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Mt. San Jacinto College Administrative Unit Program Review
Office of Institutional Effectiveness
Research & Planning Dept.1.24.11
Mt. San Jacinto College Mission Statement:
Mt. San Jacinto College, a California Community College, offers accessible, innovative, comprehensive and quality
educational programs and services to diverse, dynamic and growing communities both within and beyond traditional
geographic boundaries. We support life-long learning and student success by utilizing proven educational
methodologies as determined by collaborative institutional planning and assessment. To meet economic and workforce
development needs, MSJC provides students with basic skills, general and career education that lead to transfer,
Mt. San Jacinto College Administrative Unit Program Review
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associate degrees and certificates. Our commitment to student learning empowers students with the skills and
knowledge needed to effect positive change and enhance the world in which we live.
Approved by the Board of Trustees on September 10, 2009
INTRODUCTION –Conceptualizing Program Review
Program review is a systematic process of data collection, analysis, and interpretation for effective
planning and accreditation review. Program review ought to be a “360-degree” review or a review from
all angles over time, of the effectiveness of an “educational program”. Fundamentally, program reviews
requires an institution to ask important questions about itself and to perform analysis about its own
performance. The review of the quality of effectiveness of Mt. San Jacinto College programs is an
ongoing professional responsibility and should be both meaningful and practical. A complete program
review cycle involves distinct conceptual steps: a precise and accurate description of things as they exist,
evaluation of whether those things are sufficient or appropriate or “good enough” to satisfy the
institution’s pursuit of excellence, planning for needed improvement, implementation of those plans,
and evaluation of the effectiveness of the actions taken in achieving the desired results.
The major objectives of Program Review are to:
- State program goals and align future goals with the college’s mission and goals
- Collect and analyze data on key performance indicators, administrative unit outcomes, program
activities and accomplishments
- Examine and document the effectiveness of administrative services
- Facilitate program improvement through analysis of student learning outcomes at the course,
program, administrative and institutional level
- Aid in institutional planning and decision-making processes within the college structure
- To use program review data and goals as rationale for budget, staff, facilities, professional
development, curriculum, and other planning decisions
- Comply with Accreditation Standards, Federal and State law, Title 5, and other legal certification
requirements
Plans for improvement that result from program review should be integrated with or connected to
overall institutional plans so that the regular institutional processes for setting directions and timelines,
and providing resources for action, support the implementation of those plans.
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How Program Review Integrates with Planning
Self-Study documents are intended to be key drivers informing the District of the colleges’ strategic
planning process. Administrative Unit Program reviews will be updated annually and serve as a vital
component in the planning and budgeting process. Completed reviews will be shared with all college
constituent groups via Institutional Planning Committee (IPC) and made available to the entire college
community online. The result of discussions in the planning committees is intended to link into budget
planning
Integrated Planning and Allocation Cycle
IPC:Planning
SLOAC and Program Review:
Assessment
College Council
Cabinet
BDC:Allocating
Board of Trustees: Provide Policy and
Direction
Assessment CycleIPC
uses Board Goals and Planning Priorities to assess Program Reviews and SLOs/ Outcomes, reports to BDC, Cabinet, Board of Trustees
Program Review
CommitteeSLOAC
IPC Reports
Department Assessments
(SLOs and Program Reviews
Sector Reports
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Planning CycleIPC
uses Board Goals, SLOs, Program Reviews , and
Planning Priorities to assess proposals emerging from
sector plans IPC Reports and
Approved Plans:
Master Plan and
Strategic Plan
Department Assessments
(SLOs and Program Reviews)
Sector Plans:
Ed Plan, HR Plan, Facilties
Plan, Resources
Plan
Demographic Research
ARCC reports, other performance
measures
Allocation Cycle
BDC Roles: 1.determine available funds, 2. check proposals for completeness3. Allocates along IPC lists4. Routes budget proposal to cabinet
IPC Ranks proposals, by category
Division/Departmental Plans, Program Reviews
Sector Proposals
Board—establishes short-term and long-term priorities, goals
And the Big Wheel Goes Around….
Board
BDC
SLOs, Program Reviews
Dept. Plans, Implementation, and Assessment
Cabinet
College Council
IPC
Proposed Plans
Proposed Budget
Sector plans,
proposals
allocationsPlans
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Mt. San Jacinto College Institutional Goals 2010-2011
Program Review and assessment is the cornerstone of planning. The Board of Trustees has adopted the
following Institutional goals that embrace the following concepts:
Student Success
Systematic Planning and Assessment
Fiscally Sound Position
Institutional Pride and Organizational Culture
Community Partnership and Service Program Review provides a means through which each college division (sector) set goals and objectives
that support the Board Adopted Institutional Goals, through focusing on the student as a learner. All
administrative unit areas are expected to reference the Institutional goals as reports are prepared.
Components of Program Review
Administrative Unit Program Review contains the following sections:
1. Executive Summary
2. Administrative Unit Overview
2.1 Mission Statement
2.2. Philosophy Statement
2.3 Administrative Unit Functions
2.4 Identification of Recipients of Service
2.5 Quantity of Contacts
2.6 Unit Goals and Objectives
2.7 Administrative Unit Strengths
2.8 Improvement Areas
2.9 Operational Mandates (If applicable)
2.10 Accreditation Concerns
2.11 Results of Previous Program Review/ Progress on Goals from Last Cycle
3. Unit Resources
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3.1. Organizational Chart
3.2. Staffing Level (Full and Part Time)
3.3. Annual Budget and Amounts Budgeted for Resources
3.4. Resource Inventory
3.5. Collaboration with Students and/or Other Units
4. Needs Assessment of Unit
4.1. Administrative Unit Recommendations
4.2. Identification of Resources Required to Achieve Recommendations (Staff, Supplies,
Equipment, Facilities, Marketing/Outreach needs, Institutional Research needs, Other)
Administrative Unit Program Review Work Flow Chart
President/Superintendent / Vice President
Deans and Directors
Unit Area Leaders
Administrative Unit Program Review Worksheet
Associate Dean of Research & Planning
Charles Hawkins
The department ensures that the Administrative Unit has updated data to
make fact based decisions. The department provides the appropriate research
design and statistical analysis of the data related to the institutional activity.
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Administrative Unit Area: Office of Institutional Effectiveness – Research & Planning Dept.
Prepared By: Charles Hawkins , Associate Dean of Research & Planning
Academic Year: FY10-11
1. Executive Summary
2. Administrative Unit Overview
The Unit Overview should reflect the consensus of the staff within the administrative unit. It is meant to
provide a broad understanding of the area, current trends related to the area’s mission, and how the
area serves to meet the overall mission or goals of Mt. San Jacinto College and its campuses. The
following reflects the general guidelines followed by the services areas in completing their area
overview.
Note: Provide a brief, succinct narrative for your area; should be no more than 3-5 pages in length
2.1 Mission Statement
Note: Area mission statements must be directly aligned with those of the District. This statement
should be brief, easy to remember, and include the name of the department, its primary
functions, modes of delivery, and target audience.
Suggestion: This statement should be about 25 words or less.
The R & P Dept’s mission is to provide fact based data to make timing decisions to support the
mission of MSJC and provide appropriate research design, consultation, leadership, evaluation,
planning & statistical data analysis of institutional activities on areas related to student success.
The objective of the department is to integrate data seamlessly throughout MSJC
which enables (a) all departments to work from the same database and (b) the data to
be delivered on a timely, accurate and consistent basis.
The Research & Planning department is open to all programs that produce student
success that can be validated by fact based data.
The department seeks out the best practices of our and other centers of higher
education. The department provides information to enable the administration and
faculty to make fact based decisions.
The department strives to stay abreast of all student success key drivers that over
time will change and affect our district’s ability to serve and meet the academic
needs of the local community.
The Institutional Research department policy and practice is to be proactive versus
reactive and be action driven.
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2.2 Philosophy Statement
Note: Identify or outline how your area serves the mission of the institution.
2.3 Administrative Unit Functions
Note: Identify and describe the services offered and the functions performed by the unit.
2.4 Recipients of Service
Note: Identify the customers and/or recipients of the services offered and performed by the unit.
The department develops and disseminates data, enrollment trends and required internal and
external reports, and provides assistance in analysis and interpretation of academic and
administrative data in support of decision making and policy formation. Research and Planning
directly serves staff and faculty, and indirectly serves all students and the community.
Marketing Department - Work with Marketing Department to provide fact base data that highlights MSJC
as a college of choice. Identify MSJC’s benefits and points of uniqueness relative to other community
colleges.
Grant Department - Provide Grant Department with statistics data to support grant request
Human Research - Provide direction & oversee external, staff & student research requests
Assist with conceptual, methodology and research design
Develop method to monitor / review ad hoc on campus research studies
Provide assistance, guidance and support- to faculty, staff and admin on data analysis & individual projects
IPEDS – gatekeeper –work with HR, Business Services & IT to ensure smooth transition of data to FEDs.
Maintain institutional fact and stats website – to provide data bank for staff and faculty
Provide administration and faculty with periodical reports - to develop an information network that is fact
based and delivers key information to faculty and administration that are actionable, newsworthy and
enhances the equity of MSJC
Review past, current and future research data - Identify strengths and opportunities (weakness) of MSJC
and summary to appropriate MSJC administrators which key points should or can be utilize to support the
mission of MSJC.
Recipients of the services offered and performed by the MSJC R & P Dept. primarily include
MSJC administrators (President, Vice Presidents, Deans, Directors, Supervisors, and
Coordinators), faculty (full and associate) and classified professionals, and Instructional and/or
Student Services departments/programs. Indirect recipients of services offered by the Grants
Office consist of students, and community and regional business/industry members.
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2.5 Quantity of Contacts (Recipients Served)
Note: Briefly report the number of customers served and/or provide a general description of the
population(s) you serve (students, faculty, staff, community, etc.). When reporting numbers,
please specify the timeframe you are reporting (annual, quarterly, monthly, etc.).
2.6 Unit Goals and Objectives:
Note: Identify the unit’s annual goals and describe how the unit goals relate to the institutional
goals. List your service area’s administrative unit outcomes. Unit objectives must be related to
the district goals AND have one or more measurable outcome. Objectives must also be
addressed in the SLO/DLO/AUO worksheet and Assessment Plan.
2.7 Administrative Unit Strengths
Note: Briefly describe about five of your area’s greatest strengths. Strengths substantiated through data
are preferred. Provide evidence from customers/recipients that demonstrate success. How does the unit
work to correct problems and improve its services? What strategies have been used to improve delivery of
support services within the unit (e.g., technology, online options, paperless access)
\
Provide weekly contact with faculty and staff in terms of customized requests, distribution of
enrollment projections and recaps prior to each term to all institutional employees consisting of
faculty, administrators and classified (1,112). Periodical presentations to faculty at convocation,
B.O.T. and Executive Cabinet. Monthly updates on students success measures to all administrators.
Unit Goal(s):
1. Compile and analyze semester trends of students outcomes in terms of student success,
retention rates, persistence from fall-to-fall by course discipline (i.e. math 50, math 51,
math 90 etc.) and correlate outcome to key causes and or programs. This would provide
the institution with data to better service the students and meet our institutional goals of
increasing student success by focusing on provide programs.
2. Gain a detail understanding of MSJC’s student body in terms of their academic needs and
goals (i.e. Majors, barriers to success, barriers to entry, barriers in terms of gender and
ethnicity)
3. Gain an understanding of the impact of the student persistence from fall-to-fall to the
institution (i.e. impact, if any, on fill rate, institutional success rate, institutional cost)
Unit strength – 1. Ability to extract actionable outcomes from data analysis that can be used
by faculty and instructional administrators to increase student success. 2. Team leadership
that results in proactive activities. 3. Able to build confidence in our Research and Planning
Department by focusing on accuracy, consistency and timeliness of data. 4. Present
statistical analysis in a non-threaten and understandable format.
The key strategy has been to provide fact based data to the all key share holders and
leaders in the institutions that can be shared with all in a collaborative manner.
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2.8 Improvement Areas
Note: Identify specific issues and/or needs that are affecting the efficiency or effectiveness of
your area. Summarize areas in which the unit can capitalize on opportunities available and
increase effectiveness. Identify barriers which the unit faces. What future trends are likely to
have an impact on the unit and how does the unit intend to deal with them? Do you anticipate
that the workload will increase, decrease, or remain constant in the upcoming one to three
years? IS this a temporary situation?
2.9 Operational Mandates
Note: If applicable, identify all related requirements applicable to Title 5 requirements and any
other mandated requirements identified by the state, federal, and/or local level.
2.10 Accreditation Concerns
Note: Compare comments related to Accreditation and how your area addresses targeted
concerns.
1. To keep both administration and faculty informed on pertinent institutional data
that is newsworthy to MSJC’s mission. I will work closely with the PR & Marketing
Department to ensure that this information will also be distributed to the public when
applicable.
2. To integrate data seamlessly throughout MSJC so that (a) all departments are
working from the same database and (b) the data can be delivered on a timely,
accurate and consistent basis.
1. Supporting MSJC district data & research requests with no department staff or
administrative assistance will be taxing.
2. To increase the equity of MSJC long term it is critical to identify the: (a)
strengths and opportunities (weakness) of MSJC (b) the point of uniqueness that best
describes MSJC and
3. Develop an information network that is fact based & delivers key information to
faculty and administration that is actionable, newsworthy and enhances the equity of
MSJC.
1. Increase the timeliness that individual requests are completed
2. Provide faculty and administrative staff with state-of-the-art data warehouse
that includes climate data and user friendly data bases.
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2.11 Results of Previous Program Review/Progress on Goals
Note: Describe the progress the unit has made toward achieving the goals of the last review. List
plans for improvement from previous program review and describe progress made, providing
data where applicable. Complete Assessment Plan Part 1 and Part 2 Tables on the following
page.
Part I. Report on Previous Year Assessment Plan for Administrative Unit Area: (specify)
(Please provide a 1 page historical reference of last year’s outcomes)
Mission Statement: The R & P Dept’s mission is to provide fact based data to make timing decisions to support
the mission of MSJC and provide appropriate research design, consultation, leadership, evaluation, planning &
statistical data analysis of institutional activities on areas related to student success. Objective Student Learning Outcome
(SLO)
Or Service Area
Outcome (AUO/DLO)
Linked to Institutional
Learning Outcome
(check all that apply)
Assessment
Criteria
(Specify Target
Performance
Level)
Assessment Measure Completion
(or anticipate
completion)
Findings*
Improve
ment
Recomm
endations
(next
step)*
1.
Develop a
faculty & staff
friendly data
warehouse that
contains
pertinent data
that can be
utilized to drive
student success
and lifelong
learning
Increase presents of
fact based data by
faculty and staff to
drive programs and
budget
recommendations and
decisions.
Communication
Critical Thinking
Aesthetic Awareness
Social Awareness
Responsibility
Scientific Awareness
Relative data
for
faculty/staff
requests,
proposals and
recommendat
ions is
available on
data base
If pertinent data is
housed on the data
warehouse it is
included in the
requests, proposals
and
recommendations
of the faculty &
staff
AY10-11 and
going
2. Identify the
most impactful
key performance
indicators of
student success
relative to ARCC
Matrix
Increase student
success, retention,
persistent, transfer
rate & number of
degree/certificates
Communication
Critical Thinking
Aesthetic
Awareness
Social Awareness
Responsibility
Scientific
Awareness
Collaborative
Development
of the matrix
Measure current
AY key indicators
of student success
versus prior AY
AY10-11 and
going
3. Identify the
unique point(s)
of difference of
MSJC in terms
of student
success
Increase student
success, retention,
persistent, transfer
rate & number of
degree/certificates
Communication
Critical Thinking
Aesthetic Awareness
Social Awareness
Responsibility
Scientific Awareness
Increase the
ratio of
successful
completion
FTES
Measure current
AY successful
FTES versus prior
AY
AY10-11 and
going
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Part II. Assessment Plan for Administrative Unit Area: (specify)
Report on up to three outcomes from your service area. Please detail findings and improvement
recommendations on following page.
Mission Statement:
Objective
(from
program
review)
Student Learning
Outcome (SLO)
or
Service Area
Outcome (AUO/DLO)
Linked to Institutional
Learning Outcome
Assessment
Criteria
(Specify
Target
Performance
Level)
Assessment
Measure
Completion
(or anticipate
completion)
Findings*
Improvement
Recommendations
(next step)*
1.
Communication
Critical Thinking
Aesthetic Awareness
Social Awareness
Responsibility
Scientific Awareness
2. Communication
Critical Thinking
Aesthetic Awareness
Social Awareness
Responsibility
Scientific Awareness
3. Communication
Critical Thinking
Aesthetic Awareness
Social
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3. Administrative Unit Resources
3.1 Organizational Chart
Note: Provide an organizational chart of your unit (including all levels of service – administrative
and classified staff positions). Click on icon to attach chart.
3.2 Staffing (Full and Part Time)
Note: Identify the number of full and part time staff in the unit. List and briefly describe each
administrative/classified position in the unit.
Awareness
Responsibility
Scientific Awareness
Other Information: Click here to enter text.
Roger Schultz President/Superintendent
Institutional Effectiveness
Research
Charles Hawkins
Associate Dean of Research & Planning
Institutional Effectiveness
Grants Office/Accreditation
Rebecca Teague
Director of Grant Development
Accreditation Liaison Officer
Institutional Effectiveness
Assessment
Brandon Moore
Assessment Coordinator
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3.3 Annual Budget
Note: Identify the annual budget for the unit. Provide the percent of the unit’s total budget of the
college’s budget. Outline the amounts budgeted for salaries, equipment, supplies, travel, and
other categories.
3.4 Resource Inventory
Note: List equipment and specific technology assigned to your unit. List the number and type of
facilities utilized by the unit. Describe the current staff development opportunities provided by
the unit.
One full time Administrator (Associate Dean of Research & Planning)
Under the direction of the Superintendent/President and the Executive Cabinet, perform duties
related to the development and management of an institutional research office: coordinate
strategic planning and research efforts; program review; assessment of institutional
effectiveness; responsible for development and dissemination of planning information,
enrollment trends, and required internal and State/Federal external reports. Provide assistance
and guidance in the analysis and interpretation of academic and administrative data in support of
decision making and policy formation; coordinate external and internal environmental activities.
AY 2010-11 Budget = 162,954
Object code Budget
2000’s Salaries (2) 124,260
3000’s Benefits (2) 21,802
4000’s Supplies 1,257
5000’s Travel/Consultants 15,324
6000’s other 321
Equipment/Technology: 2 Desktop computers/3 monitors/2 telephones/ 2 black & white
printers/1 shared Xerox machine-scanning, copying/ 1 shared color printer
Facilities: The MSJC Research & Planning Dept. is located on the San Jacinto Campus in the
Office of Institutional Effectiveness modular 1425 along with Grants and Assessment.
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3.5 Collaboration with Students and/or Other Units
Note: Describe the unit’s strengths and weaknesses in the area of outreach and collaboration?
Identify how effectively information flows from and to this unit to other units on campus?
Identify any areas where communication could be improved.
4. Administrative Unit Needs Assessment
Note: Complete Needs Assessment Plan Part 4.1-4.4 on the following pages.
4.1 Administrative Unit Recommendations
Note: Based on the unit’s review, describe recommendations for the following cycle. Discuss
planned areas for improvement.
Formed & chair an IR Committee that meets 7 times per year, once a month during
fall & spring semesters. The committee includes representation from faculty
(disciplines of math, chemistry, English & mathematics & statistics), IT (first level,
Dean of IT, & second level supervisor), administrative staff (VP of Student Services
& VP Instruction), Assoc. Dean of Grants & members of LCR and Academic Senate.
Semester presentations/lectures to students in biology 100 (data collection &
sampling), math tutoring candidates TA80 (data on demographics & student stats) and
chapter of math/science Mu Alpha Theta math club.
Highly recommend a: 1. research assistant on a part time basis (24 hours/week) by
2011. This position is key to build on the current department momentum to meet the
current and future needs of the faculty and administrate staff. It is also a key
element in delivering fact based data to drive key decisions that lead to student
success. 2. A part time administrative assistance (24 hours/week) to perform the
weekly clerical duties. The admin position would increase the productivity of the
Associate Dean and result in a significantly improved use of human and financial
resources.
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4.2 Identification of Resources Required to Achieve Recommendations (Staff, Supplies,
Equipment, Facilities, Marketing/Outreach needs, Institutional Research needs, Other)
Note: Based on the unit’s review, describe the unit’s needs for resources (identified above).
Itemize actions which the unit is planning to take to meet challenges and improve student
learning/department learning outcomes
Part 4.1 Area Needs Assessment - Staff
(Please include: How is the data outcome and analysis tie to your area needs?)
Position Staffing Levels for Each of the Previous Five Years Anticipated needs
2004 2005 2006
2007 2008 %
Change f r o m Year 1 to
Year 5
2009 - 2010
2010- 2011
Administration (Certificated Management)
0 0 0 0 1 1 1
Classified Staff FT (Including Classified Management)
0.5 0.5 0 0 0 0.5 0.5
Classified Staff PT
0 0 0 0 0 0.5 0.5
Confidential Staff FT
0 0 0 0 0
Hourly Staff (by 1000 hour equivalent = .5)
0 0 0 0 0
Student Workers
0 0 0 0 0
Faculty Reassigned FTE Full time
0 0 0 0 0
Need of a part-time Research Analyst to support the daily Datatel student data
analysis needs of the institution.
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Faculty Reassigned FTE Part time
0 0 0 0 0
Professional Expert 0 0 0 0 0
Total Full Time Equivalent Work
0.5 0.5 0 0 1 2 2
Part 4.2 Area Needs Assessment – Equipment/Repair
List Equipment or Equipment Repair Needed for Next
Academic Year.
Please list/summarize the needs of your unit on your
campus below. Please be as specific and as brief as possible.
Place items on list in order (rank) or importance.
Annual TCO*
Cost per
item
Number
Requested
Total Cost of
Request
1. Two 24” monitors (24 diagonal by 18.8H x 22W ) Dell Professional
P2411H 24-inch Widescreen Flat Panel Monitor with LED 229.00ea +
tax
Reason: Increases productivity of department head (Assoc. Dean of
Research & Planning)
252.00 2 508.00
2.
Reason:
3. Reason:
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4. Reason:
5. Reason:
6.
Reason:
Part 4.3 Area Needs Assessment – Facilities
List Facility/Staff Needs for Next Academic Year. Annual TCO*
(Remodels, Renovations or added new facilities) Place items on list in order (rank) or importance.
Total Cost of
Request
1. Not applicable Reason:
2.
Reason:
3.
Reason:
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4.
Reason:
5. Reason:
6. Reason:
Part 4.4 Area Needs Assessment – Professional Development Needs
List Professional Development Needs for Next Academic Year
Reasons might include in response to SLO assessment findings or
the need to update curriculum. 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.
Annual TCO*
Cost
per
item
Number
Requested
Total
Cost of
Request
1. Reason:
2.
Reason:
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3.
Reason:
4.
Reason:
5.
Reason: