ࡱ> qsnop` }Wbjbj 4D}OZZZZZZZnwwww^x$n{{{{{{{{$hBZ{{BZZ{{W~~~ Z{Z{~~~ZZ~{{ Ќ+wj~@m0~b~~Z0{6}~XD{{{BBt {{{nnndswnnnwnnnZZZZZZ IMPERIAL VALLEY COLLEGE STUDENT SERVICES PROGRAM REVIEW AND PLANNING 2005-2008 OFFICE OF ADMISSIONS AND RECORDS 1. PROGRAM DESCRIPTION The Admissions and Records Office is the front door to the College through which prospective and new students enter, and out of which all students leave. It is a swinging door as current and former students return for services many times over throughout their lifetime. Primary functions include the admission and registration of all students, creation and maintenance of electronic and hard-copy student records, evaluation of high school and transfer credit, awarding of degrees and certificates, preparation and dissemination of reports to local and governmental agencies, operation of the College telephone switchboard, and microfilming for the institution. Students continue to be served over their lifetime when they need official transcripts, verification of degrees or certificates, and many other services regarding their permanent student records. In addition to students, the Office serves faculty and staff in the performance of their duties. The Director also serves as the student Disciplinary Officer. 2. STRENGTHS AND CHALLENGES The new SCT Banner computer system provides our greatest strength and greatest challenge. In 2005 we will have moved into the 20th century technologically enabling us to cease performing admissions, registration, and records functions as they have been done for the past 20 years. The system will allow us to serve current and former students, and other members of the campus community, much more effectively and efficiently. Over the next three years, online serves will become the normal procedures. In-person service will decrease, at least as we know it currently. At the same time, expectations have already risen and demands will continue to increase as we are more able to provide additional service. The conversion of student records, development of policies and procedures, and learning how to fully utilize the system will continue for a two to three year period. As we become more familiar with the great power of the system, we will continue to implement new strategies and methods of performing services. New versions and updates to the system will be received and change will be continuous. All will give us improved strength with which to serve our community, but also will provide significant challenges. Another strength, and challenge, is our growing student population. Students are our primary strength and the product of our business. To be able to provide educational opportunity for more is a great strength. At the same time, new challenges are created in order to manage the growth and provide high quality and increased services. Growth and new technologies will result in new delivery methods. The College will be offering classes through new and varied venues: additional off-campus locations farther from the main campus than before, including possibly correctional facilities; classes over the internet; community service and non-credit classes; weekend college; and intersessions. A shortened semester format from 18 to 16 weeks is being considered. All will provide new opportunities as well as challenges in how to develop, provide, and administer policies and procedures for admission, registration, records management, and reporting requirements. Staffing also is at once a strength and challenge. The diverse Admissions and Records staff members are talented and highly qualified. The Director is the only administrator with eight classified positions, including three men and five women. All procedures are changing 100 percent with the new computer system. Under great stress, all staff members must learn new ways to perform every function. New delivery methods also will require more written skills to respond to e-mail requests and inquiries, highly developed computer skills, and the ability to assist students with performing online application and registration functions in person, over the telephone, and via e-mail. Staff development, training, and re-training will provide great opportunity for professional growth. At the same time we adapt to technological advances, we must assist our students, faculty and staff to accept and learn the new methods. The Admissions and Records staff will be required to be skillful in more ways than ever before. They will need to become highly proficient in the use of technology, and be teachers of others, while continuing to serve and accommodate our clients in person and over the telephone. Great attention to detail and accuracy will be as important as before. And public relations skills must be well honed. Successful adoption of the new delivery systems depends on the abilities of the front-line staff to be everything to everybody. The challenges are great. As the new procedures are developed and implemented, additional staffing may be required. Evaluation of staffing levels must be ongoing and also will provide great challenges over the next few years. A major on-going challenge is the current wide range of responsibilities and resulting work load of the Director. With the implementation and adaptation to new technology as explained above, responsibilities outside the area of Admissions and Records diminish the Directors success in leading the staff to provide high quality services. Most notable is the duty of Disciplinary Officer which requires a significant amount of time, especially during times of high stress among students when cheating and behavioral problems are most likely to occur. During those same time periods, the Admissions and Records duties are most demanding. In order for the desired high level of service to students to be achieved in this time of constant and great change, the Administration may need to consider redirecting the discipline responsibilities outside the Admissions and Records area. 3. STUDENT DEMOGRAPHICS Office of Admissions and Records Demographic Information Age (in percentage)) Table 1Term< 2020 - 2425 - 2930 - 49> or = 50IVCIVCIVCIVCIVCFall 0226.829.711.926.94.6Fall 0329.331.011.024.64.0Fall 0429.632.310.723.44.0Avg.28.631.011.224.94.2 Office of Admissions and Records Demographic Information Ethnicity (in percentage) Table 2TermAsianAfro AmericanHispanicNative AmericanWhiteOtherIVCIVCIVCIVCIVCIVCFall 022.01.486.50.49.60.2Fall 032.01.586.70.49.30.3Fall 041.91.387.60.48.50.2Avg.2.01.486.90.49.10.2 Office of Admissions and Records Demographic Information Gender Table 3 TermHead CountMale (%)Female (%)IVCIVCIVCFall 02741337.462.6Fall 03748038.161.9Fall 04813238.361.7Average767537.962.1 Office of Admissions and Records Demographic Information Primary Language Table 4 TermEnglish%Other%IVCIVCFall 0260.040.0Fall 0361.238.8Fall 0463.136.9Average61.438.6 Demographic Information Office of Admissions and Records Residence (in percentage) Table 5TermBrawleyCalexicoCalipatriaEl CentroHoltvilleImperialWinterhavenOtherIVCIVCIVCIVCIVCIVCIVCIVCFall 0213.729.82.233.85.27.60.07.7Fall 0313.330.12.132.95.47.90.18.2Fall 0413.030.82.232.05.28.40.28.2Avg.13.330.22.232.95.38.00.18.0 Office of Admissions and Records Term GPA Distribution Table 6TermA (4.00)B (3.00 - 3.99)C (2.00 - 2.99)D (1.00 - 1.99)F (0.00 - .099)IVCIVCIVCIVCIVCFall 0211.927.539.013.18.5Fall 0310.828.040.514.46.3Fall 0410.430.037.615.36.7Avg.11.028.539.014.37.2 The number of enrolled students increased by 8.7 percent from Fall 2003 to Fall 2004. Between seven and eight percent increase is expected each year over the next several years. The Admissions and Records (A and R) Office is responsible for the admission and readmission of over 2,500 students each semester, for facilitating the registration of all students, and for maintenance of student records of all former and current students. The only statistics available are those of total current enrollment. They do not provide an accurate assessment of the all services provided by the A and R Office. Frequent and numerous contact is made with all current students in the enrollment process. Thousands of enrollment verifications and transcript requests for former and current students are processed yearly. Assistance is given to the general public, and IVC staff and faculty in addition to students. While the new online technology will enable more rapid and accurate service to be given, we do not anticipate a decline in demand. As growth manifests itself and new delivery methods are developed, the demand for all these services will increase accordingly. 4. PROGRAM RETENTION AND PERSISTENCE The Admissions and Records Office services all students and is not defined as a program per se. Institutional retention and persistence rates could be affected by the successful deliverance of services by this office and all others on campus. It is not possible to evaluate at this time the impact of this one office on institutional effectiveness. 5. STUDENT LEARNING OUTCOMES The ֱ߲ Academic Senate will provide leadership to the campus community to initiate and sustain an on-going dialogue to develop and assess institutional student learning outcomes. This process will not only address institutional student learning outcomes, but it will provide a model for academic divisions and programs as they develop and assess program-level student learning outcomes tied to the institutional outcomes. The period covered by this institutional master plan should see initial progress toward the development and assessment of institutional student learning outcomes. 6. EXTERNAL SUPPORT SERVICES Enhancement of services provided to students, faculty, and the public will come from improved and new technologies. As the conversion to SCT Banner is completed, new demands will be forthcoming for finding additional methods of servicing all customers. A new version of Banner is already being developed. To stay abreast of the ever-changing technological advances, funding will be required for additional software and staffing. 7. PROGRAM STANDARDS The Admissions and Records Office is committed to providing high quality postsecondary educational opportunities, support and assistance to all staff members, and assistance and problem-solving for the student population and general public who seek our services. 8. PROGRAM/DEPARTMENT PLANS AND OBJECTIVES, 2005-2008 Institutional Goal A: Create a modern comprehensive Science and Technology Center. Program Goal A: N/A Institutional Goal B: Develop a Distance Learning Center that provides faculty and curriculum development for online, interactive TV and hybrid courses to reach students whose access are hindered by factors such as distance, disability, scheduling, preference of learning style, etc. Program Goal B: Provide guidance and assistance in the development and implementation of distance learning courses in the areas of apportionment and student admission and registration. Program Objective 1: Director will research apportionment issues and provide information to the VP of Instruction and/or her designee regarding state regulations by April, 2005. Program Objective 2: As new distance learning courses and delivery methods are developed, admission and registration procedures will be reviewed for each method to ensure effective enrollment of students. Institutional Goal C: IVC will respond to community needs that address our evolving economic diversification. Program Goal C: Provide guidance and assistance in the development and implementation of apprenticeship and community service and non-credit programs in the areas of apportionment, student admission, registration, and transcripting records. Program Objective 1: Director will research apportionment issues and provide information to the VP of Instruction and/or her designee regarding state regulations by April, 2005. Program Objective 2: Director and her designees will meet with Dean of Applied Sciences and Coordinator of Noncredit Programs in the Spring of 2005 to establish policies and procedures for apportionment reporting, admission, registration and transcripting of courses. Meetings will be scheduled as needed to facilitate processes. Institutional Goal D: Develop a long-term facility plan. Program Goal D: Analyze future facility needs for Admissions and Records. Program Objective 1: By December 1, 2005 or earlier if requested, analyze needs with growth factors for staffing and anticipated technological changes for 2005 2008. Program Objective 2: Director will serve on planning committees as requested. Institutional Goal E: Develop, implement and manage six day per week balanced class schedule applicable district-wide to meet the needs of our community. Program Goal E: Develop plan for meeting student needs on six-day-per-week schedule. Program Objective 1: In 2005, identify student and faculty needs, as pertaining to Admissions and Records functions, for six-day schedule. Program Objective 2: Develop plan to ensure needs are met to be implemented as appropriate to scope of six-day class schedule. Institutional Goal F: Give Imperial County high school graduates primary and residents secondary priority at the entry freshmen level. For those who are ready for college level courses, a full-time program is offered to graduate in two years, or four to six semesters depending on major preparation requirements. Program Goal F: Further develop high school concurrent enrollment program. Program Objective 1: Develop and implement online registration method for students concurrently enrolled in K-12 before registration for summer and fall terms 2005. Program Objective 2: Work with Counseling Center to promote concurrent enrollment of qualified high school students in college-level, transferable classes. Institutional Goal G: Implement community involvement by IVC. Program Goal G: N/A Program Goal H: Expand implementation of Banner programs and services. Program Objective 1: In Spring 2005, implement first IVC online transcript program. Program Objective 2: Write rules in Banner and implement new academic probation and disqualification standards Spring Semester, 2005. Program Objective 3: By end of 2005, develop and implement Banner reporting function. Program Objective 4: In 2006, implement Curriculum, Advising, and Program Planning (CAPP) module for automated degree audit process. Program Goal I: Implement document imaging system for student records and replacement of microfilming of institutional records. Program Objective 1: Develop and implement procedures to scan current student records as received into system as soon as purchased and delivered. Program Objective 2: Convert institutional records from microfilming to imaging. Program Goal J: Evaluate classification of IVC courses to make certain they are in compliance with state apportionment requirements: WSCH, DSCH, Positive Attendance. Program Objective 1: By April 1, 2005, review positive attendance for possible conversions to DSCH. Program Objective 2: With VP Academic Services develop procedures for correctly classifying all existing and new courses. Program Goal K: Add position of Admissions and Records Information Technology Specialist during 2005-06. Program Objective 1: Develop position description by March 31, 2005. Program Objective 2: Include in budget plan/request for fiscal year 2005-06. Program Goal L: Assess Admissions and Records staffing organization and determine if re-organization is needed. Program Objective 1: By December 31, 2005, evaluate number of staff and organizational structure and its effectiveness with new procedures adopted as a result of conversion to Banner computer system. Program Objective 2: If recommendations for re-organization result, take revisions to Reclassification Committee in January, 2006. 9. PROJECTED GROWTH PLANNING The Admissions and Records Office serves all prospective, current, and former students. In addition to the enrollment numbers listed below, over 2,500 applications for admission and readmission are processed yearly. Between 25,000 and 30,000 official transcripts are sent, as are several thousand enrollment verifications. Office of Admissions and Records STUDENT PARTICIPATION AND INSTITUTIONAL ENROLLMENT INFORMATION Table 7 Enrollment by Number IVCStudents Served: Fall 20027,413Students Served: Fall 20037,480Students Served: Fall 20048,132Students expected to be Served: Fall 20058,783Students expected to be Served: Fall 20069,222Students expected to be Served: Fall 20079,683 10. CAPITAL OUTLAY/FACILITIES Office of Admissions and Records Facility Changes Information Table 8  Facility ChangesTotal Amt 2005-2006Total Amt 2006- 007Total Amt 2007-2008NoneProjected Totals 11. CAPITAL OUTLAY EQUIPMENT/SOFTWARE Office of Admissions and Records Capital Outlay Equipment/Software Information Table 9  Item QuantityTotal Amt 2005-2006 QuantityTotal Amt 2006-2007 QuantityTotal Amt 2007-2008Scanner for imaging system1$ 5,000Conversion of microfilm to Images$50,000Replacement Computer Equip.1$ 2,5001$ 2,5001$2,500Work station for new employee1$ 5,0001 5,0001$5,000Projected Totals$12,500$57,500$7,500 12. FULL TIME/PART TIME RATIO Office of Admissions and Records Full Time/Part Time Ratio Table 10  Full Time Part TimeCurrent StaffRatio*9100% 13. PROJECTED BUDGET Office of Admissions and Records Projected Budget Information Table 11  (Include significant changes only)Description No.Current Budget No.2005-2006 Budget No.2006-2007 Budget No. 2007-2008 BudgetInstructional RegularCounselor/Library RegularAdministrators1 92,8291100,2551105,2681110,531Classified Regular8223,7949279,49810330,22311383,484Chair/CoordinatorAdjunctOverload/Extra Duty (night diff.) 650 702 1,474 1,548Overtime 48,918 40,000 20,000 10,000CoachingConsultant Memberships 1,470 1,500 1,550 1,600Student Salaries (Do not include work study) 4,750 5,130 5,387 5,656Professional Expert 600Books, Magazines, Periodicals, CDsInstructional Supplies and Materials 360Non-Inst Supplies/Material (includes copy print) 22,153 23,925 25,122 26,378Personal Services Contracts Travel and Conference 5,808 6,273 6,586 6,916Capital Outlay Facilities (Remodeling and Construction) 12,500 57,500 7,500Capital Equipment/SoftwareTotal401,332469,783553,110553,613 14. Comments: The above projected budget includes capital outlay/equipment as well as increases overall of eight percent in the first year and five percent in each of the two subsequent years. One additional classified staff member is projected in each year at a salary of $35,000. In addition, Classified Regular staffing amounts include an 8% increase in 2005-2006, and 5% increases in 2006-2007 and 2007-2008. Overload/Extra Duty includes night differential for one staff who works in the evening through 2005-2006. If an additional staff member is allocated for 2006-2007, two will be assigned to work in the evening, thus the amount is doubled. Overtime includes temporary workers. The amount is decreased in 2005-2006, but the budget item will continue to be needed as the conversion to the new computer system is on-going; implementation of the degree audit system planned for 2005-2006 will require significant overtime/temporary hours. The decreases in 2005-2007 and 2007-2008 are to be off-set by one permanent classified staff member added each year. 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