosta for transfer/leadership activity called Bridge Building Partnership

VI. Students attend workshops and network with other EOPS/CARE students

VII. CARE program took students to CSU-San Bernardino for college visit

Educational Talent Search

I. One of our annual major accomplishments for the Educational Talent Search (ETS) is to meet or exceed our objectives as evidenced in our Annual Performance Report to the US Department of Education

II. Additionally, we currently have an ETS student as a finalist for the Gates Millennium and one competing for the valedictorian

III. We hosted an end the year student recognition ceremony celebrating student achievement and success

Upward Bound

I. Northern California College Tour 2013: UC Berkeley, CSU Sonoma, CSU San Francisco, CSU, Sacramento and UC Davis - 24 students attended and 3 Staff members 3/31/2013-4/4/2013

II. 5 series of SAT/ACT workshops, 20 students and 2 staff. 3/2, 9, 16, 23, and 20/2013

III. 6-week rigorous summer program completed/award ceremony - 31 participants 6/10-2013-7/18-2013

IV. 3

rd cycle of UB grant re-funded 9/1/2013-8/31/2017

V. 13 graduated seniors are in post-secondary university. Class of 2013 graduating class

VI. Participated in the 1

st Soap Box Derby event hosted by Valley Wide Park and Recreation

- 9/7/2013

VII. Attended 32nd

Council for Opportunity in Education (COE) Conference, Chicago, IL - 9/8/2013-9/11/2013

II. Based on the data analysis within your unit and established needs from your programs, please outline

additional resources (faculty, staff, equipment, software, materials, travel, facilities) that would enhance

student learning and assist programs within your unit in running more efficiently?

Enrollment Services

I. A FT Enrollment Services Office/Support Services Coordinator (MVC)

Reason: This position is greatly needed to ensure operational needs and workflow processes run smoothly and

efficiently. In addition, this person will maintain continuity of work procedures by validating and communicating

needed actions to management, discovering irregularities; determining continuing needs. The high demands placed

on the Associate Dean of Student Services at MVC makes it challenging to focus on all of the details in the office.

This position would include a co-module lead role in the registration and admission module for the student system

(Colleague) which will assist the Director and Associate Dean with department documentation, testing, training and

workflow development. In addition, this position would give leadership to the office in the absence of the

Associate Dean. (Currently, the majority of the Director/Dean role is spent as an IT liaison participating in policy,

procedures, testing, system parameters and setup).

II. AFT Enrollment Services Technician (SJC)

Reason: This position is needed to provide critical support for the district’s integrated student systems. The position

would also include a co-module lead role in the registration and admission module for the student system

(Colleague) which will assist the Director and Associate Dean with department documentation, testing, training and

workflow development. The technician would train departmental users on application software, and in the

operation of new or modified systems and procedures. They would also test software for patch and release

integrity; ensures integrity of interfacing systems. In addition, this person would be charged with registration

testing, validation of reports and records and verification of data within college website associated with Enrollment

Services.

III. Professional Development (Associate Dean and Director of Enrollment Services)

Annual Conference cost: $2500 per person

Reason: Ellucian Conference related to technology that includes enrollment management and procedures. This

includes enhancements to current student system (Colleague), patches and new releases. Conference will give

Associate Dean and Director opportunity to network with other schools which use same system as MSJC in order to

improve on processes. In addition, find time saving practices used by other institutions to produce a department

that is more efficient.

EOPS

I. EOPS received a 23% increase in funds for FY2013-14. Although not fully restored, an additional

counselor (1 full-time) to accommodate the increase in the student population is needed

II. EOPS needs office space at MVC campus to serve students living in the surrounding service areas

III. EOPS needs storage space for student material/supplies and program equipment

IV. EOPS needs to renovate the current SJC front desk area to provide for a better reception area and for a

smoother traffic flow

Upward Bound

I. Software: National Student Clearing House Access

- Having this access will assist in the tracking of Upward Bound Alumni for the APR report that is

required by the Department of Education

II. Facilities: Portable Storage

III. UB resource room or computer lab

III. Which of these resources (from above) do you plan on submitting a RAP for in the 2014-2015 cycle

(next fiscal year)?

List all RAPs submitted by your unit for the 2013-2014 academic year. Identify the Tier for each RAP:

Tier 1: The top 10 (in no particular order)

Tier 2: The next 10 (in no particular order)

Tier 3: Any remaining that will be forwarded for scoring

Tier 4: Those submitted but not being forwarded for scoring.

Tier Submitted By Program/Department Item Requested Amount

IV. What information and analysis should be forwarded for future decision making and planning by your

division?

Enrollment

I. Analyzing transcript costs

II. Additional professional development training

III. Future exploration of e-transcripts

IV. How many students currently see fulltime counselors and why an additional fulltime counselor is

necessary to meet new Student Success initiative

EOPS

I. How many students currently see fulltime counselors and why an additional fulltime counselor is

necessary to meet new Student Success initiative

V. What additional needs, data, and information required to review all areas within your unit?

EOPS

Additional staff resources

I. Additional state funding would allow unit to hire Outreach Recruitment staff member to increase visibility

of EOPS/CARE program. In addition a fulltime CARE coordinator is needed due to the increase of CARE

students within the program

II. Additional state funding would allow unit to hire Outreach Recruitment staff member to increase visibility

of EOPS/CARE program. In addition a fulltime CARE coordinator is needed due to the increase of CARE

students within the program

Upward Bound

I. Yearly APR will assist in determining this information. APR due date for AY 2013-2014 is April 25, 2014