To further College efforts to provide useful quantitative data for program analysis, the College purchased and implemented TracDat during Summer and Fall 2012. Through the combined effort of faculty, staff, and administrators, program plan data were entered into TracDat for each of the instructional, student service, and business service programs at the beginning of the Fall semester to ensure that this information would be ready for use during the Fall 2012 program review process. The Faculty Development Committee and Institutional Researcher organized several training sessions to teach the college community how to use TracDat to document and maintain their program plans and Student Learning Outcome assessment results. The campus-wide collaboration during this implementation period showed the strong campus support for this new system and the new ability to track and monitor program plans and results. 13 During Spring 2013, the Institutional Researcher began working with TracDat representatives to develop a variety of quantitative reports that will supplement the standard TracDat reports and give us program and institution-level data the College can use to analyze and measure institutional effectiveness over time. 14 Next steps: Complete 2nd cycle of program plan review and post results in TracDat. Add program review summary data to Institutional Effectiveness Report. Build the structure within TracDat to disseminate effectiveness data at program level. President’s Council will create a steering committee (?) to monitor, assess, and evaluate Institutional Effectiveness. The committee will develop a feedback process to disseminate this information to the campus community (?). Evidence: Sample program plan Sample signed program summary spring 2012 EVP summary for 2012 review EdCAP minutes fall 2012 Making Decisions Document Lisa’s memo stating Oct 15 program plan due date Sample email with program summary attached Fall 2013 Sample emails from Jane Sample EVP summary for 2013 review TracDat screenshot of program summary data EdCAP minutes spring 2013 Sample reports, sample program plans, program disc list of documents provided the Rec Group, Senate minutes, screenshot of website, college portal?? Number of TrackDat submissions, # of faculty/staff who helped enter data into Tracdat; Lisa’s memos/calendar; Flex session Memos/disc between Lisa and the rep; sample reports
IB.3 Revise the Program Plan template, making explicit the connection between Strategic Objectives and resources requests, including personnel, operations, facilities and technology areas. [Standard IB.3] Template updated, and implemented in TracDat 1 IB.4 Beginning 2010-2011, the Office of Business Services will report back to units on allocations made and deferred in preparation for planning in the subsequent year. [Standard IB.4] Process developed and implemented 2 1. The Annual Program Plan template, now available in TracDat, explicitly ties program planning objectives to the College’s Strategic Objectives, fostering strategic planning conversations at the program level. Participatory governance committees discuss and prioritize resource requests from individual programs in relation to the overall needs of the College. 2. The College has a built a feedback process for resource allocation into its annual program planning cycle and this is now ongoing practice. In 2011-2012, a full cycle was completed by each of the three committees responsible for recommending resource allocations: Fiscal Planning Committee, Technology Committee on Accreditation and Planning (TechCAP), and Facilities Committee on Accreditation and Planning (FacilitiesCAP). As part of this process, at the beginning of each annual planning cycle, the Vice President of Business Services informs each of the three committees of the status of the requests prioritized the previous year. For example, the Vice President will outline which technology equipment was purchased, which items arrived at the campus, which items were still on order, and which items were still waiting to be ordered. Reporting this information completes the feedback process from the previous fiscal year, and begins the resource allocation process for the next year. A summary of the prioritization results is posted in TracDat and on the website.