2006 Hybrid Program Review Data Delivery Plan

1. 2006 Hybrid Program Review Data Delivery Plan Process/Data Description Rev. 1-17-07

2. 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.

3. 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.

4. History • Last years 2005 program review was a culmination of inputs from our System DOI’s, 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.

5. 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.

6. 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

7. 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 well—they are still being paid by the program.

8. #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.

9. #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.

10. #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.

11. #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.

12. #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.

13. #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 credits—not credits attempted.

14. #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.

15. #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 not—if 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.

16. #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.

17. #10 Student semester hours for all PPC class enrollments • This is total SSH for both majors and non majors in all PPC classes.

18. #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.

19. #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.

20. #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.

21. #14 PPC Average GPA • This is the sum of (quality points earned in PPC classes x earned credits) / total credits attempted.

22. #15 Non-PPC Average GPA • This is the sum of (quality points earned in Non-PPC classes x earned credits) / total credits attempted.

23. #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] (B+C)

24. #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] (A+B+C) • Costs for Sabbatical Leave are not captured here.

25. #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] (A+B+C)

26. 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.

27. 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 we’ve 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 you’d like to have the data representative of all the “I” grades, that will be trickling in over the course of the summer.

28. 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

29. 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 • Lloyd Sanborn Writer • Mike Saito Writer

30. 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, andto 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 review—not 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.

31. Questions? • Reporting data out of the student information system in support of our program reviews is a dynamic process. • We know what’s 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!