by the SSMPA BoardStudent Success Summit ‐ Sept 23‐24, 2013

Aid El A GAiden ElyFolsom Lake College

Chelley MapleCollege of the Can ons

Anna GarzaNorth Orange Community College District

Joanna QuejadaMt San Jacinto CollegeCollege of the Canyons Mt. San Jacinto College

Representation• Consultation process ‐ participation in system‐wide 

policy making

• Direct communication to & from the Chancellor’s Office; testimony at BOG

• Student Services representation on work groups & task force; sit on MACforce; sit on MAC

• The professionals can speak when no one else can

Why a professional organization?Why a professional organization?

How does the Legislature know about “matriculation”? 

W d t t ll th !We need to tell them!and we did,in 2002‐03in 2002 03in 2003‐04in 2008‐09

Professional Development• Annual conference

d d l k• Statewide and regional networking

• Best practices and service delivery strategiesBest practices and service delivery strategies

• Informing importance of research, MIS, and communication of matriculation outcomes

Tracks in the PresentationTracks in the PresentationTracks in the PresentationTracks in the Presentation

• SSSP: Student Success and Support Program (SB 1456)

• EP: Statewide Enrollment Priority regulationsEP: Statewide Enrollment Priority regulations

• There is overlap in both tracks regarding the delivery of core  services (orientation assessment and counseling w/SEPs)(orientation, assessment and counseling w/SEPs)

• Although SSSP mandatory services are not required until registration for summer/fall 2015, the enrollment priority regulations (require the same 

/services) go into effect for registration summer/fall 2014

Student Success Act of 2012 (SB 1456) Student Success & Support Program Planning & Implementation Timeline

Fiscal Year 2012‐2013

Fiscal Year 2013‐2014

Fiscal Year 2014‐2015

Fiscal Year 2015‐2016

Fiscal Year 2016‐2017

ImplementationI l t ti Y 2System‐level Planning Year:• Implementation 

workgroups convened October 2012 to develop proposals for title 5 Matriculation

District/College‐Level  Planning Year:• Develop program plans• Implement MIS changes 

& ensure accurate & complete data reporting

District/College‐Level  Implementation Year 1:• Program plans & budgets 

submitted• Continue to ensure 

accurate & complete

Implementation Year 3:• Legislative 

report due  July 1, 2016

• FY 16‐17 

Implementation Year 2:• FY 15‐16 allocations 

based on 14‐15 year‐end data reported

• Fall 2015: Proposed requirement oftitle 5 Matriculation 

revisions, new allocation formula, & revised MIS data elements & definitions

• New program planning 

complete data reporting• Funding targeted to core 

services of orientation, assessment, counseling & advising, & other education planning 

accurate & complete data reporting

• Legislative implementation report due July 1, 2014 (biannually thereafter)

allocations based on 15‐16 year‐end data reported (50% 

requirement of mandated services for first time students

• Application of funding formula beginning this year (80% guarantee)p g p g

& budget process developed

• SB 1456 effective January 1, 2013

services• Allocations remain 

consistent as prior year, new formula not applied (95% guarantee)

(biannually thereafter)• Proposed student 

notification requirement Spring 2015

• Allocations remain consistent as prior year, 

guarantee)

new formula not applied (95% guarantee)

Order of PriorityDistrict flexibility

1. Ed Code: Active duty military & veteran students and current and former foster youth* who are new & fully matriculated or continuing y

provided to collapse level 1 & 2 if sufficient capacity exists to do

former foster youth* who are new & fully matriculated or continuing in good standing

exists to do so without displacing level 1 students

2. Existing Title 5: New and continuing fully matriculatedEOPS, DSPS and CalWORKs students in good standing

District flexibility to set

3. Continuing students in good standing and new, fully matriculated students to set

priorities and categories within these District flexibility to set priorities and categories for other studentsgroups

*

Priority 0: Eligible foster youth or former foster youth; students eligible for DSPS, EOPS and CalWORKs ; member or former member of the Armed Forces or Military Reserves

Priority 5: Eligible continuing students graduating or transferring at the end of thePriority .5: Eligible continuing students graduating or transferring at the end of the semester of registration

Priority .75: Eligible student athletes

Priority 1: Eligible students continuing from the prior semester and new matriculated students based on the number of units completed:

1.1 50‐89 units1.1    50 89 units1.2    30‐50 units1.3    12‐30 units1.4    <12 units and new fully matriculated

Priority 2: New to college (not fully matriculated), new transfer, returning and returning transfer students

Priority 3: Advanced Education students (concurrently enrolled high school)Priority 3: Advanced Education students (concurrently enrolled high school)

Open enrollment

• The Board of Governors is committed to ensuring gstudent equity in educational programs and college services.  “The [ CEO ] shall establish and implement a student equity plan that meets the Title 5 standardsa student equity plan that meets the Title 5 standards for such a plan.”

• SSSP: Coordinate SSSP plan with student equity plans to ensure that college has identified strategies to monitor and address any equity issues and mitigatemonitor and address any equity issues and mitigate any disproportionate impact on student access and achievement.

Academic Senate Advisory GroupsAcademic Senate        

Associated Student Groups    

Program or department chairs

Advisory Groups        

Union Representatives            

Board of TrusteesProgram or department chairs

Division Deans            

Administration

Board of Trustees       

Human Resources

Scheduling Department or office toAdministration           

Fiscal

Legal

Scheduling Department or office to enforce the policy and spell out procedures such as Admissions or Financial AidLegal 

Instructional and non‐ instructional faculty

www.ccleague.org

Board Policies (BP) and Administrative Procedures (AP)

Subscription Service includesSubscription Service includes

• Board Policy and Administrative Procedure Templates

Policy and procedure samples that are legally required, legally advised, or suggested as good practice for boards and districts. 

l d d b b d b d f dManuals are provided to subscribing districts in binder form and are available on the web.

Districts shall establish policies and processes for all of the following:

1 Requiring all non‐exempt students to complete1. Requiring all non exempt students to complete orientation and assessment and to develop education plans. (Initial services)

2. Exemption Policies3. Appeal procedures – clear distinction between enrollment priority loss and academic dismissal

• Enrollment priority practices go into effect in Spring 2014 for the Summer/Fall registration cycle.  (Priority groups, exemptions, appeals)

• Policies and regulatory revisions must be done and d i t i l t tiapproved prior to implementation

• Deadline for Board approval: January/February

Composition of work groups: • Is there an official body (participatory governance) • Inclusive and yet strategic• Holistic approach (all constituents affected)

• Matriculation service providersMatriculation service providers• Other student services• Categorical programs• InstructionInstruction• IT• Professional Development• Research

• EP: Establish work groups to determine priority groups, subgroups, order of priority, exemption criteria, appeals

SSSP f k t it SSS P Pl• SSSP: form work group to write SSS Program Plan

• Due Spring/Summer of 2014

Establish work groups to determine:• EP/SSSP: Examine orientation, assessment, counseling/SEP

C id ti f d li l bilit i i• Considerations: sequence of delivery, scalability, increasing access, methodologies, use of technology, 

• SSSP: MIS redesign implementation plang p p• SSSP: IT interfacing considerations Scheduling software (SARS) and

student record system (PeopleSoft/Datatel/Banner)

• EP: Continue Policy/Regulatory revisions

• Form SSSP Planning Committee to develop SSSP plan 

• Work groups to write: • mandatory services ‐ orientation, assessment, counseling/student ed. plan, • follow up /intervention• follow‐up /intervention, • research, • technology, • staffing/fiscal/budget  

The price of poor performance The price of poor performance ‐‐

SSSP Policy and Procedures on academic standing: Review your academic and progress standing, and intervention strategies.   

BP 4250          Probation, Disqualification, and ReadmissionReferences:Education Code Section 70902(b)(3);Title V Sections 55030‐55034This policy is legally required. The following are minimum standards defined in Title V. Boards may adopt more stringent standards as specified in 55030 55034 and if theyBoards may adopt more stringent standards as specified in 55030‐55034, and if they have done so, board policy must reflect those standards …

During the semester:During the semester: • Early Alert notifications

After the semester: • Target GS or NS students who have D, F, FW• Identif and place holds on A1 st dents• Identify and place holds on A1 students

• Interventions, workshops, counseling appointments• Creative approaches to continuing contact with students C eat e app oac es to co t u g co tact t stude tsduring their second semester on probation

Timing Timing ‐‐ prediction and informed guessworkprediction and informed guessworkS f i SEP d l t h d l• Sequence of services, SEP development, schedules 

• Registration and Enrollment

• Availability of applicationy pp

• Cutoff for Mandatory services (?)• Enrollment Management 

S d d h d li• Student centered scheduling  • Class availability• Basic skills

• Academic standing

• Change in registration

• Appeal or remediation

SSSP: Analyze budget considerations: 

• Core services of orientation assessment counseling• Core services of orientation, assessment, counseling, advising and educational planning and broad array of service delivery mechanisms

• Support services and targeted interventions to students at risk

• Limited for research and administrative uses• Limited for research and administrative uses

• Not allowable for Admissions and Records except directly related services (evaluation of coursework).  Is allowable ( )for match.

• Staffing ‐ Revise job descriptions

• Funding language ‐must be 3SP service if on budget

• SSSP: Initial draft of SSS Plan

• EP: Notify students in academic difficulty and those with +70 units of possible registration priority losswith +70 units of possible registration priority loss next Summer/Fall• Consideration:  Automate process for significant academic improvement

• EP: Plans and processes finalized for mandatory service delivery (orientation, assessment, Counseling/SEP)

Testing and practice runs for: 

• Software interfacing and technology• Software, interfacing, and technology

• Messaging materials

• Check pathways between SARS and Data ElementsCheck pathways between SARS and Data Elements

• Hiring and staffing

• Review appeals process

• Analyze programs for outcomes

• EP: Deadline for your Board approval of policies and proceduresEP: Deadline for your Board approval of policies and procedures• EP:  Begin delivery of mandatory services for all new, non‐exempt students. 

High priority on Group 1 (veterans, foster youth, DSPS, EOPS, CalWORKs)• SSSP: Begin development of 2014‐15 budgetSSSP: Begin development of 2014 15 budget 

• SSSP: SSSP Plan is final and moving through approval (committees)• Needs to be at Board level by April/May

• Continue trial runs• Feedback from students, staff, faculty and programs

I i l d tti th h?• Is your messaging clear and getting through?• Workable interface between technology, personal service delivery • MIS coding and programming up‐to‐speed

• Analyze for accuracy, efficiency and student well being

• EP: Sort students according to new enrollment priorities

• EP: Resolve any appeals prior to  registration• EP: Registration starts for fall term• EP:  Be prepared for complaints and requests for i di id l tiindividual exceptions

EP: Process Analysis for Improvement

• Gather and analyze data 

• Observation and feedback

h• Discussion with constituents

• Gap analysis

• Loss momentum analysis• Loss momentum analysis

• Systemic efficency

SSSP: SSSP Plan is final and approved for submitting to CCCCOSSSP: SSSP Plan is final and approved for submitting to CCCCO (depends on due date)

• SSSP: 2014‐15 budget final• Continue to ensure accurate & complete data reporting• Continue to ensure accurate & complete data reporting• Ongoing

• Appealspp• Intervention strategies• Notifications to students

M d i• Mandatory services• Workshops• Training and Professional DevelopmentTraining and Professional Development