Planning Committee - Napa Valley College...Planning Committee Supporting Documents September 2, 2016 Contents: Structure & Timeline of 2015-2016 Progress Report (Agenda Item 6.1) Planning-Related

Planning Committee

Supporting Documents

September 2, 2016

Contents:

Structure & Timeline of 2015-2016 Progress Report (Agenda Item

6.1)

Planning-Related Activities for Area Councils Fall 2016 (Agenda

Item 6.2)

Planning Priorities and Resource Allocation-2016-2017 Budget

(Agenda Item 6.3)

To advance directly to item(s) of interest, click on the embedded link(s) above.

Structure & Timeline 2015-2016 Progress Report Page 1 of 3

Structure & Timeline of 2015-2016 Progress Report

Structure:

Content of Recent Progress Reports (2013-2014 & 2014-2015)

Content of Data Aligned with Institutional

Mission Reports (February & November 2015)

Proposed (Merged) Content for 2015-2016

Progress Report

Introductory Material: o Purpose o Structure o Mission, Values, ILOs o Strategic Plan

Introductory Material: o Purpose o Mission

Introductory Material to Include: o All Components of Recent

Progress Report o [Structure Section to

Highlight Changes Outlined within this Document]

o Identification of Established Planning Priorities

Report Card – Trends at Institution Level: o Headcount o Enrollment o Retention o Successful Course

Completion o Persistence o Remedial

Progress/Improvement Rates

o Degrees & Certificates o Transfer

Data Aligned with Specific Components of Institutional Mission: o Preparing Students (ILOs,

Mapping, Assessment within General Education, Results of Employment Outcomes Survey)

o Commitment to Student Achievement (Reference to Strategic Plan Goals & Objectives)

o Continuous Improvement (PEP Cycle)

o Serving Community (Residence of Students, Completions and Job Openings within Service Area)

o Serving Students (Placement Test Results, Educational Goals, Degrees/Certificates, Transfer, Goal Attainment, Scorecard Measures, Remedial Progress Rates, Licensure Exam Pass Rates, Job Employment Rates, Course Offerings by Category)

Combined Data from Two Documents & Structure Around the Following Categories: o Institutional Effectiveness,

Completion, and Student Outcomes (Degrees, Certificates, Transfer, Licensure Exam Pass Rates, Job Placement, Employment Outcomes Survey, Attainment of ILOs, Completion Measures from Scorecard)

o Student Progress and Momentum Points (Successful Course Completion, Retention, Persistence, Scorecard Momentum Points and Remedial Progress Measures

o Serving Students and Community (Headcount, Enrollments, Residence, Alignment of Students’ Educational Goals and Course Offerings)

Include Trends (Similar to Report Card), Using 2013-2014 as Baseline


Structure (cont’d.):

Content of Recent Progress Reports (2013-2014 & 2014-2015)

Content of Data Aligned with Institutional

Mission Reports (February & November 2015)

Proposed (Merged) Content for 2015-2016

Progress Report

Accomplishments Associated with Established Planning Priorities: o Submitted by Units

(Recent Practice: Submitted Directly to RPIE)

Evaluation Conducted at: o Unit Level

(By Unit, For 2014-2015 Progress Report)

o Institution Level (By RPIE, For 2013-2014 Progress Report)

Evaluation of Achievement of Mission, Conducted by Planning Committee: o Highlight Areas of Strength o Identify Areas for

Improvement o [Identify Additional

Information for Future Reports]

Accomplishments Associated with Established Planning Priorities: o Submitted by Units to

President/Vice President for Review

o Discussion among Area Council

o Compiled by President/Vice President into Area-Level Summary of Accomplishments

o Area-Level Summary Submitted to RPIE

Accomplishments to Focus on: o Student Achievement o Student Learning o Accomplishment of

Institutional Mission o Activities that Promote the

Achievement of Established Planning Priorities

Evaluation of Achievement of Achievement To Be Conducted by Planning Committee o Similar to Recent Practice o Highlights of Institution-

Level Accomplishments and Performance (Based on Data/Indicators) To Be Listed at Beginning of 2015-2016 Progress Report


Links to Documents Referenced in Table Above:

o 2014-2015 Progress Report:

http://napavalley.edu/AboutNVC/Planning/instplanning/Documents/Strategic%20Plan/2014-

2015%20Progress%20Report%20on%20Institutional%20Strategic%20Plan.pdf

o 2013-2014 Progress Report:

http://napavalley.edu/AboutNVC/Planning/instplanning/Documents/Strategic%20Plan/2013-

2014%20Progress%20Report%20on%20Strategic%20Plan.pdf

o November 2015 Data Aligned with Institutional Mission:

http://napavalley.edu/AboutNVC/Planning/research/Documents/Internal%20Reports/Data%2

0Aligned%20with%20Mission/Data%20Aligned%20with%20Institutional%20Mission%20Nove

mber%202015.pdf

o February 2015 Data Aligned with Institutional Mission:

http://napavalley.edu/AboutNVC/Planning/research/Documents/Internal%20Reports/Data%2

0Aligned%20with%20Mission/Data_Aligned_with_Mission_2015.pdf

Timeline for 2015-2016 Progress Report:

Activity Date(s)

Planning Committee to Review, Refine, and Approve Structure and Timeline

September 2, 2016

Planning Committee to Review, Refine, and Approve Year-Round Planning Communication/Materials for Area Councils

September 2, 2016

Research, Planning & Institutional Effectiveness (RPIE) to Communicate Expectations, Template, and Timeline to President/Vice Presidents and Area Councils

Early September 2016

President & Vice Presidents to Collect and Compile Information from Units and Facilitate Identification of Accomplishments at the Area Level

September - October 2016

RPIE Compiles Data/Report Card Section of Progress Report September 2016

Planning Committee Reviews Data/Report Card and Highlights Areas of Achievement and Areas for Improvement

October 7 & 21, 2016

President & Vice Presidents to Submit Information for 2015-2016 Progress Report to RPIE

By October 28, 2016

RPIE Compiles Information from Area Councils into 2015-2016 Progress Report

Week of October 31, 2016

Planning Committee Review of 2015-2016 Progress Report November 4, 2016

2015-2016 Progress Report Presented to Board of Trustees November 10, 2106

Distribute 2015-2016 Progress Report among Campus Community

November 11 – Week of November 14, 2016

http://napavalley.edu/AboutNVC/Planning/instplanning/Documents/Strategic%20Plan/2014-2015%20Progress%20Report%20on%20Institutional%20Strategic%20Plan.pdf

http://napavalley.edu/AboutNVC/Planning/instplanning/Documents/Strategic%20Plan/2014-2015%20Progress%20Report%20on%20Institutional%20Strategic%20Plan.pdf

http://napavalley.edu/AboutNVC/Planning/instplanning/Documents/Strategic%20Plan/2013-2014%20Progress%20Report%20on%20Strategic%20Plan.pdf

http://napavalley.edu/AboutNVC/Planning/instplanning/Documents/Strategic%20Plan/2013-2014%20Progress%20Report%20on%20Strategic%20Plan.pdf

http://napavalley.edu/AboutNVC/Planning/research/Documents/Internal%20Reports/Data%20Aligned%20with%20Mission/Data%20Aligned%20with%20Institutional%20Mission%20November%202015.pdf



http://napavalley.edu/AboutNVC/Planning/research/Documents/Internal%20Reports/Data%20Aligned%20with%20Mission/Data_Aligned_with_Mission_2015.pdf

http://napavalley.edu/AboutNVC/Planning/research/Documents/Internal%20Reports/Data%20Aligned%20with%20Mission/Data_Aligned_with_Mission_2015.pdf

Planning-Related Activities for Area Councils Fall 2016 Page 1 of 7

Planning-Related Activities for Napa Valley College Area Councils, Fall 2016

The Year-Round Planning Cycle, which was outlined by the Planning Committee (PC) in 2014-

2015, identifies three strands of planning activities conducted each academic year. The three

strands pertain to planning and reporting for:

o The previous (most recently completed) academic/fiscal year – to inform the

development of the Annual Progress Report describing recent accomplishments;

o The current academic/fiscal year – to ensure that plans/initiatives are implemented; and

o The upcoming academic/fiscal year – to begin preparations for and discussions about

the next planning and resource allocation cycle.

This document outlines two planning-related activities that the Area Councils (Instruction,

Student Services, Administrative Services, and President’s Area) should complete early in the

fall 2016 term. The first activity focuses on reporting accomplishments that helped promote

the established planning priorities for the recently completed fiscal year (2015-2016, defined as

July 1, 2015 – June 30, 2016) (i.e., the first strand). The second activity involves discussion

among the Area Councils to begin preparations for the 2017-2018 planning cycle (i.e., the third

strand). Activities related to the first strand should be completed in September – October.

Activities pertaining to the third strand can be completed through the fall semester.

Contents of this Document Page(s)

Reporting Accomplishments from 2015-2016 2-3

Reporting Template 4-6

Preparation for 2017-2018 Planning Cycle 7


Reporting Accomplishments from 2015-2016 (To Be Completed September – October 2016)

For the 2015-2016 Progress Report, accomplishments will be collected at the Area Council level,

by the President and Vice Presidents. This marks a change in practice – from collecting

information across budgetary units of the college; an exercise that was coordinated by the

Dean of Research, Planning and Institutional Effectiveness (RPIE) in the past. The change is

intended to increase communication within each Area Council, increase participation in the

reporting process, and yield information that will facilitate the evaluation of accomplishments

associated with established planning priorities. The information collected by the President and

Vice Presidents will be forwarded to RPIE and incorporated into the 2015-2016 Progress Report.

Each year, the progress report is reviewed by the Planning Committee, presented to the Board

of Trustees, and shared with the campus community.

The collection of information for the 2015-2016 Progress Report includes two parts.

1. Area Council members review their respective 2015-2016 unit plans as well as the Area

Council Priorities for 2015-2016 and report accomplishments (i.e., activities completed)

between July 2015 and June 2016 to promote the established institutional planning

priorities for the year. [Unit plans from 2015-2016 should be on file with RPIE. Please

contact the RPIE Office if you cannot locate the plan submitted for your program/service

area in spring 2015.] Faculty and staff within each reporting unit should be included in

this process. The 2015-2016 unit plan, the Area Council Priorities (established in

December 2014), and the list of institutional planning priorities for 2015-2016 should be

used to guide the identification of accomplishments. The exercise should focus on

accomplishments that promoted:

o Student achievement/learning; and/or

o Institutional mission/effectiveness.

The information provided by Area Council members should reflect recent reporting

practices and include:

o A brief description of the accomplishment; as well as

o A measure of success or indicator of achievement associated with the

accomplishment. [A measure/indicator describing what success would “look

like” for each unit-level initiative should be identified within the 2015-2016 unit

plan.]

Accomplishments should be structured around the established planning priorities and

entered into the reporting template (provided below), to align with the appropriate

priority. This information should be forwarded to the President/Vice President that

oversees the area, for incorporation into the Area Council summary report.


[The President/Vice Presidents will provide additional information regarding timelines,

activities to be conducted at upcoming Council meetings, etc.]

2. The President/Vice President will compile the information submitted by Area Council

members into a draft Area Council Summary report. This draft will be shared with the

Area Council to identify any additional accomplishments at the Council level (to

supplement unit-level accomplishments). The Area Council Priorities (established in

December 2014) should be used to guide this activity. During this process,

accomplishments across units within the area that are similar in nature (e.g., student

learning outcomes assessment work conducted in 2015-2016) should be combined into

one summary description and measure/indicator of success.

The process described here is intended to move away from specific unit-level activities to more

concrete accomplishments, reported at a higher level of the organization. Examples of specific

unit-level activities reported in recent years, along with examples of concrete accomplishments

(summarized at the Area Council level) are presented below.

The following examples of unit-level activities reported (prior to the 2015-2016 Progress

Report) are difficult to evaluate for progress or effectiveness:

o The department regularly discusses . . . (outcomes assessment results, curriculum) . . . to

improve student success.

o Student learning outcomes were assessed in two courses.

o Resources were secured for the program/service area.

The goal is to merge this specific information into a general summary to facilitate the

evaluation of accomplishments across the institution. Some examples include:

o Faculty across instructional programs were engaged in student learning outcomes

assessment. Student learning outcomes were assessed in 54 courses across all

instructional divisions in 2015-2016. Results from outcomes assessment were used to

plan improvements to support student learning and success. Examples of changes

based on outcomes assessment findings include . . . (describe some changes among

individual programs) . . .

o Technology was updated to support classroom instruction. Five classrooms were

upgraded to “smart classrooms,” bringing the total to 50 (representing 88% of all

classroom lecture space).

o As part of the Student Success & Support Program (SSSP), electronic educational

planning was implemented. In 2015-2016, 500 new students developed basic

educational plans and more than 1,000 continuing students developed detailed

educational plans using the tools available through WebAdvisor.


REPORTING TEMPLATE

The tables below list the twelve planning priorities established for 2015-2016. This template

should be used by Area Council members as well as faculty and staff within instructional

programs, academic and student support programs, and student and administrative services to

report accomplishments/activities completed in the 2015-2016 academic/fiscal year to

promote the identified priorities.

The template should also be used by the President/Vice Presidents and Area Councils to

compile a summary report at the Area level. The completed Area Council Summary should be

submitted to RPIE by October 28, 2016. RPIE will use the information collected from the Area

Councils to inform the development of the 2015-2016 Progress Report, which will highlight

accomplishments related to the planning priorities and incorporate recent performance data on

institutional effectiveness measures.

Note: Each unit/Area Council is not expected to contribute toward each planning priority. This

exercise should focus on the plans developed by the individual unit and the priorities identified

by the respective Area Council for 2015-2016.

Facilitate a seamless progression of students from the moment of first contact to goal achievement (Institutional Strategic Plan Objective 1a)

o [Enter accomplishments here, using unit plan and Area Council priorities as a guide] o Accomplishments should focus on student achievement/learning and/or institutional

mission/effectiveness o Include a brief description of each accomplishment/activity completed and a

measure/indicator of success to help evaluate progress

Enhance availability and use of technology to support student learning and achievement (Institutional Strategic Plan Objective 1c)

o [Enter accomplishments here] o Accomplishments should focus on student achievement/learning and/or institutional



Promote academic excellence and evaluate delivery of instruction and services to ensure that they address student needs (Institutional Strategic Plan Objective 1e)


mission/effectiveness


o Include a brief description of each accomplishment/activity completed and a measure/indicator of success to help evaluate progress

Evaluate and increase the use of outcomes assessment results and data to improve student learning and achievement (Institutional Strategic Plan Objective 1f)




Develop and secure resources to support the mission of the college and its plans (Institutional Strategic Plan Objective 3d)




Promote initiatives that contribute to the long-term sustainability and vitality of the college (Institutional Strategic Plan Objective 3e)




Increase efficiency and linkage in the planning and budget allocation process (Institutional Strategic Plan Objective 4a)





Strengthen integrated planning (Institutional Strategic Plan Objective 4b)




Increase the effectiveness of methods for communicating and documenting decisions (Institutional Strategic Plan Objective 4c)




Integrate data and SLO assessment results into planning and budget allocation process (Planning Priority 2015-2016)




Implement improvements identified in Quality Focus Essay of accreditation self-evaluation report as well as recommendations identified by visiting team (Planning Priority 2015-2016)





Preparation for 2017-2018 Planning Cycle

In 2015-2016, the Planning Committee recommended two-year priorities to structure planning

activities for the 2016-2017 and 2017-2018 planning cycles. The two-year priorities, which

were approved by the Board of Trustees, are:

o Use results of Student Learning Outcomes assessment at the course, program, service, and institutional levels to improve teaching, learning, and student success and to drive planning and resource allocation decisions.

o Evaluate and increase the effectiveness of institutional planning processes – including creating a common understanding of strengths and areas for improvement, strengthening the integration of planning and resource allocation processes, communicating results of evaluation processes and the rationale for changes, and ensuring accountability and accomplishment of stated goals.

o Evaluate and improve instruction and services offered at off-site locations and through distance education to ensure sufficient support for students and compliance with educational standards.

o Develop an integrated resource planning system – including updating institution-level resource plans, evaluating existing resources and incorporating that evaluation into planning processes, addressing long-term and short-term resource planning, and integrating fiscal planning with other institutional plans.

o Facilitate a seamless progression of students from the moment of first contact to goal achievement to increase student success and institutional effectiveness.

Since the priorities for 2017-2018 have been established, Area Council members can begin

preparing for the upcoming planning cycle earlier in the academic year. This change will help

implement the year-round planning cycle and will provide more time for:

o Discussion among faculty and staff affiliated with each program/service – so that

discussion is not limited one or two months;

o Discussion among Area Councils – to encourage coordination across units and work

toward common goals;

o Discussion between the President/Vice President and Area Council members – to align

plans within the area, focus on new initiatives, and facilitate next steps in the planning

and resource allocation process; and

o Coordination within and across Area Councils – to prioritize, capture efficiencies,

prioritize, and focus planning efforts.

As part of this process, Area Council members should review the 2016-2017 Area Council Plans

(associated with the five established planning priorities) and identify additional initiatives to

promote the planning priorities in 2017-2018.

Planning Unit-Level FY 16-17

BC # Objective Initiative ESTIMATED COST

SS Distance/Off-Site Purchase Document Imaging Software $ 100,000.00

SS Student Success/1.aWelcome Center - Additional

Ambassadors $ 10,000.00

SS Student Success/1.a Computers for EOPS and Financial Aid $ 10,000.00

OIA Student Success/1.aTargeted marketing and outreach for

instructional programs $ 9,500.00

OIA

3.d. Develop and secure resources to

support the mission of the college and

its plans

Purchase Ellucian Advance software $ 45,000.00

HR

3.g. Develop and use technology to

increase efficiencies and institutional

effectiveness

Purchase and implement comprehensive

online onboarding/offboarding software $ 11,747.00

HR

3.f. Establish practices that enhance

the college’s ability to adapt to future

demands

Develop a robust recruitment program

that w ill reduce recruitment time and

improve applicant pools

$ 17,000.00

RPIE Institutional PlanningExpand Tableau to include up to 9

additional users $ 6,750.00

RPIE SLOsDevelop a workstation in RPIE to support

outcomes assessment activities $ 1,200.00

IT

1.c. Enhance availability and use of

technology to support student

learning and achievement

Purchase back-up air conditioning unit

for campus server room $ 35,000.00

Inst/IT Institutional Planning Purchase room scheduling software $ 50,000.00

FAC



its plans

Purchase Shrink Wrap Machine for Print

Shop $ 10,000.00

FAC



its plans

Purchase duplicator for Print Shop $8,000.00

FAC



its plans

Upgrade/Repair Infinet w iring in gym for

HVAC system control$25,000.00

PRES

3.e. Promote initiatives that contribute

to the long-term sustainability and

vitality of the college

Support for Leadership Academy $1,050.00

PRES Student Success/1.a PTK conference and travel $2,000.00

Inst Student Success/1.a Catalog and course scheduling software $70,000.00

Inst



its plans

Puente field trips and membership fees $2,500.00

Inst Student Success/1.a Classroom Equipment $450,000.00

$ 864,747.00

Various Professional Development

No additional funds

allocated - unspent

funds and carryover

from 2015-2016 budget

Update Budget Rollup

Planning Unit-Level FY 16-17

BC # Objective Initiative ESTIMATED COST

SS Distance/Off-Site Purchase Document Imaging Software $ 100,000.00

SS Student Success/1.aWelcome Center - Additional

Ambassadors $ 10,000.00

SS Student Success/1.a Computers for EOPS and Financial Aid $ 10,000.00

OIA Student Success/1.aTargeted marketing and outreach for

instructional programs $ 9,500.00

OIA



its plans

Purchase Ellucian Advance software $ 45,000.00

HR

3.g. Develop and use technology to

increase efficiencies and institutional

effectiveness

Purchase and implement comprehensive

online onboarding/offboarding software $ 11,747.00

HR

3.f. Establish practices that enhance

the college’s ability to adapt to future

demands

Develop a robust recruitment program

that w ill reduce recruitment time and

improve applicant pools

$ 17,000.00

RPIE Institutional PlanningExpand Tableau to include up to 9

additional users $ 6,750.00

RPIE SLOsDevelop a workstation in RPIE to support

outcomes assessment activities $ 1,200.00

IT

1.c. Enhance availability and use of

technology to support student

learning and achievement

Purchase back-up air conditioning unit

for campus server room $ 35,000.00

Inst/IT Institutional Planning Purchase room scheduling software $ 50,000.00

FAC



its plans

Purchase Shrink Wrap Machine for Print

Shop $ 10,000.00

FAC



its plans

Purchase duplicator for Print Shop $8,000.00

FAC



its plans

Upgrade/Repair Infinet w iring in gym for

HVAC system control$25,000.00

PRES

3.e. Promote initiatives that contribute

to the long-term sustainability and

vitality of the college

Support for Leadership Academy $1,050.00

PRES Student Success/1.a PTK conference and travel $2,000.00

Inst Student Success/1.a Catalog and course scheduling software $70,000.00

Inst



its plans

Puente field trips and membership fees $2,500.00

Inst Student Success/1.a Classroom Equipment $450,000.00

$ 864,747.00

Various Professional Development

No additional funds

allocated - unspent

funds and carryover

from 2015-2016 budget

Update Budget Rollup