2006 Hybrid Program Review Data Delivery Plan

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2006 Hybrid Program Review Data Delivery Plan

• Process/Data Description
• Rev. 1-17-07

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Purpose

• The purpose of this presentation is to begin to
  frame in what our program review data template
  will look like for the 2006 Program Review cycle.
• We will be explaining differences between the
  last round of reviews and the current round from
  a data perspective.
• This presentation is created in the spirit of
  keeping the organization current with changes
  based on both current needs and continuous
  process improvement.

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Why Change?

• The 2005 program review cycle should be viewed as
  a learning opportunity for everyone in the
  organization.
• From last year we learned that some of the
  processes that we created proved to be less
  effective than we had hoped.
• We learned that many of the processes that are
  needed to get data into our system were either
  broken or non-existent.
• Many in our organization feel that our ability as
  an institution to have produced those 12 program
  reviews in the last cycle, and have them
  available to the ACCJC during their recent visit,
  may quite possibly have been the key to our
  getting released from on warning status. This
  is a huge accomplishment.
• The 2006 Hybrid Program Review is a culmination
  of our learning's from the 2005 program review
  cycle, with the focus on continual learning, and
  retooling to meet the demands of our upcoming
  program review.

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History

• Last years 2005 program review was a culmination
  of inputs from our System DOIs, in an attempt to
  create one program review to be used by the
  entire system.
• Getting clarity and definition for some of these
  data elements proved to be problematic.
• The 2006 Hybrid Program Review Data Template is a
  much more organic creation, taking the best of
  our original data elements, and adding student
  achievement data, as required by the BOR.

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Improvements

• There are many improvements that have been made
  to both the reporting engine and processes, for
  the current data retrieval cycle.
• To respond to your requests for the details,
  the code has been rewritten to deliver all of the
  detail behind your summary data.
• What this means to you is that if we report that
  you had 22 graduates on a certain year and you
  recall 24, we can show you a list of all of the
  students, by name, that we have on record in the
  system.

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Improvements Continued

• We no longer have the need to create, validate,
  maintain or build an exception process for the 2
  categories, Student Required Core (SRC), or
  Program Specific Core (PSC). This should
  greatly reduce the amount of work that it takes
  to define your program courses and maintain a
  program profile.
• We will have only 1 real category called,
  Program Paid Core, which will be the courses
  that you define as having responsibility for
  within your program.
• Additionally, we will not attempt to strip out
  your general education or elective courses.
• HawCC Hybrid Program Review Required Data Elements

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Program Paid Courses

• Since we currently have no way of determining or
  flagging your program courses in our student
  information system, we are asking 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.
• For the liberal arts program the PPC are the 100
  level and above courses that your program is
  responsible for, 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.

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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 semesters 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 metal 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 a program
  in a year 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 classes (sections
  taught) of Program Paid Core (PPC) classes.
• PPC classes are those which are taught by program
  faculty/lecturers and are paid by the program.
• This includes CVE courses.
• We will not report duplicate DE concurrently run
  classes.

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6 Average Class size

• This is the Sum of all PPC class enrollments /
  of classes taught in the PPC.
• By class enrollments it is understood that we
  are looking at earned creditsnot credits
  attempted.

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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.

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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).
• 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 B-Budget Expenses

• These are the programs expenses for supplies and
  maintenance plus any c fund purchases for
  equipment over 5K, for each year in the reporting
  period. This includes revolving account expenses
  where applicable. See legend below (BC)

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17 College Cost per SSH

• This is the cost to the college to run the
  program (not including costs covered by grant
  monies) / total SSH of all students enrolled in
  PPC classes (from element 10), for each year in
  the reporting period.
• These costs would include salaries for faculty,
  lecturer, APT, student help/work study, supplies
  and maintenance, and any c fund purchases for
  equipment over 5K. See legend (ABC)
• Costs for Sabbatical Leave are not captured here.

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18 Grant Cost per SSH

• These are the program expenses, which are paid
  for by the grant or grants to run the program /
  total SSH of all students enrolled in PPC classes
  (from element 10), for each year in the
  reporting period.
• Costs for Sabbatical Leave are not captured here.
  
• These costs would include salaries for faculty,
  lecturer, APT, student help/work study, supplies
  and maintenance, and any c fund purchases for
  equipment over 5K, which are paid for by grant
  monies. See legend (ABC)

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Costs Legend

• A Personnel costs including Faculty,
  Lecturers, APT, and Student Help/work study.
• B B Budget for supplies and maintenance
  (incl. revolving account expenses where
  applicable)
• C C fund purchases for equipment over 5K.

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When do I get my data?

• That depends.
• What we first need from each program is a list of
  their program paid courses (PPC). Without the PPC
  we can not deliver your data.
• Once weve received the PPC we can begin your
  data collection.
• We can commit to delivering the first 15 data
  elements June 1st, and will be working over the
  Summer to build the processes needed to get your
  expense information. Data Template
• If we do not have access to your expense
  information in our financial information system
  or otherwise, we may be asking for your
  assistance upon your return to get this
  information.
• Providing we have the PPC from your programs, AND
  we can run your program on the existing PR
  Engine, we can deliver the data you need by email
  by June 1st 2006.
• This data is as current as is available prior to
  Summer break. We would be glad to rerun your
  program review data upon your return if youd
  like to have the data representative of all the
  I grades, that will be trickling in over the
  course of the summer.

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Data Delivery Timeline
Deliver data elements 1-15 to Program
Initiators via email
Start Nursing as a separate PR Inquiry
Send out request for PPC with validation cycle
Post all documentation to assessment website
Load expense information into the PR engine
Program Reviews Due
June 1st
Apr 6th
November 13th
Work with Doug to develop supplementary training
materials and give training presentation
Verify accuracy of PR data
Identify Programs for inclusion in 2006 PR
Doug to OK use of data elements
Load all PPC into the PR engine
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2006 Instructional Program Initiators/Writers

• Nursing AS
• Elizabeth Ojala Program Initiator
• Jane Sherwood Writer
• Julie Moore Writer
• Digital Arts
• John Cole Program Initiator
• Violet Murakami Writer
• IT
• Joni Onishi Program Initiator
• Kent Killam Writer
• AEC
• Clyde Kojiro Program Initiator
• Gayle Cho Writer
• Carpentry
• Clyde Kojiro Program Initiator
• Gene Harada Writer
• Gordon Nekoba Writer
• ABRP
• Clyde Kojiro Program Initiator

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Data Revision Tracker

• Revision Comment
• 04-26-06 Original
• 05-08-06 Added revolving acct to budget on 16
  - 18
• 05-12-06 Updated slide 8 to request banner
  data update
• O5-15-06 Handling of Sabbatical Leave added to
  17 18
• 05-18-06 Clarification of class enrollments on
  6.
• 05-30-06 Added John Cole as PI for Dig Arts.
• 06-28-06 Changed 9 FTE Faculty calc for
  either credit or contact hour
  conversion, clarified 16 to read B-Budget
  Expenses, and to costs legend added work
  study.
• 09-27-06 Added Credit hour to contact hour
  conversion to 9.
• 10-10-06 Added Joni Onishi as PI for IT.
• 10-31-06 Decision Supplementary training
  materials will be prepared for next
  years program reviewnot the 2006 cycle.
• 10-31-06 9 Faculty FTE changed to reflect
  usage of new FTE Faculty Determination
  Schedule.
• 1-17-07 PPC definition changed to include 100
  level and above courses counted for the
  liberal arts program.
• 8 FTE of Teaching BOR Appointed
  Program Faculty changed to remove
  teaching, and added sabbatical leave is now
  counted.

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Questions?

• Reporting data out of the student information
  system in support of our program reviews is a
  dynamic process.
• We know whats in the system but only you know
  what goes on within your programs.
• If you see something that does not look right
  please let us know so we can make any corrections
  that may be needed.
• Mahalo!