AY 2006 Annual Program AY 2006 Annual Program Review Data Delivery PlanReview Data Delivery Plan

Data DescriptionData DescriptionProcess – TimelineProcess – Timeline

Rev. 3-6-07Rev. 3-6-07

PurposePurpose

The primary purpose of this presentation is to provide clarity to all The primary purpose of this presentation is to provide clarity to all instructional programs on where and how the data is calculated for instructional programs on where and how the data is calculated for the AY 2006 Annual Program Review.the AY 2006 Annual Program Review.

We have been asked to produce an annual program review for each We have been asked to produce an annual program review for each and every one of our instructional programs and units. They are and every one of our instructional programs and units. They are required of each system CC and will be taken to the U of H Board of required of each system CC and will be taken to the U of H Board of Regents for their review.Regents for their review.

Units will follow the schedule as outlined here but may be using their Units will follow the schedule as outlined here but may be using their own template for their reviews.own template for their reviews.

This presentation is created in the spirit of keeping the organization This presentation is created in the spirit of keeping the organization up to speed with changes based on both current needs and up to speed with changes based on both current needs and continuous process improvement. continuous process improvement.

What template do I use?What template do I use?If you are writing your unit review in support of Student Services you will If you are writing your unit review in support of Student Services you will use:use:

Student Support Services TemplateStudent Support Services Template

If you are writing your unit review in support of Administrative Services you If you are writing your unit review in support of Administrative Services you will use:will use:

Administrative Services TemplateAdministrative Services Template

If your unit is other than Student Services or Administrative Services you If your unit is other than Student Services or Administrative Services you will use:will use:

Annual Unit Review TemplateAnnual Unit Review Template

If you are writing an Instructional Program Review you will use:If you are writing an Instructional Program Review you will use:

Annual Instructional Program Review TemplateAnnual Instructional Program Review Template

Instructional Program Paid CoursesInstructional Program Paid Courses

Since 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 have asked program courses in our student information system, we have asked for your help in identifying them.for your help in identifying them.

In short, the PPC are the courses that your program is responsible for. In short, the PPC are the courses that your program is responsible for. They are the courses taught by the programs faculty and lecturers They are the courses taught by the programs faculty and lecturers who are paid by the program.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 are lecturers that are paid by the programs grant money as well—they are still being paid by the program.still being paid by the program.

Not sure what’s been counted for your program?Not sure what’s been counted for your program? Check the Check the Master PPC ListingMaster PPC Listing

Program Paid Courses Program Paid Courses are…are…

All Liberal Arts A.A. degree courses taken directly from All Liberal Arts A.A. degree courses taken directly from the General Catalog EXCEPT for elective courses.the General Catalog EXCEPT for elective courses.

PPC as defined by DC/Program Initiators, and Assistant PPC as defined by DC/Program Initiators, and Assistant Dean’s of Instruction.Dean’s of Instruction.

Any course described as an Experimental course with a Any course described as an Experimental course with a course number such as 197, 198, 297, or 298.course number such as 197, 198, 297, or 298.

Courses Courses Not Counted Not Counted asas Program Paid Program Paid

Any course described as Coop Voc Ed such as 93V or Any course described as Coop Voc Ed such as 93V or 193V.193V.

Any course described as Independent/Directed Studies Any course described as Independent/Directed Studies such as 99V, 199V, or 299V.such as 99V, 199V, or 299V.

Any Liberal Arts A.A. degree elective courses.Any Liberal Arts A.A. degree elective courses.

Any Liberal Arts A.A. degree non-elective courses under Any Liberal Arts A.A. degree non-elective courses under 100 level.100 level.

AY 2006 Annual Program Review AY 2006 Annual Program Review Instructional Data ElementsInstructional Data Elements

At this point every instructional program should have received a table At this point every instructional program should have received a table with all of the data they need in order to write their reviews. with all of the data they need in order to write their reviews.

The next 17 slides will explain in detail what data has been provided to The next 17 slides will explain in detail what data has been provided to you for your annual instructional program review write ups and how it you for your annual instructional program review write ups and how it has been calculated.has been calculated.

Your data has been derived from an extract program, which takes data Your data has been derived from an extract program, which takes data directly from the Banner student information system by programmer directly from the Banner student information system by programmer extraordinaire Marv Kitchen. The data sent to you in the table extraordinaire Marv Kitchen. The data sent to you in the table represents hundreds of development hours by many people in the represents hundreds of development hours by many people in the organization.organization.

Click the link below if you would like to just see a listing of the elements.Click the link below if you would like to just see a listing of the elements.

AY 2006 Annual Instructional Program Review Data ElementsAY 2006 Annual Instructional Program Review Data Elements

#1#1 Number of Unduplicated MajorsNumber of Unduplicated Majors

This is the total number of HawCC students with the This is the total number of HawCC students with the declared major.declared major.

Reported for Fall and Spring semester as well as the Reported for Fall and Spring semester as well as the academic year.academic year.

Unduplicated headcount means that the student major is Unduplicated headcount means that the student major is counted once for being in either the Fall OR Spring counted once for being in either the Fall OR Spring semesters, OR both. semesters, OR both.

These are students that were registered as of the start of These are students that were registered as of the start of the semester, regardless of whether they may have the semester, regardless of whether they may have dropped later.dropped later.

#2#2 Total Student Semester HoursTotal Student Semester Hours

This is total student semester hours earned from ALL This is total student semester hours earned from ALL courses taken by students in the declared major.courses taken by students in the declared major.

““All courses”, as defined above means we count SSH for All courses”, as defined above means we count SSH for basket weaving and auto shop (for example)…even if basket weaving and auto shop (for example)…even if these courses are not part of the program in review.these courses are not part of the program in review.

The total student semester hours are counted for The total student semester hours are counted for students whose primary campus is HawCC and they had students whose primary campus is HawCC and they had an active registration at some point in the semester.an active registration at some point in the semester.

#3#3 FTE Student MajorsFTE Student Majors

This is SSH (from element #2)/15 for a semester, or SSH This is SSH (from element #2)/15 for a semester, or SSH /30 for AY)./30 for AY).

FTE stands for Full Time Equivalent and is further FTE stands for Full Time Equivalent and is further defined as student semester hours divided by 15 credits defined as student semester hours divided by 15 credits for a semester.for a semester.

For the academic year we simply take the yearly student For the academic year we simply take the yearly student semester hours (Fall + Spring) and divide by 30 credits.semester hours (Fall + Spring) and divide by 30 credits.

#4#4 Number of GraduatesNumber of Graduates

All degrees and certificates awarded in the program to a All degrees and certificates awarded in the program to a single student are counted as one item (one graduate) single student are counted as one item (one graduate) and reported for the academic year.and reported for the academic year.

A graduate is defined as all declared majors in the A graduate is defined as all declared majors in the program that earn either a certificate OR a degree in an program that earn either a certificate OR a degree in an academic year.academic year.

#5#5 Number of classesNumber of classes

This is the total number of Program Paid Core This is the total number of Program Paid Core (PPC) classes (sections) taught.(PPC) classes (sections) taught.

DE concurrently run classes will not be DE concurrently run classes will not be duplicated and will be reported as one class.duplicated and will be reported as one class.

#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.

#7#7 Average Class fitAverage Class fit

This is the (sum of PPC class enrollments / max enrollments) / This is the (sum of PPC class enrollments / max enrollments) / Number of PPC classes taught. This will be expressed as a Number of PPC classes taught. This will be expressed as a percentage.percentage.

For example: when you have enrollments of 15, 18, & 20, and max For example: when you have enrollments of 15, 18, & 20, and max enrollment for each is 30, 20, and 15 respectively, and 3 classes are enrollment for each is 30, 20, and 15 respectively, and 3 classes are taught: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 program.This is NOT a calculated value; it is assigned FTE for the program.

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

Not sure of your BOR Appointed Program Faculty for your program? Not sure of your BOR Appointed Program Faculty for your program? Click below to go to the worksheet for the year of interest: Click below to go to the worksheet for the year of interest:

BOR Appointed Program FacultyBOR Appointed Program Faculty

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

Basically, Student FTE / Faculty FTEBasically, Student FTE / Faculty FTE

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

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

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

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

#14 #14 PPC Average GPAPPC Average GPA

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

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

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

#16 #16 Budget Budget

This is the programs budget for supplies and This is the programs budget for supplies and maintenance plus any c fund purchases for maintenance plus any c fund purchases for equipment over 5K in the reporting period. equipment over 5K in the reporting period.

#17 #17 College Cost per SSHCollege Cost per SSH

This is the cost to the college to run the program / total This is the cost to the college to run the program / total SSH of all students enrolled in PPC classes (from #10 SSH of all students enrolled in PPC classes (from #10 above), for the academic year.above), for the academic year.

These costs would include salaries for faculty and These costs would include salaries for faculty and lecturers calculated using the rank 4 rate per credit hour lecturers calculated using the rank 4 rate per credit hour of instruction, supplies and maintenance, and any c fund of instruction, supplies and maintenance, and any c fund purchases for equipment over 5K. purchases for equipment over 5K.

Annual Review TimelineAnnual Review TimelineValidate program/unit listing held by system and return

Develop process, training materials, and timeline

Edit and repost all training documentation to assessment website

Identify Scope of data requests by units

VCAA to OK recommended path for annuals

5Mar07

Provide Annual Program Review Training to Campus

Delivery of 44 Programs & Units to System Office

5Mar071Mar07 5Mar07

Post 44 Programs & Units to Assessment Website

April 16thApril 17th

March 16th

6Mar07

Begin gathering data for Student Services Unit

28Feb07

All instructional program and unit reviews due to VCAA by email by EOB Monday April 2nd

2Apr07

AY2006 Annual Review ProcessAY2006 Annual Review ProcessStep 1Step 1 Write your instructional or unit review using the Write your instructional or unit review using the appropriate template.appropriate template.

Step 2Step 2 Send aSend a singlesingle Word Word document of your review to VCAA document of your review to VCAA Doug Dykstra by email no later than end of business, Doug Dykstra by email no later than end of business, Monday Monday April 2April 2ndnd. . Reviews sent in that are not created in Reviews sent in that are not created in Word or are sent Word or are sent in as multiple documents will be in as multiple documents will be returned for correction.returned for correction.

Step 3Step 3 VCAA will ensure that all reviews have been received as VCAA will ensure that all reviews have been received as a a single Word document and that they are adequate.single Word document and that they are adequate.

Step 4Step 4 VCAA will forward all approved reviews to Chancellor VCAA will forward all approved reviews to Chancellor Rockne Freitas with a cc to IR Shawn Flood.Rockne Freitas with a cc to IR Shawn Flood.

Step 5Step 5 The reviews will be appropriately packaged and sent to The reviews will be appropriately packaged and sent to the System Office for review by the UH Board of the System Office for review by the UH Board of Regents.Regents.

Step 6Step 6 The reviews will finally be converted to PDF and posted The reviews will finally be converted to PDF and posted to the Assessment Web Site.to the Assessment Web Site.

Questions?Questions?

The intention of this presentation was to provide one source for all The intention of this presentation was to provide one source for all of the documentation related to the Annual Review process. I have of the documentation related to the Annual Review process. I have linked any documents you should need directly into this linked any documents you should need directly into this presentation.presentation.

If you need more information on this process please feel free to If you need more information on this process please feel free to contact me:contact me:

Shawn FloodShawn Flood 974-7512974-7512

Mahalo!Mahalo!