Admissions and Records - College of the Redwoods

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					                                           STUDENT SERVICES
                                           ANNUAL PLANNING
                                               UPDATE

Student Services Area:                    Admissions and Records

Academic Year:                            2011 - 2012



We certify that this program review document represents the plans, goals, and critical analysis of
this instructional program. Please enter name and signature

                              Eureka                                    Del Norte / Klamath
Name:         Shereen Cockrum                                  Dan Hernandez

Name:         Peggy Gossi                                      Kelly Wilson

Name:         Diana Hutton

Name:         Joy Lund

Name:         Myke Magdaleno

Name:         Tiffany Schmitcke

Name:         Barbara Sisto

Name:         Melody Yates

Dept. Manager:           Kathy Goodlive



Please identify any supporting addenda that have been submitted
  Submitted   Assessment
  Submitted   Needs Addendum
  Submitted   Faculty Request
  Submitted   Staff Request
  Submitted   Additional (paste in the  Appendix worksheet)
itical analysis of


                          Mendocino / SoHum   101 Corridor
                     Lia Grijalva-Davis       Amber Cavanaugh

                     Linda Turner             Courtney Davison

                                              Mary Goodman

                                              Julia Morrison

                                              Kathy Ryan
Program Function and Purpose

Please describe your program's function and purpose below

A & R provides the first line of service to students/faculty/staff/community (in-person, telephone,
email, and AskCR) with regard to assistance with application, registration, transcript, program
information, prerequisites, petitions, subpoenas, WebAdvisor, MyCR, AskCR, CCCApply, grading,
rosters, adds/drops, Title 5 queries, policy and process questions.  In the area of curriculum and
scheduling, we provide support for the curriculum committee, catalog production, Degree Audit,
course maintenance in Datatel, inputting class schedules, and maintain instructor teaching loads/
reassigned time/stipends.  Petitions are received, reviewed by committee and processed. We
determine residency for tuition purposes, receive/document/scan other college transcripts and post
transfer equivalencies, provide enrollment and degree verifications, fulfill transcript requests, provide/
process/store rosters and perform prerequisite checking, process academic standing and academic
renewal.  We report data both internally and externally (MIS, NSC, Annual external audit, 320,
Academy of the Redwoods, Dorms, Athletics, DSPS).  We are responsible for graduation/evaluation of
students which includes graduation petition processing, nursing programs application review, honors
calculations, award posting, ordering and mailing. We review each athlete for athletic eligibility.  We
post advanced placement scores and Accuplacer scores and provide tours of the Eureka campus as well
as international student forms processing.  At the Mendocino, Del Norte, Klamath-Trinity, and 101
Corridor sites, personnel there are responsible for many of these actvities for their student
populations.  The Eureka campus supports district-wide former, current, and potential students.
Program Goals

List 2-3 long term goals for your program
For each goal, list corresponding objectives, and a brief description of their status.

No.     Link to Plan                Goal                 Objectives    Complete
1 From the                  Provide excellent      Increase online     Yes
    Enrollment              customer service to registration in Eureka
    Management Plan         students, faculty, and area
    Primary Goals:          staff.
    Improving services
    (increase
    satisfaction and
    reduce paperwork)

2    From the               Provide excellent          Require all grading to Yes
     Enrollment             customer service to        be done on
     Management Plan        students, faculty, and     WebAdvisor thereby
     Primary Goals:         staff.                     allowing students to
     Improving services                                view grades
     (increase                                         immediately upon
     satisfaction and                                  verification.
     reduce paperwork)
3   From the             Provide excellent      Implement phase one Yes
    Enrollment           customer service to of document imaging
    Management Plan      students, faculty, and
    Primary Goals:       staff.
    Improving services
    (increase
    satisfaction and
    reduce paperwork)




4   Enrollment           Provide excellent        Inform students of the Yes
    Management Plan,     customer service to      new regulations
    Goal 3: Develop      students, faculty, and   regarding
    Initiatives to       staff.                   repeatability. If
    Enhance Retention                             students understand
                                                  the severe
                                                  consequences of
                                                  unsuccessful
                                                  attempts, the student
                                                  will progress towards
                                                  his/her goal more
                                                  quickly.


Author's Notes

                                    See appendix for assessment data.
atus.

              Comments
        At peak registration
        times, Eureka area
        online registration is
        over 80%.




        All grading done using
        WebAdvisor except
        one location still
        requests paper final
        grade rosters.
*All current student
files imaged and
indexed in Softdocs by
April 2012.
*All in-coming "other"
college transcripts
imaged and indexed in
Softdocs.
*Three years of census
rosters imaged and
indexed in Softdocs.
*Vault files, microfiche
and other  paper
records stored in
campus outbuildings to
be moved and stored
ina local, climate-
controlled, fire-safe
facility by June 30,
2012.
*Image and index all
student records of
students who have
attended College of
the Redwoods in the
past five years.
*Move two eforms into
production and begin
We have reduced the
work on the next eight
number of 4th (or
eforms.  
more) repetitions.
Next steps are to
continue to liaison
with faculty, ASCR,
staff, and students to
make sure students
understand the
repeatability
regulations.
Required Performance Indicators


1.        Resources/Budget/Cost                       2010 - 11    Satisfactory
a.        FTE Faculty and Staff                             7.25   no
b.        Personnel (Dollars)                          $401,170    yes
c.         Discretionary (Dollars)                      $23,979    yes
d.         Additional Workforce                          $17.87    no

2.        Productivity                                2010 - 11   Satisfactory
a.        FTES per department FTE Faculty and Staff           720 N/A




b.        Department cost per FTES                        $84.85 N/A



Author's Notes

A & R doesn't just serve current students, we also serve every past student and every potential student as well as
faculty and staff and also support the district in internal and external reporting.
            Comments

            includes all benefits

            1 temp & work study students

            Comments
            We serve hundreds of students
            each day: transcripts,
            applications subpeonas,
            enrollment verifications,
            petitions, registration acitivity,
            taking payments, athletic
            eligibility, degree processing,
            AskCR, CCCApply assistance,
            nursing program eligibility
            evaluation, imaging and
            indexing student records, or
            any of the hundreds of phone
            calls we receive daily.




student and every potential student as well as
 reporting.
Optional Performance Indicators
Program Access / Success
                                                 2010 - 11         2011-12 Through Feb 2012
Documents scanned into Softdocs                  0                 51,194
                                                 Degrees - 539     TBA
                                                 (55 denied)
Degrees and Certificates Processed            
                                                 Certificates -
                                                 241 (32 denied)
Number of applications processed                 7,356             5,887
Incoming transcripts                             1,357             919
Outgoing transcripts                             8,114             5,322
                                                 30,882            N/A
Archived student records entered into Datatel
                                                 $32,421           Not available until end of
Revenue Generated
                                                                   quarter.




Author's Notes
Satisfactory   Comments
yes
yes            There is only
               one evaluator
               for the district.

yes
yes
yes
yes            Completed in
               2011
yes            transcript fees
Quality - Student Learning Outcomes

a. An assessment plan with approved SLO's is in place                 Yes

b. Briefly describe how does the program ensures that SLOs assessed consistently and how the
department engages in the discussion, review, assessment and revision of program SLOs.

Admissions and Records discusses and reviews assessment outcomes of SLOs at Department meetings,
Student Services Division meetings, Technical Advisory Committee meetings, Data Owners Group
meetings, and weekly Document Imaging Implementation Team meetings.  Revision of SLOs result
from evaluation of assessment data.


Author's Notes
F. Program Innovations

1.      Describe any initiative in which the program is involved that is separate from the day-to-day
function. Include assessment data to support why the innovation was implemented.
Admissions and Records is the first department to implement Softdocs.  This software package not only
scans current paper, it is designed to eliminate paper in the first place.  Using the "Docefill" module,
we will significantly reduce paper and copying but will also serve students more efficiently.  We are in
the final stages to launching our first two Docefill forms, the transcript request form and the AB540
form.
We began using new transcript paper in January 2012 that puts three pages of our former transcript
paper onto one page of the new transcript paper.  This new paper also comes with glued edges and we
run these transcripts through a folder/sealer machine, thereby eliminating envelope purchase.  We
will save up to two-thirds of the cost of transcript paper using this Softdocs innovation.


Author's Notes

We have scanned over 50,000 current student documents into Softdocs and we only began in August!  I
am very proud of the work the department has done to get this system running while doing all our
other work as well.  Being the first department to implement a multi-faceted project is at times
frustrating but the service to students, faculty, staff, and administration will be an tremendous asset to
the college.  
om the day-to-day
 nted.
are package not only
Docefill" module,
ficiently.  We are in
m and the AB540

ormer transcript
 glued edges and we
pe purchase.  We
tion.




y began in August!  I
ile doing all our
ct is at times
tremendous asset to
                                   Congratulations!
You have completed your program review. After you have reviewed the document for errors, save it
to a location on your machine. When you save the file, please use the following name protocol:

YourProgram/Discipline_2011-12_Annual.xls

When you click the link below to submit, it will open up an email message addressed to the PRC
(prc@redwoods.edu). Be sure to attach your Program Review document before sending the email.

                             Submit Program Review
Admissions and Records Program Review
Data from Institutional Research for Program Goal #1
Data for Goal #2 (queried via Datatel )
Term                  total # of sections
2011F                                        764
2011X                                         71
2011S                                        777
2010F                                        855
2010X                                         74
2010S                                        947
2009F                                       1009
2009X                                        212
2009S                                        921
2008F                                        843
2008X                                        118
2008S                                        849
2007F                                                   816
2007X                                                    93
2007X                                                   797



Data for Goal #3 (from index page of SoftDocs
As of February 29, 2012:




Data from Institutional Research for Program Goal #4
Number of students attempting a fourth (or more) repeat of a non-repeatable class
comparing Fall to Fall data:




Spring to Spring data:.




Evidence of request for dialogue and input:
# of sections graded via WebAdvisor Percentage graded via WebAdvisor
                              685                           89.66%
                               69                           97.18%
                              692                           89.06%
                              768                           89.82%
                               44                           59.46%
                              628                           66.31%
                              648                           64.22%
                              101                           47.64%
                              623                           67.64%
                              482                           57.18%
                               62                           52.54%
                              462                           54.42%
                                   422   51.72%
                                    18   19.35%
                                   312   39.15%




repeat of a non-repeatable class

				
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