The System Office requires 4 6 weeks for its review and consideration of the by HC121002222447

VIEWS: 0 PAGES: 12

									EDUCATIONAL SERVICES MANUAL                                                4.10.4.1
February 2010                                    OCCUPATIONAL PROGRAM PROCEDURES


                                 NEED DEMONSTRATION

During the Scope, the district demonstrated the feasibility of pursuing an occupational degree
program new to the district. During the Need Demonstration the district will analyze and document
labor market information, student interest and demand, community support, and the impact on other
programs in the district and the region. Consultation with System Office staff and other WTCS
districts is required. The District should refer to the Proposal Specific Development Timeline
developed for the program under consideration for the deadline to submit the Need Demonstration to
the System Office. The System Office requires 4-6 weeks for its review and consideration of the
Need Demonstration.


Procedures for developing the Need Demonstration:

Timetable                   Responsibility             Action

Following established       District                   1. Submit for TC-OCCND-1A with
Proposal Specific                                         attachments that document the
Development Timeline                                      need for the occupational degree
                                                          program to include:

                                                           a. Proposed program aid code,
                                                              number and title.

                                                           b. Major duties and
                                                              responsibilities for workers in
                                                              identified primary occupations.

                                                           c. Estimated FTE and estimated
                                                              headcount.

                                                           d. An analysis of how this new
                                                              degree program supports
                                                              employment demand in the
                                                              district, or relates to other
                                                              programs in the region.

                                                                  1. Description of the Need
                                                                     Demonstration
                                                                     Assessment
                                                                     Methodology.

                                                                  2. For survey
                                                                     methodologies, specify
                                                                     the expected rate of
                                                                     return, and attach a
                                                                     copy of the survey
                                                                     instrument. If out-of
                                                                     district surveys will
EDUCATIONAL SERVICES MANUAL                                     4.10.4.2
February 2010                         OCCUPATIONAL PROGRAM PROCEDURES


Timetable            Responsibility        Action

                                                          used, a copy of the
                                                          notification to ISA(s)
                                                          affected by the need
                                                          assessment must be
                                                          included in the
                                                          documentation.

                                                       3. Analysis of labor
                                                          market and
                                                          employment trends for
                                                          graduates and student
                                                          demand for the
                                                          program.

                                                       4. Mean starting hourly
                                                          salary.

                                              e. Data that specifically document
                                                 the unmet local need. (Note:
                                                 All data collection instruments
                                                 must be discussed and
                                                 approved in advance with the
                                                 WTCS Education Director).

                                              f.    Documentation of development
                                                    costs. (See Cost Planning
                                                    Guide TC-PCPG-ND).

                                              g. An analysis of how this new
                                                 degree program supports or
                                                 relates to the district’s existing
                                                 program mix.

                                              h. How the new program provides
                                                 laddering opportunities to other
                                                 WTCS programs and/or 2- and
                                                 4-year colleges and
                                                 universities.

                                              i.    Document external program
                                                    requirements (if any).

                                              j.    Document Financial Aid
                                                    eligibility.


                     District              2. Electronically submit the
EDUCATIONAL SERVICES MANUAL                                            4.10.4.3
February 2010                                OCCUPATIONAL PROGRAM PROCEDURES


Timetable                  Responsibility         Action

                                                     completed Need Demonstration
                                                     form (TC-OCCND-1A) to the
                                                     WTCS Associate Vice President,
                                                     Office of Instruction.

Upon receipt of the Need   WTCS Associate Vice    3. Acknowledges receipt of Need
Demonstration, following   President, Office of      Demonstration and forwards
established Proposal       Instruction               copies to WTCS Education
Specific Development                                 Director for review and
Timeline                                             recommendation.

                           WTCS Education         4. Analyze and verify the district
                           Director                  Need Demonstration
                                                     documentation. Request
                                                     additional information from the
                                                     district if necessary.

                           District               5. Responds to WTCS Education
                                                     Director's request for additional
                                                     information if necessary.

                           WTCS Education         6. Reviews the additional information,
                           Director                  and upon the determination that
                                                     the Need Demonstration is now
                                                     acceptable, a recommendation will
                                                     be forwarded to the Associate Vice
                                                     President, Office of Instruction to
                                                     move into the Program Proposal
                                                     phase.

                                                     If the Need Demonstration is not
                                                     acceptable, and the district cannot
                                                     provide further information, the
                                                     WTCS Associate Vice President,
                                                     Office of Instruction, will
                                                     recommend to the WTCS Vice
                                                     President, Division of Teaching
                                                     and Learning, that the Need
                                                     Demonstration not be forwarded to
                                                     the Program Proposal phase.

                                                  7. Reasons the Need Demonstration
                                                     may be returned include (but are
                                                     not limited to):


                                                     a. Survey results and other
EDUCATIONAL SERVICES MANUAL                                      4.10.4.4
February 2010                          OCCUPATIONAL PROGRAM PROCEDURES


Timetable            Responsibility         Action

                                                     optional data collection
                                                     methods do not establish the
                                                     unmet local need.

                                               b. Data does not support the
                                                  employment demand for the
                                                  program.

                                               c. The Program Cost Planning
                                                  Guide is incomplete.

                                               d. The analysis of how this new
                                                  degree program supports or
                                                  relates to the district’s existing
                                                  program mix has not been
                                                  adequately documented.

                                               e. Current and/or potential
                                                  laddering opportunities have
                                                  not been identified.

                                               f.    The financial aidability has not
                                                     been determined.

                     WTCS Associate Vice    8. Notify the District Instructional
                     President, Office of      Services Administrator of the
                     Instruction               System Office decision.
EDUCATIONAL SERVICES MANUAL                                                    4.10.4.5
February 2010                                        OCCUPATIONAL PROGRAM PROCEDURES


PROGRAM COST PLANNING GUIDE
(TC-PCPG-ND)

Guidelines and Definitions

The purpose of the Program Cost Planning Guide is to document the fiscal analysis of the proposed
program during the Need Demonstration phase. Additional information will be required at the
Program Proposal phase.

A.   TIME PERIODS (COLUMNS)

     There are three time periods which are of importance in documenting anticipated program costs.
     They include development, implementation and the ongoing costs associated with the offering of
     the program. Each of these time periods has specific cost, revenue and FTE student information
     which must be estimated for the time period in which they occur.

     1.    Development - This is the time period prior to the enrollment of students. Costs are
           reported during the Need Demonstration phase. Activities which normally occur during
           this time period include:

           a.   Documenting need and interest in the proposed program.
           b.   Investigation of the costs/benefits in offering the proposed program.
           c.   Curriculum development.
           d.   Staff professional development.
           e.   Hiring of instructional staff to teach the proposed program.
           f.   Acquisition of equipment and supplies for the proposed program.
           g.   Construction or renovation of facilities to house the proposed program.

           Districts are to identify the fiscal year(s) of the development time period at the top of the
           column and aggregate cost associated with program development by the appropriate line
           items described in Section B.

     2.    Implementation - This is the time period occurring from the enrollment of the first students
           in the program to the graduation of the first scheduled class from the program. Costs are
           reported during the Program Proposal phase. The program length determines the fiscal
           year(s) of the implementation time period which districts are to identify at the top of the
           column.

           Districts are to estimate the cost and student FTE associated with program implementation
           by the appropriate line items described in Section B.

     3.    Annual Ongoing - This is the time period (average fiscal year) after the first scheduled
           class has graduated. Costs are reported during the Program Proposal phase. Districts
           are to identify the first fiscal year following the scheduled graduation of the first class at the
           top of the column.

           Districts are to estimate cost and student FTE for an ongoing fiscal year by the appropriate
           line items described in Section B.

B.   COST AND FTE LINE ITEMS (LINES)

     The line items on the program cost planning guide were identified to assist districts in planning
     and quantifying cost and FTE students associated with new program
EDUCATIONAL SERVICES MANUAL                                                   4.10.4.6
February 2010                                       OCCUPATIONAL PROGRAM PROCEDURES


    development, implementation and ongoing operation. For the Need Demonstration phase,
    districts are to identify and estimate the amount to be entered by line item for each “non-shaded”
    box. These amounts should include any new or additional amounts identifiable with the
    proposed program and any prorated portion of an existing resource directly identifiable with the
    proposed program.

Line Descriptions

    INSTRUCTIONAL PERSONNEL COSTS – This section is used to identify the personnel costs
    (salaries and fringe benefits) directly related to the staff preparation, delivery, and support of the
    instructional component of the proposed program. Cost figures for this section may be obtained
    from the district’s Human Resources department or fiscal staff.

      1.   Program Development Salary/Fringe Benefits - All projected salaries and honorariums
           required for investigating the proposed program. This includes investigating cost, benefit
           and need associated with the proposed program. There will be no entries in the
           implementation or annual ongoing columns for this item.

     2.    Curriculum Development Salary/Fringe Benefits - All projected salaries, fringe benefits,
           and honorariums required for curriculum development.

     3.    Staff Development Salary/Fringe Benefits - All salaries, fringe benefits, and honorariums
           projected for professional development of staff involved in the proposed program. (This
           includes in-service, sabbatical and training time.)

     4.    Administrative Support/Paraprofessional Salary/Fringe Benefits - All projected
           salaries and fringe benefits of support personnel which are of a clerical/paraprofessional
           nature and are directly related to the proposed program.

     5.    Instructional Salary/Fringe Benefits – N/A during this phase.

     6.    Other District Staff Salary/Fringe - All other district staff salaries and fringes which are
           projected, but not included in the above line items, which directly relate to the proposed
           program. This cost must be documented in the narrative text for the proposed program.

     7.    External Personnel Costs - This line item may be used for external personnel costs, such
           as consultants, which directly relate to the proposal. This cost must be documented in the
           narrative text for the proposed program.

     8.    TOTAL PERSONNEL COSTS: This line item represents the sum of line items 1-7 above.

    OTHER OPERATIONAL COSTS – This section is used to identify other identifiable costs of the
    proposed program that are not directly related to instruction, but support the proposed program.
    These costs include any instructional resources, student services and administrative costs that
    are identifiable to the program.

     9.    Travel - The projected cost for transportation, meals, lodging and other allowable travel
           expense associated with the proposed program.

     10.   Library/AV Materials - The projected cost for books, periodicals, audio-visual material and
           other related material required for the proposed program. This cost is to be distinct from
           any cost identified in line items 12,13, and 15; and is to be documented in the narrative text
           of the Need Demonstration document

     11.   Program Promotion – N/A during this phase.
EDUCATIONAL SERVICES MANUAL                                                  4.10.4.7
February 2010                                      OCCUPATIONAL PROGRAM PROCEDURES


    12.   Supplies - The projected cost for all supplies related to the proposed program.

    13.   Equipment <$500 – The projected cost of equipment costing < $500.

    14.   Rentals - Facility and other rentals related to this delivery of this program.

    15.   Other Operational Costs - The projected cost for other items of a non-capital nature,
          which can be separately identified from line items 9 -14, above, and which are directly
          attributed to the proposed program such as membership fees for professional
          organizations. This cost must be documented in the narrative text of the Need
          Demonstration document.

    16.   TOTAL OTHER OPERATIONAL COST - This line item represents the sum of line items 9-
          15 above.

   CAPITAL COSTS – This section is used to identify the cost of capital items that can be charged
   directly to the proposed program.

    17.   Capital Equipment – The projected cost for equipment to be charged to the proposed
          program which is $500 or more per item or set is to be included regardless of location.
          This cost is to be documented in the narrative text of the Need Demonstration document.

    18.    Furniture - The projected cost for furniture to be charged to the proposed program. This
          cost is to be documented in the narrative text of the Need Demonstration document.

    19.   Facilities (Construction/Renovation) - The projected cost for additions, structures, or
          buildings, or of any remodeling, altering or modifying of existing facilities or structures
          required for the proposed program. This cost is to be documented in the narrative text of
          the Need Demonstration document.

    20.   Other Capital Costs - The projected cost for other items of a capital nature, which can be
          separately identified from line items 17-19 above, and are directly attributed to the
          proposed program.

    21.   TOTAL CAPITAL COSTS – This line represents the sum of lines 17-20 above.

    22.   TOTAL PROGRAM DEVELOPMENT COSTS – This line item represents the sum of line
          items 8, 16, and 21.


NOTE:     Dollar amounts should be expressed in $100 increments. The costs shown on the
          TC-PCPG-ND are estimates and should be rounded to the nearest hundred dollars to ease
          form completion and analysis.
      EDUCATIONAL SERVICES MANUAL                                                    4.10.4.8
      February 2010                                        OCCUPATIONAL PROGRAM PROCEDURES

      NEED DEMONSTRATION PHASE                                                Wisconsin Technical
      District Request (TC-PCPG-ND)                                               College System

                                    NEED DEMONSTRATION PHASE
DISTRICT                                                             PROGRAM
PROGRAM NAME and NUMBER                                                COST
                                                                     PLANNING
                                                                       GUIDE

                                                                        DEVELOPMENT
                               ITEM DESCRIPTION
                                                                          Fiscal Year
                         Enter dollars in increments of $100
                                 PERSONNEL COSTS
       1   Program Development Salary/Fringe
       2   Curriculum Development Salary/Fringe
       3   Staff Professional Development Salary/Fringe
       4   Administrative Support/Paraprofessional Salary/Fringe
       5   Instructional Salary/Fringe
       6   Other District Staff Salary/Fringe
       7   External Personnel Costs
       8   TOTAL PERSONNEL COSTS (Items 1-4,6,7)

                          OTHER OPERATIONAL COSTS
       9   Travel
      10   Library/AV Materials
      11   Promotion
      12   Supplies
      13   Equipment <$500
      14   Rentals
      15   Other; e.g., Membership Fees
      16   TOTAL OTHER OPERATIONAL COSTS (Items 9,10, 12-15)

                                   CAPITAL COSTS
      17   Capital Equipment
      18   Furniture
      19   Facilities (Construction/Renovation)
      20   Other Capital Costs
      21   TOTAL CAPITAL COSTS (Items 17-20)

      22   TOTAL PROGRAM DEVELOPMENT COST (Items 8, 16, 21)
EDUCATIONAL SERVICES MANUAL                                                  4.10.4.9
February 2010                                      OCCUPATIONAL PROGRAM PROCEDURES


                    DIRECTIONS FOR COMPLETION OF FORM TC-OCCND-1A
Enter the District name, and date.
Enter the name and phone number for the person at the district who can work directly with the System
   Office on the need demonstration.
Enter the name of the WTCS Education Director assigned to this program development.
Obtain signatures of the Financial Aid Officer or Student Services Administrator, Business Office staff
   and President or Instructional Services Administrator.

A.     Aid Code, Proposed Program Number and Title – If proposed program number and/or title
       have changed, approval of the new number and title need to be received from the education
       director. It is acceptable to use 10 (30, 31, 32, 50)-XXX-X until the actual title and number can
       be determined by the Education Director.
B.     Major Duties and Responsibilities for Workers in Identified Primary Occupations – Prepare a
       comprehensive list of duties and responsibilities for entry-level workers in the identified,
       primary occupations. Enter these in descending order of importance based on district
       analysis.
C.     Estimated Headcount – Identify the estimated head count for enrollees in the proposed
       program. The estimated headcount should reflect an appropriate program size based on both
       employer projected demand and student enrollment interest identified in the Needs
       Assessment (see Item D below).
D.     An Analysis of how this New Degree Program Supports Employment Demand in the District,
       or Relates to Other Programs in the Region - A comprehensive, detailed analysis of labor
       market information is required during the Need Demonstration phase. Single or multiple
       methods may be used. Substantiate the need for the proposed program using appropriate
       district, state and national data and information obtained from documented sources.

            Description of the Need Demonstration Assessment Methodology – the District, in
               consultation with the primary Education Director, identifies the methodology that will be
               used to substantiate the labor market demand. A formal survey of in-district employers
               may serve as the mainstay of the needs analysis, however, alternative methodologies,
               such as focus groups can be considered. All methodologies must be approved in
               advance by the primary Education Director.
            If a formal survey methodology is chosen, the following are key points of information to
               include. If out-of-district responses are included, the out-of-district responses must be
               separated from the in-district responses and the counties in which the surveys were
               distributed identified. The surveying district shall notify the primary education director
               and the instructional services administrator(s) of the district(s) where surveys are being
               sent prior to conducting the survey.

              a. The number of in-district and out-of-district surveys to be mailed
              b. A description of the sample size and survey population
              c. Number of respondents:
                  i. Having difficulties finding qualified (occupational title).
                 ii. Not having difficulties finding qualified (occupational title)
              d. Number of full-time (occupational title) currently employed
              e. Number of part-time (occupational title) currently employed
              f. Employment trends over the past four years:
                  i. Number of respondents with an increase of full-time/part-time (occupational
EDUCATIONAL SERVICES MANUAL                                               4.10.4.10
February 2010                                    OCCUPATIONAL PROGRAM PROCEDURES

                        title)
                 ii.    Number of respondents with a decrease of full-time/part-time (occupational
                        title)
                 iii. Number of respondents with no change in the number of full-time/part-time
                        (occupational title)
            g.    Employment trends over the next four years:
                   i. Total positions projected for (occupational title) for full-time
                  ii. Total positions projected for (occupational title) for part-time
            h.    Number of respondents willing to hire graduates
            i.    Number of respondents not willing to hire graduates
            j.    Number of respondents who would encourage present employees to participate
            k.    Number of respondents who think currently employed (occupational title) had
                  adequate training prior to being hired.
            l.    List the two most frequently mentioned factors which are very important when
                  making hiring decision
            m.    List the type of education background most (occupational title) employees have

           In addition to the survey methodology, data and information may be obtained from, but
            not limited to, the following:
            a. U.S. Census Bureau
            b. U.S. Department of Labor, Bureau of Economic Analysis.
            c. Wisconsin Department of Workforce Development.
            d. Local Job Services offices/Job Centers.
            e. Regional planning commissions.
            f. Wisconsin Department of Development.
            g. Local labor market analysts and advisory committees.
            h. Wisconsin Technical College System Office staff.
            NOTE: while you may include hyperlinks to reports or data sources, you must analyze
            and summarize the information within the body of your document. The inclusion of a
            hyperlink does not, in and of itself, serve as justification for the need for the program.

           For Survey Methodologies, Specify the Expected Rate of Return, and Attach a Copy of
            the Survey Instrument – Enter the percentage of the total projected number of surveys
            and the expected rate of return. The minimally accepted rate of return is generally
            30% when attempting to generalize the results of the survey. Specify measures you
            will take should the response rate fall below the projected rate. Attach a copy of the
            survey cover letter, mail or telephone questionnaire and follow-up letter.
           Analysis of Labor Market and Employment Trends for Graduates and Student Demand
            for the Program
           Mean Starting Salary – Salaries should reflect local labor markets.

E.   Data That Specifically Document The Unmet Local Need - All data collection instruments
     must be discussed and approved in advance with the WTCS Education Director. Identify any
     other employment and training providers such as PICs, proprietary schools and/or private
     industry programs with which this proposed program has been discussed in order to prevent
     unnecessary duplication of the program and to avoid saturation of the employment market.

     When programs are being replicated in a district, the district is to gather and analyze the
     following data from all districts currently approved to offer the same program
          1. Evidence of unmet needs or expanding workforce within the district
          2. Evidence of waiting list(s) in the districts with the approved program
EDUCATIONAL SERVICES MANUAL                                              4.10.4.11
February 2010                                   OCCUPATIONAL PROGRAM PROCEDURES

        3. Evidence that substantial numbers of district residents are enrolling in the program in
           other districts.
        4. Rationale for deciding that a shared program agreement is not appropriate

F.   Documentation of Development Costs - See Cost Planning Guide (TC-PCPG-ND) Guidelines
     and Definitions.

G.   An Analysis of How this New Degree Program Supports or Relates to the District’s Existing
     Program Mix – Identify and describe how the proposed program relates to other activities (for
     example, other programs which could be part of a cluster); apprenticeship programs or
     continuing education courses within the district; and differs significantly from existing
     programs.

H.   How The New Program Provides Laddering Opportunities To Other WTCS Programs And/Or
     2- And 4-Year Colleges And Universities

I.   External Program Requirements – Many programs have institutional and individual student
     requirements imposed by outside organizations. List the names of the organization(s) and the
     specific requirements which need to be met prior to starting the program and/or prior to
     graduating the first class.

J.   A Determination Related to Financial Aid Eligibility has been Demonstrated – Form
     TC-OCCND-1A provides a signature line. The signature provided by the district financial aid
     officer acknowledges an initial review of the program for financial aid eligibility. The review
     shows tentative approval/denial. Final approval for program eligibility will be completed by the
     Department of Education after the WTCS approval has been submitted to them by the district.
EDUCATIONAL SERVICES MANUAL                                                  4.10.4.12
February 2010                                       OCCUPATIONAL PROGRAM PROCEDURES

NEED DEMONSTRATION                                                          Wisconsin Technical
District Request (TC-OCCND-1A)                                                  College System

District : ___________________________________                               Date: __________

District Contact Person : _________________________ Phone : ______________


WTCS Education Director : _______________________

Signed : _______________________________________________ Date : _______________
         Financial Aid Officer or Student Services Administrator

Signed : _______________________________________________ Date : _______________
         Business Office

Signed : _______________________________________________ Date : _______________
         Instructional Services Administrator or President


a.    Proposed Aid Code and Program Number : _________________________________

           Proposed Program Title : _______________________________________________

b.    Identify Major Duties and Responsibilities for Workers in the Identified Primary
       Occupations : (attach)
c.    Estimated headcount:
d&e. Need Demonstration Documentation: (attach)

f.    Development Costs: (attach including completed Program Cost Planning Guide – form
      TC-PCPG-ND).
g.    Analysis of how this new program supports or relates to the district’s existing program mix:
     (attach)

h.    Laddering Opportunities to other academic institutions: (attach)

i.   External Program Requirements: (attach)
j.   This program has been reviewed by the financial aid officer and tentatively determined to be
     eligible for financial aid.

           _____ Yes _____ No
               Following notification of approval from the WTC System Office
                        district may begin Program Proposal phase

								
To top