AY 2009 Instructional Program Review Data Delivery Plan

AY 2009 Instructional Program Review Data Delivery Plan Data Description Process – Timeline Rev. 11-4-09

Purpose • The primary purpose of this presentation is to provide clarity to all instructional programs on how the data is calculated for both our local Comprehensive and the system required Annual Program Reviews. • We have been asked to produce an annual program review for each and every one of our instructional programs and units. They are required of each system CC and will be taken to the U of H Board of Regents for their review. • So who has to do a program review this year? If you are normally scheduled to do a comprehensive or are “Jumping” you will do a comprehensive review this year. Additionally, every instructional and non-instructional program will do an Annual Program Review this year. • Not sure if you’re scheduled for a comprehensive review or not? Click here for the Program-Unit Review Schedule

What are we doing to improve our program review process? • Based upon observation and the feedback we received from you last year from our program review process improvement survey, the following changes have been implemented. • Over the course of the summer the program review website was developed and most of the documentation was updated to reduce the amount of time it takes to get you the data you need for your review. • Labels were added to each instructional data sheet to clarify the period of time the data was taken from. • Health calls come to you pre-populated this year from the system office to ensure the consistent application of calculations across the UHCC system. • Your overall program budget this year breaks out the general funded costs from the special/federal grant dollars to highlight how much of your budget is dependent upon grants. • Academic Subject Certificates and a new data element, “Other Certificates Awarded” were added this year so programs receive credit for those credentials as well. • Academic year data is provided for 0809 this year to include spring data as well as fall. • Your data file has been embedding into the coversheet to reduce your formatting time. • Only one document will be required for annuals this year. • Four separate training sessions will be given this year in order to focus on specific groups. They are: • 1. ATE Division Programs • 2. Hospitality, Business Ed, and Nursing Division Programs • 3. Liberal Arts Division Programs • 4. Units

What’s a Jumper? • A Jumper is a locally defined term that is used to describe an instructional program or non-instructional program (unit) that has decided to jump out of their normally scheduled slot for their comprehensive program reviews and into this years cycle. • Why would anyone want to do that? Jumping into this years comprehensive cycle means that you will have an opportunity to be considered for any budgetary decisions that will be made in this years budget process. • Jumpers will still have to do their comprehensive review on their next scheduled review. Jumping does not affect the existing schedule—you are voluntarily doing an extra review to be considered in this budget cycle.

I belong to an Instructional Program… which template do I use? • Your programs data table has been embedded into your coversheet (for annuals) or the comprehensive program review template you will need for your review. You should have everything you need to begin writing your review. • The blank templates and coversheets are linked below as well if you should need them. UHCC Annual Instructional Program Review Coversheet (ALL Instructional programs will need to complete this—even if you’re completing a comprehensive review) Instructional Comprehensive Program Review Template (Use this template ONLY if you are scheduled for a comprehensive program review this year or are jumping)

What’s new this year in the Annual Report of Program Data table? • All of the changes listed below are for the 0809 academic year only. The Fall 06 and Fall 07 data is from last years program review, using last years routines, and using fall data only. • New and Replacement Jobs are now prorated for programs offered by more than one college on the same island (if 3 community colleges on Oahu offer the same program they will divide the county jobs up proportionate to the number of majors at each college). This is for County data only. • Annual data (summer-- for programs with required summer attendance, fall, spring). [note: this is not the traditional academic year. Annual data starting with Summer will allow us to get degree and certificate data for all 3 years] • New measures for Distance Education • Health Calls (overall, demand, efficiency, effectiveness) pre populated according to scoring rubric set by UHCC I-PRC and are pre-populated this year. • New process to follow when Perkins IV Core Indicator goals are not met

Instructional Program Review Data Elements • Wherever possible, previous year data was copied directly in from last years program review. Therefore, the columns labeled Fall 06 and Fall 07 reflect what was reported to you last year. • The system office reported your 0809 data using today’s routines, which may vary from what was reported last year. This is due to the system office using “improved” routines over the ones used last year. • Student information data this year comes exclusively from the Operational Data Store (ODS). Organizationally this means that all community colleges are getting the data from the same place and at the same snapshot in time (this is a good thing). • The following slides will explain in detail what data has been provided to you for your comprehensive-annual instructional program review write ups and how it has been calculated.

#1 New and Replacement Positions (State) • This data element represents the combined new and replacement jobs for the State of Hawaii in your trade, projected for the period 2005-2011 for AY0607, 2008-2014 for AY0708 and 2010-2016 for AY0809. • Economic Modeling Specialists Inc (EMSI) compiles data based on Standard Occupational Codes (SOC) that the college has linked to the instructional program. . • From their website, “…EMSI specializes in reports that analyze and quantify the total economic benefits of community and technical colleges in their region, and also creates data-driven strategic planning tools that help colleges maximize their impact through labor market responsiveness…”

#2 New and Replacement Positions (County prorated) • This data element represents the combined new and replacement jobs for the County of Hawaii in your trade, projected for the period 2005-2011 for AY0607, 2008-2014 for AY0708 and 2010-2016 for AY0809. • Economic Modeling Specialists Inc (EMSI) compiles data based on Standard Occupational Codes (SOC) that the college has linked to the instructional program. • For multiple community colleges in the same county the number of positions has been prorated based upon the proportion of majors at each CC.

#3 Number of Majors • Since the number of majors in 0809 is an annual count, .5 majors were assigned for each major in both fall and spring, then added up for the year. This method was preferred over counting unduplicated majors. • Note that the 2 previous reporting periods are Fall majors only.

#4 SSH Program majors in Program Classes • This is the sum of all student semester hours taken by program majors in our locally defined program classes for the academic year 0809. • For Practical Nursing this includes SSH earned in Summer. • Excludes Directed Studies (99 series). • Includes Cooperative Education. • Not sure what your program classes are? Click here to find out: Program Course Listing

#5 SSH Non-Majors in Program Classes • This is the sum student semester hours taken by non-program majors in our locally defined program courses. • For Practical Nursing this includes SSH earned in Summer. • Excludes Directed Studies (99 series). • Includes Cooperative Education (93 series).

#6 SSH in All Program Classes • The sum of student semester hours taken by all students in our locally defined program courses. • For Practical Nursing this includes SSH earned in Summer. • Excludes Directed Studies (99 series). • Includes Cooperative Education (93 series).

#7 FTE Enrollment in Program Classes • This is the sum of student semester hours taken by all students in your program classes (#6) / 30 for the academic year 0809. • Full time equivalent (FTE ) is calculated as15 credits per term • For Fall 06 and Fall 07 it is the sum of student semester hours taken by all students in your program classes (#6) / 15. • For Practical Nursing this includes SSH earned in Summer.

#8 Total Number of Classes Taught • This is the number of program classes (actual sections) taught in the program. • For Practical Nursing this includes classes taught in Summer. • The number of classes taught excludes Directed Studies courses (99, 099, 199, 299) but includes Cooperative Ed courses (93, 093, 193, 293)

Determination of program’s health based on demand • This year the system office will calculate and report health calls for all instructional programs using academic year 0809 data. The following instructions illustrate how those calls are made. • Program Demand is determined by taking the number of majors (#3) and dividing them by the number of New and Replacement Positions by County (#2). • The following benchmarks are used to determine demand health: Healthy: 1.5 - 4.0 Cautionary: .5 – 1.49; 4.1 – 5.0 Unhealthy: <.5; >5.0 • Finally, an Overall Category Health Score is assigned where: 2 = Healthy 1= Cautionary 0= Unhealthy

#9 Average Class Size • Average class size is total student registrations in program classes divided by the total number of classes taught (#8) at time of census. • This excludes Directed Studies courses (99, 099, 199,299) but includes Cooperative Ed courses (93, 093, 193, 293)

#10 Fill Rate • Class fill rate is total student registrations in program classes (number of seats filled) divided by the maximum enrollments (number of seats offered). • Taken at Fall and Spring census for 0809.

#11 FTE BOR Appointed Faculty • FTE of BOR Appointed Program Faculty is the sum of appointments to your program (1.0, 0.5, etc) excluding Lecturers and other non-BOR appointees. • Remember that these are positions that were appointed to your program—whether or not these people are actually teaching classes. • This information now comes directly from system HR. If this is not correct for your program we can work to get it updated in the HR system. • Click here to find out who the BOR Appointed Program Faculty are for your program: Instructional Program BOR Appointments

#12 Majors to FTE BOR Appointed Faculty • The number of majors (from data element #3) divided by the number of FTE BOR Appointed Program Faculty (from data element #11) . • Note: this is not all students taking your classes…just the majors.

#13a Analytical FTE Faculty (Workload) • Analytical FTE Faculty is a workload measure and is determined by summing the semester hours taught by instructors in their program courses, and then dividing by 15 for Fall semester s (or 27 for the year) for the full time equivalent value. • Analytic FTE Faculty includes the semester hours taught by both Faculty and Lecturers. Therefore, it can be used to compare to the value of (#11) FTE BOR Appointed faculty, to highlight program offerings being covered by lecturers.

#13 Majors to Analytic FTE Faculty • Total number of majors (from data element #3) divided by Analytic FTE faculty (from data element #13a) for the academic year 0809 .

#13c Analytic FTE Faculty @ 12 cr. • Starting in Fall 2007 we added a data element to the review for programs that operate on contact hours instead of credit hours. For these programs we will calculate workload faculty fte by dividing credits taught by 12 instead of 15 per Fall semester, and dividing by 21.6 for 0809. • If you do not have a #13c in the data set provided to you, please ignore this additional detail. It was only added to the data sheets for programs operating on contact hours. • The contact hours calculation for Faculty FTE is not recognized by the system office so we are adding it to the program review as it makes more sense for programs operating on contact hours. It is also used in the calculation of data elements 13c, 14, 14a, and15. • Programs identified as operating on contact hours are: AG, ABRP, AEC, AMT, CARP, DISL, DMA, EIMT, ET, FSER, MWIM, NURS, PRCN, CHO, and TEAM. (note: AEC newly added this year) • This data element is added as a supplement to the instructional program review for Hawaii Community College.

#13b Majors to Analytic FTE Faculty @ 12 cr. • Number of majors (#3) in your program divided by the contact hour calculation for analytic fte from previous slide.

#14 OverallProgram Budget Allocation • The overall program budget allocation = General Funded Budget Allocations + Special/Federal Budget Allocations (grant dollars). • The general funded budget allocation = personnel costs + b budget • With the exception of the 3 Nursing programs, we calculate personnel costs for AY09 by multiplying the Analytic FTE Faculty, which includes lecturers, by the AY 2009 UHPA faculty rank 4 rate per credit hour value of $1676, then by 30 credits. • For the 3 Nursing programs, we calculate personnel costs for AY09 by multiplying the Analytic FTE Faculty, which includes lecturers, by the AY 2009 UHPA faculty rank 5 rate per credit hour value of $1879, then by 30 credits.

#15 Cost per SSH • This is the cost to run your program based on student semester hours. • Costs come from Program Budget Allocation (data element #14) divided by student semester hours for all students in program classes (from data element #6)

#16 Number of Low Enrolled (<10) Classes • This is the number of Program classes (actual sections) taught (#8) with 9 or fewer students enrolled at census. • Excludes Directed Studies (99 series) • Includes Coop Ed (93 series)

Determination of program’s health based on efficiency • This year the system office will calculate and report health calls for all instructional programs using 0809 data. The following instructions illustrate how those calls are made. • Program Efficiency is calculated using 2 separate measures…Fill rate (#10), and Majors to FTE BOR Appointed Faculty (#12). • The following benchmarks are used to determine health for Fill Rate: Healthy: 75 – 100% Cautionary: 60 – 74% Unhealthy: < 60% • An Overall Category Health Score is assigned where: 2 = Healthy 1 = Cautionary 0 = Unhealthy

Determination of program’s health based on efficiency cont… • The following benchmarks are used to determine health for Majors/FTE BOR Appointed Faculty : Healthy: 15 - 35 Cautionary: 30 – 60; 7 - 14 Unhealthy: 61 +; 6 or fewer • An Overall Category Health Score is assigned where: 2 = Healthy 1 = Cautionary 0 = Unhealthy • Finally, average the 2 overall health scores for Class fill rate and Majors/FTE BOR Appointed Faculty then use the following rubric: 1.5 - 2 = Healthy .5 - 1 = Cautionary 0 = Unhealthy

#17 Successful Completion (Grades>=C) • The percentage of successful completions is new to our program review beginning in academic year 0809. • This is the percentage of students in program courses at Fall and Spring census who at the end of the semester have earned a grades equivalent to “C” or higher.

#18 Withdrawals (grade = W) • The percentage of withdrawals is new to our program review beginning in academic year 0809. • This is the percentage of students actively enrolled as of Fall and Spring census, who at the end of the semester have a grade of “W”.

#19 Persistence Fall to Spring • Fall to Spring Persistence is the number of your program majors (#3), who at subsequent spring semester are enrolled and are still majors in the program at time of census. • Example: 31 majors start in Fall 21 majors of the original 31 persist into Spring 21/31 = .6774 or 67.74%

#20 Unduplicated Degrees/Certificates Awarded • Unduplicated Degrees/Certificates Awarded is new to our program review beginning in academic year 0809. This is a count of your program majors that received either a degree or a certificate, and is the measurement used in the determination of the effectiveness health call. • Unlike other student data that is tracked within the academic year, degrees/certificates are awarded within the fiscal year. The UH Fiscal year begins July 1st and runs through June 30th. The system office tries to send us your data by August 15th. Since the degrees/certificate data has not been updated in the ODS by that time we would normally not see degrees/certificates for 0809. • To account for this, a decision was made that the degrees/certificates data for 0809 would come from summer of the previous year. In other words, the academic year data you see for 0809 is actually summer 08, fall 08, and spring 09—not the degrees/certificates earners in the 0809 traditional academic year (fall – spring – summer).

#20a Number of Degrees Awarded • This is a count of credentials and shows duplicate credentials received by the same student. It is the number of degrees conferred by your program majors. • Again, for 0809 it is the number of degrees conferred in the fiscal year, Summer 08, Fall 08, and Spring 09.

#20b Certificates of Achievement Awarded • The number of certificates of achievement conferred by your program majors in the fiscal year. • For 0809 it is the number of CA certificates conferred in the fiscal year, Summer 08, Fall 08, and Spring 09.

#20c Academic Subject Certificates Awarded • The number of academic subject certificates conferred by your program majors in the fiscal year. • For 0809 it is the number of ASC certificates conferred in the fiscal year, Summer 08, Fall 08, and Spring 09.

#20d OtherCertificates Awarded • The number of certificates conferred by your program majors in the fiscal year except CA, and ASC. • For 0809 it is the number of certificates (except CA, and ASC ) conferred in the fiscal year, Summer 08, Fall 08, and Spring 09.

#21 Transfers to UH 4-yr programs • This is the number of your program majors (#3) with home campus at UH Manoa, UH West Oahu, or UH Hilo for the first time in Fall 08… • Who, prior to Fall 08 had a UH Community College as home campus. • A student is included in the count of program transfers in as many programs in which they have been a major at the college.

#21a Transfers with degree from program • Students included in #21 (transfers to UH 4-year) who have received a degree from the community college program prior to transfer.

#21b Transfers without degree from program • Students included in #21 (transfers to UH 4-year) who have not received a degree from the community college program prior to transfer.

Determination of program’s health based on effectiveness • This year the system office will calculate and report health calls for all instructional programs using academic year 0809 data. The following instructions illustrate how those calls are made. • Program Effectiveness is calculated using 3 separate measures: Unduplicated Degrees/Certificates Awarded (#20) / Majors (#3), Unduplicated Degrees/Certificates Awarded (#20) / Annual new and replacement positions (County prorated) (#2), and Persistence Fall to Spring (#19). • The following benchmarks are used to determine health for Unduplicated Degrees/Certificates Awarded per major : Healthy: > 20% Cautionary: 15 - 20% Unhealthy: < 15% • An Overall Category Health Score is assigned where: 2 = Healthy 1= Cautionary 0= Unhealthy

Determination of program’s health based on effectiveness cont… • The second measure used to determine health is Unduplicated Degrees/Certificates Awarded (#20) / Annual new and replacement positions (County prorated) (#2). • The following benchmarks are used to for this measure: Healthy: .75 – 1.5 Cautionary: .25 - .75 and 1.5 – 3.0 Unhealthy: < .25 and >3.0 • An Overall Category Health Score is assigned where: 2 = Healthy 1 = Cautionary 0 = Unhealthy

Determination of program’s health based on effectiveness cont… • The third measure used to determine health is Persistence (Fall to Spring) (#19). • The following benchmarks are used for this measure: Healthy: 75 - 100% Cautionary: 60 - 74% Unhealthy: < 60% • An Overall Category Health Score is assigned where: 2 = Healthy 1 = Cautionary 0 = Unhealthy

Determination of program’s health based on effectiveness cont… • You should now have a value of zero, one, or two for each of the 3 effectiveness measures. The process of determining the Effectiveness health call score contains the following 3 steps: • Step #1: Add up all 3 Overall Category Health scores for the effectiveness measures. (the zero’s, one’s and two's you assigned earlier) • Step #2: Determine the effectiveness category health call range where: 5 - 6 = Healthy 2 - 4 = Cautionary 0 - 1 = Unhealthy • Step #3: Now use the scoring rubric below to determine the effectiveness health call score: (for example: you had a healthy 5 in the previous step you would assign it a healthy 2 here) 2 = Healthy 1 = Cautionary 0 = Unhealthy

Determination of program’s overall health • You should now have a value of zero, one, or two for each of the 3 program health calls; Demand, Efficiency, and Effectiveness. Simply add those 3 values together and use the Scoring Range Rubric below to determine the overall health of your program. 5 - 6 = Healthy 2 - 4 = Cautionary 0 - 1 = Unhealthy

#22 Number of Distance Education Classes Taught • The number of distance education classes taught is new to our program review beginning in academic year 0809. • Measures the number of classes taught using the mode of delivery, “Distance Completely On-Line” (DCO). • If the method of instruction for teaching your class was determined to be Distance Education, the college will indicate the mode of delivery, in this case Distance Completely On-Line.

#23 Enrollment Distance Education Classes • The enrollment in distance education classes is new to our program review beginning in academic year 0809. • Distance Completely On-Line Classes • As of Fall and Spring census, the number of students actively enrolled in all classes owned by the program and identified as Distance Completely On-Line.

#24 Fill Rate • The fill rate for distance education classes is new to our program review beginning in academic year 0809. • Distance Completely On Line Classes • Fill rate is total student registrations in DCO program classes (number of seats filled) divided by the maximum enrollments (number of seats offered). • Taken at Fall and Spring census for 0809.

#25 Successful Completion (Grade>=C) • The percentage of successful completions in distance education classes is new to our program review beginning in academic year 0809. • Distance Completely On Line Classes • This is the percentage of students in DCO program courses at Fall and Spring census who at the end of the semester have earned a grades equivalent to “C” or higher.

#26 Withdrawals (Grade=W) • The percentage of withdrawals in distance education classes is new to our program review beginning in academic year 0809. • Distance Completely On Line Classes • This is the percentage of students actively enrolled in DCO classes as of Fall and Spring census, who at the end of the semester have a grade of “W”.

AY 2009 Instructional Program Review Data Delivery Plan