|Edison State College Response Report to the Visiting Committee|
|Comprehensive Standard 220.127.116.11:Institutional Effectiveness: Administrative Support|
Recommendation 8: The committee recommends that the institution identifies expected outcomes, assesses the extent to which it achieves these outcomes, and provides evidence of improvement based on analysis of the results of the administrative support services.
Edison State College Response:
During the past 18 months, Edison State College has undergone evolution in the areas of planning, assessment, and effectiveness. The resulting planning and review cycle [ 1 ] integrates assessment results, unit planning, and budget processes. To ensure that the planning and review cycle is implemented in all administrative support units of the College, the administration established a Response Team to review:
Additionally, the Response Team provides support to unit planners who may require assistance in setting goals, gathering and analyzing data, reporting actual results, and “closing the loop” by using assessment data to inform program improvement. The Team consisted of staff representatives from a variety of administrative support planning units [ 2 ]. The Dean of Institutional Research, Planning, and Effectiveness provided this team with planning and reporting support to ensure that administrative units can demonstrate measurable improvement due to enhanced planning efforts.
As highlighted in the planning calendar, all unit planners were expected to incorporate mid-year status reports, current assessment results, and use of results into their annual unit plans by Jan. 17, 2012 [ 3 ]. Following this deadline, the Team received 45 Administrative Support unit plans to review for the following information: approval status, assessment measure, intended results goals, status reports, actual results, use of results, and rationale [ 4 ]. Unit Plan Response Team members were provided with the Planning Outcome Evaluation Spreadsheet Guide developed by Institutional Research [ 5 ]. With this guide, Team members assessed the entire set of 2011-2012 administrative unit plans.
The Response Team assessed the 2011-2012 administrative unit plans to ensure that:
Each Response Team member was assigned a set of plans to review. In addition to conducting their individual plan assessments, the Teams met as a group [ 6 ], to ensure that the entire set of administrative unit plans exhibited consistency in the quality of assessment methods, mid-year assessment results (when available), and use of results (when applicable).
This Mid-year Review highlighted several plans that were problematic in one or more of the dimensions included in the Outcome Evaluation Guide. During the administrative support unit plan review process, a consistent theme emerged: Administrative Support areas fail to identify appropriate assessment measures and have difficulty differentiating between goals and tasks.
To address any unit plans that were still non-compliant, and to generally support Administrative Support unit planners, the Co-Chairs and the Dean of Institutional Research established a one-on-one assistance forum [ 7 ]. Unit planners with non-compliant unit plans were informed and directed to attend an assistance forum. Unit planners with compliant unit plans received an email encouraging their attendance.
As a result of this review process and the subsequent support, all 2011-2012 Administrative Support Unit Plans, at mid-year, have measurable assessment methods, intended results/goals related to these measures, status reports highlighting obstacles, mid-year assessment results, and a plan to use these results. When mid-year results are not yet available, unit plans include rationale for the current status. Table 18.104.22.168-1 highlights the manner in which administrative units are incorporating mid-year assessment results into their planning processes.
Sample Administrative Unit Plans with Mid-Year Results and Use of Results
|Administrative Unit||2011-2012 Planning and Mid-year Results||Use of Mid-Year Results|
|Accounting Services: Student participation in College’s outsourced services [ 8 ]|| As of February 2012, we have 2,787, active TIP contracts representing 35% of the total number of TIP contracts for the 2011 fiscal year. Our expectation is to exceed last year's count. With this in mind, we are slightly behind the goal.
55.4% of Nelnet survey respondents indicated they found the NBS automatic payment plan helpful; 74.29% indicated they intended to use the NBS payment plan next term; 82.8% of the respondents indicated they were satisfied or very satisfied with the NBS payment plan.
|Although enrollment is not increasing, we are still expecting to enroll more students in the TIP program. To meet this expectation, we will continue our marketing efforts especially within the new orientation sessions to enhance our likelihood of meeting this goal [ 9 ]. We find that student satisfaction with the NBS Automated payment plan is at goal. We will continue surveying our students to ensure that this level of satisfaction is maintained.|
|Auxiliary Services: Affordable textbook initiative [ 10 ]||For Fall 2011: There was a 53% increase in digital texts available and a 22% increase in rental texts. However, Fall 2011 sales data highlights a substantial increase in the percentage of textbooks purchased as new (running counter to our goal).||During the Fall 2012 term, the end of year data will be shared with the Course Materials Committee and action plans will be developed to educate faculty on the importance of timely adoptions as well as the implication of choices they make in textbook selection [ 11 ]. Marketing was enhanced regarding textbook rental and e-text for the Spring 2012 semester.|
|Auxiliary Services : Connect Card meal plan initiative
||100% of ECHS students received a "Connect Card." All students electing to participate in the school lunch program have used the Connect Card to do so. Simply having the "Connect Card" was not a sufficient procedural change to derive actionable information from parent survey results. Identification of additional tools to assist parents to manage their student's lunch account are needed.||Based on the initial implementation of the "Connect Card" and the feedback received by the high schools, the meal plan initiative will continue and possibly expand to include breakfast. In addition, a system will be developed to allow parents to receive credit balance information and to make online deposits. These will drive objectives for the 2012-2013 unit plan. As a result, we will implement online deposits to the Connect Card and issue email alerts when a student’s account reaches a designated low balance. It was determined the survey would be more effective once these tools are in place. Expected roll out is August 2012. These issues will be addressed through a 2012-2013 unit plan [ 13 ]|
|Charlotte Administrative Services: Comprehensive preventative maintenance program [ 14 ]||Forty-one (41) work orders were generated at the completion of the 3rd quarter inspections (Work # 201144 - 201188). We did not meet our goal of completing 95% of work orders within 90 days of completion of inspections. There are several reasons: 1) Limited clerical support to process inspection logs and generate work orders in a timely manner. 2) Work load of existing maintenance staff is high. Plant coordinator spends majority of his time on administrative tasks and has limited time for completing repairs. 3) Several of the repairs were not budgeted and funded. Availability of funds is pending. The Fall 2011 Faculty feedback survey was sent to 95 full-time and adjunct faculty. Thirty eight (38) responses were received for a return rate of 40%. Of the responses, 87% rated their satisfaction with facilities 4.0 or higher on a scale of 1 to 5. There were several responses regarding room temperatures and cleanliness which require additional follow up.||The quarterly inspection checklist is cumbersome. To upload these documents for two quarters of inspections would require more than 175 uploads. The format will be simplified by February 29 in time for the next quarter’s inspections. A preventative maintenance plan and work order log will be used to support additional budget funds in the upcoming fiscal year for actual repairs and supplies. A New Initiative for additional maintenance staffing will be submitted. Based on a Fall 2011 Faculty Feedback Survey, signs will be posted in each classroom informing instructors to notify Public Safety about room temperature issues. Public Safety will notify an on-call maintenance staff person to adjust the temperature remotely. Based on feedback from a Fall 2011 Faculty Feedback Survey, a faculty focus group will be scheduled (during the Spring 2012 semester) to identify needed classroom technology.|
Ongoing workshops will ensure that Administrative Support Unit Plans continue to be fully implemented in the planning cycle. These workshops will be added to the existing meeting and workshop schedule conducted by Institutional Research.
|1. Planning Calendar and Cycle||ESC Planning and Review Cycle|
|2. Response Team Members||22.214.171.124 Team Members|
|3. Unit Plan Reminder||Mid-Year Update Reminder|
|4. Administrative Support Unit Plans||Mid-Year Update|
|5. Planning Outcome Evaluation Spreadsheet Guide||Institutional Guide to Evaluate Administrative Unit Plans|
|6. Meeting Minutes||Response Team Minutes|
|7. Workshop Memo||One-on-One Assistance Forum|
|8. OutSourced Services||Student Survey Results|
|9. Unit Plan 1662||Increase Student Participation in Outsourced Services|
|10. Unit Plan 1399||Provide Greater Access through Affordable Textbook Initiative|
|11. Unit Plan 1695||Affordable Textbook Initiative|
|Student Services- Connect Card Meal Plan Inititative, Collegiate High School|
|13. Unit Plan 1678||Student Services- Connect Card Meal Plan Inititative, ESC|
|14. Unit Plan 1410||Preventive Maintenance, Charlotte Campus|