PROGRAM REVIEW and...The Admissions and Records department is filled with technological advancements and innovations. The ... Admissions and Records plays a major role in the enrollment

PROGRAM REVIEW

ADMISSIONS & RECORDS

2012-2016

ADMISSIONS & RECORDS | 8045 E CHAPMAN AVE, ORANGE CA 92869 | 714-628-4901

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SIGNATURE PAGE

_________________________________________________________________ ______________________ Tuyen Nguyen Date Assistant Dean, Admissions and Records _________________________________________________________________ ______________________ Syed Rizvi Date Dean, Enrollment and Student Support Services _________________________________________________________________ ______________________ Ruth Babeshoff Date Interim Vice President, Student Services

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PROGRAM DESCRIPTION

VISION

Our vision is to modernize admissions and enrollment functions using new and innovative technology. Students should have access to fast and accurate processing of applications, registration, add/drops, transcripts, petitions and other enrollment related information and/or materials. Students deserve new and innovative approaches for enrollment processes using the latest technology.

MISSION

Our mission is to educate students regarding College policies, procedures, services, and Online Records by providing clear and concise information. Admissions and Records staff believe that service to students is our top priority and it is our goal to provide information within a supportive, positive, and encouraging atmosphere.

OVERVIEW OF SERVICES-FUNCTIONS

The Admissions and Records department is filled with technological advancements and innovations. The conversion and implementation of Datatel in 2009 has allowed student and office functionalities to be streamlined. Over 90% of all registration and Admissions and Records related transactions are completed online. In 2015, we purchased software and a dedicated printer to begin printing our diplomas and certificates in-house. In 2016, a Degree Audit component of Datatel was implemented; permitting counselors, evaluators, and graduation specialists to run automatic program evaluations through Datatel. In addition, Admissions and Records relies heavily on third party software systems such as OpenCCCApply, Laserfiche, Credentials, Robo-Registrar, Parchment, and E-Transcripts California. By adding an additional workspace for our Technology Specialist and re-engineering job duties, we have increased office efficiency and productivity.

1. Academic Renewals

A&R II Specialists review transcripts from other institutions for course repetition and make appropriate

notations on the transcript. Courses repeated within R.S.C.C.D. are automatically replaced through a

Datatel process. In addition, A&R II Specialists also evaluate Academic Renewals Without Course

Repetition petitions.

2. Academic Standing

Admissions and Records is responsible for running Academic Standing at the end of each Spring and Fall

semester. Students that are first time Academic or Progress Probation have holds placed on their records

to prevent registration until they have completed an in-person (conducted by conseling) or online

probation workshop via WebAdvisor. Students placed on Academic or Progress Probation for two

consecutive semesters lose priority for the next registration opportunity and are given a late registration

date. Students who lose priority also automatically lose their Board of Governor’s Fee Waiver (BOGFW).

Academic/Progress dismissal students are notified of their dismissal and must sit out at least one

semester. Currently, students are only dismissed after the Spring semester. All students on

probation/dismissal are notified via email by the Assistant Dean.

Students are able to appeal their loss of priority/BOGFW or dismissal. Petitions are submitted to A&R and

reviewed by the Assistant Dean. If necessary, the petitions are forwarded to the Exceptions to Academic

Regulations committee for a decision. Students are notified by an A&R II Specialist via email if/when their

petitions are approved/denied.

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3. Apportionment Review, Processing, and Reporting FTES

The Assistant Dean and Project Manager are responsible for all state mandated reporting of

apportionment (320 report) and MIS data information. The management of state reports and

apportionment collection requires the review of the student application and enrollment date, plus

monitoring the collection of the various methods of apportionment—weekly, daily, independent study,

and positive attendance. All data is reviewed and edited for accuracy. This work is completed in

conjunction with the academic division offices to ensure the proper collection of all apportionment

hours/FTES. The Assistant Dean oversees the census collection for the P1, P2, and P3 reporting periods.

With assistance from A&R staff, the Assistant Dean is also responsible for the review and correction of

MIS data within 30 days after the end of each semester.

4. Apprenticeship and Cosmetology Program

An A&R III Specialist is responsible for all registration, grades, recording of positive attendance, and

adjustments of units for all students in the Apprenticeship and Cosmetology Program.

5. CCCApply Online Application

This state approved application system allows the capture of all state mandated MIS information. Once

the application is submitted, residency algorithms determine if a student is a resident, non-resident, or a

CAP student, and automatically sends out the appropriate email. Applications are downloaded and

processed three times a day by an A&R Specialist.

6. Class Schedule and College Catalog

The Assistant Dean and Staff edit the narrative for the class schedule. The Assistant Dean and Graduation

Specialist review edits for the annual catalog.

7. Concurrently Enrolled High School Students (CAP – Career Advanced Placement)

High School students may be concurrently enrolled at Santiago Canyon College through our CAP program.

Students submit a CAP form each semester, signed by their parent and a school principal/designee. The

form must designate the exact courses being requested. Students below 9th grade must obtain

permission from the department Dean for the class that they are requesting. CAP students are able to

register online two weeks prior to the start of the semester. The State mandates that CAP students

receive the lowest registration priority.

8. Evaluation of Transfer Work

A&R II Specialists evaluate G.P.A. units of incoming transcripts from other institutions. In addition,

Advanced Placement, College Level Examination Program, International Baccalaureate, Credit by Exam,

and Language Proficiency are also processed by evaluators and displayed on the student’s transcript.

Incoming transcripts are logged into an excel spreadsheet and noted in Datatel as received. Once

evaluated, transcripts are scanned into Laserfiche imaging system. If a student is not currently enrolled at

SCC, an incoming transcript is heled for one year until the student matriculates.

9. Exemption of Assessment and/or Advisement

Requests for exemption from Assessment and/or Advisement are submitted to A&R. The Assistant Dean

and/or a specified A&R II Specialist reviews the requests and either approves or denies the petition.

Students are only exempted if have received an A.A./A.S. degree or higher.

10. Faculty Documentation

At the end of each semester, faculty are required to submit grades online via WebAdvisor and class

documentation to the Admissions and Records Office. This documentation consists of attendance

records, exam information, and positive attendance hours. Supplemental information, such as forms for

incompletes and grade changes, is also collected. Faculty documentation is stored on the “H” drive which

is shared and accessed by Admissions staff.

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11. Graduation Services

The Graduation Specialist is responsible for the evaluation of transcripts to determine if a student is

eligible for an A.A., A.A.-T, A.S., A.S.-T or Certificate of Achievement; evaluation of transcripts for

CSU/IGETC certifications; posting of degrees, certificates, and certifications on transcripts; and

maintenance of graduation statistics. With Certificate Tracking software, we are able to auto award

certificates for students that qualify. The Graduation Office also prints all diplomas and certificates in-

house.

12. Honors Program

Admissions and Records plays a major role in the enrollment and tracking of students within the Honors’

Program. The academic record of each honors’ students is reviewed at the end of fall and spring

semesters to verify continued eligibility for the program. In addition, all applications for the program are

submitted to A&R where a list of currently active members is maintained.

13. Online Communication

An A&R II Specialist maintains the web pages related to Admissions and Records. The pages are reviewed

regularly and updated as needed. Social media tools, such as Facebook and Twitter, are used to send

daily and weekly transmissions of important information to students such as changes to the class

schedule, cancellations, and open or newly created sections. All of these communications may also be

sent via email blasts. In addition, A&R has been using the LibraryH3lp chat client to communicate with

students through our website.

14. Online/Electronic Transcripts

In addition to viewing their unofficial transcripts via WebAdvisor, students may also order official

transcripts online through Credentials. This online transcript feature combines fast and accurate

processing of transcripts with the ease of online ordering. Students are able to order hard copies of their

transcript or electronic PDF versions. In 2016, we registered for an account with Parchment (3rd party

transcript processor much like Credentials) in order to receive electronic transcripts from Parchment-

client institutions. We also implemented eTranscript California, a statewide electronic transcript

exchange to facilitate electronic delivery of transcripts to California’s postsecondary systems, with an

emphasis on those areas unique to California student transcripts such as IGETC, CSU, GE, and appropriate

Certification notifications.

15. Parent Orientation

During Early Welcome, the Assistant Dean, chair of the Counseling Department, Transfer Center

Specialists, and Financial Aid Analysts combine efforts to inform parents through an orientation about

testing results, articulation plans, scheduling classes, transfer updates, registration deadlines, FERPA, and

graduation requirements. Information packets are also handed out to parents.

16. Scanning/Imaging

The A&R I Specialist is responsible for the imaging of all Admissions and Records related documents

including but not limited to: waivers, name changes, petitions, graduation petitions and letters, incoming

transcripts and records, add/drop cards, etc. In addition, we also image counseling related documents

such as counselor notes, education plans, etc.

17. WebAdvisor

Our online student portal allows students to search the class schedule, view their registration time,

register, drop, view grades, view holds, view placement test scores, view unofficial transcripts, order

official transcripts, pay fees and access financial aid information. In addition, students may submit

address changes online as well as use our custom add codes to add during the add period.

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FUNDING SOURCES

Santiago Canyon College General Funds: Full time and ongoing staff, non-instructional supplies,

maintenance/office.

SSSP Funds: Pays for 50% of the A&R Technology Specialist position. This position supports and maintains the

Degree Audit component of Datatel as well as the Student Educational Plan.

Credentials Funds: Because of the different needs of the office, this account was created to charge expenditures

appropriately. The expenditures include conferences, contract services, contract repair, institutional membership,

and office equipment.

Apprenticeship Funds: Backfill for the A&R III position that handles all Apprenticeship and Cosmetology

transactions. We use these funds to hire short-term help.

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ORGANIZATIONAL CHART

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SUMMARY OF PROGRESS

KEY ACCOMPLISHMENTS

Application: The College migrated over to the new CCCApply online application in 2014 that was built and funded

by the California Community Colleges Chancellor’s Office. The application is easier to use for students and allows

the schools to collect all MIS required data from applicants. The help desk and support for the application has cut

down calls to admissions tremendously. Currently, 100% of the student population submits a college application

online through CCCApply.

Certificate Tracking: Since 2011, we have been using Certificate Tracking to automatically award certifcates to

students who have completed requirements without the need to petition.

Chat Module: To improve our ability to serve students, Admissions started using LibrarH3lp in Spring 2015 as our

online chat system. The software has reduced our phone calls and allows us to serve students who are more

comfortable with this format.

Degree Audit: We have been using Colleague Degree Audit since 2014 to award degrees. Counselors have been

testing since Summer 2015 and Degree Audit is currently being used by all Counselors for advisement purposes.

Hours of Operation: Being open from 8:00am – 1:00pm (five hours) on Fridays was not an efficient use of our

resources. Staff work a 9/4 schedule and that extra hour means that Admissions must stagger staff so that we

have someone to open and someone to close. This causes problems in scheduling if and when someone calls in

sick. We may have only one person open or one person closing. Since Spring 2016, Admissions has been open

from 8:00am – 12:00pm. Staff on a 9/4 schedule all open and close and we have been able to close at noon with

the rest of the college community.

Imaging: With a scanner on every desk, Admissions is able to scan every form related to a student’s academic

record. This has allowed us to reduce the amount of physical paper that we have to store. This also allows instant

retrieval and access to paperwork related to a student through our Laserfiche Software.

Printing our Own Diplomas: In Spring 2015, our Graduation office started printing our Diplomas in-house.

Transcripts: Our Credentials online transcript website combines fast and accurate processing of transcripts with

the ease of online ordering, which is especially helpful for students who live outside the immediate vicinity of the

college. The system allows us to process electronic transcripts in both PDF (to any email) and EDI formats (for

schools to download into their system). We have also partnered with Parchment for students who want to send us

PDF transcripts from their high school or colleges. In October 2015, we successfully implemented the

eTranscriptCA format to send transcripts to Universities that are using this format exclusively. As of January 2016,

we have successfully configured our servers to receive in eTranscriptCA format as well.

WebAdvisor: WebAdvisor allows students to view the class schedule, view registration dates, register, drop, view

grades/unofficial transcripts, update email or address, pay fees, access financial aid information, and request

official transcripts. The waitlisting has also been improved with new patch updates. Waitlists now check for

prerequisites before allowing a student to waitlist.

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OTHER

The Admissions and Records Department continues to support students, faculty, and staff through the application,

registration, transcript, and graduation processes. A&R continues to educate the college community on policies,

processes, procedures, deadlines, and available courses by utilizing multiple types of communication with students

from written publications, such as catalog and schedule, to social media, such as email, Live Chat, and Facebook.

The department meets monthly to discuss processes, policies, regulations, and conducts planning sessions for our

annual SLO/SAO.

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SLO DATA

DATA – ELECTRONIC TRANSCRIPTS

Calendar Year In-Person

Orders Mail-In Orders Online Orders TOTAL

2012 2319 1094 2332 5745

2013 1720 1209 6513 9442

2014 2596 778 7062 10436

2015 3012 54 7631 10697

2016 (up to August 1, 2016)

2035 26 4849 6910

Calendar Year In-Person Orders Mail-In Orders Online Orders

2012-2013 -25.80% +10.50% +179%

2013-2014 +50.90% -35.70% +8.40%

2014-2015 -16% -93% +8%

2012-2015 +40.80% -95% +227%

DESCRIPTION

This SLO was designed to facilitate student learning by providing a more effective and efficient means for students

to request and send transcripts. When a student calls on the phone or comes to the counter to request

transcripts, staff will briefly explain the costs and options as well as the benefits of requesting transcripts online.

The A&R staff will refer and if needed, show students how to use the online transcript ordering system. Students

will learn that ordering transcripts online is faster, more efficient, and a more secure way of guaranteeing delivery

of transcripts to another institution.

DATA ANALYSIS SUMMARY

We started this SLO in 2013 and will compare results from the previous calendar year 2012. With the awareness

that students can order transcripts online, we would like to see at least a 20% decrease in mail-in orders and an

increase of at least 50% in the online electronic transcript orders over the first year of the SLO. We pulled yearly

data (calendar year) starting in 2012 to show how many students ordered their transcripts in person, through the

regular mail, and through our online system. From 2012-2013, there was an increase in mail-in orders. We did not

make direct contact with these students to inform them about our online transcript ordering system. However,

from 2013-2014, there was a 35.7% drop in mail-in orders and a whopping 95% decrease from 2012-2015. Our

online orders increased by 179% from 2012-2013 and an astronomical 227% from 2012-2015.

FINDINGS/CONCLUSIONS/RECOMMENDATIONS

The SLO was a success and mail-in orders have decreased to a mere 26 orders in 2015. Online orders continue to

increase and we will continue to inform students of in the hopes that our in-person orders decrease in the future.

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DATA ANALYSIS

SECTIONS, HEADCOUNT, FTES

SEMETER HEADCOUNT

(Census) SECTIONS SEATS FTES

AP321 SEATS

AP321 HOURS

Fall 2012 9,281 694 24,648 2,949.34 2,632 132,949.00

Fall 2013 9,171 711 24,894 3,039.37 2,881 136,979.00

Fall 2014 9,258 716 24,670 3,113.09 2,489 127,548.00

Fall 2015 9,196 756 24,106 3,114.81 3,453 166,418.00

Intersession 2014 1,371 48 1,528 166.85 546 22,160.00

Intersession 2015 1,754 62 1,959 214.08 445 17,744.00

Intersession 2016 1,972 70 2,211 236.50 727 27,192.00

Spring 2013 9,394 735 25,543 2,998.28 3,094 149,962.00

Spring 2014 9,201 729 24,501 3,039.44 2,811 133,673.70

Spring 2015 9,164 718 23,428 2,980.23 2,400 124,527.00

Spring 2016 8,932 758 22,505 2,894.36 3,394 167,175.00

Summer 2013 3,769 146 4,789 541.22 877 41,032.00

Summer 2014 3,569 154 4,412 514.59 939 39,267.00

Summer 2016 3,313 153 4,095 472.06 312

(as of 8/2/16 – Incomplete)

11,099.00 (as of 8/2/16 –

Incomplete)

DESCRIPTION

This data is gathered from the RG0540 and RG0740 reports in the Online Report Repository.


Headcount, Sections, Seats, and FTES are collected for college credit, residency students only. AP321 are the non-

apportionment Apprenticeship Program data. The only real growth in FTES is from our Intersession terms. We see

an increase in headcount as well as FTES. Our full semesters show an increase in sections but no growth in FTES.


We are increasing our section offerings but our FTES has not grown. Our headcount has also decreased over time

during our Fall, Spring, and Summer semesters. Our recommendation is to look at offering high-demand majors

such as Business, Computer Science, Engineering, and International Business. We may have business classes but

most of them are online and we should look into offering some in-person classroom classes. Year to year we have

the same large number of waitlists for particular classes/section times but we do not seem to be making much

progress in adding more of those sections/times.

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DATA – FEEDER HIGH SCHOOLS

SEMESTER Canyon High School El Modena High School Orange High School Villa Park High School

Fall 2012 166 341 356 296

Fall 2013 188 343 336 243

Fall 2014 240 198 161 261

Fall 2015 160 377 330 263

Intersession 2014 85 99 31 61

Intersession 2015 104 131 54 84

Intersession 2016 99 104 42 75

Spring 2013 185 367 301 295

Spring 2014 197 360 332 306

Spring 2015 172 253 329 286

Spring 2016 228 363 361 292

Summer 2013 229 239 95 196

Summer 2014 210 219 104 162

Summer 2015 172 192 70 155

Summer 2016 292 244 110 232

DESCRIPTION

Our feeder high schools in the Orange Unified School District (OUSD) include Canyon, El Modena, Orange, and Villa

Park. The High School and Community Outreach teams have a weekly presence at these schools where we

promote our classes, CAP program (concurrently enrolled students), and Early Welcome program (for high school

seniors).


Our enrollment from OUSD students have been consistent with some increases between Fall 2014 and Fall 2015

from El Modena and Orange High. There was another increase between Spring 2015 and Spring 2016 as well from

all four high schools.


SCC’s presence at the feeder high schools means that we are confident our numbers from OUSD will remain steady

with little increase over the years. However, we must do more outreach to non-feeder schools. With a full staff, we

are able to now go out into the surrounding areas outside of Orange to recruit. Our next program review will show

our progress in this area and we will see an increase in schools outside of OUSD.

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DATA – APPLICATIONS PROCESSED

DESCRIPTION

Admissions & Records processes all applications through CCCApply. These applications include college credit as

well as Apprenticeship.


We saw a decrease in the number of applications that were submitted for Fall from 2012-2015. Intersession

applications have increased since 2014 when we brought Intersession back. Our Spring applications have

increased since 2013 and our Summer applications have decreased.


Although our Fall applications have decreased over the years, our Early Welcome applications have increased (see

High School and Community Outreach Program Review). In 2012, we had 1957 applications for Early Welcome and

this year in 2016, we have processed 2339. Students may not be applying because we do not offer the classes or

more importantly, the programs that they are interested in. Our competitors are offering programs such as

International Business and Computer Science. We need to increase our offerings and offer new programs instead

of the traditional ones in order to attract more students.

96318750

8251 8099

778 785 910

5586 58165173

5900

42053584 3678 3561

0

2000

4000

6000

8000

10000

12000

Applications

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DATA – GRADUATION STATISTICS

Academic Year AA AAT AS AST CA CERT

2012/2013 949 55 154 55 1442 85

2013/2014 971 131 179 116 1495 1036

2014/2015 1121 198 229 155 1157 197

2015/2016 821 214 146 156 948 168

DESCRIPTION

AA: Associate of Arts

AAT: Associate of Arts for Transfer

AS: Associate of Science

AST: Associate of Science for Transfer

CA: Certificate of Achievement

CERT: Certificate of Proficiency

The above chart shows the number of degrees and certificates awarded for each academic year.


Academic year 2013/2014 was the year that we awarded the most number of Certificate of Proficiencies with

1036. This was the year that we started auto-awarding certificates using Certificate Tracking. There was an 81%

drop in 2014/2015 because we had gone back and completed our back log of those that met requirements to

receive a Certificate of Proficiency. There is also a steady increase of AAT and AST degrees awarded as students

are made aware of those options.


With certificate tracking, we can see all of the degrees and certificates that students qualify for even if they do not

petition. We are auto-awarding certificates but are still notifying students that they qualify for a degree. We require

a petition in order to award degrees because of its implications with financial aid and employment. We are exploring

the possibility of having an online graduation petition through the upcoming student portal project. Students will

be able to submit graduation petitions online instead of dropping them off in person. The portal will have the ability

to authenticate the student’s login which is as good as a signature.

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STUDENT EQUITY

STUDENT ACCESS

UBIDUO: In order to better serve the deaf and hard of hearing, Admissions and Records have been using the

UbiDuo Wireless communication device. The UbiDuo is a device that helps remove communication barriers

between persons who are deaf or hard of hearing and hearing people. The wireless units allow synchronic

communication via text in an easy to use, easy to adjust text environment. We have signs posted by our counter

to let students know that we have this device if they need to use it.

The UbiDuo consists of two battery powered wireless keyboard, each with small screens that instantly relay typed

communication in face to face situations. The UbiDuo is very portable with each terminal weighing at two pounds

each. They connect together with patented hinges and fold together in a clam shell arrangement for easy

transport and storage. Using the UbiDuo is very easy. You start by detaching the units from the hinges and

powering each terminal up. The two units do not need to be next to each other and does not need to connect to a

wifi network.

COURSE COMPLETION

ACADEMIC/PROGRESS PROBATION PROCESS FOR FOSTER YOUTH: All students are subject to the

academic/progress probation process at the end of each semester. If a student is on any type of probation for two

consecutive semesters, they automatically lose registration priority as well as the Board of Governor’s Fee Waiver.

If a student is on probation for three consecutive semesters, they will be dismissed and must sit out one full

semester. However, current State mandate allows us to exempt Foster Youth. In the past, Foster Youth were not

notified of their exemption. These students may have stopped attending because of their probation status. This

year, we are proactively identifying the Foster Youth and making sure that they do not receive any negative

probation notifications and also making sure that they do not have any holds placed on their records. Instead, we

are notifying them of their current academic status and encouraging them to speak with their counselors. We are

also providing a list of Foster Youth who are on academic/progress probation to the Guardian Scholar coordinator

so that they can have a better support system in place for this group. The students are aware that they will not

lose registration priority or the BOGW. They will also not be dismissed if that is their current standing.

FAST TRACK EXCEPTION PROCESS FOR EQUITY GROUPS ON PROBATION FOR PRIORITY REGISTRATION:

Groups, excluding Foster Youth, such as DSPS, EOPS, and Veterans are now being identified immediately if they

lose priority registration due to their academic/progress probation status. These students are handled on a faster

track so they may still register in a timely manner.

EXCEPTIONS FOR COURSE REPETITIONS FOR EQUITY GROUPS DUE TO EXTENUATING CIRCUMSTANCES:

Admissions and Records allows for course repetitions (fourth time) for equity groups based on their identification

as an equity group.

GRADUATION DATA FOR EQUITY GROUPS:

We are now creating processes to provide equity areas, upon request, a list of their students completion and

persistence rate.

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FUTURE DIRECTION & ANTICIPATED CHALLENGES

FUTURE DIRECTION

Facilities: We are in need of additional workspace since we moved the Project Manager and A&R Technology Specialist to the Admissions office. If we are able to fill the Registrar position, the Graduation Specialist will be moved to a cubicle (which we still need) so the current office can be occupied by the Registrar. Expected Date: 2018-2019

Technology: Ensure staff computers are replaced as recommended by RSCCD’s Technology Advisory Group (reviewed annually). Our imaging system (Laserfiche) is outdated and is not integrated with our Student Information System (Datatel). We need to move into ImageNow which is integrated with Datatel and is a more efficient system of imaging documents. We just need to go through a total conversion of all of our imaged documents. Expected Date: 2020

Equipment: iPads for staff use when they are out on campus at information tables used to promote classes during

the add period and during the months prior to late starting classes. iPads will provide students the ability to view

schedules online and register immediately there on-site.

Expected Date: September 2016

ANTICIPATED CHALLENGES

Paperless Office: Although all of our forms have been converted to fillable PDF and are available online, it is still a

challenge to process. They still require a student to print and sign before submittal. Currently, students cannot

submit the forms electronically without a signature because we cannot authenticate that the actual student is

making the request. This will hopefully be resolved after we move into the new Ellucian Student Portal.

Staffing: The first critical need is to be able to fill the Registrar position. The Assistant Dean is currently doing both

the Registrar’s operational duties as well as administrative work and overseeing the High School and Community

Outreach Department on top of serving on multiple college committees and State committees. The Assistant Dean

needs a Registrar who can manage the daily operations such as A&R processes and handling case-by-case student

problems. The second critical need in A&R is to have a minimum of two full time transcript evaluators. As

students become able to utilize degree audit, evaluators are necessary to create a library of transfer courses that

can be equated into each degree option. Without dedicated evaluators to build that library, the value of the

degree audit would be limited to students who have only taken courses at R.S.C.C.D.

We are also in need of a second Graduation Specialist position. Santiago Canyon College currently has one

Graduation Specialist doing the same amount of work and awarding the amount of degrees and certificates that

normally require two specialists. For comparison, Santa Ana College currently has three full-time Graduation

Specialists. During 2013-2014, SAC awarded 1908 degrees with two Graduation Specialists. That equates to 954

per specialist. During that same time, SCC awarded 1372 with only one Graduation Specialist. With the additions

of AA-T/AS-T and printing of diplomas in-house, we need an additional Graduation Specialist to help with

evaluations and awarding of degrees.

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APPENDIX A: RSCCD GOALS & DEPARTMENT GOALS

RSCCD Goal & Objectives Supporting Department Goals From DPP

RSCCD will assess the educational needs of the communities served by RSCCD and will adjust instructional programs, offerings, and support services and will allocate resources as needed to optimize the alignment of students’ needs with services and fiscal resources.

Continue to determine the needs of the community

Develop sustainable, alternative revenue streams to student educational needs

Continue to monitor student educational preparation

RSCCD will assess the educational needs of the communities served by RSCCD and then pursue partnerships with educational institutions, public agencies, nonprofit organizations, and business/industry/labor to collaboratively meet those needs.

Strengthen outreach and recruitment; develop new and sustain current relationships with key partners and stakeholders

Support regional development by becoming the primary local source of skilled employees for high demand occupations

RSCCD will annually improve the rates of course completion and completion of requirements for transfer, degrees, certificates, and diplomas.

Consistently and accurately measure educational goal completion for university transfer, degrees, certificates and diplomas

Support integrated approaches to student success and achievement

Identify economic barriers to student achievement

Electronic Ed Plans (See DPP in Appendix B)

RSCCD will support innovations and initiatives that result in quantifiable improvement in student access, preparedness, and success.

Maintain and enhance the RSCCD’s technological infrastructure

Support faculty development in the areas of innovative pedagogies and curriculum design

Examine course success rates by population served and promote strategies that foster student equity.

Electronic Ed Plans Fillable PDF of All A&R Related Forms (See DPP in Appendix B)

RSCCD will use a cycle of integrated planning that will demonstrate the effective use of resources.

Support and encourage focused green practices

Utilize current processes to inform program, facilities, human resource and technology allocation

Evaluate the cycle of integrated planning

Electronic Ed Plans Fillable PDF of All A&R Related Forms Sending Transcripts Through eTranscriptCA Implement the Conversion to ImageNow (See DPP in Appendix B)

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APPENDIX B: DEPARTMENT PLANNING PORTFOLIO

DEPARTMENT PLANNING PORTFOLIO

DEPARTMENT: Admissions & Records DIVISION: Student Services ACADEMIC YEAR: 2015-2016

Department's Vision: Santiago Canyon College's Admissions and Records Office has accomplished almost all of its previous goals. Admissions is now a complete, professional area with the technology to serve our students. Admissions needs to continue to innovate and embrace new technologies and systems to insure that students have easy and secure access to registration and their records while instructors have instant access to their class rosters and grades. Admissions greatest goal is in meeting the challenge of continuing our top ranking in student satisfaction while looking at new ways of expanding our services to online. Department's Mission: Our mission is to educate students regarding College policies, procedures, services, and Online Records by providing clear and concise information. Since Admissions and Records staff members believe that service to students is our top priority, it is our goal to provide information within a supportive and positive atmosphere.

GOALS/TASKS/ACTIVITIES WHO’S

RESPONSIBLE

ESTIMATED TIMELINE

COMPLETION

RESOURCES NEEDED

PROGRESS

1. Implement the Conversion to ImageNow

The ImageNow system works in conjunction with Datatel and will replace our current imaging system, Laserfiche. SCC Project Manager must work with district ITS to convert Laserfiche files to ImageNow. A&R staff must be trained on how to use ImageNow as the new district-standard imaging system.

nguyen_tuyen December 2016

Needs to be prioritized among the many other implementations/customization needs of A&R

In Progress

2. Sending Transcripts through eTranscriptCA

We recently became a member of eTranscript California and are set up to receive electronic transcripts from member schools. We must work with ITS to set up the ability to send eTranscript formatted transcripts.

nguyen_tuyen January 2016 Time In Progress

3. On-going Computer/Technology Upgrades

Continue to assess hardware and software needs in Admissions and Records every two years to keep current.

nguyen_tuyen On-going

Budgeted money for hardware/software upgrades/replacements

In Progress

18


4. Fillable PDF Forms

Convert all Admissions & Records and Graduation forms into fillable PDF forms that will be made available online.

nguyen_tuyen October 2015 Time Completed

5. Hire a Graduation Specialist

SCC currently has only one Graduation specialist doing the same amount of work that it normally takes two. SAC currently has three graduation specialists. Look into reorganization to eliminate any part-time positions to create a full-time graduation specialist to meet our growing needs. DATA: SAC had two graduation specialists awarding 1908 degrees in 2013-2014. That's 954 per grad specialist. SCC awarded 1372 during that same time with only one grad specialist. For 2014-2015, SAC with three graduation specialists, awarded 2026 degrees (675 per grad specialist). SCC awarded 1705 with just one grad specialist. We are awarding more and more degrees each year and will need another graduation specialist to meet the workload.

nguyen_tuyen Unspecified Funding for this position

In Progress

6. Electronic Ed Plans

Our go is to build, test, and implement the Electronic Ed Plans by Fall 2016

nguyen_tuyen August 2016 Time and ITS support

In Progress

7. Complete All Hiring Voids

After hiring the A&R Tech Specialist, it left us with a vacant A&R Senior position. This may cause a domino effect where we will continue to fill voids after each hire or it could stop with an outside hire.

nguyen_tuyen December 2016 Approval and time Completed

19


8. Hire a Registrar

A&R is in need of a Registrar to manage the day-to-day operations of the office so that the Assistant Dean can manage and focus on the administrative duties. We may need to look into another reorganization.

nguyen_tuyen, rizvi_syed

Unspecified Funding for this position

In Progress

9. A&R Tables in A/B Quad and by H-Building During Registration To Promote Classes

Late Starting Classes:

Tables on campus with

A&R and/or

staff/student

ambassadors to

promote late starting

classes two weeks

before they start.

Promoting Intersession:

Tables during the first

week of Intersession

registration. Will have a

laptop/iPad so students

can register right there

and then.

Welcome Tables at

Start of Each Semester:

Will work with

outreach. Available

Laptop or iPad to allow

students to use add

code or check for open

classes on the spot. We

can promote late

starting classes for

those still looking to

register.

nguyen_tuyen, nguyen_tuyen_outreach

On-Going Available Staff and iPads/Laptops

In Progress

Documents

PROGRAM REVIEW and...The Admissions and Records department is filled with technological advancements and innovations. The ... Admissions and Records plays a major role in the enrollment