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Program Review Handbook2020-211

TABLE OF CONTENTSCHAPTER One – The BasicsWHY .3HOW .3WHAT 3WHO and WHEN .6 Submission Process 10CHAPTER Two – How to fill in the Web-Enabled Program Review (WEPR) Template .13CHAPTER Three – Checklists .21 For Writers 21 For Validators . 242

CHAPTER OneWHY?!!!!Purpose of Program Review:The purpose of program review is to make sure that instructional, student services, and administrative programs havethe opportunity to reflect on how they fulfill the mission of the college and work to achieve the goals and objectivesof the Educational Master Plan. It is a chance to take a comprehensive look at how well our work is meeting theneeds of our students, discuss this with colleagues, and make plans to address any gaps or needs that we notice.HOW?Using the WEPR templates, each program will:1. Consider and discuss its relation to the college mission and its current and/or potential impact on the StudentExperience Vision Statements as described in the Educational Master Plan. How are we “moving the needle”for our students?2. Review and analyze program data in terms of:a. Areas in which the program is currently meeting the goals of the Educational Master Plan includinganalysis of the impact of activities implemented in previous cycles;b. Areas in which the program's impact should be strengthened based on the data;3. Develop program-level activities to address areas for improvement. Strategies and activities should be clearlyconnected to data analysis and reflection on program purpose or mission;4. Analyze current resources to determine whether they are sufficient to effectively implement program-levelactivities;5. Develop resource requests and cost projections if it is demonstrated that current resources are not sufficientto implement the activities.WHAT?Program Review Process: All instructional, hybrid, and student services programs are required to complete a comprehensive programreview on a four-year cycle. This is a minimum requirement. Any eligible program may participate in the resource allocation process each year by completing a programreview in any given year. For instructional program review, an instructional “program” is defined and evaluated by the faculty withinput of staff, if appropriate For student services program review, the “program” is defined and evaluated by Student Services deans andmanagers For administrative program review, every manager is considered to be a “program” and each manager isrequired to complete an administrative program review each year. Certain managers supervise more thanone program. Those managers will complete their administrative program review as part of the review of oneof the programs that they supervise.The difference between Comprehensive and Annual Reviews: COMPREHENSIVE PROGRAM REVIEW: Programs in comprehensive review are REQUIRED to complete SectionI and II and receive review, feedback, and approval through the Validation process. Signatures required. ANNUAL PROGRAM REVIEW: Programs in annual review are NOT REQUIRED to complete Section II, as theentirety of the program review will not be subject to validation. However, it is expected that plans outlined in3

Section I, and requests for resources, are substantiated by a review, discussion, and analysis of the data andinformation contained in Section II. Annual reviews are to be reviewed at the division level prior tosubmission to ensure that plans and resource requests have the support of the division. Signatures required.NOTE: Program review is not intended to address "maintenance of effort" activities. Such activities should beaddressed through day-to-day operational procedures of the college (Help Desk tickets, Maintenance and Operationstickets, technology refreshment cycles, Facilities Review procedures, etc.). However, if there are “maintenance ofeffort” activities that are not being addressed through current operational procedures that impact student success orinstitutional effectiveness, programs should include the activities and associated resource requests in their programanalysis and plan.Program Review Process DescriptionsCOMPREHENSIVE Program Review Development ProcessProcessAdministrativeInstructional Program Review (IPR)/ Hybrid PRProgram Review (APR)Student Services ProgramReview (SSPR)Writing TeamMembershipIncludes classifiedinput as appropriateDetermined by theprogram; Deans andmanagers access formsand data; requestspecialized dataWriting ChairA minimum of two faculty and 1 classified ifappropriate, and one student, if possible. Thewriting team rosters will be submitted to theOffice of the VPI.Chair determined by the Instructional ProgramTrainingAPR writing training-IPR writing (FLEX, variable FLEX)Sessions offered (Management Council) -IPR validation training-Coordinated by PRC Co-chairsValidation team Full-timemembershipadministratorsValidation chair Chair determined byvalidation teamValidation-SSPR writing training-Process and validationtraining at StudentServices manager’smeetingsA minimum of 2 full-time faculty members, theManagers, faculty, anddivision dean and classified, if possible. Theclassified personnel.division validation team rosters will be submitted Validation team rostersto the Office of the VPI.submitted to the Office ofthe VPSS.Chair determined by validation teamsChair determined byvalidation teamsValidation team reads PRs will be assigned to divisions for validationreviews as assigned. based on the number of FT faculty in the division.Division determines how the validations will beaccomplished within the timelines of the process.Divisions may require division review ofcomprehensive IPR prior to final submission, andmay establish a timeline for such review.Annual updates require divisional review prior tosubmission.Program failure Not included into meetresource allocationdeadlineprocesses.Not included in resource allocation processes.May be referred to the Program RevitalizationProcess.Validation teamdetermines how thevalidations will beaccomplished within thetimelines of the process.Not included in resourceallocation processes.4

COMPREHENSIVE Program Review Validation ProcessThe validation team will ensure that the self-study report is complete, that analysis and plans aredata driven and aligned with the Educational Master Plan, and that resource requests support theplans.The Validation Team has three options:ValidationAdministrative ProgramOptionsReview (APR)1. AcceptInstructional ProgramStudent Services ProgramReview (IPR)/Hybrid PRReview (SSPR) )/Hybrid PR(HPR)(HPR)Rank and accept the APRRank and accept the IPR/HPR Rank and accept the SSPR andand forward the completed and forward the completed forward the completed andand signed Validation Form and signed Validation Form to signed Validation Form to theto the Office of thethe Vice President ofVice President of StudentPresident.Instruction.Services.2. Conditionally Conditionally accept pending Conditionally accept pending Conditionally accept pendingAcceptrevisions that must berevisions that must berevisions that must becompleted withincompleted within established completed with establishedestablished timelines. The timelines. The Validationtimelines. The Validation TeamValidation Team reviews the Team reviews the amended reviews the amended SSPRamended APR andIPR/HPR and determines to and determines to accept ordetermines to accept or not accept or not accept thenot accept the programaccept the program review. program review. Thereview. The completed andThe completed and signed completed and signedsigned Validation Form isValidation Form is submitted Validation Form is submitted submitted to the Viceto the Office of theto the Vice President ofPresident of Student Services.President.Instruction.3. Not AcceptThe APR contains inaccurate The IPR/HPR containsThe SSPR contains inaccurateinformation and/or is largely inaccurate informationinformation and/or is largelyincomplete.and/or is largely incomplete. incomplete. SubstantialSubstantial revision would Substantial revision would be revision would be required forbe required for acceptance. required for acceptance. The acceptance. The ValidationThe Validation Form isValidation Form submitted to Form is submitted to the Vicesubmitted to the Office of the Vice President ofPresident of Student Servicesthe President and theInstruction, and the program and the program is not eligibleprogram is not eligible for is not eligible for the resource for the resource allocationthe resource allocationallocation process.process.process.ANNUAL UPDATE Program Review: APR, IPR, HPR, SSPRProcess: Any program not scheduled for comprehensive program review may complete anannual update in order to revise program strategies, activities, and submit resourcerequests. The Annual Update to Program Review is the same template as Section I in theComprehensive Program Review.5

ANNUAL Update Validation Process Annual Updates to Program Review require review prior to final submission; programs mustestablish a process and timeline for such review within their units/divisions. Suggested timeline for review: Writers should complete their review with enough time forreview and revision by division or program stakeholders. Annual reviews are due on the same timeline as comprehensive reviews. Signature pagesmust be submitted as required.WHO and WHENAdministrative Program ReviewEvery Administrative Manager will complete an administrative program review every year.*NOTE: 2020-2021 begins next four-year cycle, 2020 – 2024Comprehensive Program Review SchedulesComprehensive program reviews are due on a four-year cycle, which is staggered across programswithin student services and instructional areas as indicated in the following tables:Student Services Program ReviewDEPARTMENTAdmissions and Records (General)Assessment (Direct)CalWORKs (Cohort)Career Services (Direct)DSS/Workability III (Cohort)20-21*21-22X22-23XXXXEOPS/CARE (Cohort)Financial Aid (Direct)ISAS (Cohort)XXXPACE (Cohort)XPUENTE (Cohort)XStudent Life (General)MESA (Cohort)Relations Schools/Welcome Services (General)Transfer Services (Direct)23-24XXXXTRiO - UB/ETS (Cohort)UMOJA (Cohort)Hybrid (Instructional/Student Services) Program ReviewDEPARTMENT20-21*Counseling (Student Services)XCounseling – SRC (Student Services)Distance Education (Instructional)Library Services (Instructional)XTutoring (Instructional)XX21-2222-2323-24XXX6

Instructional Program ReviewDeanDivision Program/Program NameToni FanninAFAArt and Art HistoryArt Digital Media and FTVEKenyetta TribbleAFAAFADramaForeign LanguageAFAAFAHumanities and PhilosophyMusicAFASRCSRCSRCSRCSRCRick RobisonObed VazquezLENGLENGLENGLSSSSSSSSSSSSSubject Codes Included YRART, /PHILOMUSICMUSXCommunications StudiesCOMMComputer Information Systems ECON BUS and BusinessCISCNTApplied Arts and Social Science ARTS XSPCH/COMMHISTLanguage ECE/EDUCMUSICMATHSciencesBIOSC NUTRI ASTRO PHYSANTHRCHEMLibrary TechnologyLT/LSEnglishENGLEnglish as a Second LanguageESLJournalismJRNALAdministration of JusticeADJUSEarly Childhood EducationEDUC, SIGN, ECEEconomicsECONHistoryHISTPolitical 2321-2223-2420-21 2222-2323-2420-21*23-2422-2323-2420-21*7

DespinaPrapavessiSSSSBUSBUSSocial SciencesAnthropologyCulinary ArtsBusinessMCSMCSMathematicsComputer ScienceChristine Worsley PEKinesiologyJoe GorgaDental Assisting and DentalHygiene Science andBiologicalHorticultureOceanographyHealth Science, Nutrition, andAddiction graphyGeologyPhysics and Physical ScienceJoe GorgaETETETETETETETEmily StoneBeth ArmanKim l DesignConstructionEngineeringEngineering TechnologyElectricity/Electronics andEnergy SystemsSpecial EducationWork U/EDUSP/WRKPCOOP/WRKX ram Review 20-21 Timeline - APRDateJuly 1July 23August 1August 13September 1ActivityAPR template availableAPR writing training and assistanceAPR due to manager for reviewValidation completedProgram reviews due to the Office of the President (1 hardcopysignature page)January 27PRs posted to the Portal and U:drive8