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2015 ARPD Unit Review Process

Learn about the process for inputting information into the UHCC system's online Annual Reports of Program Data (ARPD) tool. This presentation reviews the schedule, process, and required ARPD information for Academic Support and Student Services units.

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2015 ARPD Unit Review Process

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  1. 2015 ARPD Unit Review Process ARPD Process Rev. 18sept15

  2. Covered in today’s session… • Quick review of Program and Unit Review website • Navigating the Annual Reports of Program Data (ARPD) website • Schedule • Process • What ARPD information is required (Academic Support, Student Services)

  3. Purpose • The purpose of the presentation today is to review the process we use to input information into the UHCC systems online Annual Reports of Program Data (ARPD) tool. • Training specific to units should be provided by VC’s and Directors to their representative groups as outlined here in step #7 of the P/U review process. 2015 Program and Unit Review Process and Timeline • We have been asked to produce an annual review for each and every one of our instructional programs and non-instructional units. They are required of each community college in the system and will be taken to the U of H Board of Regents for their purview.

  4. Reason for Unit Review • The review of your unit should be an on-going, year-round, reflective process.  • Unit review processes assure educational quality and help programs to evaluate and improve their services. • Unit review is an opportunity for self-study, self-renewal, and an opportunity to identify the need for improvement. • Your unit review may be one of the few opportunities you have to showcase the accomplishments in your area. Take this opportunity to shine. • A robust unit review process is one mechanism available to the college to improve student success. • Learn more about how our program and unit reviews support institutional effectiveness here Rubric for Evaluating Institutional Effectiveness

  5. About the ARPD Web Submission Tool • If you have attended the training session in-person today you can skip the next few slides that deal with Navigating the ARPD site. I’ve included the slides here for those that may not have been able to join us today for the live demonstration. • The Annual Reports of Program Data Web Submission Tool (or ARPD for short), is a repository for Annual program and unit reviews for: Instruction, the Academic Support Unit, and Student Support Services. Much of the data that you will need to complete your review has been provided by the Office of the Vice President for Community Colleges. • The ARPD is a home-grown tool, developed in-house by the Office of the Vice President for Community Colleges (OVPCC), and was developed specifically to meet the needs of the community college system.

  6. ARPD Web Submission Tool Best Practices • Your units data table is available on-line within the tool by August 15th every year. You should have everything you need to begin writing your review. • Plan to save your work often—especially when switching between screens, and plan to do most of your formatting within the tool if you are copying and pasting in from Word. Also plan to spell check and save your review in Word before starting. • One of the nicest features about the ARPD is that you can go back and look at reviews from previous years. You can also enhance your own review by leveraging off similar reviews at other institutions. • The following slides will take you through the process for completing the ARPD for both Academic Support and Student Services Unit Reviews.

  7. Navigating the ARPD Web Submission Tool Academic Support UHCC Annual Report of Program Data Web Submission Tool • Begin by clicking on the link above. To enter information on your review, click on the button in the lower part of the screen called, “2015 Academic Support Submission”. You will be asked to log in by typing in your UH username and password, in order to get to the web submission site. The default will take you to the “Status” tab, where you will be able to view whoever was the last user to modify the information in your review. • Clicking on the “Users” tab will take you to a screen that shows all of the people that have permission to update your program. For each program within the Academic Support unit there is a list of people with specific roles: Program Coordinator, one, two, and three. The VCAA determines who can update your program. If there is someone you’d like to add to the list, contact the VCAA with your request. • You can enter the information about your program in any order you wish, but moving from left to right across the tabs at the top of the screen follows the same logical path we used when we were filling out the templates in the past. Start by clicking on the “Analysis” tab. • On the Analysis screen you can either preview what has already been inputted by clicking on the “Preview” button, or you can go to the edit screen and begin entering or updating information.

  8. Navigating the ARPD Web Submission Tool Academic Support • While you are on the Analysis screen, click on the “Edit” button, then scroll to the bottom of the page, under the data sheet. There are 3 sections for you to edit here: Analysis of the Unit, Action Plan, and Resource Implications. Simply click on the “Edit” link and you will be taken to a screen very similar to MS Word, where you can begin typing in your analysis. (Note the Save button in the top left hand corner!) Analysis of the Unit • Provide a detailed analysis of the Unit during the review period. If ARPD data is available for your Unit, base this part on the ARPD data from Part 1 and analyze the Unit in terms of Demand, Efficiency, and Effectiveness, and include analysis of any Perkin's Core Indicator(s) for which the Unit’s goal was not met. • All Units should include and analyze significant Unit actions or changes (e.g., changes to the Unit’s services or numbers served, gain/loss of positions, etc.). Also discuss results of prior year's action plan and include any trends or other factors (internal/external) affecting the Unit. Describe and analyze other significant information not included elsewhere.

  9. Navigating the ARPD Web Submission Tool Academic Support Action Plan • Describe in detail the Unit’s overall action plan for the current/next academic year. Discuss how these actions support the College's Mission. Include specific action plans to address any barriers or challenges that affect the Unit’s efficiency, effectiveness, and operational performance. Resource Implications • Please provide a brief statement about any implications of current operating resources for the Program. • Budget asks are included in the 3-year Comprehensive Review, except for the following that may be included here: health and safety needs, emergency needs, and/or necessary needs to become compliant with Federal/State laws/regulations. • Describe the needed item(s) in detail, including cost(s) and timeline(s). Explain how the item(s) aligns with one or more of the Strategic Initiatives of the Hawai'i Community College 2015-2021 Strategic Plan. Identify and discuss how the item(s) aligns with the Initiative’s Goal, Action Strategy, and Tactic. HAWCC Strategic Plan

  10. Navigating the ARPD Web Submission Tool Academic Support • Now click on the “Description tab” and provide a short summary regarding the last comprehensive review for this Unit. Discuss any significant changes to the Unit since the last comprehensive review that are not discussed elsewhere. • Also, provide the URL to the specific location of this Unit’s last Comprehensive Review taken from the archives on the HawCC Program/Unit Review website • Now, click on the “P-SLOs tab” and go to the next slide…

  11. Program Student Learning Outcomes PLOs = P-SLOs For all parts of this section, please provide information based on the PLOs (P-SLOs) that were assessed through PLO-aligned course assessments in AY 2014-15.

  12. Expected Level of Achievement For each Course assessed in AY 2014-15: Discuss the rubric(s) standards and the benchmark goal(s) for student success (e.g., “85% of students will achieve Excellent or Good ratings in the assessed activity” or “90% of students will score Meets or Exceeds Standards on the assessment rubric”).

  13. Courses Assessed List all Program Courses assessed during AY 2014-15. Also list Program Courses for which a follow-up “Closing the Loop” assessment was implemented in AY 2014-15.

  14. Assessment Strategy/Instrument  • For each Course assessed in AY 2014-15, provide a brief description of the assessment strategy, including: • the type of student work or activity assessed, • how and when the assessment was conducted, • how and why assessed artefacts were selected, and • how the artefacts were analyzed.

  15. Results of Program Assessment • For each Course assessed in AY 2014-15: • provide a summative description of the assessment results, • discuss how these results collectively demonstrate achievement of the Program’s Learning Outcomes, and • discuss how these results support the College’s Mission.

  16. Other Comments • Include any additional information that will help clarify the assessment results. Include comparisons to any applicable College or Program standards, or to any national standards from industry, professional organizations, or accrediting associations. Include, if relevant, a summary of student survey results, CCSSE, e-CAFE, graduate-leaver surveys, special studies, or other assessment instruments used. Next Steps Based on the Program’s overall AY 2014-15 assessment results, describe the Program’s intended next steps to enhance instruction in order to improve student learning.  Instructional changes may include, for example, revision to curriculum, teaching methods, learning outcome statements, student support, and other options. Please note here if proposed changes will involve Program and/or Course modifications requiring approval.

  17. “Academic Support Metrics” tab in ARPD Academic Support • Click on the “Academic Support Metrics” tab then the “Edit” button. • For each of the 4 sub units that comprise the Academic Support Unit there will be 2 data sections; the Student and Faculty Information Section, and the Sub unit indicators (like Technology Resources Indicators). • The Student and Faculty Information section at the top of the page will give you annual student headcount, and faculty, staff and student fte. The data has been provided for you. • In the lower section of the form you will find the sub unit Indicators. • To add the data for your sub unit, simply click on the “Edit Section” button on the right hand side of the form and begin to enter the required data. Be sure to click the “Save” button at the bottom of the page before leaving the screen. • If you have any questions about the data that you are being asked to provide, please consult the glossary. If you still have questions after reviewing the glossary, contact the VCAA. • Don’t forget to set your health calls prior to closing out.

  18. “Help” tab in ARPD Academic Support • The “Help” screen is a very useful resource for some of the documentation needed to support your unit within the review process. It contains all of the glossaries and health call scoring rubrics for each year we have used the online tool. • Currently no rubric available for Academic Support.

  19. Navigating the ARPD Web Submission Tool Student Services UHCC Annual Report of Program Data Web Submission Tool • Begin by clicking on the link above. To enter information on your review, click on the button in the lower part of the screen called, “2015 Student Services Submission”. You will be asked to log in by typing in your UH username and password, in order to get to the web submission site. The default will take you to the “Status” tab, where you will be able to view whoever was the last user to modify the information in your review. • Clicking on the “Users” tab will take you to a screen that shows all of the people that have permission to update your program. For each program there is usually a list of people with specific roles. For Student Services there is only one role, “Support Staff”. The VCSS determines who can update your program. If there is someone you’d like to add to the list, contact the VCSS with your request. • You can enter the information about your program in any order you wish, but moving from left to right across the tabs at the top of the screen follows the same logical path we used when we were filling out the templates in the past. Start by clicking on the “Analysis” tab. • On the Analysis screen you can either preview what has already been inputted by clicking on the “Preview” button, or you can go to the edit screen and begin entering or updating information.

  20. Navigating the ARPD Web Submission Tool Student Services • While you are on the Analysis screen, click on the “Edit” button, then scroll to the bottom of the page, under the data sheet. There are 3 sections for you to edit here: Analysis of the Unit, Action Plan, and Resource Implications. Simply click on the “Edit” link and you will be taken to a screen very similar to MS Word, where you can begin typing in your analysis. (Note the Save button in the left hand corner!) Analysis of the Unit • Provide a detailed analysis of the Unit during the review period. If ARPD data is available for your Unit, base this part on the ARPD data from Part 1 and analyze the Unit in terms of Demand, Efficiency, and Effectiveness, and include analysis of any Perkin's Core Indicator(s) for which the Unit’s goal was not met. • All Units should include and analyze significant Unit actions or changes (e.g., changes to the Unit’s services or numbers served, gain/loss of positions, etc.). Also discuss results of prior year's action plan and include any trends or other factors (internal/external) affecting the Unit. Describe and analyze other significant information not included elsewhere.

  21. Navigating the ARPD Web Submission Tool Student Services Action Plan • Describe in detail the Unit’s overall action plan for the current/next academic year. Discuss how these actions support the College's Mission. Include specific action plans to address any barriers or challenges that affect the Unit’s efficiency, effectiveness, and operational performance. Resource Implications • Please provide a brief statement about any implications of current operating resources for the Program. • Budget asks are included in the 3-year Comprehensive Review, except for the following that may be included here: health and safety needs, emergency needs, and/or necessary needs to become compliant with Federal/State laws/regulations. • Describe the needed item(s) in detail, including cost(s) and timeline(s). Explain how the item(s) aligns with one or more of the Strategic Initiatives of the Hawai'i Community College 2015-2021 Strategic Plan. Identify and discuss how the item(s) aligns with the Initiative’s Goal, Action Strategy, and Tactic. HAWCC Strategic Plan

  22. Navigating the ARPD Web Submission Tool Student Services • Now click on the “Description tab” and provide a short summary regarding the last comprehensive review for this Unit. Discuss any significant changes to the Unit since the last comprehensive review that are not discussed elsewhere. • Also, provide the URL to the specific location of this Unit’s last Comprehensive Review taken from the archives on the HawCC Program/Unit Review website • Now, click on the “P-SLOs tab” and go to the next slide…

  23. Program Student Learning Outcomes PLOs = P-SLOs For all parts of this section, please provide information based on the PLOs (P-SLOs) that were assessed through PLO-aligned course assessments in AY 2014-15.

  24. Expected Level of Achievement For each Course assessed in AY 2014-15: Discuss the rubric(s) standards and the benchmark goal(s) for student success (e.g., “85% of students will achieve Excellent or Good ratings in the assessed activity” or “90% of students will score Meets or Exceeds Standards on the assessment rubric”).

  25. Courses Assessed List all Program Courses assessed during AY 2014-15. Also list Program Courses for which a follow-up “Closing the Loop” assessment was implemented in AY 2014-15.

  26. Assessment Strategy/Instrument  • For each Course assessed in AY 2014-15, provide a brief description of the assessment strategy, including: • the type of student work or activity assessed, • how and when the assessment was conducted, • how and why assessed artefacts were selected, and • how the artefacts were analyzed.

  27. Results of Program Assessment • For each Course assessed in AY 2014-15: • provide a summative description of the assessment results, • discuss how these results collectively demonstrate achievement of the Program’s Learning Outcomes, and • discuss how these results support the College’s Mission.

  28. Other Comments • Include any additional information that will help clarify the assessment results. Include comparisons to any applicable College or Program standards, or to any national standards from industry, professional organizations, or accrediting associations. Include, if relevant, a summary of student survey results, CCSSE, e-CAFE, graduate-leaver surveys, special studies, or other assessment instruments used. Next Steps Based on the Program’s overall AY 2014-15 assessment results, describe the Program’s intended next steps to enhance instruction in order to improve student learning.  Instructional changes may include, for example, revision to curriculum, teaching methods, learning outcome statements, student support, and other options. Please note here if proposed changes will involve Program and/or Course modifications requiring approval.

  29. “Cost per Student” tab in ARPD Student Services • Click on the “Cost per Student” tab, then the “Edit” button. • There are 3 different values that need to be added on the Cost per Student screen in ARPD. Basically, all of the fund amounts that will be entered are used in the calculation for the Cost per Student for your unit. The costs that need to be entered are: • General Funds = actual personnel costs + b budget expenditures • Federal Funds = dollars from federal grants • Other Funds = any other funding sources • Once the values are loaded and saved in the tool, the values for “Overall Program Budget Allocation” and “Cost per Student” will auto-calculate into your datasheet.

  30. “CCSSE” tab in ARPD Student Services • Click on the “CCSSE” tab. • You will see that the results of our CCSSE reports going back to 2010. (2010, 2012, 2014) You will want to be sure to include an analysis of the CCSSE data for your program (Analysis tab). “Help” tab Student Services The “Help” screen is a very useful resource for some of the documentation needed to support your unit within the review process. It contains all of the glossaries and health call scoring rubrics for each year we have used the online tool. Currently no rubric available for Student Services.

  31. Does my unit have to complete an Annual Review? • All units have to do an annual review, however some sub units may be combined into one single review. Those units/sub units that have been approved to be combined into a singular annual review are listed here: • Administrative Affairs may turn in one annual review, which will include the contributions from the Business Office, Budget & Fiscal Management, Planning Operations & Maintenance, and Human Resources. The review for Administrative Affairs is being coordinated by AVP Unebasami. • The Academic Support Unit will complete one annual review online, which will include the contributions from: Technology Resources, Library, Tutoring Services, and Testing Services. • The Office of Continuing Education and Training may turn in one annual review, which will include the contributions from Apprenticeship, IEP, and Workforce/Community Development/Skills Development. • The Office of Student Services will complete one annual review online, which will include the contributions from Admissions & Registration, Counseling, Financial Aid, Student Life, Records & Data Management, and the Information Center. • Hawaii Community College Palamanui will turn in one singular annual review.

  32. Completing the Academic Support and Student Support Services Unit Review ANNUAL REVIEWS All Units are required to submit an annual review. Please follow this simple 2-step process: Step 1:Complete your review by inputting your information directly into the PATH tool, then follow the established 2015 Program and Unit Review Process and Timeline Step 2: TheVCAA and VCSS will input their information directly into the ARPD online tool. To see how your review flows through the colleges approval and planning process, see the 2015 Program and Unit Review Flowchart

  33. Process for Completing the Comprehensive Unit Review To find out if you are scheduled for a comprehensive review this year, click on the link below 3-Year Comprehensive Unit Review Schedule Supplementary training will be provided at a later date for all scheduled programs

  34. Role of Document Steward • In order to better manage documentation used in the program and unit review process this year, we have created a new role known as Document Steward. • The role seeks to better define who is responsible for updating documentation, ensuring the there is some kind of governance/sign-off taking place, version control, and being the keeper of the original copy. • Going forward, CERC will survey the campus on areas for improvement to the program and unit review process and develop an action plan. • From the action plan the CERC will forward recommendations to the document stewards of interest. • The document steward will update their documentation prior to summer break so that all documentation has been completed for the year before starting a new cycle. Current document stewards are: IRO: P/U Process documentation incl. flowchart, narrative, and timeline. IAC: Schedule updates and program and unit annual and comp templates VCAA: CERC Process

  35. Process Owners • The graphic below depicts who is responsible for each part of the program review process—from Assessment through CERC. For more information on the processes please use the contact list below. Contact List Assessment: Reshela DuPuis 934-2649 ARPD: Shawn Flood 934-2648 Annual/Comp Process: Joyce Hamasaki 934-2522 CERC: Joni Onishi 934-2514

  36. Questions? The intention of this presentation was to provide a single source for all of the documentation related to the Annual Reports for Program Data —specifically for our non-instructional units. As always, your feedback regarding this process is essential in making improvements year over year. Please take a moment to provide feedback to CERC at the end of this process. Those wishing to print this presentation without color may set their printer settings to print in “grayscale,” and set to print in portrait orientation, if desired. If you need more information on this process please feel free to contact me: HawCC Institutional Analyst Shawn Flood934-2648 Mahalo!

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