2013-14
Program/Service Description: Include Description/Mission Statement/Number of Years at COD/Benefits/Contact (source: Faculty/Dir/Coord/Dean – from AUR)
Description:Admissions and Records (A&R) provides assistance and support to students, faculty, staff and the institution for the application, registration, evaluation and transcript processes. A&R is responsible for data integrity of academic record data housed in the district information system; keeping accurate student enrollment that result in student academic records. The Office of A&R works closely with Information Systems (IS) to maintain and facilitate the use of WebAdvisor and Datatel by students, faculty, staff, administration and the public.
Mission Statement: The Admissions and Records Office is dedicated to providing admission, registration, and academic record services in a professional, caring, and supportive environment. We are committed to the expansion of technology to better serve our diverse population.We offer service in support of the college mission "To assure students learning success” and “Implement changes to improve student learning".As a result we provide assistance with the navigation ofweb services related toadmission, registration, and academic records. This provides students' the opportunity tobecome successful users of web services. This ensures students at College of the Desert will be prepared to use web services in the community and as they transfer to four year institutions.
Student records are treated with confidentiality following State and Federal guidelines. We strive to provide responsive and respectful service to the students, faculty, staff and the community served by the College of the Desert. Admissions and Records adhere to the Family Educational Rights and Privacy Act (FERPA), Matriculation standards according to, California Education Code, Title 5 regulations, Budget Act Language, and/or program guidelines.
Number of Years at COD:Since 1962
Student/community consumers of services provided receive the following benefits:
- One-on-one individual service/assistance in person or via telephone.
- Gain the knowledge of submitting an on-line application.
- Register for classes via the web.
- Prerequisite validation data entered to enable user friendly web registration.
- Assistance with web services.
- Learn to be responsible for their class schedule.
- Receive transcript evaluations for graduation, general education certification, certificates and transfer upon request.
- Access to submit request of records online 24/7.
- Access to registration online 24/7.
- Access to class availability information online 24/7.
- Access to final grades within 10 days after semester ends via WebAdvisor (online).
- Access to degree shop using WebAdvisor Program Evaluation.
- Access to enroll in filled classes via web using add permission codes.
- Access to monitor wait list status through registration period before term begins.
- Centralization of all student enrollment records.
Curt Luttrell, Director of Admissions and Records760-776-7441
Dr. Annabelle Nery, Executive Dean 760-776-7442
Population Served: Include Number/Eligibility (source: Faculty/Dir/Coord/Dean - from AUR)
Total Enrollment (unduplicated) headcount):
Spring 2014:9,714 Fall 2014: 10,784
Student Eligibility: All students who have a high school diploma or equivalent and/or are over 18 years of age. K-12 students that meet the GPA requirement may attend but must have parent, school principal and College of the Desert approval for identified course work.
Program Requirements from outside agencies (source: Faculty/Dir/Coord/Dean)
Admissions and Records adheres to the Family Educational Rights and Privacy Act (FERPA), Matriculation standards now titled Student Success according toCalifornia Education Code, Title 5 regulations, Budget Act Language, and/or program guidelines.
Program/Service Outcomes(source: Faculty/Dir/Coord/Dean –from OAC Coordinator)
OVERARCHING PROGRAM LEVEL OUTCOMES
STUDENT SUPPORT SERVICES
1 – PERSONAL DEVELOPMENT AND RESPONSIBILITY
Students utilizing this program/service will demonstrate an ability to:
- display habits of intellectual exploration, personal responsibility, and physical well being.
- develop individual responsibility, personal integrity, and respect for diverse people and
- value and accept people with different cultural and linguistic backgrounds and abilities.
- understand ethical issues to make sound judgments and decisions.
Students utilizing this program/service will demonstrate an ability to:
- evaluate their own knowledge, skills, and abilities.
- display three components of an effective self-advocate:
- Self knowledge.
- Define their own needs.
- The ability to navigate services to get what they need.
- develop realistic goals.
- appreciate the value of feedback.
- adapt to challenging situations.
- recognize that knowledge is the key to self-advocacy.
- teach the people around them.
Students utilizing this program/service will demonstrate an ability to:
- identify and utilize services, programs, and resources to become life-long learners including,
- Study/Learning Labs
- Supplemental Instruction
- Computer-aided tutorials/instruction
- Learning Communities
- Student Development Courses
- Tutorial Assistance
- Counseling Services
- Special Programs for Student Success
- Admissions and Records
- Business Services
- Financial Aid
- Scholarship information
- Career/Transfer Services Resources
PROGRAM/SERVICE SPECIFIC OUTCOMES
ADMISSIONS AND RECORDS
STUDENT LEARNING OUTCOMES/STUDENT SERVICE OUTCOMES
PROGRAMS AND SERVICES ASSESSMENT SCHEDULE
Cycle I / CommentsAssessment / Report & Discuss / Implement Changes
Admissions and Records / 10/FA / 11/SP / 11/FA / AR Completed
Cycle II / Comments
Assessment / Report & Discuss / Implement Changes
Admissions and Records / 12/SP / 12/FA / 13/SP / AR Completed
Cycle III / Comments
Assessment / Report & Discuss / Implement Changes
Admissions and Records / 13/FA / 14/SP / 14/FA / In Progress
Cycle IV / Comments
Assessment / Report & Discuss / Implement Changes
Admissions and Records / 15/SP / 15/FA / 16/SP
Results from most recent Assessment from schedule above– (state SLO assessed and results of assessment)
1. Student Service/ Learning Outcome(s)
SSOs/SLOs / 1. Faculty will demonstrate knowledge and understanding their important role in meeting state requirement of clearing rosters for non-attendance by census date of course; submitting census rosters and drops accordingly.
All but .06% of census drops have been recorded and processed online using WebAdvisor
2) Identify Assessment Tool(s) :
Assessment tools used to assess outcomes
are reports from: Ask the Roadrunner, WebAdvisor, and a Commencement Survey / 2. Data collected through web advisor on Datatel using flags for census submission.
In progress
3a) Expected level of achievement
(Refer to rubric) / 3a. Expect that 80% of faculty would submit census rosters in a timely manner.
81% of census rosters arrived in a timely manner during our fall 2014 term.
RESOURCES
Staffing for Program/Service: Include Funding Budget Level/Current Staffing Level
(source: Faculty/ Dir/Coord/Dean)
2012-13 Funding/Budget Level:
Salaries & Benefits / $950,173
Discretionary Costs / $ 15,984
TOTAL / $966,157
The Admission & Records budget covers the costs of several vendor contracts associated with transcript paper, diploma printing and diploma covers.
Summary - Narrative Interpretation (source: Faculty/Dir/Coord/Dean)
Staffing for Program/Service:
Position / # / Full/part time / Funding Source
Dean of Enrollment Services / 1 / Full Time / 50% District
Director / 1 / Full Time / 100% District
Lead Evaluation Specialist / 1 / Full Time / 100% District
A & R Specialists / 3 / Full Time / 100% District
A & R Specialist / 1 / Part time / 100% District
Senior Program Specialist / 1 / Full Time / 100% District
Administrative Assistant / 1 / Full Time / 100% District
A&R Technician / 1 / Part-Time / 100% District
Bursar Technician / 1 / Full Time / 100% District
Facilities (source: Faculty/ Dir/Coord/Dean)
1) List of all facilities (Please indicate if any of these were added last year):
Admissions and Records is housed in the Donald and Peggy Cravens Student Services Building and includes 9 offices, a small storage room, a front counter with2 work stations.
2) Assessment of adequacy of current facilities:
The A & R lobby is not conducive to long lines.
**
Note: Services are currently under review in order to develop efficient processes that will aid in facilitating the services rendered in an efficient and effective manner.
Equipment and Supplies (source: Faculty/ Dir/Coord/Dean)
Admissions and Records utilizes:
12 Dell computers
9 HP printers
11 Cisco telephones
1 Copier
one large storage cabinet
one Fax machine
one shredder
1-microfiche reader
2-AMI Imaging Scanners
Summary- Narrative Interpretation (source: Faculty/Dir/Coord/Dean)
Staffing for Program/Service: Staffing for Program/Service: 1 Interim Dean of Student Access and School Affairs, 1 Director of Admissions, 1 Lead A&R Evaluation Specialist , 3 full-time A&R Specialists, 1 part-time A&R Technician that is working out of class as a part-time A&R Specialist, 1 vacant A&R Technician, I Administrative Assistant, 1 Senior Program Specialist, and 1 Non-credit Programs Bursar Technician.
Funding/Budget: 100% District
COURSE INFORMATION
(Complete only if Applicable)
Course Level Assessment Completed (source: Faculty & OAC Coordinator),N/A
Changes Implemented as a Result of the Assessments (source: Faculty/Dir/Coord/Dean), N/A
Summary - Narrative Interpretation (source: Faculty/Dir/Coord/Dean), N/A
GOALS/ACHIEVEMENTS/CHALLENGES
Program/Service Objectives/Goals for current year: 2013-14 (source: Faculty/Dir/Coord/Dean)
- Receive at least 50% of external transcripts electronically.
- Complete the process for sending trancripts electronically.
- Continue review of the quality assurance audit process currently in place for degree requirement evaluations and transfer equivalencies .
- Develop workflows and collaborate with other departments of electronic form submission
- Develop manual business practices into automated business practices for ABE/ESLN.
- Work with other departments to provide Title 5 interpretation of regulations, and standard proceedures.
Program/Service Achievements 2013-14 (source: Faculty/Dir/Coord - from AUR)
1.Our A&R Team’s work has led to our selection as a Run Smarter award winner for Best Student Service Initiative. Since 2005, the annual Run Smarter® Awards Program has recognized organizations that use Laserfiche enterprise content management (ECM) software to improve productivity, processes and overall results.Each year, Run Smarter® Award winners are chosen by a committee of Laserfiche executives based on creativity of the solution, operational improvements realized by the organization, use of Laserfiche software and resources and inspiration potential for other Laserfiche clients. Winners from around the globe and across a range of industries are recognized during an awards ceremony at the Laserfiche Empower conference.
2.We are one of 5 institutions who received the Model of Efficiency from University Business for our work with automated workflow processes.
3.We are now utilizing the Enrollment Statistics Report provided in Colleague and we have ended the manual daily check for seat availability. We have extended the waitlists for all ESLN courses and transferred manual tracking of extensive waitlists from manually maintained spreadsheets into Colleague full functionality waitlisting. This has allowed us to expedite seat offerings by operating waitlists seven days a week from four days. We have integrated ESLN transaction processing to the full front counter service by all A&R team members.
4.Full integration with our ESLN support team into A&R has allowed for consistent front counter service allowing each of our Specialists more time to serve their caseload.
5.Implemented an annual notification to all students to cover the notification requirements of American with Disabilities Act, the Family Educational Rights and Privacy Act, and the 1998 Higher Education Act. We have also modified WebAdvisor to comply with California Elections Code Section 2148 that requires all California Community Colleges that use automated registration to offer voter registration during the class registration process.
6.We have removed full social security numbers and year displayed for date of birth from 9 of the 26 transcripts within Colleague. These include all our primary transcripts. We have added an additional signature security feature to our in house generated transcripts.
7.Developed an Informer report to allow Financial Aid to quickly determine review international students by term thus quickly confirming non-aid eligibility.
8.Following the implementation of our document imaging system with corresponding workflow functionality we have moved our student communications to emails from general mail.
Program/Service Challenges2013-14(source: Faculty/Dir/Coord/Dean)
- Work with Executive Dean to develop and confirm standards for petition submissions, deadlines, and recommendations that demonstrate the district commitment to Student Success in relation to GPA, repeats, and course completion ratio.
- Develop consistent guidelines for appropriate ESLN non-credit course placement.
- Increase in person customer assistance at our Indio Campus.
- Increase outreach activities of our Non-credit Senior Programs Specialist
Program/Service Objectives/Goals for current year: 2013-14 (source: Faculty/Dir/Coord/Dean)
- Complete project with Ferilli Group for the development and implementation of an automated waitlist clearing process that includes full customer notification.
- Develop and implement a self-serve form within WebAdvisor that will allow for students to view all current holds and registration authorizations.
- To increase our in person A&R service and assistance on our Indio Campus
Program/Service Objectives/Goals for current year: 2014-15 (source: Faculty/Dir/Coord/Dean)
- Develop and implement an A&R communications calendar for students, staff and faculty. These communications will support the business processes of the College and alert our customers to matters and information to help them succeed.
- Move the Graduation Application to WebAdvisor.
- Develop video clips for instructional/reference tools.
Completed by:
Curt E. Luttrell, Director, Admissions and Records
Date: October 15, 2014
1
.PROGRAM REVIEW UPDATE ADDENDUM
Program Name: __Admissinons and Records
- Staff Needs
NEW OR REPLACEMENT STAFF (Administrator, Faculty or Classified)[1]
List Staff Positions Needed for the upcoming Academic YearPlease justify and explain each faculty request based on rubric criteria for your college. Place titles on list in order (rank) or importance. / Indicate (N) = New or (R) = Replacement / Annual TCP*
- Admissions and Records System Analyst
(includes benefits)
- Replace the existing part-time 29.5 hr. A&R Specialist to a full-time position –utilizing the employee now working part-time to A&R Specialist full-time)
* TCP = “Total Cost of Position” for one year is the cost of an average salary plus benefits for an individual. New positions (not replacement positions) also require space and equipment. Please speak with your college Business Officer to obtain accurate cost estimates. Please be sure to add related office space, equipment and other needs for new positions to the appropriate form and mention the link to the position. Please complete this form for “New” Classified Staff only. All replacement staff must be filled per Article I, Section C of the California School Employees Association (CSEA) contract.
Program Name: ___Admissions and Records______Admissinons and Records_____
- Equipment (excluding technology) Needs Not Covered by Current Budget[2]
List Equipment or Equipment Repair Needed for the upcoming academic year
Please list/summarize the needs of your unit on your college below. Please be as specific and as brief as possible. Place items on list in order (rank) or importance. / *Indicate whether Equipment is for (I) = Instructional or (N) = Non-Instructional purposes / Annual TCO**
Cost per item / Number Requested / Total Cost of Request
N / $900 / 4 / $3600
* Instructional Equipment is defined as equipment purchased for instructional activities involving presentation and/or hands-on experience to enhance student learning and skills development (i.e. desk for student or faculty use).
Non-Instructional Equipment is defined as tangible district property of a more or less permanent nature that cannot be easily lost, stolen or destroyed; but which replaces, modernizes, or expands an existing instructional program. Furniture and computer software, which is an integral and necessary component for the use of other specific instructional equipment, may be included (i.e. desk for office staff).
** TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. Please speak with your college Business Officer to obtain accurate cost estimates. Please be sure to check with your department chair to clarify what you current budget allotment are. If equipment needs are linked to a position please be sure to mention that linkage.
Program Name: ____Admissinons and Records______
- Technology (Computers and equipment attached to them)++ Needs Not Covered by Current Budget:[3]
NOTE: Technology: excludes software, network infrastructure, furniture, and consumables (toner, cartridges, etc)
Annual TCO*
Priority / EQUIPMENT REQUESTED / New (N) or Replacement (R)? / Program: New (N) or Continuing (C) ? / Location (i.e Office, Classroom, etc.) / Is there existing Infrastructure? / How many users served? / Has it been repaired frequently? / Cost per item / Number Requested / Total Cost of Request1.
Usage / Justification / Hard drive computer replancement
Reason:We have a six staff computers that are very near the end of their life span. IT advises six will need replacement in short order. We have one that has failed in the last month. / N / C / Office / Y / 4 / Y / $900 / 4 / $3600
2.
Usage / Justification / Scaners for staff (2)
Reason:Complete each office workstations for all Specialists and Technicians. This allow for all staff to scan, index, and post to the imaging system from their offices as opposed to doing so from a stationary scanner up-front. / N / C / Office / Y / 2 / N / $803 / 2 / $1606
3.
Usage / Justification
4.
Usage / Justification
5.
Usage / Justification
* TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. Please speak with your college Business Officer to obtain accurate cost estimates. Please be sure to check with your department chair to clarify what you current budget allotment are. If equipment needs are linked to a position please be sure to mention that linkage. Please speak with your Microsupport Computer Supervisor to obtain accurate cost estimates.