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Response to the Request of the Commission

SECTION I

Elements of Recommendation 1 – First Component for Comment

The college formally structure and document all aspects of the planning process by which budget requests connect to program reviews and their accompanying unit plans and ensure the consistent application of the planning procedures throughout the college (I.B.3)(II.A.2.c,e,f)(II.B.1)(II.C.2).

I.1 Evaluation Team Comments:
  Resources are allocated through a budgeting process whereby requests must be linked to the Strategic Plan.  While the college has the components for evaluation, planning, and resource allocation, and these components are linked to the Strategic Plan, these processes are not always integrated with each other in all areas of the college.  Some units are diligent about ensuring that their unit plans and budget requests are aligned with each other and with program review, but other areas are not.

College Response and Corrective Action Taken:
The college concurs with the team's conclusion that departments are inconsistent in the preparation of budget requests that link to the program review and subsequently enter the college's budget development process. The governing procedures for the Institutional Effectiveness Committee (IEC) have been modified to require that each department prepare a budget request form as part of the unit plan incorporated in the self study report that is submitted for program review. Several documents are submitted as evidence to support the changes in the operating practices for budget planning of the college:

Attachment 1Administrative Procedure 4020 (AP 4020)

AP 4020 was revised to require each department to include resource allocation requests for a minimum of three years beyond the year of the program review. AP 4020 was further modified to ensure the IEC process is evaluated annually in response to a concern by the evaluation team that the process be evaluated regularly for effectiveness in improving student learning.

Attachment 2:  Budget Request Form

The Budget Request Form was created as a standard form to be developed by all programs and departments on campus in preparation for the program review self study. Budget request forms are prepared and prioritized for each succeeding three fiscal years following the year of program review. Program reviews are conducted on a three to five year cycle. A three year budget request cycle allows incorporation of department requests to assist with immediate year and long range budget development projections.

Attachment 3:  Program Review Guidelines – Instructional Programs

The guidelines for instructional programs were revised to include completion of a budget request form.

Attachment 4:   Program Review GuidelinesNon-Instructional Programs

The guidelines for non-instructional programs were revised to include completion of a budget request form.

Flow charts were developed to satisfy the requirement of the recommendation that the college document the phases of the planning process as follows:

Attachment 5:  Budget Request Flow Chart – Program Review to Final

A flow chart was created to provide an illustration of the process that is used. The document is a graphic display that shows how budget requests are created as a result of program review and then incorporated into the college's budget through the budget development process.

Attachment 5a is a step by step narrative of the budget request process.
Attachment 5b contains a detailed description and narrative of the budget request process.

Additional supporting flow charts were created to isolate the various steps in the process for ease of reading as follows:

Attachment 9:  Administrative Procedure 3250 Institutional Planning (AP 3250)

The procedure was modified slightly to reflect current terminology and to highlight the budget request linkage to program review. Additional emphasis has been made on the assessment of the effectiveness of resource allocation decisions.

Progress and Analysis:

Program review processes and guidelines were expanded to include a process for the allocation of resources through the development of a budget request form. The form is developed in conjunction with the unit plan in the program review self study year for each department. Flow charts were developed as graphic illustrations of the entire budget request process.  A step by step description and narrative, detail the process of requesting funds to support goals and objectives of the unit plan. The newly revised process will ensure that each program unit plan contains budget requests that are aligned with each other and program review and form the core mechanism that ties the resource allocation process to the college's budget planning process.




I.2 Evaluation Team Comments
  When asked in interviews how program review was linked to the annual unit plan or how unit plans are linked to the budgeting process, some responded that they are not linked.

College Response and Corrective Action Taken:

Procedural changes were made to the program review process that now requires development of a budget request form that is linked to unit plan development. Programs are reviewed every three to five years. Unit plans are updated annually. Budget request forms are developed for a three year planning cycle and submitted with the unit plans in the program review self study year. Budget requests are updated during the annual development of unit plans. The budget request form links the goals and objectives that are developed in the unit plan to the allocation of resources that in turn that support the college's strategic plan.

Progress and Analysis:

Budget request forms (Attachment 2) were prepared for attachment to the unit plans for the academic year 2006-2007 program reviews. They can be accessed via the college's website at http://www.gavilan.edu/iec/budget/index.html. As time permits, additional budget request forms will be developed for all other departments as part of the routine annual update to the unit plans. A college-wide effort is currently underway to bring into alignment all unit plan budget requests with the implementation of the new process. The updated process will ensure an on-going, systematic, cyclical and consistent method for linking the college's budget planning process to program review and the allocation of resources.




I.3 Evaluation Team Comments
  In addition, when the team examined program reviews, unit plans and budget requests from different areas, we found that items requested in the budgeting process were not always mentioned in the program review or unit plan for that area. This inconsistent application of the planning process leads to a disconnect between unit plans and budget allocation in some areas of the college (I.B.3).

College Response and Corrective Action Taken:

To implement the changes in AP 4020 and the IEC Guidelines, budget request forms were developed in support of the unit plans for the departments that completed program reviews in academic year 2006-2007. The departments reviewed during the past academic year include:

  • Communications
  • Cosmetology
  • English as Second Language Library
  • Music
  • Social Sciences
  • Spanish
  • Theater
  • Visual Arts

Budget request forms for these programs can be accessed via the IEC website at http://www.gavilan.edu/iec/budget/index.html. In succeeding years, budget request forms will be submitted in conjunction with program unit plans in the self study year.

Progress and Analysis:

Changes in AP 4020 and the IEC Guidelines institutionalize the requirement that the budget request forms be included as part of program review. The unit plan development and the requirement to incorporate a budget request form, as part of the process, will ensure that all requested adjustments to department budgets are supported by the program review and unit plans.  Recent "one time funds" have been incorporated into the process. These changes, combined with the corrective action implemented for the academic year 2006-2007 reviews, should effectively address the concern expressed by the evaluation team.




I.4 Evaluation Team Comments
  However, what the team was not able to find in equal proportions was the analysis and interpretation of these data to use in the college's planning processes.  In interviews, the team learned that the college acknowledges that more interpretation of the data is needed (I.B.3).

College Response and Corrective Action Taken:

The college recognizes the need to gather additional data elements in order to demonstrate how the allocation of resources has improved student learning and how strategic plan goals have been achieved through the allocation of resources. The unit plan document is formatted to require specification of outcome measures in its goal development process. The college consistently includes information in its Budget Guidelines section of the Tentative and Final Budget documents (Attachment 10) to note the amount of resources allocated to achieve each strategic plan goal. Use of this process allows the college to connect the resource allocations to the strategic plan. As part of the budget development process a status update on previous year goals is included in the Budget Guidelines. The college has found this to be an effective way to highlight the impact of resource allocations and to communicate to the college community how the strategies are supported through the resource allocation process. Additionally, the college makes specific statements on the current status of each goal. With the creation of the Budget Request Form (Attachment 2) data elements will be required in order to evaluate the effectiveness of the utilization of resource allocations. The form has been integrated into the resource allocation process. The Budget Request Flow Chart- Program Review to Final Budget (Attachment 5) was created to provide a more detailed graphic display of how performance is assessed and then used to refine future goals, strategies and resource allocation decisions.


Progress and Analysis:

Institutionalization of a consistent process that will provide the quantitative and qualitative information necessary to properly interpret the impact of resource allocation decisions is being addressed through use of the newly developed budget request form. Departments are required to identify the data elements that will be needed in order to evaluate the effectiveness of the utilization of resource allocations. The form is now in use at the college although one allocation and review cycle will be necessary to fully determine how well the resources are achieving the desired results. Use of the budget request form, data collected from the outcome measures included in the unit plans, and the continued reporting of the Budget Guidelines will bring the college into full compliance with the requirements of this standard.




I.5 Evaluation Team Comments
  A review of the unit plan documents revealed that the college is lacking a clear and consistent method to assure that unit plans are consistent in quality and are connected to the program review process. Sharing with adjunct faculty is also lacking, creating a gap in understanding for all members of the faculty (II.A.2.c).

College Response and Corrective Action Taken:

IEC Guidelines are used to assist in completion of a comprehensive self study of each department during the program review cycle. Unit plans are a product of program review and are intended to outline plans that will correct deficiencies and enhance programs. The unit plans are connected to the strategic plan through reference to allocation requests and through identification of how a proposed course of action will lead to achievement of a strategic plan goal. The guidelines have been updated to reflect a more thorough and consistent process that places additional emphasis on the consistent application of IEC unit plan procedures. The procedures include review of the resource allocation requests by President's Council that are subsequently approved by the Board of Trustees.

The college recognizes that adjunct faculty members are an important resource for the college and serve a valued role in the instruction of students and therefore unit plan development. The college makes every effort to encourage and engage adjunct faculty members in all aspects of the college's operations. Adjunct faculty are invited to participate in faculty flex activities such as staff development days and faculty training days, department meetings, academic senate meetings and all governance committee meetings where discussion takes place regarding unit plan development and the budget planning process.

Progress and Analysis:

The college process is working and has generated substantial institutional improvements.  

AP 4020 was modified to include in its General IEC Responsibilities that "IEC approved action plans will include resource allocation requests that will be incorporated into department budget requests and unit plans. Budget requests are for a three-year cycle". Also included in the revised AP 4020 procedures is the requirement that "Resource allocation requests included in program reviews will be presented to President's Council as part of the program review reporting and approval process.  President's Council will review resource allocation requests for consistency with the Strategic Plan" (Attachment 1: AP 4020, items B4-9, D3, E1-4).

Substantial efforts continue to be extended to encourage, engage and provide access for adjunct faculty in all aspects of the college's operations.  Each adjunct faculty member is assigned a Gavilan College email address. The address provides access to the college's intranet where all staff meeting announcements are posted on email with links to the minutes of all college governance committees, task force meeting announcements, campus activities, and cultural events. Current unit plans can be viewed via the intranet department chair link. Department minutes reveal adjunct faculty are consistently present at the counseling, Disability Resource Center (DRC), Extended Opportunity Programs and Services (EOPS) programs, Math department and Child Development meetings, among others.  There is adjunct faculty representation at Academic Senate meetings and the Basic Skills Task Force meetings.  All indications point to wide involvement in the operations of the college by adjunct faculty, although the number of adjunct faculty participating appears to be limited despite the effort put forth by the college. This may be attributed to the fact that the nature of the position may make full participation or wide –spread interest difficult, as multiple college teaching assignments may put time constraints on the amount of time spent on any one campus. The college is confident adjunct faculty are represented and involved in the operations of the college and will continue to provide access, encourage participation and provide ample opportunity for broad participation in all aspects of the college operations.




I.6 Evaluation Team Comments
  The college has not clearly linked recommended improvements to resource allocation (II.A.2.e).

College Response and Corrective Action Taken:

The Budget Request Form (Attachment 2) was developed to address several concerns expressed in the Evaluation Team Report. The newly created form was implemented as part of the budget development process for the current fiscal year (FY 2007-2008). The form is prepared as part of the program review process to support each department's unit plan. Included on the form is the desired or expected outcome or improvement that is anticipated from the allocation of resources. Included on the form is a listing of the data elements that will be examined, or gathered, if the information is not already available, to determine if the resources were effective in achieving the desired results.

Progress and Analysis:

Implementation of the Budget Request Form is in progress. The college will need to complete a full cycle of the resource allocation request process before it can determine if the addition of this component meets the requirements of linking all elements of budget planning to resource allocation.




I.7 Evaluation Team Comments
  While the college has a process that connects strategic plan objectives with budgeting, this process does not yet include student learning outcomes (II.A.2.f).

College Response and Corrective Action Taken:

Student learning outcomes (SLO's) are included at the course, program and institutional level. Incorporation of (SLO's) into all aspects of the budgeting and resource allocation process is a continuing project at the college. Student learning outcomes will be emphasized in the on-going refinement of the resource allocation and evaluation process.

Progress and Analysis:

For academic year 07-08, discussions and implementation of a process that includes incorporating student learning outcomes into the unit planning/budget request form process is in progress. The development of this process will better link SLO's to the strategic, unit and budgeting planning process. (Managers' retreat minutes, July 07- Exhibit 2).




I.8 Evaluation Team Comments
  Unit plans seem to be disconnected from the program review process while connecting directly to the college's strategic plan (II.B.1).

College Response and Corrective Action Taken:

The Budget Request Form (Attachment 2) was created and implemented for the upcoming budget cycle. Departments that underwent program review in Academic Year 2006-2007 completed the Budget Request Form that is now used to establish a closer and more consistent alignment between program review, the unit plan, the strategic plan and the college budget.

Progress and Analysis:

The Budget Request Form is posted on the college's web site at http://www.gavilan.edu/iec/budget/index.html . Linking the budget request form to the unit plan as a requirement of the program review process effectively addresses this comment.




I.9 Evaluation Team Comments
  A review of program planning documents and online web pages shows that little has been done to develop a program review process (II.C.1.e, II.C.2). Additionally, evaluation instruments used to analyze and develop plans for improvement of the library and learning support services to further student learning outcomes were noticeably absent (II.C.2).

College Response and Corrective Action Taken: 

The library program review self study report was completed in February 2007 just prior to the evaluation team's visit. The college has a long-standing program review process that it has used with success for a number of years. The library self study report includes program learning outcomes and program outcome measures, an action plan and budget requests.  Evaluation instruments and evidence supporting conclusions related to the quality of the library services program were included in the self study.

Progress and Analysis:

Given the team's comments, it appears the information the evaluation team member reviewed, to arrive at the conclusion included in the report, was incomplete at the time of the visit. It may be that the library self study had not yet been posted to the website, hard copy requested or made available to the visiting team, or that college staff failed to realize that the team was unaware of the status of the program review for this department. The college acknowledges that it had ample time to review the team report and failed to realize that the team report did not recognize that the library program review was recently completed.  A comprehensive Institutional Effectiveness Executive Summary Report of the program review was issued on February 2007 and is available on the college's website at http://www.gavilan.edu/iec/uploads/2007_Library.pdf. The college does not see a need for additional follow-up action in response to this comment.




IntroductionIntroduction Section IISection 2

Last modified: February 25, 2013
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