AY 2006 Annual Program Review Data Delivery Plan

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AY 2006 Annual Program Review Data Delivery Plan

• Data Description
• Process Timeline
• Rev. 3-6-07

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Purpose

• The primary purpose of this presentation is to
  provide clarity to all instructional programs on
  where and how the data is calculated for the AY
  2006 Annual Program Review.
• 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.
• Units will follow the schedule as outlined here
  but may be using their own template for their
  reviews.
• This presentation is created in the spirit of
  keeping the organization up to speed with changes
  based on both current needs and continuous
  process improvement.

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What template do I use?

• If you are writing your unit review in support of
  Student Services you will use
• Student Support
  Services Template
• If you are writing your unit review in support of
  Administrative Services you will use
• Administrative Services
  Template
• If your unit is other than Student Services or
  Administrative Services you will use
• Annual Unit Review Template
• If you are writing an Instructional Program
  Review you will use
• Annual Instructional
  Program Review Template

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Instructional Program Paid Courses

• Since we currently have no way of determining or
  flagging your program courses in our student
  information system, we have asked for your help
  in identifying them.
• In short, the PPC are the courses that your
  program is responsible for. They are the courses
  taught by the programs faculty and lecturers who
  are paid by the program.
• This may include courses taught by the programs
  faculty and lecturers that are paid by the
  programs grant money as wellthey are still being
  paid by the program.
• Not sure whats been counted for your program?
• Check the Master PPC
  Listing

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Program Paid Courses are

• All Liberal Arts A.A. degree courses taken
  directly from the General Catalog EXCEPT for
  elective courses.
• PPC as defined by DC/Program Initiators, and
  Assistant Deans of Instruction.
• Any course described as an Experimental course
  with a course number such as 197, 198, 297, or
  298.

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Courses Not Counted as Program Paid

• Any course described as Coop Voc Ed such as 93V
  or 193V.
• Any course described as Independent/Directed
  Studies such as 99V, 199V, or 299V.
• Any Liberal Arts A.A. degree elective courses.
• Any Liberal Arts A.A. degree non-elective courses
  under 100 level.

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AY 2006 Annual Program Review Instructional Data
Elements

• At this point every instructional program should
  have received a table 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 you for your annual
  instructional program review write ups and how it
  has been calculated.
• Your data has been derived from an extract
  program, which takes data directly from the
  Banner student information system by programmer
  extraordinaire Marv Kitchen. The data sent to
  you in the table represents hundreds of
  development hours by many people in the
  organization.
• Click the link below if you would like to just
  see a listing of the elements.
• AY 2006 Annual Instructional Program Review
  Data Elements

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1 Number of Unduplicated Majors

• This is the total number of HawCC students with
  the declared major.
• Reported for Fall and Spring semester as well as
  the academic year.
• Unduplicated headcount means that the student
  major is counted once for being in either the
  Fall OR Spring semesters, OR both.
• These are students that were registered as of the
  start of the semester, regardless of whether they
  may have dropped later.

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2 Total Student Semester Hours

• This is total student semester hours earned from
  ALL courses taken by students in the declared
  major.
• All courses, as defined above means we count
  SSH for basket weaving and auto shop (for
  example)even if these courses are not part of
  the program in review.
• The total student semester hours are counted for
  students whose primary campus is HawCC and they
  had an active registration at some point in the
  semester.

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3 FTE Student Majors

• This is SSH (from element 2)/15 for a semester,
  or SSH /30 for AY).
• FTE stands for Full Time Equivalent and is
  further defined as student semester hours divided
  by 15 credits for a semester.
• For the academic year we simply take the yearly
  student semester hours (Fall Spring) and divide
  by 30 credits.

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4 Number of Graduates

• All degrees and certificates awarded in the
  program to a single student are counted as one
  item (one graduate) and reported for the academic
  year.
• A graduate is defined as all declared majors in
  the program that earn either a certificate OR a
  degree in an academic year.

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5 Number of classes

• This is the total number of Program Paid Core
  (PPC) classes (sections) taught.
• DE concurrently run classes will not be
  duplicated and will be reported as one class.

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6 Average Class size

• This is the Sum of all PPC class enrollments /
  of classes taught in the PPC.

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7 Average Class fit

• This is the (sum of PPC class enrollments / max
  enrollments) / Number of PPC classes taught.
  This will be expressed as a percentage.
• 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 taught
• 15/30 18/20 20/15
• .50 .90 1.33
• 2.73
• 2.73 / 3 PPC classes taught
• .91 or
• 91 Average class fit.

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8 FTE of BOR Appointed Program Faculty

• 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 notif they are appointed to
  the program they are counted.
• If a faculty member is on sabbatical they are
  still counted.
• This does NOT include Lecturers.
• Not sure of your BOR Appointed Program Faculty
  for your program? Click below to go to the
  worksheet for the year of interest
• BOR Appointed
  Program Faculty

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9 Number of FTE Faculty

• This IS a calculated value based upon the number
  of credits taught for PPC classes / 27 or 21
  credit hours.
• Determination on whether Faculty FTE is
  calculated using 27 or 21 credit hours is based
  on the following
• Faculty FTE Determination Schedule
• Faculty FTE is reported only for the academic
  year and includes Lecturers.

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10 Student semester hours for all PPC class
enrollments

• This is total SSH for both majors and non majors
  in all PPC classes.

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11 Student-Faculty Ratio

• This is (SSH of PPC classes from element 10 /
  30) / ( FTE Faculty from element 9).
• Basically, Student FTE / Faculty FTE
• It is reported only for the academic year.

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12 PPC Credits Earned Ratio

• This is credits earned by program majors in PPC
  classes / credits attempted by program majors in
  PPC classes.
• This includes grades A-D, and CR for credit-no
  credit courses.

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13 Non-PPC Credits Earned Ratio

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

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14 PPC Average GPA

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

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15 Non-PPC Average GPA

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

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16 Budget

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

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17 College Cost per SSH

• This is the cost to the college to run the
  program / total SSH of all students enrolled in
  PPC classes (from 10 above), for the academic
  year.
• These costs would include salaries for faculty
  and lecturers calculated using the rank 4 rate
  per credit hour of instruction, supplies and
  maintenance, and any c fund purchases for
  equipment over 5K.

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Annual Review Timeline
Edit and repost all training documentation to
assessment website
Validate program/unit listing held by system and
return
Develop process, training materials, and timeline
All instructional program and unit reviews due to
VCAA by email by EOB Monday April 2nd
Delivery of 44 Programs Units to System Office
5Mar07
April 16th
6Mar07
28Feb07
2Apr07
April 17th
5Mar07
1Mar07
5Mar07
March 16th
Begin gathering data for Student Services Unit
Identify Scope of data requests by units
Provide Annual Program Review Training to Campus
Post 44 Programs Units to Assessment Website
VCAA to OK recommended path for annuals
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AY2006 Annual Review Process

• Step 1 Write your instructional or unit review
  using the appropriate template.
• Step 2 Send a single Word document of your review
  to VCAA Doug Dykstra by email no later than end
  of business, Monday April 2nd. Reviews sent in
  that are not created in Word or are sent in as
  multiple documents will be returned for
  correction.
• Step 3 VCAA will ensure that all reviews have
  been received as a single Word document and
  that they are adequate.
• Step 4 VCAA will forward all approved reviews to
  Chancellor Rockne Freitas with a cc to IR Shawn
  Flood.
• Step 5 The reviews will be appropriately packaged
  and sent to the System Office for review by the
  UH Board of Regents.
• Step 6 The reviews will finally be converted to
  PDF and posted to the Assessment Web Site.

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Questions?

• The intention of this presentation was to provide
  one source for all of the documentation related
  to the Annual Review process. I have linked any
  documents you should need directly into this
  presentation.
• If you need more information on this process
  please feel free to contact me
• Shawn Flood 974-7512
• Mahalo!