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PROGRAM REVIEW HANDBOOK

2016-2017 San José City College

Program Review Handbook 2016-2017

TABLE OF CONTENTS

WHAT IS PROGRAM REVIEW.............................................................................................................3Overview............................................................................................................................................3Program Review Cycle........................................................................................................................3Annual Program Review.....................................................................................................................3Comprehensive Program Review Schedule 2014-2018......................................................................4

WHO IS INVOLVED............................................................................................................................5Program Review Self-Study Groups...................................................................................................5Program Review Committee (PRvC) charge.......................................................................................5Program Review Committee Chair & Committee Composition..........................................................6Meeting Schedule..............................................................................................................................6

HOW IS PROGRAM REVIEW ALIGNED WITH PLANNING AND RESOURCE ALLOCATION.......................7

WHAT IS THE TIMELINE FOR THE PROCESS........................................................................................8Program Review Submission Schedule (Table 2)................................................................................8

WHAT PROCESS IS USED TO EVALUATE PROGRAM REVIEW?.............................................................9Program Review Assessment Rubric Descriptors (Table 3)..............................................................10

APPENDIX.......................................................................................................................................11Appendix A1: San Jose City College Mission Statement...................................................................12Appendix A2: The General Education Learning Outcomes..............................................................12 Appendix A3: The College Goals.......................................................................................................13Appendix B1: Comprehensive Academic Affairs Review Forms & Instructions................................14Appendix B2: Comprehensive Student Services Program Review Form & Instructions...................19Appendix B3: Comprehensive Administrative Services Program Review Form & Instructions........32Appendix B4: Annual Academic Affairs Review Form & Instructions...............................................44Appendix B5: Annual Student Services Program Review Form & Instructions.................................46Appendix B6: Annual Administrative Services Program Review Form & Instructions......................48Appendix C1: SJCC Comprehensive Program Review Validation Report: Academic Affairs.............50Appendix C2: SJCC Comprehensive Program Review Validation Report: Student Affairs................52Appendix C3: SJCC Comprehensive Program Review Validation Report: Admin Services................55Appendix C4: SJCC Annual Program Review Validation Report: Academic Affairs...........................57Appendix C5: SJCC Annual Program Review Validation Report: Student Affairs..............................59Appendix C6: SJCC Annual Program Review Validation Report: Administrative Services.................61Appendix D1: San Jose City College Program Review Committee Self Evaluation Survey................63Appendix D2: Comprehensive Program Review Process Evaluation Form and Instructions............64Appendix E1: Definition of Terms Program Review Data Sheets......................................................66

San José City College


WHAT IS PROGRAM REVIEW?

OVERVIEW

Program Review is at the heart of planning at San José City College (SJCC). As a key component of the integrated planning and resource allocation model, Program Reviews provide systematic, data-driven information that allows the College to examine the overall effectiveness of the institution. The Program Review process is designed to provide academic, student, and administrative areas the opportunity for review and assessment in relation to the College’s mission, vision, values and performance indicators. Moreover, the purpose is to ensure appropriate resources are being allocated to facilitate ongoing improvement in meeting the evolving learning needs of our students and community.

PROGRAM REVIEW CYCLE

During the spring 2011 semester, a working group of faculty, classified, and administrators was convened to develop and recommend a review process that was integrated into overall College planning. Based on the recommendations of the Program Review Workgroup (PRW), a process was adopted for continuous evaluation with clearly established links to Student Learning Outcomes (SLO) assessments and resource allocations. As a key component to SJCC’s Integrated Planning Process, all instructional, student, and administrative areas are required to go through the Comprehensive Program Review cycle. This cycle constitutes four years and is marked by Annual Program Reviews and a larger Comprehensive Program Review in the fourth year.

Annual Program ReviewsEach year programs not designated to complete a Comprehensive Program Review are required to submit an Annual Program Review. All programs must update assessment information, report major changes and document anticipated program needs for the year ahead. Ideally each annual review will provide key information that will eventually contribute to the comprehensive review in the fourth year. The annual reviews are designed to track:

PSLO/SLO Assessment Process Goals, Objectives and Activities Staffing Information

Technology Information Budget Information Other: Noting any key program changes in

all areasComprehensive Program ReviewsComprehensive Program Reviews involve an extensive and in-depth analysis of how well a program functions and addresses the alignment with the College mission, program characteristics, assessment, planning, and program improvement. The 2013-2017 Comprehensive Program Review schedule identifies the academic year each program is required to complete a comprehensive review.



Table 1: San José City College Comprehensive Program Review Schedule 2014-2018San José City College Comprehensive Program Review Schedule 2014-2018

2014-2015Air ConditioningFacilities Maintenance Technology & SolarGlobal Studies/Anthropology/GeographyEthnic StudiesWorld LanguagesMachine TechnologyMedical AssistingPhilosophyPhysical SciencePhysicsPolitical ScienceSociologyDSP&SEOP&S/CARELibraryWIN/CALWorksVeterans Resource CenterFacilities ServicesDivision of Business and Workforce DevelopmentDivision of Humanities and Social SciencesDivision of Language ArtsDivision of Mathematics and ScienceComputer App/Computer Information SystemsWork Experience

2015-2016Fine Arts-Art/Multimedia/CeramicsCommunication StudiesConstruction TechnologyDanceJournalismLaser TechnologyMathematicsPhotographyTheatre ArtsCareer/Transfer CenterFinancial AidHealth ServicesPuenteStudent Life and ActivitiesBusiness ServicesHonors Program ArticulationStudent OutreachMetas*Cosmetology

2016-2017AccountingReal EstateAdministration of JusticeAlcohol & Drug StudiesBiological SciencesDental AssistingEarly Childhood EducationEnglishEmergency Medical ServicesLabor StudiesReadingAdmissions & RecordsAssessmentCARROpen Computer LabReading & Writing CenterTutoring Center UMOJAAcademic Affairs

2017-2018Athletics (Basketball, Cross Country, Football, Golf, Softball, Track & Field, Volleyball)ChemistryComputerApplications/ComputerInformation SystemsEnglish as a Second LanguageMusicHumanitiesKinesiology Adaptive PEEconomicsHistoryPsychologyCounseling & Orientation International StudentsService LearningStudent AffairsWork ExperienceCampus Tech Business

*Programs that did not complete a proficient review in their assigned cycle will be expected to continue the comprehensive program review process in the following academic year.



Updated 5/20/15

WHO IS INVOLVED?

PROGRAM REVIEW SELF-STUDY GROUPS

Each program designated for Comprehensive Program Review whether it is academic, student or administrative services conducts a self-study as part of the college’s strategic planning process. The group should include faculty, classified and administrators working in the program.

The Self-study Group should: review, and analyze evidence and data including SLO assessment results review prior program self-study reports evaluate the existing program, dialogue with the assigned PRvC subgroup about preparation of

the program review prepare the preliminary and final drafts of the program review document for submission to the

assigned PRvC subgroup

The self-study provides the opportunity to reflect and critically assess the achievements, strengths, weaknesses, opportunities, anticipated challenges and future directions of the program. The analysis and discussion of the findings is central to the review process.

PROGRAM REVIEW COMMITTEE (PRvC)

The Program Review Committee (PRvC) is responsible for providing guidance to the College regarding the process and documents for the review. In addition, the PRvC plays a vital role in evaluating and providing feedback on the quality of the program review documents submitted by the areas undergoing a comprehensive review. The full committee breaks into PRvC subgroups to work closely with each program by validating and forwarding documents for the Strategic Planning Process.

Charge The PRvC is charged with the following: Evaluate and provide feedback on the quality of program review documents submitted by the

reviewing units. Validate completed program review document and forward the document to the Strategic Planning

Process. Monitor integration of program review process with strategic planning. Provide guidance to the College in the use of program review materials and the process of program

review. Annually evaluate the effectiveness of the program review process and policies and procedures

related to program review, and recommend improvements and revisions as needed. Report to the College Planning Council and the Academic Senate annually regarding Committee

findings and activities.Program Review Chair



The PRvC is chaired by a faculty member allocated 25% reassigned time to fulfill the following responsibilities: Coordinate the program review process. Maintain schedules, forms, templates, instructions, and other materials used in the program review

process Deliver reports to the College Planning Council and the Academic Senate annually regarding

Committee findings and activities Prepare Program Review Committee self-evaluation report Prepare for following year’s program review process

Program Review Committee Composition and Terms of ServiceThe PRvC membership is designated by the constituency groups represented and includes the following: 4 Academic Senate representatives 5 faculty representatives from the divisions, including Student Services 2 classified staff representatives 1 Associated Student representative 2 management team representatives Researcher as resource person (ex-officio)

Members serve for staggered terms of two to three years. New members in their first year will be mentored by experienced members.

Meeting Schedule The PRvC as a whole meets monthly during the fall and spring semesters. Subgroups will meet with their assigned programs as needed.

Operating Requirements:

Decision-making: The Program Review Committee will make decisions based on the consensus of members present at a meeting where the decision is being made. When consensus is not possible, the committee will vote.

Membership Requirements: The Program Review Committee is a “Working Committee” that requires all regular members to participate in the feedback and validation process for program reviews. Program Review Committee members work outside of regular committee meetings in subgroups that serve as resources for the writers of comprehensive program reviews. All members are required to work with their subgroups. When subgroup members become inactive, they may be removed from the committee.

Role of the Ex-Officio Member: The ex-officio member serves as a non-voting resource to provide information on data and to communicate the needs of the committee and program review writers with the Office of Research and Institutional Effectiveness.

HOW IS PROGRAM REVIEW ALIGNED WITH PLANNING AND RESOURCE ALLOCATION?



The purpose of Program Review is to support the college’s strategic planning process and ensure it is collaborative, evidence-based, and sustainable. Program Review helps guide decision-making and resource allocation in the development of activities that support the improvement of institutional effectiveness and student learning. The role of Program Review is clearly illustrated in the model below and it is central to the review and assessment of the College’s mission, vision, and values.

Similar to all of the College’s planning processes; Program Review is evaluated annually by the Strategic Planning Committee (SPC) to ensure continuous quality improvement and its effectiveness in moving the institution forward in accomplishing its mission. This handbook provides current guidelines for understanding and facilitating the review process.



WHAT IS THE TIMELINE FOR THE PROGRAM PROCESS?Program Review Submission ScheduleThe table below indicates the Program Review process and deadlines established for the 2016-2017 academic year. After submission of the preliminary draft, the PRvC subgroup assigned to work with each program completing a comprehensive review provides feedback to the self-study group and Dean/Manager. The self-study group revises and refines the program review document and submits a final version for validation.

Table 2: Comprehensive and Annual Program Review Schedule 2016-2017Comprehensive and Annual Program Review Schedule 2016-2017

Date Program ReviewMay Notification of Annual and Comprehensive Program

Review Sent to Departments. Forms Distributed.August Comprehensive and Annual Program Review Data

Sheets for All Programs Distributed by the Research & Institutional Effectiveness Office by PDD, August 25, 2016. Reminders sent to annual program review writers regarding the November deadline.

September-October

Identify New Faculty Prioritization List from Previous Year’s Program Reviews

October Preliminary Draft of Comprehensive program Review Due: Wednesday, October 5, 2016Self-Study Teams meet/confer with Program Review Subgroups to obtain feedback/suggestions

November All Annual Program reviews Due November 9, 2016.November 23, 2016: Program Review Committee Subgroups complete validation reports for Annual Program Reviews. Self-study teams continue to write and revise comprehensive program reviews. New comprehensive program review drafts may be submitted for feedback by Wednesday, November 23, 2016. The Second Draft is Optional.

Mid-December Comprehensive Program Review Self-Study Teams That Chose to Submit a Second Draft Meet/Confer with Program Review Subgroups to Obtain Feedback/Suggestions. Subgroup members will provide feedback no later than December 12th.

Mid-February Final Version of Comprehensive Review



Due: Wednesday, February 8, 2017March Validation Reports of Comprehensive Reviews Returned

to ProgramsEnd of March Completed Program Reviews and Summary Reports

Posted for use in Resource Allocation Process.April The Program Review Committee completes its self-

evaluation process.All programs not submitting a Comprehensive Program Review must submit an Annual Program Review to the PRvC in the spring semester at the same time the final version of the Comprehensive Program Review documents are due. If major changes to the program are being considered during an annual review year, including additional staffing or resource allocations, a program representative should contact the PRvC Chair to identify a subgroup from the PRvC to work with the program and review the draft report prior to the submission deadline in mid-February.

WHAT PROCESS IS USED TO EVALUATE THE PROGRAM REVIEW?

In completing Program Review both qualitative and quantitative data should be utilized when responding to the review questions. Descriptions and data are important in order for readers to understand the self-study conclusions and recommendations. It is essential that careful analysis be provided in order to extract the maximum value from the process. This includes not only an examination of trends from the past to present but projections into the future. Since this is a process for self-improvement, it is encouraged that the self-study delves into the important future challenges and opportunities for the program and takes advantage of both self-reflection and dialogue among faculty and staff.

Completed program reviews are read and validated by the PRvC using a rubric designating the submitted review as either In Progress or Proficient. Following validation, the self-study documents will be posted electronically and accessible for review by the campus community and available for use in the budget allocation process. The table below delineates the descriptors used by the PRvC.



Table 3: Program Review Assessment Rubric Descriptors

In Progress Questions are not answered completely or references irrelevant information. Evidence and/or examples are insufficient or irrelevant. Answers are unclear. Thoughtful analysis of the questions, evidences, and issues relevant to the program is insufficient.Overall: Evidence that the program review is used for continuously evaluating and maintaining or enhancing the

quality and currency of the program is insufficient. Program review lacks adherence to the program review schedule and to the process (includes broad

participation and discussion, use of the correct forms). A program review with three or more areas “In Progress” will receive an “In Progress” as the overall

rating.

Proficient Questions are answered completely with relevant information. Evidence, concrete examples are adequate and relevant. Answers are well-written and clear. Answers reflect thoughtful analysis of the questions, evidences, and issues relevant to the program.Overall: The self-study strongly shows that the program review is used for continuously evaluating and

maintaining or enhancing the quality and currency of the program. The program review adheres to the program review schedule and to the process, which includes broad

participation and discussion, use of the correct forms.



APPENDIX



Appendix A1: San Jose City College Mission Statement

The mission of San Jose City College is to serve our students and the community by offering high quality, relevant, and innovative instruction for basic skills, career pathways, university transfer, and life-long learning. We strive to accomplish this by awarding certificates and associate degrees to eligible students taught in a multicultural environment where student achievement, successful learning and social justice are highly valued, supported, and continually assessed.

Vision Statement

The Vision of San Jose College is to be an educational institution of excellence through:

The guiding principles of opportunity, equity, and open, equitable access for student success and achievement.

An exceptional learning environment that challenges and empowers students through teaching excellence, robust student support programs, innovation, and state-of-the-art technologies that prepare students with the knowledge, relevant transferable skills, creativity, ethics and values to succeed and thrive in a dynamic healthy global environment.

A culture of inquiry and evidence that is characterized by the commitment of faculty, staff and students to be accountable for learning excellence through the assessment of measurable and meaningful learning outcomes that lead to improved learning, and to inform data-driven decisions that foster adaptability in programs and services.

The Mission Statement was adopted by the College Advisory Council on April 01, 2016 and by the Board of Trustees on May 10, 2016.

Appendix A2: The General Education Learning Outcomes

1. CommunicationStudents will communicate effectively including reading, writing, speaking and listening.

2. Critical and Analytical ThinkingStudents will analyze problems using evidence and sound reasoning to make decisions.

3. Global Awareness and Social JusticeStudents will demonstrate an awareness of social, economic, ecological, historical, and cultural differences and their implications.

4. Personal Responsibility, Ethics and Civility Students will demonstrate personal and civic responsibility and professional integrity.

5. TechnologyStudents will utilize technology effectively for informational, academic, personal, and professional needs.

6. Aesthetics and CreativityStudents will develop an appreciation of the arts and engage in the creative process.



Appendix A3: The College Goals

Goal #1: Student SuccessRegularly evaluate all academic programs and student services and determine how well they promote student success and specifically how they will be improved to increase student retention rates and to close existing achievement gaps.

Goal #2: Workforce and Economic DevelopmentSupport the educational, health, environmental, cultural and economic development of the San Jose community through the expansion and documented effectiveness of community partnerships ventures and college outreach programs.

Goal #3: Faculty and Staff DevelopmentProvide continuous professional development for all personnel associated with the college by offering a year-round calendar of training activities, including using student success data and the adoption of new learning systems and methods to improve student-learning and student services outcomes.

Goal #4: Cultural Diversity & AwarenessSupport the District values of access, equity and social justice by promoting appreciation for and understanding of diverse races and cultures, including the expansion of the diversity of college personnel and cross-cultural curricula as well as the increased participation in ethnic/cultural events and international student enrollment.

Goal #5: Campus SafetyPromote and maintain an accessible, clean, safe and healthy campus environment through continuous engagement of students and college personnel in emergency preparedness, campus safety, environmental sustainability and stewardship of resources.

Goal #6: Enhance Resource Development and Campus SustainabilityImprove the capacity of the college to increase the margin of academic excellence and student success through additional grants development, scholarships and corporate partnerships.



Appendix B1: Comprehensive Academic Program Review Forms and Instructions

2016-2017 Comprehensive Program Review Form and InstructionsACADEMIC AFFAIRSSan José City College

INSTRUCTIONS:

What follows is a form outlining what should be addressed in the Comprehensive Program Review self-study. Additional issues and information may be included, as appropriate for your program. When identifying and analyzing trends, data should be examined for the period since the last program review, which is typically the last four years. The document should be written so that it is clear to external reviewers (members of the Academic Senate, College Planning Council, and Finance Committee) who may not be familiar with special terms and acronyms.

The purposes of a program review are improvement, alignment with established objectives, and planning for the future. The program review process provides opportunities for programs to review their accomplishments, examine their strengths and weaknesses, and develop plans through which improvements can be achieved. Program review conclusions and recommendations will be used in department, division, College, and strategic planning processes as well.

While the guidelines may be adapted to meet the needs of a particular program, they should be followed as closely as possible. The Office of Research and Institutional Effectiveness, the SJCC Research Analyst or the Division Dean can assist the department in locating much of the quantitative information and data needed.

Descriptions and data are important in order for readers to understand the Program Review conclusions and recommendations. It is essential that careful analysis be provided in order to extract the maximum value from the process. This includes not only an examination of trends from the past to present but projections into the future. Since this is a process for self-improvement, it is encouraged that the Program Review delves into the important future challenges and opportunities for the program and takes advantage of both self-reflection and dialogue among administrators, faculty and staff.

A word of caution is in order regarding solving problems or making improvements exclusively with the use of new resources. Program review is not an opportunity to list what the program can do only if the funds become available. It is expected that many solutions and improvements can be accomplished with careful planning and a focus on the most effective use of existing resources.



2016-2017 Comprehensive Program ReviewACADEMIC AFFAIRS - SAN JOSÉ CITY COLLEGEPROGRAM:PREPARED BY:ADMINISTRATOR:PROGRAM REVIEW SUBMISSION DATE:PART ONE: PROGRAM DESCRIPTION1. Description of the program components, function and purpose.

1.1 Describe current program staffing.

2. Describe Program Goals and how they support the college’s mission.

3. Program Student Learning Outcomes (PSLOs).

4. How do the Program Student Learning Outcomes (PSLOs) align with San Jose City College’s Institutional Student Learning Outcomes (ISLOs)?

5. What were the enrollment trends for the previous four years (FTES, WSCH, # of Sections, Headcount, Seat count, Day/Evening, etc.)? Discuss how these trends impact your program. (Optional but recommended: use the Program Data



Worksheet for this section)

6. What were the student demographics of your program in the previous five years (student population served/demographics-age, gender, ethnicity, income, previous education, etc.)? Discuss how these demographics impact your program. (Optional but recommended: use the Program Data Worksheet for this section)

7. What were the student retention, persistence and success rates for your program? Were there any significant differences by gender, age or ethnicity? Discuss these trends as they apply to your program. If applicable, offer a plan for improvement of success, retention and persistence. (Optional but recommended: use the Program Data Worksheet for this section)

PART TWO: PROGRAM CONTENT1. Provide a comprehensive course listing including dates of last revision, advisories, co

and prerequisites, and articulation with four year colleges for your program.

2. Include a list/diagram of courses reflecting course sequencing and how often courses have been offered.



3. In what capacity have your program and course SLOs been mapped? Please provide three examples of how the course SLOs map to the Program SLOs.

PART THREE: PROGRAM IMPROVEMENT/ANALYSIS AND ASSESSMENT

1. What process is used to review and revise the curriculum? Include information on advisory committee and workforce data (if applicable).

2. Indicate how program and course-level Student Learning Outcomes (SLOs) are assessed on a regular basis.

3. How have Student Learning Outcome (SLO) assessments and program data been utilized to improve instruction in the program? Please share one or two success stories about the impacts of SLO assessment on student learning.

4. How is data collected on student satisfaction of your program? To what extent are students satisfied? How is this feedback used in program enhancement and revision?

PART FOUR: STRATEGIC PLANNING1. Year of last Comprehensive Program Review and previous three Annual Program

Reviews with validation rating. (Proficient or In Progress)

2. Describe any changes in the program that have occurred since the last Comprehensive Program Review. (See intervening Annual Program Reviews.)



3. What are the current strengths of the program? Include faculty and staff training, projects and other achievements.

4. What changes to the program do you plan to (would you like to) implement before the next Comprehensive Program Review?

5. How will these changes impact student success, instructional techniques, and course offerings?

Budget: Please address current status and projected needs in the following areas and indicate how each supports Program/College Goals and/or PSLOs and SLOs. Include specific cost information. Please separate ongoing budget needs from one-time expenditures.

STAFFINGOngoing Budget Needs:

One-time Expenditures:

FACILITIESOngoing Budget Needs:


LIBRARYOngoing Budget Needs:




EQUIPMENT / SUPPLIES / TECHNOLOGY

Please use the Budget Allocation Template for all equipment, supplies and technology requests



Appendix B2: Comprehensive Student Services Program Review Form and Instructions

2016-2017 Comprehensive Program Review Form and InstructionsSTUDENT AFFAIRS: PROGRAMS & SERVICES


INSTRUCTIONS:

Please find below the form that includes the specific elements that should be included in the Comprehensive Program Review. Feel free to include additional information or documentation as you deem necessary. When identifying and analyzing trends and compliance regulations, be certain that these are current, occurring during program review cycle. The document should be written so that it is clear to external reviewers (members of the Academic Senate, College Planning Council, and Finance Committee) who may not be familiar with special terms, acronyms, regulations and compliance issues.


While the guidelines may be adapted to meet the needs of a particular program, they should be followed as closely as possible. The Office of Research and Institutional Effectiveness, the Dean/Manager, and/or the SJCC Research Analyst can assist the department in locating the quantitative information and data needed.





2016-2017 Comprehensive Program ReviewSTUDENT AFFAIRS: PROGRAMS & SERVICES - SAN JOSÉ CITY COLLEGE

DEPARTMENT:

PREPARED BY:

ADMINISTRATOR:

PROGRAM REVIEW SUBMISSION DATE:

PART ONE: PROGRAM DESCRIPTION

1. Describe the department/program components, function and purpose, including student demographic information.

2. Describe Current Staffing: List the number of positions currently in the program/department:

Position type: # of positions:

Faculty: Full time

Faculty: Part time

Classified: Full time

Classified: Part-time permanent

Classified: Part-time hourly

Student workers

Administrators

2.1 Identify and discuss the ratio of students to faculty/staff.



3. List your program Service Area Outcomes (SAOs) and/or Program Student Learning Outcomes (PSLOs).

a. How do the department Service Area Outcomes (SAOs) and/or Program Student Learning Outcomes (PSLOs) align with and support San Jose City College’s mission and/or Institutional Student Learning Outcomes (ISLOs)?

b. Describe how the department consistently engages in the discussion, review, assessment and revision of program SAOs and PSLOs.

4. Previous goals and activities: Describe the department goals and activities since the last comprehensive program review. Assess the attainment level of each goal by identifying the activity implementation as complete, incomplete or on-going. (Refer to previous annual and comprehensive program reviews.) Discuss any challenges which occurred in attainment of each goal.

4.1 Goal:

Person responsible:

Activities for attainment of goal:

Service area outcomes (SAOs) or program student learning outcomes (PSLOs) addressed:

Method of measuring goal attainment:

Assessment of goal attainment:

Status: ( ) Complete ( ) Incomplete ( ) On-going

Discuss in detail the barriers (if any) to completing the above goal and describe actions taken to



overcome these challenges. Outline a plan to attain success if goal is not complete.

4.2 Goal:

Person responsible:






Discuss in detail the barriers (if any) to completing the above goal and describe actions taken to overcome these challenges. Outline a plan to attain success if goal is not complete.

4.3 Goal:

Person responsible:









4.4 Goal:

Person responsible:






Discuss in detail the barriers (if any) to completing the above goal and describe actions taken to overcome these barriers. Outline a plan to attain success if goal is not complete.



5. Recent College, State, and/or Federal Developments: Describe recent College, State and/or Federal developments and how they significantly impact the unit’s ability to provide services to students.

PART TWO: QUALITY

1. Describe the impact of the program’s service offerings.

2. Course Outline and Syllabi (where applicable): Review all course outlines and syllabi to ensure currency and relevance. The campus Curriculum Committee must approve updated course outlines every 5-6 years. Course syllabi should be updated annually.

3. Is the program information for the department consistent, current, accurate and accessible? (please X all that apply)

MIS ( ) Consistent ( ) Current ( ) Accurate ( ) Accessible

Class Schedule ( ) Consistent ( ) Current ( ) Accurate ( ) Accessible

Catalog ( ) Consistent ( ) Current ( ) Accurate ( ) Accessible

Brochures ( ) Consistent ( ) Current ( ) Accurate ( ) Accessible

Website ( ) Consistent ( ) Current ( ) Accurate ( ) Accessible

4. Improvement of Program and Delivery of Student Services (address all applicable topics): Describe departmental and individual activities that will improve services and contribute to the professional community. List participation in staff development activities, conference



attendance/participation, and academic preparation/training during the past 4 years.

5. Describe how the unit addresses the multicultural, diverse student body and disabled populations through services and/or curriculum.

6. Describe active participation in flexible and alternative delivery systems (i.e., online applications/regulation, distance learning, web-based counseling, etc.):

7. Facilities: Describe the current departmental facilities.

7.2 Discuss the adequacy and accessibility of departmental facilities with respect to size, layout and location.

7.3 Identify any safety or hazardous conditions in your departmental facilities.

7.4 Describe significant facility changes since the last comprehensive program review and their effect on departmental operations, if applicable.

8. Equipment & Technology: List the department’s major equipment inventory and describe the current condition.



8.2 Describe current departmental utilization of this technology.

8.3 Provide numbers of faculty, staff, and student users for this equipment.

8.4 Describe provision of staff training in technology applications.

8.5 Discuss appropriateness of technology to departmental mission/function.

8.6 Discuss accessibility of computer workstations, hardware and software for individuals with disabilities.

PART THREE: COMMUNICATION

1. How does communication flow within this department?

1.2 Assess the effectiveness of communication and identify the strengths and weaknesses of the current communication flow.

1.3 Describe the involvement/inclusion of part-time faculty in departmental activities.

1.4 Describe the involvement/inclusion of departmental classified staff (if any) in departmental activities.



2. Describe how your program communicates with students. (For example: notify them of regulatory updates, program services or changes in hours, etc.)

3. Describe the program’s communication and collaboration with other departments.

3.2 Describe the department’s efforts to increase communication and collaboration between Student Services and Student Affairs.

4. Discuss any faculty, staff and student survey results given in the past two years and their significance to the program.

5. Community Interaction: List and describe any current or proposed community outreach programs.

6. List and describe any current or proposed industry and school partnerships.

PART FOUR: NEED

1. Staffing: Does the current staffing fulfill the needs of the program? If not, please explain how additional staffing would support student success. (Provide costs in part five below.)

2. Facilities: Identify proposed modifications to facilities (within the next 4 years) and provide rationale for those changes.

3. Technology: Please use the Budget Allocation Template for technology requests.



3.2 Identify required employee training to meet future technology plans. (Provide costs in part five below if applicable.)

4. Equipment: Please use the Budget Allocation Template for equipment requests.

5. Supplies: Please use the Budget Allocation Template for supplies requests.

PART FIVE: BUDGET & FEASIBILITY

1. Current Department (2016-2017)

1000 – Certificated Salary

2000 – Classified and MSC Salaries

3000 – Benefits

4000 – Supplies

5000 – Other

6000 – Equipment

TOTAL

2. Proposed Department Budget for the next fiscal Year (budget should remain stable with little increase) – Level funding, no anticipated changes

1000 – Certificated Salary

2000 – Classified and MSC Salaries

3000 – Benefits

4000 – Supplies

5000 – Other



6000 – Equipment

TOTAL

3. External Funding Sources: List and describe any state/federal grants received or utilized since the last comprehensive review. Provide the amount awarded and items purchased.

4. List and describe any private-sector grants and donations received or utilized since the last comprehensive review. Provide the amount awarded and items purchased.

PART SIX: COMPLIANCE

1. List any current program-specific compliance requirements (if any), with state and/or national agencies, and any other outside agencies.

2. Describe the unit’s method or plans of complying with state and federal mandates and Title V regulations.

PART SEVEN: FOUR-YEAR PLAN



1. Describe how the program will specifically address any weaknesses identified in this program review.

2. Discuss how the program will build on existing strengths.

3. List measurable departmental goals for the next 4 years (based on the department’s SAOs and PSLOs). Describe the unit’s plan for completing these goals and how goal attainment will be measured. Include activities, people responsible, proposed timelines, and budget.

Goal:

Activities for attainment of goal: Person/s responsible:

Timeline:

Budget:



Goal:


Timeline:

Budget:





Goal:


Timeline:

Budget:



Goal:


Timeline:

Budget:





Appendix B3: Comprehensive Administrative Services Program Review Form and Instructions

2016-2017 Comprehensive Program Review Form and InstructionsADMINISTRATIVE SERVICES


INSTRUCTIONS:Please find below the form that includes the specific elements that should be included in the Comprehensive Program Review. Feel free to include additional information or documentation as you deem necessary. When identifying and analyzing trends and compliance regulations, be certain that these are current, occurring during program review cycle. The document should be written so that it is clear to external reviewers (members of the Academic Senate, College Planning Council, and Finance Committee) who may not be familiar with special terms, acronyms, regulations and compliance issues.


While the guidelines may be adapted to meet the needs of a particular program/department, they should be followed as closely as possible. The Office of Research and Institutional Effectiveness, the Dean/Manager, and/or the SJCC Research Analyst can assist the department in locating the quantitative information and data needed.





2016-2017 Comprehensive Program ReviewADMINISTRATIVE SERVICES - SAN JOSÉ CITY COLLEGE

DEPARTMENT:

PREPARED BY:

ADMINISTRATOR:


PART ONE: DEPARTMENT OVERVIEW

8. Describe the functions of your department. (Please use a bulleted list with headings as necessary to make it clear and easy to read.)

9. Describe Current Staffing: List the number of positions currently in the program/department:

Position type: # of positions:

Classified: Full time

Classified: Part-time permanent

Classified: Part-time hourly

Student workers

Administrators

10. List your program Service Area Outcomes (SAOs).

3.1. How do the department Service Area Outcomes (SAOs) align with and support San Jose City College’s mission and/or Institutional Student Learning Outcomes (ISLOs)?



3.2. Describe how the department consistently engages in the discussion, review, assessment and revision of program SAOs.

4. Previous goals and activities: Describe the department goals and activities since the last comprehensive program review. Assess the attainment level of each goal by identifying the activity implementation as complete, incomplete or on-going. (Refer to previous annual and comprehensive program reviews.) Then discuss any challenges which occurred in attainment of each goal.

4.1 Goal:

Person responsible:


Service area outcomes (SAOs) addressed:







4.2 Goal:

Person responsible:







4.3 Goal:

Person responsible:









4.4 Goal:

Person responsible:









PART TWO: COMMUNICATION AND COLLABORATION

1. How does information flow within this department?

a. Assess the effectiveness in the area of intradepartmental communication. Identify the strengths and weaknesses of the current communication flow.

2. How does information flow from this department to other departments?

a. Assess the effectiveness in the area of interdepartmental communication. Identify the strengths and weaknesses of the current communication flow.

3. How does information flow from this department to the community and off campus organizations?



a. Assess the effectiveness in the area of outreach communication. Identify the strengths and weaknesses of the current communication flow.

PART THREE: NEED

1. Provide the official Organizational Chart of your department or create a modified ideal chart, if different. Indicate any vacant positions.

1.1 Explain how the current staffing structure meet the department’s needs and discuss rationale for proposed changes. Provide historical trends if applicable to support proposed changes.

2. Staff Needs: New or Replacement (Administrative or Classified)Prioritize Staff Positions Needed for 2016-2017 Academic Year

Please be specific and as brief as possible when offering reason for ranking. Place titles on list in order (rank) of importance.

Annual TCP*TCP for Employee

1.

Reason:

2.

Reason:

3.

Reason:



4.

Reason:

5.

Reason:

6.

Reason:

*TCP= “Total Cost of Position” for one year is the cost of an average salary plus benefits for an individual. New positions (not replacement positions) also require space and equipment. Please speak with Human Resources to obtain accurate cost estimates. Please be sure to add related office space, equipment and other needs for new positions to the appropriate form and mention the link to the position.

3. Equipment, Supplies and Technology Needs Not Covered by Current Budget – please use the Budget Allocation Template for all equipment, supplies and technology requests

4. Facilities Needs Not Covered By Current Building or Remodeling Projects*Prioritize Facility Needs for 2016-2017 Academic Year

(Remodels, Renovations or Added New Facilities) Place items on list in order (rank) of importance.

1.

Reason:

2.

Reason:

3.

Reason:



4.

Reason:

5.

Reason:

6.

Reason:

5. Professional Development Needs Not Covered by Current Budget*Prioritize Professional Development Needs for 2016-2017 Academic Year. Reasons might include in response to SAOs assessment findings or the need to update skills. Please be as specific and as brief as possible. Some items may not have a cost per se, but reflect the need to spend current staff time differently. Place items on list in order (rank) of importance.

Costs:

Cost Per Item

Number Requested

Total Cost of

Request

1.

Reason:

2.

Reason:

3.

Reason:

4.

Reason:

5.



Reason:

6.

Reason:

*It is recommended that you speak with District Human Resources or the Professional Development Center to see if your request can be met by their areas/budgets.

6. Other Needs Not Covered By Current Support Services or BudgetPrioritize Other Needs for 2016-2017 Academic Year

Please list/summarize the needs of your unit or department. Please be as specific and as brief as possible. Place items on list in order (rank) of importance.

Costs:

Cost Per Item

Number Requested

Total Cost of

Request

1.

Reason:

2.

Reason:

3.

Reason:

4.

Reason:

5.

Reason:

6.



Reason:

PART FOUR: FOUR-YEAR PLAN

4. Discuss how the department will build on existing strengths over the next four years.

5. Discuss how the department will specifically address any weaknesses identified in this Program Review.

6. List measurable departmental goals and activities for the next 4 years (based on the College’s mission statement and strategic plan). List the department’s plan for completing these goals and objectives. Include proposed timelines, budget, if needed, and persons responsible.

Goal:

Activities for attainment of goal: Person responsible:

Timeline:

Budget:

Service area outcomes (SAOs) addressed: Method of measuring goal attainment:

Goal:


Timeline:



Budget:


Goal:


Timeline:

Budget:


Goal:


Timeline:

Budget:


Appendix B4: Annual Academic Affairs Program Review Form and Instructions2016-2017 Annual Program Review Form and Instructions

ACADEMIC AFFAIRSSan José City College

INSTRUCTIONS

The purpose of the Annual Program Review is to prepare a document to summarize the current status of an Academic Affairs program. The Annual report should be a reflection of the



previous year and a plan moving forward for the upcoming year. Use this reporting form for all of the following:

To report the updates and major changes which have occurred in your program over the past year.

Provide empirical data and discuss trends in data as a reflection of these changes. To report the PSLOs/SLOs assessment activities of the Program. Plan ahead for projected changes and request budgetary support for the next academic year. If a section of the annual program review is not applicable, please indicate this in your answer.

Program Description: This section should briefly address the function(s) of the program. Please include data or survey information where appropriate.

PSLOs/SLOs Assessment Process: Provide a summary of the data collected that documents the progress that has been made in the development and assessment of (PSLOs) Program Student Learning Outcomes and (SLOs) Service Learning Outcomes. Include data where applicable.

SLO and Student Learning: Please consider the past four years of SLO assessment and share one or two success stories about the impacts of SLO assessment on student learning.

Curriculum Information: This section should summarize recent changes/updates made to the curriculum of the program and any planned changes for the next academic year.

Staffing Information (If you are requesting unstaffed positions, please include this information as an ongoing or a one-time expenditure in the Budget Information section) : This section should summarize current staffing in the program and anticipated staffing needs for the next academic year.

Budget Information: Please use the Budget Allocation Template for all technology, equipment and supplies requests.

Other: This section should address any changes in areas not noted above. This might include information on community needs, state regulations, and new initiatives with direct bearing on the program’s activities.



2016-2017 Annual Program ReviewACADEMIC AFFAIRS - SAN JOSÉ CITY COLLEGEPROGRAM:

PREPARED BY:

ADMINISTRATOR:

EVALUATION YEAR (INDICATE ONE): ONE TWO THREE


Program description

(include data with discussion of student enrollment, demographics and success for the past two semesters: FA-2015-SP-2016)

PSLOs and SLOs Assessment process

SLO and Student Learning

Curriculum Information

Staffing information

Budget information: includes technology, equipment and supplies Please use the Budget Allocation Template for all requests

Other:

Appendix B5: Annual Student Affairs: Program & Services Program Review Form and Instructions



2016-2017 Annual Program Review Form and InstructionsSTUDENT AFFAIRS: PROGRAMS & SERVICES

San José City CollegeINSTRUCTIONS

The purpose of the Annual Program Review is to prepare a document to summarize the current status of a Student Service program. The Annual report should be a reflection of the previous year and a plan moving forward for the upcoming year. Use this reporting form for all of the following:

To report the updates and major changes which have occurred in your program over the past year.

Provide empirical data and discuss trends in data as a reflection of these changes. To report the PSLO/SAO assessment activities of the Program. Plan ahead for projected changes and request budgetary support for the next academic year.

Program Description: This section should briefly address the function(s) of the program. Please include data or survey information where appropriate.

Goals and Activities: This section should focus on program goals targeted this academic year. Information on program activities (types and frequency), measures of student participation, student success and evidence of service delivery should be included.

PSLOs/SAOs Assessment Process: Provide a summary of the data collected that documents the progress that has been made in the development and assessment of (PSLOs) Program Student Learning Outcomes and (SAOs) Service Area Outcomes. Include data where applicable.


Budget Information: Please use the Budget Allocation Template for all technology, equipment and supplies requests. The template provides sections for a




2016-2017 Annual Program ReviewSTUDENT AFFAIRS: PROGRAMS & SERVICES - SAN JOSÉ CITY COLLEGEPROGRAM:

PREPARED BY:

ADMINISTRATOR:



Program description

PSLOs and/or SAOs Assessment process

Goals and Activities



Other:



Appendix B6: Annual Administrative Services Program Review Form and Instructions2016-2017 Annual Program Review Form and Instructions

ADMINISTRATIVE SERVICESSan José City College

INSTRUCTIONS

The purpose of the Annual Program Review is to prepare a document to summarize the current status of an Administrative Service program. The Annual report should be a reflection of the previous year and a plan moving forward for the upcoming year. Use this reporting form for all of the following:

To report the updates and major changes which have occurred in your program/department over the past year.

Provide empirical data and discuss trends in data as a reflection of these changes. To report the SAO assessment activities of the Program. Plan ahead for projected changes and request budgetary support for the next academic year.

Program Description: This section should briefly address the function(s) of the Program. Please include data or survey information where appropriate.

Goals and Activities: This section should focus on program goals targeted this academic year. Information on program activities (types and frequency), and evidence of service delivery should be included.

SAOs Assessment Process: Provide a summary of the data collected that documents the progress that has been made in the development and assessment of (SAOs) Service Area Outcomes. Include data where applicable.


Budget Information: Please use the Budget Allocation Template for all technology, equipment and supplies requests.


2016-2017 Annual Program ReviewADMINISTRATIVE SERVICES - SAN JOSÉ CITY COLLEGEPROGRAM:



PREPARED BY:

ADMINISTRATOR:



Program description

SAOs Assessment process

Goals and Activities



Other:

Appendix C1: SJCC Comprehensive Program Review Validation Report: Academic Affairs

2016-2017 San José City College Comprehensive Program ReviewVALIDATION REPORT

Academic Affairs



INSTRUCTIONS: Indicate with a checkmark whether each program review element is In Progress (does not yet meet requirements) or Proficient (meets requirements at proficiency levels). Then write comments that support the assessment. A Program Review with three or more areas “In Progress” will receive an “In Progress” as the overall rating.2016-2017 Comprehensive Program Review Validation Report ACADEMIC AFFAIRS – SAN JOSE CITY COLLEGEPROGRAM:

PROGRAM REVIEW PREPARED BY:

ADMINISTRATOR:


Program Review Elements Subcommittee Comments

PART ONEProgram Description/Goals (#1 - 2)

In Progress ☐ Proficient ☐Program SLOs (#3 - 4)

In Progress ☐ Proficient ☐Discussion of Data (#5 - 7)

In Progress ☐ Proficient ☐PART TWO

Course list & Offerings (#1 - 2)

In Progress ☐ Proficient ☐SLO Mapping (#3)

In Progress ☐ Proficient ☐

PART THREE

Assessment Methods (#1 - 2)

In Progress ☐ Proficient ☐Analysis/plans for improvements from SLO assessment (#3 - 4)




PART FOURStrategic Planning (#1 - 5)

In Progress ☐ Proficient ☐Budget (#6)

In Progress ☐ Proficient ☐ Staffing

Facilities

Library

Equipment

Technology

Overall


The Program Review Committee members listed below have indicated a level of proficiency for this program review and will forward it to the institution’s Integrated Planning Process.

VALIDATED BY: DATE:



Appendix C2: SJCC Comprehensive Program Review Validation Report: Student Affairs2016-2017 San Jose City College Comprehensive Program Review

VALIDATION REPORTStudent Affairs: Programs & Services

INSTRUCTIONS: Indicate with a checkmark whether each program review element is In Progress (does not yet meet requirements) or Proficient (meets requirements at proficiency levels). Then write comments that support the assessment. A Program Review with three or more areas “In Progress” will receive an “In Progress” as the overall rating.

2016-2017 Comprehensive Program Review Validation Report STUDENT AFFAIRS: PROGRAMS & SERVICES - SAN JOSE CITY COLLEGEPROGRAM:


ADMINISTRATOR:


Program Review Elements Subcommittee Comments

PART ONEProgram Description (#1 – 2)


Program SLOs/SAOs (#3)

In Progress ☐ Proficient ☐Alignment with college mission & ISLOs (#3.1)

In Progress ☐ Proficient ☐Assessment Discussion/ Review/Revision (#3.2)

In Progress ☐ Proficient ☐Previous Goals and Activities (#4)

In Progress ☐ Proficient ☐College, State or Federal Developments (#5)




PART TWOServices (#1)

In Progress ☐ Proficient ☐Curriculum (#2)

In Progress ☐ Proficient ☐Service Quality (#4 - 6)

In Progress ☐ Proficient ☐Facilities (#7)

In Progress ☐ Proficient ☐Equipment/Technology (#8)

In Progress ☐ Proficient ☐PART THREE

Intradepartmental Communication (#1)In Progress ☐ Proficient ☐Communication w/ Students (#2)

In Progress ☐ Proficient ☐Interdepartmental Communication (#3)In Progress ☐ Proficient ☐Community Communication (#5)

In Progress ☐ Proficient ☐PART FOUR

Staffing Needs (#1)

In Progress ☐ Proficient ☐Facility Needs (#2)

In Progress ☐ Proficient ☐Technology Needs (#3)

In Progress ☐ Proficient ☐Equipment Needs (#4)




PART FIVEBudget (#1 -2)

In Progress ☐ Proficient ☐Grants (#3 – 4)

In Progress ☐ Proficient ☐PART SIX & SEVEN

Compliance (#1 -2)

In Progress ☐ Proficient ☐Four-Year Plan (#1 – 3)

In Progress ☐ Proficient ☐Overall



VALIDATED BY: DATE:



Appendix C3: SJCC Comprehensive Program Review Validation Report: Administrative Services2016-2017 San Jose City College Comprehensive Program Review

VALIDATION REPORTADMINISTRATIVE SERVICES


2016-2017 Comprehensive Program Review Validation Report

ADMINISTRATIVE SERVICES - SAN JOSE CITY COLLEGEPROGRAM:PROGRAM REVIEW PREPARED BY:ADMINISTRATOR:PROGRAM REVIEW SUBMISSION DATE:

Program Review Elements Subcommittee CommentsPART ONE

Department Description (#1 – 2)

In Progress ☐ Proficient ☐SAOs (#3)

In Progress ☐ Proficient ☐Alignment with college mission & ISLOs (#3.1)In Progress ☐ Proficient ☐Assessment Discussion/ Review/Revision (#3.2)In Progress ☐ Proficient ☐Previous Goals and Activities (#4)In Progress ☐ Proficient ☐PART TWOIntradepartmental Communication (#1)

In Progress ☐ Proficient ☐Interdepartmental Communication (#2)




Community Communication (#3)

In Progress ☐ Proficient ☐PART THREEStaffing Needs (#1 - 2)

In Progress ☐ Proficient ☐Equipment Needs (#3)

In Progress ☐ Proficient ☐Facility Needs (#4)

In Progress ☐ Proficient ☐Professional Development (#5)

In Progress ☐ Proficient ☐PART FOURStrengths & Weaknesses (#1 -2)

In Progress ☐ Proficient ☐Strengths & Weaknesses (#1 -2)

In Progress ☐ Proficient ☐Future Goals & Activities (#3)

In Progress ☐ Proficient ☐Overall



VALIDATED BY: DATE:



Appendix C4: SJCC Annual Program Review Validation Report: Academic Affairs

2016-2017 San Jose City College Annual Program ReviewVALIDATION REPORT

Academic AffairsINSTRUCTIONS: Indicate with a checkmark whether each program review element is In Progress (does not yet meet requirements) or Proficient (meets requirements at proficiency levels). Then write comments that support the assessment. A Program Review with three or more areas “In Progress” will receive an “In Progress” as the overall rating.

2016-2017 Annual Program Review Validation ReportACADEMIC AFFAIRS - SAN JOSE CITY COLLEGEPROGRAM:


ADMINISTRATOR:



Program Review Elements

Validation Comments

Program Description In Progress ☐

Proficient ☐

PSLOs and SLO Assessment Process

In Progress ☐

Proficient ☐

Curriculum Information

In Progress ☐

Proficient ☐

Staffing Information In Progress ☐

Proficient ☐

Technology Information

In Progress ☐

Proficient ☐

Equipment Information

In Progress ☐

Proficient ☐Budget Information In Progress ☐



Proficient ☐

Overall In Progress ☐

Proficient ☐


VALIDATED BY: DATE:



Appendix C5: SJCC Annual Program Review Validation Report: Student Affairs

2016-2017 San Jose City College Annual Program ReviewVALIDATION REPORT

Student Affairs: Programs & Services


2016-2017 Annual Program Review Validation ReportSTUDENT AFFAIRS: PROGRAMS & SERVICES - SAN JOSE CITY COLLEGEPROGRAM:


ADMINISTRATOR:

EVALUATION YEAR (CIRCLE ONE): ONE TWO THREE



Validation Comments


Proficient ☐

PSLOs and/or SAOs Assessment Process

In Progress ☐

Proficient ☐

Goals and Activities In Progress ☐

Proficient ☐


Proficient ☐


In Progress ☐

Proficient ☐

Equipment In Progress ☐



Information

Proficient ☐

Budget Information In Progress ☐

Proficient ☐


Proficient ☐


VALIDATED BY: DATE:



Appendix C6: SJCC Annual Program Review Validation Report: Administrative Services2016-2017 San Jose City College Annual Program Review

VALIDATION REPORT Administrative Services


2016-2017 Annual Program Review Validation ReportADMINISTRATIVE SERVICES - SAN JOSE CITY COLLEGEPROGRAM:


ADMINISTRATOR:




Validation Comments


Proficient ☐

SAOs Assessment Process

In Progress ☐

Proficient ☐

Goals and Activities In Progress ☐

Proficient ☐


Proficient ☐


In Progress ☐

Proficient ☐



Equipment Information

In Progress ☐

Proficient ☐

Budget Information In Progress ☐

Proficient ☐


Proficient ☐


VALIDATED BY: DATE:



Appendix D1: San Jose City College Program Review Committee Self Evaluation Survey2016-2017 San Jose City College

Program Review Committee Evaluation Survey

Instructions: In each listed area, please grade your committee’s performance using the scale indicated. Please explain in the Comments section any mark in the Poor column. Briefly answer the remaining questions, and add any other comments you wish. (Spaces will expand as needed.)

Standing Committee Name: Program Review CommitteeAcademic Year: 2016-2017

Committee Goals Met Goal Completely

Met Goal Partially

Made Little or No Progress on

GoalGoal #1: Evaluate and provide feedback on the quality of program review documentsGoal #2: Validate completed program review document and forward the document to the strategic Planning ProcessGoal #3: Provide guidance to college in the use of program review materials and the process of program reviewGoal #4: Annually evaluate the effectiveness of the program review process and policies and procedures related to program

Overall Committee Performance

Excellent Adequate Poor

Fulfillment of the committee’s chargeCommunication to and from constituencies and the campus communityMembers’ understanding of the processes and requirements that apply to the committee’s workOverall quality of the committee’s deliverables/outcomeAlignment of committee process and products with the College’s strategic plan



Integration of committee process and products with the College strategic planning processWhat about your process worked well this academic year?What changes would you recommend for next academic year?How would you implement your recommended changes?Additional Comments or Suggestions

Appendix D2: Comprehensive Program Review Process Evaluation Form and Instructions

2016-2017 San Jose City College Program Review Process Evaluation

Instructions: Please rate the following items using the scale below.

The Comprehensive Program Review Worked Well Adequate Needs Improvement

Comprehensive Program Review Form

Contact with Peer reviewers from the Program Review Committee

Accessibility of Data and other needed information

Contact with administrator during the development of the Program Review

Usefulness of Program Review for faculty program planning

Alignment of committee process and products with the College’s strategic plan



Please provide additional assessment information and suggestions for improvement in the space below. Thank You.



Appendix E1: Definition of Terms Program Review Data Sheets

Census Seat Count The number of students enrolled in the indicated classes as of the census day for each class. This is a duplicated count of students. Students taking more than one class are counted once for each class taken.

FTES Full-time Equivalent Student. Based on the idea that to earn a two-year degree or certificate a student would need to take 15 hours per semester for four semesters. This metric is a measure of aggregate student load. It converts part-time student loads into their full-time equivalence. 1 FTES = 15 units per term.

WSCH Weekly Student Contact Hours. It is the number of student contact hours in classes during a typical week for a typical semester-long class. Student contact hours for short-term or positive attendance classes are normally converted to WSCH. It is the sum of the number of students enrolled times the number of hours a class meets each normal week. This is another measure of aggregate student load. It has a direct and constant relationship to FTES. WSCH relates to FTES as inches relates to feet. They measure exactly the same thing but on a different scale. Specifically, 1 FTES = 525 WSCH x 16.3 weeks per semester.

Resident FTES The FTES of legal residents of the state. Resident FTES is used to calculate state apportionment funding. The college also enrolls out-of-state and foreign students, i.e., non-resident students who pay the full cost of instruction in their fees and are not counted for state apportionment funding.

Non-Resident FTES The FTES of out-of-state and foreign students. Non-resident FTES is not counted toward state apportionment funding. Non-resident students pay the full cost of instruction in their fees.

FTEF Full-time Equivalent Faculty. This is a function of faculty load. A faculty member teaching a normal load for two semesters (fall and spring) is considered to be one (1) FTEF. Often expressed as a percentage of a normal full-time load. Thus, the faculty load for a given class might be 20%. The teaching FTEF reflected in the Program Review data sheets includes only the faculty load involved in teaching classes and thus excludes reassignment load.

Resident Productivity Resident WSCH per FTEF, i.e., Resident Weekly Student Contact Hours per Full-time Equivalent Faculty. This is a technical expression of the student-to-faculty ratio. In the Program Review data sheets, Productivity is calculated by first converting FTES to WSCH by the formula WSCH = (FTES x 525) / 16.3. Then WSCH is divided by teaching FTEF to obtain Productivity: Productivity = WSCH / FTEF.

Number of Sections A section is a class of a course. A course may have more than one section. Thus English 1A, for example, may be offered in five distinct and separate classes in a given semester. The number of sections is a count of all the distinct classes offered in the indicated unit (e.g., a department) during the semester.



Number of Courses A count of the number of distinct courses offered during a given semester. Thus while English 1A may be offered in five classes, it counts as only one course.

Capacity Percentage of the seats available (or enrollment limit) for a given class (section) that are occupied by enrolled students at census. Census enrollment / number of seats available.

Full-time Faculty % Percentage of total FTEF for a unit (e.g., division, department) that is taught by full-time or regular permanent faculty during a regular semester.

Overload Faculty % Percentage of total FTEF for a unit (e.g., division, department) that is taught by full-time or regular permanent faculty as a load in addition to a normal full-time load during a regular semester.

Part-time Faculty % Percentage of total FTEF for a unit (e.g., division, department) that is taught by part-time (temporary, adjunct) faculty during a regular semester.

Retention Rate The rate at which a group of students complete a class or set of classes. It is calculated by dividing all completion grades (A, B, C, D, F, CR, and NCR) by the total number of student grades (i.e., completion grades plus incompletes plus official W grades). In this version, it does not use census seat count as the divisor though that may be done elsewhere.

Success Rate The rate at which a group of students successfully complete a class or set of classes. It is all success grades (A, B, C, CR) divided by the total number of official grades including W grades.

Census Headcount The unduplicated count of students taking classes in a given unit such as a department or division. While Seat count counts a student for every class the student takes, and hence is “duplicated” if the student takes more than one class, Headcount counts each student only once no matter how many classes he or she may be taking in that unit.

Demographics Breakdowns of student census headcount by various student characteristics such as age, ethnicity, and full or part-time status. Since grades are determined at the end of the term, their distribution reflects all official grades awarded.

MIS Data Management Information Systems (MIS) Data is different information, or data elements, provided by each college to the State Chancellor’s Office about students, courses, student services, outcomes and faculty and staff. *

Research and Institutional EffectivenessRBB – 5/2/12*TG-6/18/13


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