STUDENT AFFAIRS EFFICIENCY TASK RECOMMENDATIONS April 2010 RECOMMENDATION COMMENTS EFFICIENCIES EFFECTIVENESS IMPLEMENTATION TIMELINE 1 Move ASC to Academic Affairs More closely align with objectives of disciplines and faculty collaborations: in Academic Affairs Reorganization proposal $0 July 1, 2010 2 Move Tutoring to Academic Affairs More closely align with discipline SLOs and faculty review/leadership $0 Pending: Under discussion for July, 2011 3 Incorporate increased technology that realizes and economic efficiencies Card/Card Integrator for all students and employees to increase MIS/FTES accountability, reporting, planning and strengthen security; improved/increased Imaging System for records sustainability, management and reduced workloads; more “Skype”/Communicator communications for center locations to expand limited staff availability; transcript; on-line SEP; on-line Degree Audit; all students’ COD email; f/t Webmaster; IS Technical Support Specialist for Student Affairs to liaison between SA and IS Skype/ Communicator: $0 Student Email: $0 Card Integrators: ~$8,000 Imaging System:~$70,000 + Annual costs of between $5-20,000 On-Line SEP: ~ $8,000 On-Line DA: ~$8,000 f/tWebMaster: $20,000 f/t IS TSS: $45,000 Fall 2011 Fall 2010 Fall 2010 In discussion Fall 2010 Fall 2010 ? Priority 4 Establish Bursar’s Office Centralizes all student fee handling across the institution including enrollment fees, parking, financial aid, $0 Fall 2010
efficiencies based on research that identifies the point at which student achievement/success is highest. 17 Streamline the process and processing for degree and certificate awards. Provide staff time to campaign, implement, process and celebrate awards in concert with faculty, students, staff and administration. Increase awareness and visibility of awards/completers and student eligibility. Automate process to alert near completers Additional counseling loads may be affected from increased student awareness to complete processing. Adjunct costs: $15,000 In progress: Fall 2010 18 Invest in Student Affairs May need to reassign funds from Affairs budgets to Student Affairs to maximize and realize true efficiencies. Institutional technology outlay efficiencies that reduce workloads and increase student success: mandatory DSPS costs: increased counseling loads Fall 2010 19 Strengthen collaboration within Academic Affairs faculty advising This increase quality of questions for counselors enabling them to utilize their time more efficiently with student development; student planning issues and increased achievement of certificates, AA degrees and transfer. $0 Ongoing: Fall 2010 20 Use Student Early Alert via Blackboard More efficient than college forms; already have investment in Blackboard; no new costs. $0 Review: Fall 2010
2010-2011 STUDENT AFFAIRS PRIORITIES:KEY POINTS Priority # ITEM & background College-wide Goal 1 DR 1: Facilitate services to students in a new one-stop building DR: Create positive environment for students bldg. CARD INTEGRATOR/SMART CARD 1 2 JL1: Facilitate direct technical assistance to enrollment services for increased student success IS SPECIALIST FOR ER FOR TECH MANAGEMENT 1&4 3 NC1: Focus on student success in a continuous improvement framework driven by appropriate assessment data DESIGNING OF DELIVERING BASIC SERVICES TO STUDENTS THROUGH DATA DRIVEN PROCESSES AND KPIs WITH LESS RESOURCES Piggybacks on #2 above for assistance from IS Specialist 1 4 JL2: Increase efficiencies of staff workloads by appropriate and expanded use of technology. IMAGING SYSTEM Increases productivity of all offices dealing with student records, eliminates paper filing, use in variety of offices: A&R, FA, Counseling, DSPS, SHS, PSY Services, Veterans, EOPS/CARE, INTERNATL, : ELECTRONIC TRANSCRIPTS increases service delivery to students, counselors and advisors DATATEL MODIFICATIONS responsive to service delivery to students as assessed and identified by faculty, staff, students 4 5 DR2: Implement a SA organizational structure that benefits student learning and success Currently in SAETF process. This placeholder is to address identified staffing, technology and/or other needs to assist SA to be more efficient, in consideration that it may be prudent to spend to save. 2 6 NC2: Further refine collaborations between DSPS, SHS and SPS EXPAND HEALTH EDUCATION – F/T NURSE STU HEALTH COORDTR – DESIGN EFFICIENT DELIVERY MODES WITH THE MOVE TO CRAVENS SS CENTER TO CONSOLIDATE SERVICES, SHARE RESOURCES: PLAN, EVALUATE AND REFINE 2 7 DR3: Ensure appropriate student services are teamed with all new academic and career training partnerships INCLUSION OF SA DEANS WITH AA DEANS Sharing of information and collaboration in planning. INCREASED INFORMAL MEETINGS BETWEEN VPSA AND VPAA…will be a challenge as we move into Cravens SSC EDUCATIONAL CONSORTIA and CALPASS activities assist in keeping good information flow between community partners and COD 3 8 9 AG1: Identify and implement improved communication strategies within appropriate SSPS departments to ensure strong communication with local K-12 schools and community. FT WEBMASTER FOR SA --DEVELOP WEBPAGE SPECIFICALLY FOR -12 COUNSELOR UPDATES 3