Student Affairs Assessment/Evaluation Measures
Student Affairs encompasses a combination of operational and co-curricular aspects. Many of the college processes related to admissions, enrollment and financial aid are best evaluated by measures of efficiency and effectiveness in order to improve systems, study student trends, and focus resources to meet college enrollment goals. Measures of how the students are experiencing the college are another type of assessment that should inform process and program development. Finally, measures of student learning focus on the actual learning gains of students as they engage with staff and other students programs or individual interactions. Another component are measures of staff learning. For each of these types of measures, a comprehensive assessment and evaluation plan includes delineation of what is measured, who is responsible, what is the time interval for evaluation and how the results will be used. The attached charts describe the Valencia Community College Student Affairs Assessment and Evaluation plan in the three categories of: • Measures of effectiveness and efficiency • Measures of the students’ experiences • Learning Assessments (students and staff) The following Guiding Principles were used to develop this plan: Guiding Principles: 1. Student Affairs work requires different components to assessment/evaluation that may be categorized as: • Measures of process results, efficiency and effectiveness (e.g. Admissions applications comparisons, financial aid awards comparisons, transcript process and backlog) • Student experience/satisfaction and campus climate • Student/staff learning outcomes 2. The assessment/evaluation measures will focus on information that is actionable. 3. The assessment/evaluation measures should not be a time and effort burden that detracts from staffs’ ability to do their main work with students.
Updated: 08/17/06
Valencia Community College Student Affairs Assessment/Evaluation Measures of Effectiveness/Efficiency Purpose Action
Measure
Primus
Admissions Applications
Assistant Vice President for Admissions and Records
Examine percentage growth/decline compared to previous year.
Share with Senior Team and SALT to adjust Weekly enrollment plan and processes as needed.
Advising Report
Deans of Students
Number of students served and wait times
Examine effect of re-design. Plan staff schedules and staffing changes over time.
Term
Advisor/Student Ratio
Deans of Students
Monitor service levels to students.
Examine effect of re-design. Plan staff schedules and staffing changes over time.
Fall Term
Answer Center
Answer Center Managers
Assess level of student use over time.
Examine effect of re-design. Plan staff schedules and staffing changes over time.
February, June, October
Career Centers
Coordinators of Career Centers
Number of students served and type of services provided.
Examine effect of re-design. Plan staff schedules and staffing changes over time.
Annually
Financial Aid Applications and Awards
Director of Financial Aid
Examine percentage growth/decline compared to previous year.
Share with Senior team and SALT to adjust enrollment plan and processes as needed.
Monthly
Financial Aid Annual Reports
Director of Financial Aid
Examine 3-year trends in Financial aid applications, types of awards, veteran's and federal loans
Measure of the Financial Aid Plan which supports the enrollment plan. Adjust plan based on analysis.
Annual
FISAP
Director of Financial Aid
Examine trends in Financial aid awards and income level of students.
Measure of the Financial Aid Plan which supports the enrollment plan. Adjust plan based on analysis.
Annual
Graduation report
Associate Director of Examine number of applications and Graduation and awards each term. Records
1
Frequency
Improve graduation application process so Each term that a greater percentage of those who apply do graduate.
April 2007
Missing Grades
Valencia Community College Student Affairs Assessment/Evaluation Measures of Effectiveness/Efficiency Associate Director of Identify faculty who need to submit Measure progress towards 100% grade Graduation and missing grades with assistance from submission goal. Records Deans and Provosts.
Monthly
My LifeMap Tools
Vice President for Student Affairs
New Student Orientation
New Student Measure number of students who make Measure of the Enrollment Funnel plan to Each term Orientation Managers appointments and attend NSO and the move students from application to attending number of NSOs per campus. first day of class. Make adjustments to plan.
Overtime Staff Approvals
Assistant Vice President in Human Resources
Staff names and amount of approved Examine staffing needs to balance overtime Annualovertime in student affairs departments. and need for new positions. March
Institutional Scholarship report
Director of Financial Aid
Number and type of scholarships provided to students.
Re-align or re-design institutional scholarships to support the college enrollment plan.
AnnualOctober
Refund Approvals
Assistant Vice President for Admissions and Records
Number of refund requests and approvals by category of reasons for approval.
Consider policy and procedural review as needed
Annual
Registration Summaries
Vice President of Student Affairs
Numbers of students who progressed through the enrollment funnel (application, financial aid, assessment, new student orientation, telephone contacts, payment, TIPS, 100% fee appeals and approvals, and reenrollment
Review the enrollment funnel plan and make Each term adjustments as needed to increase the % of students who complete the enrollment process.
Residency Audits
Assistant Vice President for Admissions and Records
Review of residency documentation to monitor accuracy - a sample of new applications and all re-classifications.
Feedback to staff to improve residency reviews in order to reach 100% accuracy.
2
Measure usage rates of the LifeMap tools
Design student engagement strategies to increase use of My LifeMap tools
Each term
Weekly
April 2007
Valencia Community College Student Affairs Assessment/Evaluation Measures of Effectiveness/Efficiency Standardized testing
Director of Examine percentage growth/decline Standardized Testing compared to previous year.
Examine effect of re-design. Plan staff schedules and staffing changes over time.
Each term
Student Development
Director of Student Development
Annual report on student development program activities.
Annually
East Campus
Coordinator of Student Development Coordinator of Student Development Coordinator of Student Development Coordinator of Student Development
Annual report on campus student development program activities.
Monitor scope and results of student development program and use of student activity funds. Monitor scope and results of student development program and use of student activity funds. Monitor scope and results of student development program and use of student activity funds. Monitor scope and results of student development program and use of student activity funds. Monitor scope and results of student development program and use of student activity funds. Monitor scope of services and staffing to meet student needs.
Each term
Monitor use of services, category of issues, and adequacy of funding and services to meet student needs
Annual
Osceola Campus
West Campus
Winter Park Campus
Annual report on campus student development program activities. Annual report on campus student development program activities. Annual report on campus student development program activities.
Annually
Annually
Annually
Students with Disabilities Enrollment
Director of Students with Disabilities
The Allen Group
Assistant Vice Number of students referred for President for Student counseling services by campus and Affairs presenting problem.
Telephone - Registration
Assistant Vice Number of calls received and answered Monitor answer rate of calls and improve President for Student by area and office during peak staffing/processes to meet a 95% answer Affairs registration periods. rate.
Each term
Title IV Unearned Aid
Director of Financial Aid
Annual
3
Number of students with disabilities by campus and type of disability.
Annually
Number of Title IV students who Monitor for accuracy to meet audit withdrew from all classes during a term requirements. and the calculation of their amounts due.
April 2007
Transcript Aging
4
Assistant Vice President for Admissions and Records
Valencia Community College Student Affairs Assessment/Evaluation Measures of Effectiveness/Efficiency Number of transcripts received and Make improvements in processes and processed by different means and the procedures to meet and/or improve number that took longer than 30 days to benchmarks. roll to history.
Monthly
April 2007
Valencia Community College Student Affairs Assessment/Evaluation Measures of Student Experience/Satisfaction Action
Measure
Primus
Purpose
Atlas Survey
Coordinator of Atlas Support
Monitor student use of Atlas and feedback on use of features.
CCSSE
IRLA
National standardized assessment of Develop strategies to increase student student engagement and experience of engagement in student services (measures the college. focus on career and educational planning services.)
Bi-annual
Student Registration Feedback
Director of Student Development
Student focus groups about their expectations and experiences with registration processes.
Each term
Student Experience
Vice President of Student Affairs
Student focus groups with specific focus Conduct more detailed student surveys based based on strategic plans. e.g. AtD, on feedback and/or make improvement plans. LifeMap
Periodically
Calling Campaigns
Assistant Director of Enrollment Services
Conduct systematic calling campaigns to students based on communication plans tied to the LifeMap stages.
According to communication plans.
1
Make improvements to Atlas based on student feedback
Make improvement plans based on feedback.
Make improvement plans specific to LifeMap stages based on feedback.
Frequency Annual
April 2007
Student Affairs Learning Assessments LifeMap Stage
Name of Assessment
When collected
Who Collects
Use of Results
College Transition
Transitions play
End of each program
Transition Planning staff
Document student learning results Revision of program
Whose Brain is it Anyway?
End of each program
Transition Planning staff
Document student learning results Revision of program
Better Place to Start (Seniors)
End of each program
Transition Planning staff
Document student learning results Revision of program.
New Student Orientation survey
End of each program
NSO Managers
Document student learning results Revision of program
RoadMap to Success Awards
End of each term
RoadMap Advisors
Document student learning results Revision of program
Students with Disabilities
Annual/Rubric
Director/Managers
Document student learning results Revision of program
Answer Center survey
2 times each year
Answer Center Managers
Document student learning results Revision of program
Advising Sessions
2 times each year
Counselors/Advisors
Document student learning results Revision of program
Career Center (west)
End of each program
Career Center staff
Document student learning results Revision of program
Journey to Career Success
Annual/Rubric
CPAs
Document student learning results Revision of program
Skillshops
End of each program
Staff presenters
Document student learning results Revision of program
Advising Sessions
2 times each year
Counselors/Advisors
Document student learning results Revision of program
Introduction to College
Progression to Degree
1
April 2007
Student Affairs Learning Assessments
Progression to Degree
Graduation Transition
2
Answer Center survey
3 times each year
Answer Center Managers
Document student learning results Revision of program Document student learning results Revision of program
Students with Disabilities
Annual/Rubric
Director/Managers
Journey to Career Success
Annual
CPAs
Document student learning results Revision of program
Student Leadership Programs
End of each program
Student Development Team
Document student learning results Revision of program
Grad Track
Once a year
Grad Track leader
Document student learning results Revision of program
Advising Sessions
2 times each year
Counselors/Advisors
Document student learning results Revision of program
Students with Disabilities
Annual/Rubric
Directors/Managers
Document student learning results Revision of program
Journey to Career Success
Annual
CPAs
Document student learning results Revision of program
April 2007