- The Program Review/Planning Process (PRPP) is a process
by which West Hills College (WHC) evaluates instructional programs
and support services within the context of the mission and
goals of the College. The purpose of PRPP is to improve the
quality of instruction and services at WHC, to meet accountability
mandates and to demonstrate institutional effectiveness. Program
Review/Planning must be linked to departmental three-year master
plans and institutional accreditation.
- The information gathered during the review process provides
a basis to aid WHC in initiation, expansion, reduction, consolidation
and termination of programs and services. The process is
viewed as a helpful vehicle which allows a free exchange
of information in a positive collegial atmosphere. This process
allows the entire college community to evaluate its own areas
of strength and challenge so that WHC can better set priorities
to meet the needs of students and the community.
PROGRAM REVIEW/PLANNING PROCESS
Cycle
- Program Review/Planning Process is conducted by each operational
unit or department every three years, based on a schedule
maintained by the Assistant Superintendent/Dean of Instruction
or designee. PRPP is a two-semester process with planning
and data gathering occurring in the spring semester; and
analysis, documentation, report writing, and evaluation/recommendations
taking place in the following fall semester. Flex days may
be used by instructional departments for PRPP.
Objectives
The objectives of the
Program Review/Planning Process are:
- to provide an institutional method for evaluating
instructional and non-instructional areas.
- to monitor instructional
and non-instructional areas to determine if they are meeting
the needs of the community and the institution.
- to recommend
more effective and efficient utilization of college resources.
- to insure quality and excellence in instructional and non-instructional
areas.
Process
The PRPP involves an operational unit
or department self-study and written report based on the data
gathered and the questions posed in the unit planning guides.
The self-study will include a review of data provided to the
unit/department and any additional data the unit/department may
wish to collect. Instructional units will be identified through
the TOP codes used by the California Community Colleges Chancellor’s
Office.
The written report should include interpretation
of the data, commentary and the unit/department’s plans to
address the findings of the self-study. The initial PRPP will require
each unit/department to develop a three-year master plan which
will subsequently become part of the next review. The three-year
master plan may be revised, based on PRPP findings. The reports
will then be forwarded to the Assistant Superintendent/Dean of
Instruction or designee who will compile them for review by the
Master Planning, Accreditation, and Research Committee (MARC) which
will make recommendations based on the reports.
Analysis Of Program Status
It is important that criteria
be developed and broadly accepted about how program review/planning
information will be used. Programs and services need adequate time
to make needed changes. Therefore, a system for recognizing exemplary
programs or alerting programs that problems may exist or are developing
is imperative.
- Recognition or Alerts For Instructional Programs
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If the faculty load in the program
falls below the College average of the prior year or is consistently
above the College average.
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If the cost per FTES for the
program is above or below the income the College receives
per FTES.
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If the retention rate for the
program is below or above the College average. Either condition
could reflect positively or negatively on the program depending
on other extenuating factors such as the discipline involved,
grading patterns, or entry level of students.
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If the growth rate in FTES is
below or above the overall College growth rate for the prior
year.
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If the income to the program
has decreased or increased since the previous academic year. |
2. Recognition or Alerts For Support Service Areas
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If the cost per FTES for the
program is above or below the income the College receives
per FTES.
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If the growth rate in FTES is
below or above the overall College growth rate for the prior
year.
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A productivity measure developed
by the area administrator in consultation with staff. |
3. Use Of Alerts For PRPP
Generally, alerts will indicate that further review is needed.
Program staff in areas with alerts will make specific recommendations
to address the problem areas. These recommendations then become
goals and objectives for the program during the next academic year.
If the goals are not met, specific recommendations about the future
of the program will be made by the area administrator. These recommendations
may include
- an extension to meet the goals
- a budget increase, freeze or cut
- a reduction in program services
- inactivation of the program
- elimination of the program
4. Use Of Recognition or Alerts For Budget Development
Programs with alerts will provide detailed justifications
to the Budget Development and Review Committee for funding requests.
Curriculum changes proposed by these programs that involve increased
expenditures will be carefully reviewed by the Curriculum Committee.
Guidelines For Implementation
Preceding Spring Semester - Planning
- All units/departments will be reviewed on a regular basis,
at least once every three years. The current three-year schedule
is included in this summary.
- When a unit/department is scheduled for review, the area
administrator will be notified by the Assistant Superintendent/Dean
of instruction or designee.
- The area administrator will discuss the process with faculty
and/or staff in the unit/department. Committees will be appointed,
with the Academic Senate appointing appropriate faculty and
the area administrator appointing other committee members.
The area administrator may serve as the program review chairperson
or may appoint someone else to serve in that capacity. The
program review chairperson will be a member of the committee
and will acquire forms, work sheets, and unit/departmental
data including fiscal and enrollment data with assistance
from appropriate offices, faculty, and staff.
- The Assistant Superintendent/Dean of Instruction or designee
will call a meeting of all unit/department spokespersons,
program review committee chairs, and area administrators
who will be completing the program review process the following
semester. Committee members may attend this meeting if they
wish. The meeting will include discussion of the process
and questions and answers. Appropriate support staff will
also attend.
Fall Semester - Conduct Program Review/Planning
- Units/department committees will begin review based on unit
planning guides. Units/department committees may go beyond
the unit planning guide if they wish, but those elements contained
in the unit planning guide are required.
- Findings will be discussed among unit/department committee
members and area administrator, and plans will be developed
to address issues raised in review.
- The review process will result in a final report. The
unit/department three-year master plan may be modified based
on review outcomes.
- Program Review/Planning report, including the three-year
master plan, will be submitted to Assistant Superintendent/Dean
of Instruction or designee.
Spring Semester - Reporting
- Unit/department reports will be reviewed by MARC. Unit/department
committee members may present an oral summary of the report
if they wish. MARC will make recommendations, based on the
reports, to increase, maintain, reduce, modify, re-review,
or eliminate programs or services provided by the units/departments.
These recommendations will be reviewed, along with the reports,
by the Academic Senate and the College Council. The Academic
Senate and the College Council will make recommendations to
the Superintendent/President.
- Units/departments undergoing re-review will submit a written
report addressing the recommendations of the previous program
review.
- The Superintendent/President will make final recommendations
to the Board of Trustees.
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