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AY 2010 LBRT Instructional Program Review Data Delivery Plan

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Title: AY 2010 LBRT Instructional Program Review Data Delivery Plan


1
AY 2010 LBRT Instructional Program Review Data
Delivery Plan
  • Data Description
  • Process Timeline
  • Rev. 10-29-10

2
Purpose
  • The primary purpose of this presentation is to
    provide clarity to all instructional programs on
    how the data is calculated for both our local
    Comprehensive and the system required Annual
    Program Reviews.
  • We have been asked to produce an annual program
    review for each 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 Regents for their review.
  • So who has to do a program review this year? If
    you are normally scheduled to do a comprehensive
    or are Jumping you will do a comprehensive
    review this year. Additionally, every
    instructional and non-instructional program will
    do an Annual Program Review this year.
  • Not sure if youre scheduled for a comprehensive
    review or not?
  • Click here for the Program-Unit Review Schedule

3
What are we doing to improve our program review
process?
  • Based on the feedback we received from you last
    year from our program review process improvement
    focus groups, the following changes have been
    made
  • In the interest of continuous process improvement
    your suggestions for improving this process are
    posted on the Assessment Website and linked here
    for your convenience
  • Program/Unit Process Improvement Summary
  • Over the course of the summer the new program
    review website was developed and most of the
    documentation was updated to reduce the amount of
    time it takes to get you the data you need for
    your review.
  • Your overall program budget this year will
    include the actual cost for salaries, the actual
    b-budget expenditures, and the cost to run your
    program taking grant dollars into consideration.
  • Annual Instructional Program Review data,
    glossaries, and health call rubrics will be
    delivered entirely on-line, through an in-house
    developed program designed for UHCCs.
  • Programs completing comprehensive reviews this
    year will continue to receive their comprehensive
    review template with the imbedded and formatted
    data table.

4
What is different this year?
  • Five separate training sessions will be given
    this year in order to focus on specific groups.
    They are
  • 1. ATE Division Programs
  • 2. Hospitality, Business Ed, and Nursing Division
    Programs
  • 3. Liberal Arts Division Programs
  • 4. Public Services
  • 5. Units
  • This year the Liberal Arts program has its own
    program review and health call scoring rubric.
  • There will be 3 distinct training presentations
    to accommodate the new Liberal Arts review.
  • 2 full years of data provided to programsnext
    year we will have 3.
  • No coversheets
  • No upload capabilities with web submission tool.
    Your analysis should be on the data provided.

5
Whats a Jumper?
  • A Jumper is a locally defined term that is used
    to describe an instructional program or
    non-instructional program (unit) that has decided
    to jump out of their normally scheduled slot for
    their comprehensive program reviews and into this
    years cycle.
  • Why would anyone want to do that? Jumping into
    this years comprehensive cycle means that you
    will have an opportunity to be considered for any
    budgetary decisions that will be made in this
    years budget process.
  • Jumpers will still have to do their comprehensive
    review on their next scheduled review. Jumping
    does not affect the existing scheduleyou are
    voluntarily doing an extra review to be
    considered in this budget cycle.

6
I belong to the Liberal Arts Program which form
do I use?
  • COMPREHENSIVE REVIEWS
  • The Liberal Arts program is not required to
    do a comprehensive review this year.
  • --------------------------------------------------
    --------------------------------------------------
    -----------
  • ANNUAL REVIEWS
  • Your programs data table is available
    on-line using the link below. You should have
    everything you need to begin writing your review
    within the web submission tool. Plan to save
    your work oftenespecially when switching between
    screens, and plan to do most of your formatting
    within the tool if you are copying and pasting in
    from Word.
  • UHCC Annual Report of Program Data Web Submission
    Tool

7
Terminology / Timing
  • For AY 2009 the data is pulled as of Summer 08,
    Fall 08, and Spring 09 terms.
  • For AY 2010 the data is pulled as of Summer 09,
    Fall 09, and Spring 10 terms.
  • The Census freeze event is the fifth Friday after
    the first day of instruction.
  • The End of semester freeze event is 10 weeks
    after the last day of instruction.
  • FY stands for Fiscal Year. The UH Fiscal year
    runs from July 1st to June 30th. So, for
    example, if you are looking at the number of
    degrees in your program for the period FY 2010,
    that would include all degrees conferred between
    July 1st 2009 to June 30th 2010.

8
Instructional Program Review Data Elements
  • The system office reported your AY 2009 data
    using todays routines, which may vary from what
    was reported to you last year. This is due to the
    system office using improved routines over the
    ones used last year.
  • Student information data this year comes
    exclusively from the Operational Data Store
    (ODS). Organizationally this means that all
    community colleges are getting the data from the
    same place and at the same snapshot in time (this
    is a good thing).
  • The following slides will explain in detail what
    data has been provided to you for your annual
    instructional program review write up and how it
    has been calculated.

9
1 Number of Majors
  • Count of program majors who are home-institution
    at your college.
  • Count excludes students that have completely
    withdrawn from the semester at CENSUS.
  • This is an annual number. Programs receive a
    count of .5 for each term within the academic
    year that the student is a major. A maximum count
    of 1.0 (one) for each student.

10
2 Increase Majors from Prior Year
  • In alignment with UHCC Strategic Planning Goals,
    General and Pre-Professional Education programs
    are expected to grow by 3 per year.
  • Data Source Difference in item 2 from prior
    year divided item 2 current year.
  • Unfamiliar with our Strategic Plan? Click on the
    link below
  • HawCC Strategic Plan Spring 2010 Actuals

11
3 SSH Program majors in Program Classes
  • The sum of Fall and Spring SSH taken by program
    majors in courses linked to the program. Captured
    at Census and excludes students who have already
    withdrawn (W) at this point.
  • Excludes Directed Studies (99 series).
  • Differs from MAPS as UHCC data includes
    Cooperative Education (93 series) as there is a
    resource cost to the program.
  • Not sure what your program classes are? Click
    here to find out
  • Program Course Listing

12
4 SSH Non-Majors in Program Classes
  • The sum of Fall and Spring SSH taken by
    non-program majors (not counted in 3) in courses
    linked to the program. Captured at Census and
    excludes students who have already withdrawn (W)
    at this point.
  • Excludes Directed Studies (99 series).
  • Differs from MAPS as UHCC data includes
    Cooperative Education (93 series) as there is a
    resource cost to the program.

13
5 SSH in All Program Classes
  • The sum of Fall and Spring SSH taken by all
    students in classes linked to the program.
    Captured at Census and excludes students who have
    already withdrawn (W) at this point.
  • Excludes Directed Studies (99 series).
  • Differs from MAPS as UHCC data Includes
    Cooperative Education (93 series) as there is a
    resource cost to the program.

14
6 FTE Enrollment in Program Classes
  • Sum of Student Semester Hours (SSH) taken by all
    students in classes linked to the program (5)
    divided by 30. Undergraduate, lower division Full
    Time Equivalent (FTE) is calculated as 15 credits
    per term.
  • Captured at Census and excludes students who have
    already withdrawn (W) at this point.

15
7 Total Number of Classes Taught
  • Total number of classes taught in Fall and Spring
    that are linked to the program.
  • Concurrent and Cross listed classes are only
    counted once for the primary class.
  • Excludes Directed Studies (99 series).
  • Differs from MAPS as UHCC data Includes
    Cooperative Education (93 series) as there is a
    resource cost to the program.

16
Determination of programs health based on demand
  • This year the system office will calculate and
    report health calls for all instructional
    programs using academic year 2010 data.
  • If you are interested in how the Liberal Arts
    Health Calls were determined, refer to the rubric
    linked here
  • Liberal Arts Program Health Rubric

17
8 Average Class Size
  • Total number of students actively registered in
    Fall and Spring program classes divided by
    classes taught (7).
  • Captured at Census and excludes students who have
    already withdrawn (W) at this point.
  • Excludes Directed Studies (99 series).
  • Differs from MAPS as UHCC data Includes
    Cooperative Education (93 series) as there is a
    resource cost to the program.

18
9 Fill Rate
  • Total active student registrations in program
    classes (number of seats filled) at Fall and
    Spring census divided by the maximum enrollment
    (number of seats offered).
  • Captured at Census and excludes students who have
    already withdrawn (W) at this point.

19
10 FTE BOR Appointed Faculty
  • Sum appointments (1.0, 0.5, etc.) of all BOR
    appointed program faculty (excludes lecturers and
    other non BOR appointees).
  • Uses the hiring status of the faculty member
    not the teaching/work load.
  • Uses the Employing Agency Code (EAC) recorded in
    the Human Resources (HR) database to determine
    facultys program home.
  • Faculty Teaching solely Remedial and/or
    Developmental Reading, Writing, or Mathematics
    are excluded from the counts in Liberal Arts and
    included in the counts for the Remedial/and or
    Developmental programs. Faculty with split
    assignments among Remedial/Developmental classes
    and Transfer level classes are reflected
    proportionally.
  • Data as of March 2010.
  • Data provided by UH Human Resources Office.
  • Click here to find out who the BOR Appointed
    Program Faculty are for your program
  • Instruction Program BOR Appointments

20
11 Majors to FTE BOR Appointed Faculty
  • Number of majors (1) divided by sum appointments
    (10) (1.0, 0.5, etc.) of all BOR appointed
    program faculty.
  • Data show the number of student majors in the
    program for each faculty member (25 majors to 1
    faculty shown as 25)

21
12 Majors to Analytic FTE Faculty
  • Number of majors (1) divided by number of
    Analytic FTE faculty (12a).

22
12a Analytical FTE Faculty (Workload)
  • Calculated by sum of Semester Hours (not Student
    Semester Hours) taught in program classes divided
    by 27.
  • Analytic FTE is useful as a comparison to FTE of
    BOR appointed faculty (10). Used for analysis of
    program offerings covered by lecturers.

23
Where are my budget numbers?
  • This year, a decision was made to use the actual
    expenditures of both B-Budgets and salaries, as
    part of your overall budget.
  • The budget numbers you need for your program
    review are now available on the Assessment
    website at
  • AY 2010 Instructional Program Review Budget Table
  • Programs doing comprehensive reviews will need to
    first enter the budget information into the
    annual web submission tool, then plug those
    numbers into your data sheets, which have been
    embedded and formatted into your newly approved
    template.

24
How do I get the budget numbers into the web
submission tool?
  • Log in, using your UH username and password.
  • Click on the Enter web submission button.
  • Select the Cost per SSH tab.
  • Click the Edit button for your program.
  • Go to the link on the assessment website for your
    budget and
  • Enter the value of general funds. (this is
    b-budget plus salary)
  • Enter the value of federal funds.
  • Enter any other funds that you wish to add.
  • Click the Save Cost per SSH Data button at
    bottom of page.
  • Your overall budget allocation (sum of everything
    you entered) and the cost per SSH will
    automatically populate the data table in your
    review.
  • For those programs doing a comprehensive review,
    this is where you will get your budget numbers.
  • Note There is no way to update your budget for
    AY 2009 this year.

25
13 Overall Program Budget Allocation
  • The overall program budget allocation General
    Funded Budget Allocations (13a)
    Special/Federal Budget Allocations (13b)

26
13a General Funded Budget Allocation
  • The general funded budget allocation actual
    personnel costs b budget expenditures
  • Personnel costs this year include the salaries
    for faculty, lecturers, overload, APT, student
    help, and clerical.

27
13b Special/Federal Budget Allocation
  • The expenditure of dollars from Federal grants

28
14 Cost per SSH
  • Program Budget Allocation (13) divided by SSH in
    program classes (5)

29
15 Number of Low Enrolled (lt10) Classes
  • Classes taught (7) with 9 or fewer active
    students at Census.
  • Excludes students who have already withdrawn (W)
    at this point.
  • Excludes Directed Studies (99 series).
  • Includes Cooperative Education (93 series) as
    there is a resource cost to the program.

30
Determination of programs health based on
efficiency
  • This year the system office will calculate and
    report health calls for all instructional
    programs using academic year 2010 data.
  • If you are interested in how the Liberal Arts
    Health Calls were determined, refer to the rubric
    linked here
  • Liberal Arts Program Health Rubric

31
16 Successful Completion (Equivalent C
or higher)
  • Percentage of students actively enrolled in
    program classes at Fall and Spring census who at
    end of semester have earned a grade equivalent to
    C or higher.
  • Captured at Census and excludes students who have
    already withdrawn (W) at this point.

32
17 Withdrawals (grade W)
  • Number of students actively enrolled (at this
    point have not withdrawn) at Fall and Spring
    census who at end of semester have a grade of W.

33
18 Persistence Fall to Spring
  • Count of students who are majors in program at
    fall census (from Fall semester 1) and at
    subsequent Spring semester census are enrolled
    and are still majors in the program.
  • Excludes students who have already withdrawn (W)
    at this point.
  • Example
  • 31 majors start in Fall
  • 21 majors of the original 31 persist into Spring
  • 21/31 .6774 or 67.74

34
19 Unduplicated Degrees/Certificates Awarded
  • Unduplicated headcount of students in the fiscal
    year reported to whom a program degree or any
    certificate has been conferred. (Sum of 19a, 19b,
    19c, and 19d).
  • Uses most recent available freeze of fiscal year
    data.
  • For ARPD year 2009, the most recent fiscal data
    on August 15, 2009, was from FY 2008.
  • For ARPD year 2010, the most recent fiscal data
    on August 15, 2010, was from FY 2010.

35
19a Associate Degrees Awarded
  • Degrees conferred in the FISCAL_YEAR_IRO.
  • The count is of degrees and may show duplicate
    degrees received in the program by the same
    student.
  • Uses most recent available freeze of fiscal year
    data. Note for ARPD year 2009, the most recent
    fiscal data on August 15, 2009, was from FY 2008.
  • For ARPD year 2010, the most recent fiscal data
    on August15, 2010, was from FY 2010.
  • FISCAL_YEAR_IRO
  • Fiscal year, where the value indicates the
    ending of the fiscal year. For example, a
    FISCAL_YR_IRO value of 2005 indicates the fiscal
    year 2004-2005 (July 1, 2004 to June 30, 2005)
    which includes Summer 2004, Fall 2004, and Spring
    2005 semesters

36
19b Academic Subject Certificates Awarded
  • The count is of program Academic Subject
    Certificates and may show multiple Academic
    Subject Certificates in the same program received
    by the student.
  • Uses most recent available freeze of fiscal year
    data.

37
19c Goal
  • The UH Community Colleges have established
    increasing the number of Associate Degrees
    awarded as a priority.
  • Beginning with the baseline of 2006 (see MAPS
    Degrees and Certificates Earned 2005-2006)
    programs are expected to increase the number of
    Associate Degrees by 3 compounded annually.
  • The number in 19c reflects the goal for the
    appropriate year.
  • Uses most recent available freeze of fiscal year
    data.

38
19d Difference Between Unduplicated Awarded and
Goal
  • The percent difference between the number of
    Associate degrees awarded (19a) and the goal
    (19c).
  • General Pre Professional Programs are expected to
    increase Associate Degrees awarded by 3
    compounded annually.
  • Example The programs goal is 119 (19c). The
    actual number of Associate degrees awarded (19a)
    is 154 35 degrees more than their goal.
  • Thirty-five is 29 greater than the goal.
  • Uses most recent available freeze of fiscal year
    data.

39
20 Transfers to UH 4-yr
  • Students with home campus UH Manoa, UH Hilo, or
    UH West Oahu for the first time Fall 2009 who
    prior to Fall 2009 had UH community college as
    home campus.
  • Also includes students who for the first time in
    Fall 2009 show Maui CC, Applied Business
    Information Technology as home campus and major.
  • This is a program measure. A student is included
    in the count of program transfers in as many
    programs in which they have been a major at the
    college.
  • For new programs, the baseline is calculated in
    the year following the establishment of the
    program specifically the year in which there
    are a critical mass of majors reported in
    IRO_Base_UH.

40
20a Transfers with degree from program
  • Students included in 20 who have received a
    degree from the community college program prior
    to transfer.
  • Does not include any certificates.

41
20b Transfers without degree from program
  • Students included in 20 who did not receive a
    degree from the community college program prior
    to transfer but did transfer.

42
20c Increase by 3 Annual Transfers to UH 4-yr
Goal
  • The UH Community Colleges have established
    increasing the number of students who transfer to
    UH 4-year institutions as a priority.
  • Beginning with the baseline of 2006, General Pre
    Professional programs are expected to increase
    the number of students who transfer by 3
    compounded annually.
  • The number in 20c reflects the goal for the
    appropriate year.
  • Source UHCC Strategic Plan 2.4. Subset of all
    transfers, filtering for specific program.

43
20d Difference Between Transfers and Goal
  • The percent difference between the number of
    Transfers to UH 4-year institutions (20) and the
    goal (20c).
  • General Pre Professional Programs are expected to
    increase transfers to UH 4-year institutions by
    3 compounded annually.
  • Example The programs goal is 59 (20c). The
    actual number of transfers (20) is 69 9
    transfers more than their goal.
  • Nine is 15 greater than the goal.

44
Determination of programs health based on
effectiveness
  • This year the system office will calculate and
    report health calls for all instructional
    programs using academic year 2010 data.
  • If you are interested in how the Liberal Arts
    Health Calls were determined, refer to the rubric
    linked here
  • Liberal Arts Program Health Rubric

45
Determination of programs overall health
  • This year the system office will calculate and
    report health calls for all instructional
    programs using academic year 2010 data.
  • If you are interested in how the Liberal Arts
    Health Calls were determined, refer to the rubric
    linked here
  • Liberal Arts Program Health Rubric

46
21 Number of Distance Education Classes Taught
  • Measures the number of classes taught with the
    mode of delivery as Distance Completely Online.
  • In setting up the class, the college indicates
    the method of instruction used by the instructor
    in conducting the class.
  • If the method is Distance Education, and the
    college indicates the mode of distance delivery
    as Distance Completely Online the class will
    be included in this count.

47
22 Enrollment Distance Education Classes
  • At the Fall and Spring census, the number of
    students actively enrolled in all classes owned
    by the program and identified as Distance
    Completely On-Line (21).
  • Does not include students who at Census have
    already withdrawn from the class.

48
23 Fill Rate
  • Total active student registrations in program
    distance education classes (21) (number of seats
    filled) at Fall and Spring census divided by the
    maximum enrollment (number of seats offered).
  • Does not include students who at Census have
    already withdrawn from the class.

49
24 Successful Completion (Equivalent C or higher)
  • Percentage of students enrolled in program
    Distance Education classes (22) at Fall and
    Spring census who at end of semester have earned
    a grade equivalent to C or higher.

50
25 Withdrawals (GradeW)
  • Number of students actively enrolled in program
    Distance Education classes (22) at Fall and
    Spring census who at end of semester have a grade
    of W.

51
26 Persistence (Fall to Spring not limited to
Distance Ed)
  • Students enrolled in program distance education
    classes at Fall census (22) who at subsequent
    Spring semester census are enrolled in the
    college.
  • Not limited to students continuing to take
    program distance education classes.
  • Example
  • 31 majors enrolled in DE classes in Fall
  • 21 majors of the original 31 majors persist into
    any Spring class
  • 21/31 .6774 or 67.74

52
Comprehensive Annual Program Review Timeline
Work with Chancellor to determine best strategy
for rolling out new on-line data submission tool.
Create and post a Program-unit review process
improvement summary document to capture year
over year improvements to existing PR process
Receive 2 years data from system office, perform
data validation, and begin building
instructional comprehensive data tables
Post all Program Unit Reviews to Assessment
Website
Determine what templates will be used and that
they are linked to a common website (UHCC).
Work with AC and Interim VCAA to determine what
needs to be taken back to UHCC IPRC
All program and unit reviews (Comprehensive and
Annual) due to Interim VCAA by web/email by EOB
Monday November 15th.
Build out 2010 program review page on the
assessment website
Jul 28th
Jul - Sept
Aug 15th
Aug 28th
Dec 20th
Nov 15
Sept 23rd
Jan 25th
Dec 15th
Aug 26th
Thru Oct
Jul - Sept
Jan 5th
Jul - Aug
Aug - Oct
Oct 23rd
Develop and administer PR Process Improvement
Survey
Develop presentation and training materials (3
presentations and 5 training sessions)
Review and edit all PR documentation and work
with Trina and AC for approvals
Collect and deliver data to Student Support
Services
Package and Delivery of all Program Unit
Reviews to System Office
Plan this years program review based on
suggested improvements from last years review
Provide Annual Program Review Training to Campus
Determine what changes to our local program-unit
review processes need to be made and plan for
same.
53
AY2010 Comprehensive Annual Review Process
  • Step 1 Write your instructional program review
    using the appropriate template or web
    submission tool.
  • Step 2 Send your documents (one Word document per
    review) to Interim VCAA Joni Onishi by email no
    later than end of business, Monday November
    15th, 2010.
  • Step 3 Interim VCAA will ensure that all required
    documents have been received and that they are
    adequate.
  • Step 4 Interim VCAA will forward all approved
    reviews to the Institutional Research Office
    for further processing.
  • Step 5 The Annual reviews will be collected
    on-line by the System Office for review by the
    UH Board of Regents. Comprehensive reviews
    will be forwarded along as appropriate following
    CERC guidelines.
  • Step 6 All reviews will finally be converted to
    PDF and posted to the Assessment Web Site.

54
Questions?
  • The intention of this presentation was to
    provide a single source for all of the
    documentation related to the Comprehensive
    Annual Instructional LBRT Program Review process.
    I have linked all of the documents you should
    need directly into this presentation.
  • For additional information, the glossary and
    health call scoring rubric can be found at
  • UHCC Annual Report of Program Data Web Submission
    Tool
  • If you need more information on this process
    please feel free to contact me
  • Shawn Flood 974-7512
  • Mahalo!
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