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Graduation Policy Fast Track McHenry County College

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					        Graduation Policy
           Fast Track
      McHenry County College




                    Spring 2007




                Project Statement
   To improve appropriate application of graduation
requirements by clarifying catalog definitions and internal
   processes as measured by a decrease in graduation
                  denials and waivers.
                                                  Table of Contents

Executive Summary ..........................................................................................................1

Section 1:           Overview............................................................................................... 2-5

Section 2:           Current Process ................................................................................... 6-10
                            Operational definitions..................................................................7
                            Current process map ................................................................. 8-9
                            Backdated graduation..................................................................10

Section 3:           Analysis............................................................................................. 11-17
                            Benchmarking .............................................................................11
                            Scenario Tool ........................................................................ 12-13
                            Catalog Language ................................................................. 14-17

Section 4:           Improvement Theory and Implementation Plan ............................... 18-19
                           Gantt Chart..................................................................................18


Section 5:           Recommendations...................................................................................20

Section 6:           Assessment Plan................................................................................ 21-22

Section 7:           Presentation Materials....................................................................... 23-25

Section 8:           Steering Committee Recommendations......................................................

Section 9:           Follow-up Reports to Steering Committee .................................................

Section 10:          TracDat Assessment Impact Report............................................................

Section 11:          Project Retirement Documentation.............................................................
                  Executive Summary: Improve Graduation Audit Process

The purpose of this action project is to improve the current process being used for graduation
audits. Graduation auditors have found it difficult to apply an appropriate and consistent policy
and procedure when a late graduation application is received, i.e. backdated completion date.
They have found that the course catalog displays vague requirements and procedures. To
facilitate more clarity in understanding and applying college policies, the team set out to expand
and modify the college’s general graduation requirements and procedures that are published in
the annual catalog, other publications, and website.

We gathered information to see how many graduations received final conferral six months or
more beyond the student’s semester of completion. We flowcharted the current application
process and reviewed catalog language regarding our current requirements and process. Four
troublesome scenarios were presented that involved retro-active graduation and the calculation of
the appropriate GPA (retro or current). Other issues regarding late or missed exit assessment
were discussed: whether to grant retro-active or future graduation and if a waiver is required.

The team checked six neighboring community college catalog displays of such requirements -
for benchmarking purposes. Most of the publications had better clarity and identified specific
policies. We set out to make recommendations for the re-writing of our catalog page to benefit
students as well as college personnel.

The Action Team recommends the following:
   • Modify current catalog language.
   • Track graduation audits where these issues occur.
   • Seek SPAS/CAPC approval for a change in a specific graduation requirement.
   • Collaboration between Graduation Audit Coordinator and Assessment Committee

Outcomes expected are that students and college personnel more clearly understand and apply
MCC graduation requirements, policy, and procedures. Upon approval of the team’s
recommendations, the 2008-2009 catalog and Web will be updated, advising sheets will be
updated, and the graduation auditors will begin to apply the new requirements. Waivers will be
reduced and retro-active GPAs will be calculated correctly. Tracking will begin so that results
can be reported.




                                                 1
                   Action Project Title:
             Improve Graduation Audit Process


                             Date:
                           May 2, 2007


                       Team Members:
          Helen Campbell - Degree Audit Coordinator
    Mary Ann Steinsdoerfer – Assistant Graduation Coordinator
                Mary Kay Messling – Counselor
               Jeremy Bradt – Academic Advisor
            Ramona Silvester – Credential Evaluator
                    and Graduation Auditor
    Marianne Gren Devenny - Director of Enrollment Services




                 Steering Committee Sponsor:
Mary Harreld – Coordinator of Graduation Audits and Credentials
Evaluation




                                 2
Action Project Statement
   To improve appropriate application of graduation requirements by clarifying catalog
   definitions and internal processes as measured by a decrease in graduation denials and
   waivers.

Action Project Description
   Review MCC’s graduation policy in the catalog, review graduation audit process, and how
   decisions are made to accept or deny a graduation application. Review factors that are
   inconsistent in the decision making of granting graduation, review other institutions
   graduation audit processes and policy, and recommend changes.

Action Project Relationships
   Primary AQIP Category Relationship: 6. Supporting Institutional Operations
   Other Related AQIP Categories (choose up to four):
              1. Helping Students Learn
              2. Accomplishing Other Distinctive Objectives
              3. Understanding Students’ and Other Stakeholders’ Needs
              4. Valuing People
              5. Leading and Communicating
              6. Supporting Institutional Operations
              7. Measuring Effectiveness
              8. Planning Continuous Improvement
              9. Building Collaborative Relationships
   Related AQIP Principles (choose up to four):
              A. A mission and vision that focus on serving students and other stakeholders.
              B. Broad-based faculty, staff, and administrative involvement.
              C. Leaders and leadership systems that support a quality culture.
              D. A learning-centered environment.
              E. Respect for people and willingness to invest in them.
              F. Collaboration and a shared institutional focus.
              G. Agility, flexibility, and responsiveness to changing needs and conditions.
              H. Planning for innovation and improvement.
              I. Fact-based information-gathering and thinking to support analysis and decision-making.
              J. Integrity and responsible institutional citizenship.
   Related 1,000 acre fields (choose one):
              Effective Communication
              Improve Recognition and Rewards
              Improve Student Learning
              Improve Institutional Decision Making
   Related 100 acre fields (choose one):
            Spring, 2006                          Fall, 2006                         Spring, 2007
          Retention                         Student Application Process            Data for Mailing Labels
          Employee Recognition              Textbooks                              Purchasing
          Academic Programs                 Succession Planning                    Effective Room Usage
          Email                             Continuous Improvement Training        Online Courses
          Recruitment                       Key Performance Indicators             Graduation Policy
          Organizational                    Professional Development               ERP
          Understanding                     Training                               Business Continuity
          Electronic Document               General Education Goals                Scholarship Processing
          Depository                        Assessment                             AQIP Systems Portfolio

                                                      3
   Related MCC Strategic Directions (choose one):
               1-Improve the learning environment
               2-Increase student access to education opportunities
               3-Improve systems and processes
               4-Utilize human resources effectively
               5-Increase external partnerships
               6-Improve college planning
               7-Increase financial resources

Rationale for Action
   The current process for graduation is not clear and not consistently being implemented.

Areas Affected
   Credentials Evaluation
   Counseling
   Advising
   Academic Deans
   Department Chairs
   CAPC
   Students
   Catalog Prep
   Marketing
   Commencement


Processes Affected
   Graduation Audit process

Process Measures
   Consistent communication on the website, in the catalog, and college publications.
   Fewer graduation waivers and denials.


Outcome Measures
   Students apply for graduation the semester they complete requirements and understand all
  graduation requirements. All stakeholders understand a clearer and more consistent catalog
  language.



Performance Targets

Phase 1
   Seek SPA/CAPC approval of proposed catalog changes in the 2008-2009 catalog which will
   be effective in Fall 2008.

Phase 2
                                                      4
   Use Fall 2007 semester as baseline, compare information with Fall 2008 when catalog
   changes have become effective.

Phase 3
      Seek approval from CAPC for recommended changes.

Keeping Focus
   See Gantt chart.




                                             5
Section 2: Describe the Current Process

The team collaborated in creating a flowchart of the current application and audit process. We
used this to help us determine the focus of our project and which issues we could handle in this
Spring 2007 session.

Many students apply late for graduation. Some apply years beyond the date of actual program
completion. Such late applications cause much confusion in how to apply appropriate
requirements; retro-active information is not apparent in the college catalog. If graduating a
student who completed two years ago, which GPA should be used – two years’ ago or current?
They may differ. In the case of those close to the 2.0 mark, this becomes very important.
Graduation auditors often find that some applicants don’t complete their final exit assessment
requirement in the semester in which all other requirements had been met. Some of these
students re-apply in a subsequent semester and that causes a grad date that differs from the
semester in which they completed their coursework and were last enrolled. This results in the
need for a waiver. We recommend that the requirement, for enrollment in the graduation
semester, should be eliminated to make this more efficient.

We cited typical scenarios of cases of late application where retro-active graduation is an issue.
In the report we describe the scenario, the issue that presented as confusing to graduation
auditors, and how our recommendations will remedy this confusion.

A third tool that we used was to query the mainframe to see how many graduations had been
posted to a prior date that was six or more months back (retro-active graduation). About 6%
graduate in this manner. Retro-active graduations occur when a student fails to submit the
application in a timely manner. Other obstacles that prevent a student from graduating in the
semester of their final course(s) may occur because of a major restriction, a low GPA, a
deficiency in taking the exit assessment requirement.

We also checked the current catalog. During our sessions, we used the 2006-2007 catalog as our
current catalog and then were able to get a copy of the 2007-2008 catalog. Recommendations for
clarification of catalog language and procedure were formulated to incorporate what we observed
as necessary changes in both catalogs. A copy of two current catalogs is included in this section.
In addition, we compared neighboring community college publications for benchmarking
purposes.




                                                 6
                             Operational Definitions


Substitution – To put in the place of another

Waiver – to give up claims to. Renounce or forgo




                                     7
                                Student applies/
                                                                                 Current process
     Student is aware
                          No      asks about
     of requirements
                                   graduation



                                 Student sees
                                 advisor from
                                 Registration/
                                Advising Office



                                                               Student takes
                               Advisor checks on
                                                             more classes/sees
            yes




                                    degree
                                                    No       counselor/faculty
                                 requirements
                                                              chair for degree
                                  (unofficial)
                                                                  waivers

                                       Yes




                                                                     Yes
                                Student fills out
                        Yes                              Yes
                                grad application
                                       Yes




                               Audit performed by
                                   evaluators
                                       Yes




                               Results mailed to
                                   student
                                       Yes




                               File given to M.A.
Ceremony
                                  to pre-load in
 Process
                                     NxView
                                       Yes




                                                                                            Graduation
                               Record/re-audited                                             posted to              Diploma and
                                                               Completed all
                               when grades come                                       Yes   NxView w             transcript printed
                                                               requirements
                                       in                                                      or w/                and verified
                                                                                              honors
                                                                    N
                                                                    o




                                                                  Wait for I
                                                                   or IP                                            Diploma and
                                                                   Grade                                         transcripts mailed
                                                                                                                     to student
                                                               Grad denied in
                                                                  Nxview


                                                             Denial letter sent and                        Moved from grad files to
                                                               copied to folder                          regular files (end of process)
                                                         8
  Student is         Student inquires/
  aware of      No      asks about
requirements            graduation                                                 Backdated application


                       Student sees
                       advisor from
                       Registration/
                      Advising Office




                     Advisor checks on                  Student can see
     yes




                          degree                        counselor/faculty
                                             No
                       requirements                     chair for degree
                        (unofficial)                        waivers
                             Yes




                                                                 Yes
                         Student fills out
                                                  Yes
                         grad application
               Yes




                       Audit performed by
                           evaluators



                                                         Graduation
                                                          posted to
                                                        NxView w or                    Diploma and
                          Completed all
                                               Yes        w/ honors                 transcript printed
                          requirements
                                                         (GPA when                     and verified
                                                        requirements
                                                             met
                               N
                               o




                         Grad denied in
                            Nxview
                                                                                       Diploma and
                                                                                    transcripts mailed
                                                                                        to student


                      Denial letter sent and
                        copied to folder


                                                                              Moved from grad files to
                                                                            regular files (end of process)




                                                             9
                    Estimated Count of Backdated Graduations



        FY                  All grads          Conferred 180 days or   Percent
                                                more (6+ mos) after
                                                 completion date
       2004                   805                       57             7.1%
       2005                   826                       51             6.2%
       2006                   860                       37             4.3%*


*graduation applications still incoming

Source: MCC Student Database Graduation Records as of 2/21/07
Retrieved by Ralph Gaulke and Helen Campbell




                                          10
                                     Benchmarking

In order to gain a better understanding of what other community colleges publish in their
catalogs for graduation requirements, we viewed six:


College           Clear deadline    Current            End assessment    Clear GPA
                                    enrollment         as grad           calculation
                                                       requirement
Joliet Junior     Yes               Yes                No                No
Harper            Yes               Yes                No                Yes
Rock Valley       Yes               No                 No                No
Elgin             Yes               Yes                No                Yes
CLC               Yes               No                 No                Yes
Moraine           Yes               No                 No                No




                                            11
                                   Scenario tool

The following four scenarios help illustrate the current problems that graduation
auditors face given the current catalog language. Our recommendations reflect the
proposed catalog changes (2008-2009 Catalog) and recommendations to CAPC.

1. Scenario One

   Student applies in April 2007 for graduation in December 2006. Has met all
   requirements except completion of end assessment. Must take assessment as part
   of graduation requirements. Student has moved away. In this case the test is a
   barrier to the graduation of the student.

   Issue: How does the student take the assessment and can the assessment test
   be waived?

   Recommendation: Waive the assessment test and graduate the student

2. Scenario two

   Summer 2006 Student completed academic coursework, but did not apply
   Spring 2007 Student applied for graduation
   Has not taken END ASSESSMENT (a graduation requirement)
   Does not HAVE to take End Assessment because the test was UNAVAILABLE.
   Summer 2006

   Issue: Assessment test not available

   Recommendation – Retroactive Graduation and waive assessment test
   (Require a spreadsheet from Assessment Committee containing semester by
   semester availability of exit test)

3. Scenario three

   Spring 2004 Student completed Auto Maintenance Certificate coursework (GPA
   2.49)
   Student continued to take classes (FAILED CLASSES)
   Summer 2006 Student applied for Certificate (GPA 1.97)
   Summer 2006 Student denied based on current GPA of 1.97
   Issue: What GPA should be used at time of completion and do we do
   retroactive graduation (Spring 2004)?

   Recommendation – Calculate GPA based on when student completed
   academic requirements and use retroactive graduation date (Spring 2004).

4. Scenario four



                                       12
Student is short 3 hours of electives (has 57 hours of MCC credit) for an
Associate of Science degree after Spring 2007

Student goes to NIU in Fall 2007 and takes a 3 hour class and transfers the class
back to MCC

Student applies for graduation in Fall 2007 and takes exit test
Issue: Student is not currently enrolled in Fall 2007

Recommendation: Waive the “currently enrolled in the semester the student
wishes to graduate” and graduate the student in Fall 2007.




                                     13
Graduation Requirements and Procedures (page 27 of 2007-2008 catalog)
Graduation Application Deadline

McHenry County College requires students to submit their graduation application by the
     following schedule: A late application will result in a late conferral

Fall graduation (December ) - by October 1st

Spring Graduation (May) – by March 1st

Summer Graduation (August) – by July 1st

815-479-7685

www.mchenry.edu/admissions/gradreq.asp

Note: A degree or certificate is not automatically conferred upon completion of curriculum. Any
student with a major restriction of any kind will may not graduate until the restriction is lifted.

All candidates for an Associate Degree from MCC must meet the following requirements:

       1: Satisfactory completion of 60 or more credit hours depending on specific curricula or
       program with a 2.0 cumulative grade point average or higher in all MCC classes (G.P.A
       of transfer credits and of developmental classes does not apply) at the semester the
       student applies for graduation.

       Proposed 1: Satisfactory completion of 60 or more credit hours depending on specific
       curricula or program with a 2.0 cumulative grade point average or higher in all MCC
       classes at the time graduation requirements have been met. (G.P.A of transfer credits
       and of developmental classes does not apply). Awarding of degrees will be dated in
       the semester and the year in which all requirements were met.

       2. Satisfactory completion of all course requirements for the degrees being sought,
       subject to the following:

               A. Course requirements are defined as those contained in MCC’s catalog at the
               time the students first enrolled at the college provided there has been no break in
               his/her MCC education exceeding three consecutive years. Failing grades, non-
               credit courses, and course withdrawals are not considered as attendance for this
               purpose.

               B. Course requirements are defined as those contained in MCCs catalog at the
               time of re-entry for those students who have experienced a break in their
               education exceeding three consecutive years.

               Proposed C. In the case of curriculum changes and the cancellation or
               withdrawal of courses, every effort will be made to substitute current course
               work to fulfill certificate or degree requirements. Course substitutions and
               waivers must be approved in writing by the appropriate department chair,

                                                 14
              counselor, or dean. The student has the ultimate responsibility to fulfill the
              requirements for the certificate or degree.

       3. Completion of 15 credit hours in credit classes at MCC. Credit earned through CLEP,
       MCC Proficiency, Dantes, and A/P examinations does not satisfy this residency
       requirement. Students completing an AAS degree must complete a minimum of 15 credit
       hours of program-specific coursework through MCC (i.e., not general education
       coursework).

       4. Enrollment in credit coursework at McHenry County College the semester during
       which the graduation requirements are met

       4. Satisfactory completion of the Test for Senate Bill 195 covering the Constitution of the
       United States, the Constitution of the State of Illinois, and the proper use and display of
       the flag of the United State (option: successful completion of PLT151 or PLT 155 at
       MCC). (was 5) –Satisfactory completion of the constitution requirement of Senate
       Bill 195. This can be met by (1) submitting an official Illinois high school transcript
       or Illinois GED stating the requirement has been met, or (2) successfully completing
       PLT151 or PLT155 or (3) passing a college administered test of the U.S.
       Constitution, Illinois Constitution, and the proper use and display of the American
       flag.

       5. Completion of end-of program assessment as follows: (was 6)

              A. Students seeking a degree among AA, AS, AFA, AES, or AGE will be
              required to complete the general education assessment test.

              B. Students seeking an occupational AAS degree will be required to complete
              end-of program assessment as designated by the specific department.

       6. Completion of the Application for Graduation (a non-refundable graduation
       application fee is charged), which is available in the Registration Office or Advising
       Office, prior to the posted deadline.

       7. If three years have passed since the student has met all graduation course requirements,
       the current year catalog will be used to determine graduation completion. If the program
       no longer exists, the last catalog that the program was listed in will be used to determine
       graduation completion.

All candidates for a Certificate of Completion in any occupational education area from this
institution must meet the following requirements:

       Completion of necessary semester hours of credit specified for the program with a 2.0
       cumulative grade point average in all MCC courses at the semester the student applies
       Proposed 1: Completion of necessary semester hours of credit specified for the program
       with a 2.0 cumulative grade point average in all MCC courses at the time graduation
       requirements have been met (G.P.A of transfer credits and of developmental classes
       does not apply). Awarding of certificates will be dated in the semester and year in
       which all requirements were met.

                                               15
      2. Enrollment in credit courses at MCC the semester during which the graduation
      requirements are met.

      Proposed 2. Satisfactory completion of all course requirements for the certificates
      being sought, subject to the following:

              A. Course requirements are defined as those contained in MCC’s catalog at
                 the time the students first enrolled at the college provided there has been
                 no break in his/her MCC education exceeding three consecutive years.
                 Failing grades, non-credit courses, and course withdrawals are not
                 considered as attendance for this purpose

              B. Course requirements are defined as those contained in MCCs catalog at
              the time of re-entry for those students who have experienced a break in their
              education exceeding three consecutive years.

              C. In the case of curriculum changes and the cancellation or withdrawal of
              courses, every effort will be made to substitute current course work to fulfill
              certificate requirements. Course substitutions and waivers must be
              approved in writing by the appropriate department chair, counselor, or
              dean. The student has the ultimate responsibility to fulfill the requirements
              for the certificate.

      3. For certificates of less than 12 credit hours, all coursework required must be
         completed at MCC. For certificates of 12 or more credit hours, one-half of the
         minimum credit hours required must be completed at MCC. Credit earned through
         proficiency exams does not satisfy this requirement.
      4. Many certificates of completion require an end-of-program assessment. Refer to the
         specific certificate program layout page or contact the program chair.

      Proposed 4: Many certificates of completion require an end-of-program assessment
      (Certificates of 30 or more college credits). Refer to the specific certificate program
      layout page or contact the program chair.

      5. Completion of the Application for Graduation, which is available in the Registration
         Office.

      Proposed 5: Completion of the Application for Graduation (a non-refundable
      graduation application fee is charged), which is available in the Registration Office or
      Advising Office, prior to the posted deadline.

Awarding of Additional Degrees:
A graduate of MCC may pursue and be awarded additional degrees. The following requirements
must be met:

     1. All degree requirements including the General Education requirements and also those
     specialized classes normally required.

                                              16
     2. Twelve semester hours of additional credit earned at MCC. The additional 12 hours of
     credit may not be applied to first degree earned.

     3. Minimum of a 2.0 cumulative grade point average at the semester the student applies for
     graudation at the time graduation requirements have been met .

     Proposed 4: Completion of the Application for Graduation (a non-refundable graduation
     application fee is charged), which is available in the Registration Office or Advising
     Office, prior to the posted deadline.

Graduation Academic Honors
Upon completion of Associate degree requirements, academic honors are awarded according to
the following scale:

High Honors = 3.75 to 4.00 cumulative grade point average
Honors = 3.50 to 3.74 cumulative grade point average

Academic honors are recognized both on the student’s transcript and at the commencement
ceremonies. To be considered for Academic Honors, students must earn 30 semester hours of
grade point credit in residence at MCC.




                                              17
                       What                           Who              May-07       Jun-07   Jul-07       Aug-07       Sep-07       Oct-07   Nov-07   Dec-07       Jan-08   Feb-08   Mar-08   Apr-08   May-08       Jun-08   Jul-08       Aug-08       Sep-08

Reporting                                   Graduation Action Team    May 2nd

Recommendation                              SPA                                                                    x

Recommendation                              CAPC                                                                                x

Spring 07 Graduation Stats                  Mary/Ramona                         x

Summer 07 Graduation Stats                  Mary/Ramona                                                            x

Gradution Poster Changes - Late conferral   Mary Ann S.                                               x

Fall 07 Graduation Stats                    Mary/Ramona                                                                                                        x

Send to Catalog Production                  Graduation Action Team                                                              x

Begin using New Catalog Policy              MCC                                                                                                                                                                                       x

Spring 08 Graduation Stats                  Mary/Ramona                                                                                                                                                         x

Summer 08 Graduation Stats                  Mary/Ramona                                                                                                                                                                                            x

Meeting with Assessment Team                Coordinator of Graduation Auditor                                                   x




                                                                                                                                    18
Section 4: Improvement Theory:


Improvement will occur because the GPA will be accurate and based on the semester of actual
coursework completion, rather than a current GPA. Graduation honors will be awarded with an
accurate snapshot of the GPA for the official semester in which conferral is to occur. The
recommendations will enable graduation auditors to accurately process retroactive graduations in
a standard fashion which includes: graduation term of record, graduation GPA, graduation
Honors, and graduation exit assessment requirement.

In seeking the elimination of the requirement, for “last credits at MCC during graduation
semester,” the time-consuming waiver form will be eliminated as well as the run-around that
students encounter. Students who were denied graduation because they did not take the exit
assessment, will be allowed to graduate with a future graduation date if they take the assessment
test; a waiver will no longer be necessary to allow them to graduate in a semester in which they
are not enrolled. Likewise, students who transfer back their last few credits, will be allowed to
graduate in a semester for which they are not enrolled at MCC – no waiver required.

As supporting information for the elimination of the “last credits at MCC during the graduation
semester,” it is necessary to point out that the annual ICCB A1 report now includes past
graduations, as flagged in a special way in our student information system. The Coordinator of
Degree Audit made this change several years ago. There is no longer a need that a student be
enrolled in the A1 reporting year as was in past college history.

In summary, these changes to the catalog language are going to improve consistency and save
time in the graduation process for students and graduation auditors. Department chairs,
graduation auditors, advisors, and the graduation coordinator will have a clearer picture of the
graduation process. The Coordinator of Graduation Audits will have a collaborative relationship
with the assessment team.




                                                19
                         Section 5 - Action Team Recommendations and Steering Committee Feedback Form

                                          Steering Committee Feedback                    Action Team Updates
Action Team Recommendations            Yes/No
                                     Modified Yes      Comments               Date                  Comment
1. Eliminate waivers for “current
enrollment in semester of
graduation”
2 Collaborate with assessment
and graduation staff to determine
changes in requirements for exit
testing relating to graduation? –
(Spreadsheet assessment from
Assessment team)
3. Converse with Computing
Services about a link from I-REG
Account to Graduation Information
4. Implement New Graduation Tab
underneath Current Students
5. Ask SPA/CAPC to approve new
graduation requirements
6. Measure success of the
effectiveness of the new policies.
7.


8.


9.




                                                              20
McHenry County College - Assessment Impact By Department, Program, Committee Objectives                                                            Page 1 of 2




                                                           Assessment Impact
                                                          McHenry County College
                                                           ACT 20076 Graduation
Objective:                  fewer graduation denials - fewer graduation applications will be denied in relation to the May 2007 graduates.
                                                                                                                                             j
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Start Date:
End Date:
Status:                     Open
Assessment Plan Review
                            review denials with regards to may 2007 graduation application denials.
Process:
                                                          Assessment Methods Being Used
              Method                               Criterion             How often will you collect / analyze        What will you do with this data?
                                                                                       data?
 count                              10%                                      annually

Objective:                  fewer retroactive graduations - fewer retroactive waivers will be written in relation to the May 2007 graduates.
                                                                                                                                               b
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Start Date:
End Date:
Status:                     Open
Assessment Plan Review
                            assessment process review for May graduations
Process:
                                                          Assessment Methods Being Used
              Method                               Criterion             How often will you collect / analyze        What will you do with this data?
                                                                                       data?
 count                              10% less in May 2008 than in May 2007    annually                              check progress

Objective:                  fewer waivers - fewer graduation waivers will be written in relation to the May 2007 graduates.
                                                                                                                              j
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Start Date:
End Date:
Status:                     Open
Assessment Plan Review
                            Every May after graduation, graduation waiver numbers will be reviewed.
Process:

                                                                            21



http://tracdat.mchenry.edu:8080/TracDat/tracdat/reports/reportAssessImpact_DeptObj_Details.jsp                                                      4/30/2007
McHenry County College - Assessment Impact By Department, Program, Committee Objectives                                                                  Page 2 of 2




                                                                      Assessment Methods Being Used
                   Method                                      Criterion             How often will you collect / analyze     What will you do with this data?
                                                                                                   data?
 count                                         10% fewer in May 2008 than May 2007           annually                       check progress

Objective:                            SP - Graduation - Make the graduation application process more efficient and consistent.
                                                                                                                                 j
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Start Date:
End Date:
Status:                               Open
Assessment Plan Review
Process:

                                                                                    Observations
                     Observation                                  Proposed Transformations                           Follow-Up                         Resolved
  04/30/2007 -- graduation                                                                                                                                 No
  DESCRIPTION: The language in the website and            04/30/2007 -- Clarify and insure consistency in the
  catalog about graduation requirements is inconsistent   language of the catalog and other college
  and confusing and open to varied interpretation.        publications regarding graduation requirements.
  TYPE: Problem / Limitation




April 30, 2007                                                                                                              Generated by TracDat a product of Nuventive




                                                                                           22



http://tracdat.mchenry.edu:8080/TracDat/tracdat/reports/reportAssessImpact_DeptObj_Details.jsp                                                             4/30/2007
                                                           Team Members
                                               • Helen Campbell – Coordinator of Degree Audit
                                                 System
            Improving the                      • Marianne Devenny – Director of Enrollment
                                                 Services
             Graduation                        • Mary Kay Messling – Counselor
                                               • Ramona Silvester – Credentials
              Process                            Evaluator/Graduation Auditor
                                               • MaryAnn Steinsdoerfer – Graduation and Special
                                                 Project Assistant Coordinator
                                               • Jeremy Bradt – Student Development Advisor
                                               • Steering Committee Sponsor – Mary Harreld –
            Spring 2007 Action Team              Coordinator of Graduation Audits and Credentials
                                                 Evaluation
                                               • CI Trainer - Pat Stejskal




  Action Project Statement                                Executive Summary
                                               • Inconsistent Process for the college
To improve appropriate application             • Revised catalog language
    of graduation requirements by              • Retro-active graduation
  clarifying catalog definitions and           • Retro-active cumulative GPA
   internal processes as measured              • Tracking Graduates from Spring 07 and
     by a decrease in graduation                 future semesters
         denials and waivers.                  • Meeting with different MCC teams in
                                                 future semesters to improve the process




                                                     Estimated Count of
    Operational Definitions                        Backdated Graduations
• Substitution – To put in the place of
  another                                                                  Conferred 180 days or
                                                   FY          All grads                           Percent
• Waiver – to give up claims to.                                            more (6+ mos) after
  Renounce or forgo                                                          completion date
                                                   2004          805                57              7.1%
                                                   2005          826                51              6.2%
                                                   2006          860                37             4.3%*




                                          23
                                                                                                             1
                                                                      Retroactive Process
            Current Process




                 Scenario 1                                                    Scenario 2
•   Student applies in April 2007 for graduation in          • Spring 2004 Student completed Auto Maintenance
                                                               Certificate coursework (GPA 2.49)
    December 2006. Has met all requirements                  • Student continued to take classes (FAILED CLASSES)
    except completion of end assessment. Must                • Summer 2006 Student applied for Certificate (GPA 1.97)
    take assessment as part of graduation                    • Summer 2006 Student denied based on current GPA of
    requirements. Student has moved away. In                   1.97
    this case the test is a barrier to the graduation        • Issue: What GPA should be used at time of
    of the student.                                            completion and do we do retroactive graduation
                                                               (Spring 2004)?
•   Issue: How does the student take the                     • Based on proposed recommendations we will
    assessment and can the assessment test                     calculate GPA based on when student completed
    be waived?                                                 academic requirements and use retroactive
                                                               graduation date (Spring 2004).
•   Recommendation: Waive the assessment
    test and graduate the student




             Benchmarking                                               Catalog Revisions
• Data collected from six local                              • New Deadlines
  community colleges                                         • Proposed Changes for 2008-2009
    – Joliet Junior College                                    catalog (and MCC webpage)
    – William Rainey Harper College                          • Clearer language for all stakeholders
    – Rock Valley Community College
    – Elgin Community College
    – College of Lake County
    – Moraine Valley Community College




                                                        24
                                                                                                                        2
         Recommendations                                 Gantt Chart
•   Eliminate “current enrollment”          • For 2008-2009 approval, Fall 07 is a
•   Collaborate with assessment team          big semester for the team
                                              –   Spring 07 Graduation Assessment
•   Converse with Computing Services          –   New Graduation Posters – Aug 07
•   Implement New Graduation Tab              –   SPA Committee – Sept 07
•   Ask SPA/CAPC for approval                 –   CAPC Committee – Oct 07
•   Measure success of effectiveness          –   Catalog Submission – late Oct 07
                                              –   Assessment Team – Oct 07
                                              –   Future Graduation Assessments




              Questions
• Will you “graduate” this Action
  Team?




                                       25
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