Planning, Research, and Institutional Effectiveness (PRIE): Staff Meetings and Updates

Article re Novato's Changing Demographics (Marin IJ 01-25-2012)

Monday, December 5, 2011 Operational Meeting (1:30 - 2:30 p.m.)

1. PRIE’s and President’s Goals

• CH to revise “goal” document per discussion (i.e., adding professional development clause, editing accreditation phrase).
• Document to become PRIE’s “bible”.
• BD to set up folders on “R” share drive for evidence collection.

2. Accreditation Recommendations

• To be discussed at next meeting.

3. PRIE Website

• To be discussed at next meeting.

4. Surveys

1. To be discussed at next meeting.
2. Announce results again in President’s Briefing; to be announced at Convocation.

5. Data Dashboard

• KK to schedule training sessions per discussion (December, January and more for spring).
• CH to send email announcing training sessions to staff, mentioning to administrators the idea of their support staff getting trained.

6. Data Nuggets/Committee Reporting Processes

• Monthly Nuggets will no longer be sent to committee chairs (just inserted into President’s Weekly Briefing in the format of “Did you know…” )
• Send explanation of procedural change to committee chairs?

7. Holiday Party

• CH encouraged PRIE members to attend. 

Monday, November 28, 2011 DIRECTIONS from M. Creel to Obtain Statistics

Screen Shot for Daily Headcount Figures

Screen Shot for Credits (Units) Taken 

Tuesday, August 23, 2011 PRIE Retreat (9:00 a.m. - 12:00 p.m.)

PRIE Retreat Summary

What are PRIE's goals? Do these goals support our Mission, Strategic Plan, Accreditation Standards, ...

How do we know that we accomplished our goals and to what extent? How do we measure them?

Read this article--Professional Competencies. http://www.naspa.org/programs/prodev/Professional_Competencies.pdf ; Assessment vs Research http://bb-app.csufresno.edu/bbcswebdav/courses/WASC-ALA-1112/Upcraft_AssessmentvResearch.pdf

When we start the process of developing strategic plan, we need to use the following documents:
(a) ed master plan
(b) current strategic plan/action steps
(c) self study
(d) follow-up report
(e) accreditation standards
(f) David's goals

Wednesday, May 25, 2011 Operational Meeting (1:30 - 2:30 p.m.)

Recommendation #4:

Chialin requested Melody and Kathleen investigate and provide actions implemented, affected or planned or decisions made as a result of receipt of survey results. Kathleen agreed to look into actions relating to both PGS and Professional Development surveys; Melody agreed to look into Admissions' actions and any possible others.

Any other actions related to survey results anyone can think of would also be helpful for "providing more meat" to the report!

Add Math Retreat, Single-Stop USA (to relate to ARCC).

Fact Book:

Melody is working on to produce a draft. Q: Can IT create a share folder for all of us and called "PRIE"? A: Believe the folder has been created and just needs to be mapped. To look into resolving.

Dashboard:

Chialin's is working; a function of Melody's is not working. (Internal problem which needs to get fixed.)

Ask Zack to open the "Help" function and explain the components in each calculation for reference. (i.e., Community Ed - 4 quarters, one semester choice actually combines data from two semesters, etc.); remarked that we need to be able to get data from each semester separately.

Assessment for 3 Areas:

Read handouts and be ready to discuss at next meeting - Tuesday, June 7th.

Tuesday, April 12, 2011 Operational Meeting (10:00 - 11:00 a.m.)

In order to prepare our Research Advisory Group agenda (April 18), here are our agenda items for our next Tuesday's PRIE meeting.

• Recommendations #4
• Fact Book (including Data Nuggets)
• Dashboard (sample modules)
• Institutional Research Report? (from IPM)—PRAC 5/10; College Council 5/12
• Data Dialogue update

Research Advisory Group Possible Agenda items for April 18:

• Recommendation #4 Draft
• Fact Book
• Data Nuggets (prioritizing Fact Book into Data Nuggets)
• Data Dialogue
• Dashboard (sample modules)

Anything you want to add to our agenda? Melody? Barbara?

Kathleen, do you need to brainstorm with the group about Professional Development Plan?

Barbara, please post this to our Staff website. Thanks.

Chialin

___________________________________

Dr. Chialin Hsieh

Director of Planning, Research, and Institutional Effectiveness

College of Marin

835 College Avenue

Kentfield, CA 94904

415.485.9545 tel

415.485.0135 fax

chialin.hsieh@marin.edu

Tuesday, March 22, 2011 Operational Meeting (10:00 - 11:00 a.m.) (LC109)

Agenda Items:

PRIE Web page: In summer, develop qualification criteria/structure in order to re-organize.

"About the College" Web page: B.David to discuss with N. Cruz/S. Chung about the need to update (remove old budget links, make it more customer-friendly by adding student marketing info., perhaps add an "A to Z index".

Professional Development: K. Kirkpatrick to order one copy of the CONTRIBUTE book we discussed for reference assessment.

Self-Evaluation Forms: KK and MC to complete their own draft to share with Director at same mtg. she provides her feedback; members can ask for feedback from each other and share (or not). C. Hsieh asked for feedback re: hers; 3 team members to meet and provide combined response.

FactBook: Agreed it will need updating as needed (Dashboard cannot automatically do). Reviewed all data items for availability. M. Creel to work on completion in between other external reporting deadlines so first-cut product can be made available by April for RAG's review.

Tuesday, March 15, 2011 Operational Meeting (10:00 - 11:00 a.m.) (LC109)

Agenda Items:

• Professional Development
  - Chialin wants each of us to select and schedule beneficial professional training before the school year ends. (She suggests leaving our offices, if possible, to obtain quality time for training without interruption.)
  Ideas for Data Inventory Reference to use for Monthly Data Dialog
  - Chialin wants to create a data inventory (i.e., from FACTBOOK material modeled after Evergreen College) from which to select the monthly “data nuggets”. Melody to compare list of Everygreen's data with what COM has and email list of available data to Chialin by Friday, 3/18/11

- Barbara to talk to Shook about how she set up Self Study's accessibilty to chapters on CONTRIBUTE so FACTBOOK can have same type of user accessibility.

- Data nugget to be accompanied by question "What does this data tell us?" to promote critical analysis.

- Some time frames will require tying the data dialog to a scheduled event using specific data (for example, ARCC data will be chosen for March). Also, Chialin indicated it sometimes might be appropriate to provide “context for data”, as opposed to the data itself (example: Divided We Fall topic).
Emergency Response Planning
- This will cover any concerns/ideas for this topic (i.e., the need for backups,
etc.).

Next Meeting - Date to be determined

Agenda Items:

• Integrated Planning Manual: IPM Timeline Summary ; sort out any responsibilities of PRIE (*Bring your manual to the meeting.) ;
• Question: Should we also more prominently post the Student-Right-to-Know information and some of the other links Everygreen College does on their Web site (see link above) to provide the public with quicker access to public information?

• Task calendar: PRIE members will update once a month.
• Strategic plan: 2.2.1. Revise the program review reporting requirements to include responses to the discipline's strengths and weaknesses as identified in the Student Success and Retention Report. We may be able to combine this task with " Institutional Effectiveness Outcome Report--Student Achievement"  in Integrated Planning Manual "Establishing Research Agenda"??
• FACTBOOK: Melody's progress
• Strategic Plan: Overall Progress
• Accreditation Report : After we receive the final report, Barbara will organize a document indicating what College needs to do and PRIE will provide feedback on the document. Professional Development Activity Reminder
• List of tasks/reports: internal and external, other areas could support, dashboard can support (Melody)
• Updates on Nursing solution? (Contact Marshall re: status of Banner's ability to handle after meeting with Roz?)

Monday, January 24, 2011 Operational Meeting (1:00 - 2:00 p.m.)

• PRIMARY AGENDA ITEM: Dashboard Testing (Tested, trained, reviewed screens and discussed functions and definitions. Discussed next steps.

News Article: Raising Success Rates in Community Colleges

Raising CCC and CSU success rates - San Bernardino County Sun www.sbsun.com or http://fb.me/x6O1sZFk 8

Check out this piece by Bruce Baron, Interim Chancellor of the San Bernardino Community College District.

(or Google The Sun - "Raising CCC and CSU" Success Rates")

News Article: Tracking of Student Learning in Community Colleges

Student tracking finds limited learning in college - Yahoo! News

http://news.yahoo.com/s/ap/20110118/ap_on_re_us/us_college_learning

QUESTION for PRIE: Article re: results of accountability/data/student success at a California college (relevant to our Using Data to Improve Learning study focus)

2. Look at this valuable program Evergreen is using to improve student success... (see excerpt below)

http://www.evc.edu/equity/basic_skills_equity_scorecard_report.pdf

-and-

note their #1 graduation rate status http://www.evc.edu/announcements/09/EVC-GradRates.pdf

Can we learn something from this?

(Excerpt from: Evergreen Valley College August 2009 Applying the CUE Equity Model to Institutional Self Assessment of Basic Skills, A Collaborative Project between teh San Jose Evergreen Community College District and the University of Southern California Center for Urban Education)

The CUE Equity Model
Most systems of higher education have elaborate diversity plans but they lack indicators of
accountability and benchmark goals to address racial equity in access and success. While most
institutions collect and report data on access and degrees conferred by race and ethnicity, few
routinely collect data to assess the effectiveness of institutional practices and policies in closing
achievement gaps for traditionally underrepresented students. The University of Southern
California’s Center for Urban Education under the direction of Professors Estela Mara Bensimon
and Alicia C. Dowd pioneered the CUE Equity Model to assist systems and institutions of higher
education to use existing and routinely collected data to assess everyday practices and set
improvement goals.
CUE’s Equity Model is unique in teaching practitioners who don’t think of themselves as data
people to use numerical and qualitative data to define problems and contextualize racial gaps
in actionable ways. The Equity Model is also different in that racial achievement gaps are
framed as a problem of inadequate institutional practices and policies, rather than solely as a
problem of student academic deficiencies.
The model consists of practical tools for fine-grained data analyses, such as the Equity
Scorecard and the Benchmarking Equity in Student Success Tool (BESST) and protocols for
qualitative assessment of curriculum and programs; a training program on data practices based
on principles of practitioner-driven action inquiry; an implementation model that provides
continuous training and technical assistance from experienced facilitators; and an evaluation
model to assess the impact of change.
The CUE Equity Model assists two- and four-year institutions to attain equitable education
outcomes for African American, Latino/a and Native American students. CUE’s award-winning
multi-disciplined approach and tools are helping education institutions across the country move
from a focus on diversity to accountability for equitable educational outcomes. CUE is
dedicated to taking its research and results into collaborative endeavors that make a difference
for practitioners, individuals and ultimately institutions.

Web Site - QUESTION for PRIE (1/13/2011)

1. Look at the Institutional Effectiveness Web site of Evergreen Valley College: http://www.sjeccd.edu/business/RIE/Pages/default.aspx --should we also more prominently post the Student-Right-to-Know information and also some of the other links for quicker access? (next Operations' agenda item)

Wednesday, January 12, 2011 Development Meeting (12:00 - 1:00 p.m.) (LC54)

• Discussed PRIE's feedback on 5 questions (power point) re: Chapter 1: Group's combined responses to Ch. 1 questions
• Discussed Chapter 4 - Bringing Cultural Proficiency to Collaboratie Inquiry (including the Ladder of Inference and the Cultural Proficiency Continuum)
• Next assignment: Read Chapter 2
• Each PRIE member asked to attend a Flex activity Jan. 19th - 20th
• Dashboard issues were raised and PRIE decided to test/review it Monday, January 24thth in LC53 (Barbara to reserve room)

Monday, January 10, 2011 Dashboard Testing - Preliminary Results/Questions to Investigate

ISSUES ADDRESSED 1-24-11:

Below are a few questions/observations to prepare for training purposes:

1. Student Cohorts: Can you select multiple age groups? Holding down the shift key when making the selection didn’t seem to allow it. Shouldn’t this be made possible for reporting needs which do not exactly match the age groups listed?

2. When clicking on “Available dimensions”, a screen pops up called the “Dimension Editor”. Will there be training for users on this –or- at least simple directions when a user faces questions such as whether to leave the “Forecasting Method: Triple Exponential Smoothing?” ?    

3. In the Course Retention selection, I picked Spring 2008, all divisions (a reasonable request to just see course retentions for one term) and executed. 

For a single selection such as this, must the TOTAL BY ROWS have to show since it exactly duplicates the figures to the left?

4. In the Definition sheet, perhaps it would be a good idea to add some explanation of when “Division Undeclared” is used (i.e., what kinds of courses)? Also, are PE courses included under the Math Division since Matt’s group reports to Jim Arnold? Should users be advised under which division PE courses are located?

5. Under the Institutional Overview tab:

• The instruction reads:  Click on a Term in the Headcount (black) Line for Further Analysis.  Since the user really doesn’t click on the lines and the lines aren’t black on my screen (light gray), perhaps it would be more clear/accurate to read: Click on the round Term symbol in the Headcount line for Further Analysis.
• Under Ethnicity, one category reads: “None/Unknown”. Since nobody has “no ethnicity”, it would be better to read “Unknown/Undeclared”.
• When I tried to examine another term’s ethnicity after performing one, I re-clicked a different term which reset the top results, but interestingly enough, the numbers in the Headcount by Ethnicity chart did not change (even when I clicked on the new term).  Is this a programming glitch?

6. Miscellaneous- Navigation:

• Training should include the fact that some screens find results after selecting fields, whereas others require the user to hit EXECUTE.
• Cannot minimize screens if get interrupted and need to navigate elsewhere.

Monday, January 10, 2011 Dashboard Testing - Preliminary Results/Questions to Investigate

Below are a few questions/observations to prepare for training purposes:

1. Student Cohorts: Can you select multiple age groups? Holding down the shift key when making the selection didn’t seem to allow it. Shouldn’t this be made possible for reporting needs which do not exactly match the age groups listed?

2. When clicking on “Available dimensions”, a screen pops up called the “Dimension Editor”. Will there be training for users on this –or- at least simple directions when a user faces questions such as whether to leave the “Forecasting Method: Triple Exponential Smoothing?” ?    

3. In the Course Retention selection, I picked Spring 2008, all divisions (a reasonable request to just see course retentions for one term) and executed. 

For a single selection such as this, must the TOTAL BY ROWS have to show since it exactly duplicates the figures to the left?

4. In the Definition sheet, perhaps it would be a good idea to add some explanation of when “Division Undeclared” is used (i.e., what kinds of courses)? Also, are PE courses included under the Math Division since Matt’s group reports to Jim Arnold? Should users be advised under which division PE courses are located?

5. Under the Institutional Overview tab:

• The instruction reads:  Click on a Term in the Headcount (black) Line for Further Analysis.  Since the user really doesn’t click on the lines and the lines aren’t black on my screen (light gray), perhaps it would be more clear/accurate to read: Click on the round Term symbol in the Headcount line for Further Analysis.
• Under Ethnicity, one category reads: “None/Unknown”. Since nobody has “no ethnicity”, it would be better to read “Unknown/Undeclared”.
• When I tried to examine another term’s ethnicity after performing one, I re-clicked a different term which reset the top results, but interestingly enough, the numbers in the Headcount by Ethnicity chart did not change (even when I clicked on the new term).  Is this a programming glitch?

6. Miscellaneous- Navigation:

• Training should include the fact that some screens find results after selecting fields, whereas others require the user to hit EXECUTE.
• Cannot minimize screens if get interrupted and need to navigate elsewhere.

Monday 12/20/2010 Operational Meeting (1:30 p.m. to 4:00 p.m. Tutoring Center RM 123)

• Dashboard training - Scheduling/next steps
  • Revise development pilot plan--Administration and Chairs in March instead of February (Chialin)
  • 1st through 3rd weeks of January--PRIE and RAG practice Dashboard. Chialin emails real problems to PRIE.
  • 4th week of January--Zach possible online training to PRIE and RAG. (Kathleen)
  • Definitions -- Create for training documentation (Melody)
  • FAQ: PRIE will think about the roll out development plan by considering the following: (a) access, navigation, answers to questions such as "How do I find student success rates for my class?, etc. (Chialin to identify questions); (b) Institutional Overall, Enrollment, Achievement; and (c) audience (Kathleen)
• Task Calendar (Contribute)
  • Create Contribute site and email to PRIE (Chialin)
  • PRIE members will update the task once a month
  • List of tasks/reports: internal and external, other areas could support, dashboard can support (Melody)
• Strategic Plan Objectives – updates from PRIE and collegewide for Jan. PRAC mtg.
  • Great discussion!!
  • 2.1.1. Definition (Melody)
  • 2.2.1. Revise the program review reporting requirements to include responses to the discipline's strengths and weaknesses as identified in the Student Success and Retention Report. We may be able to combine this task with " Institutional Effectiveness Outcome Report--Student Achievement"  in Integrated Planning Manual "Establishing Research Agenda"?? (see IPM Timeline Summary)
  • 2.2.1. At least one specific strategy that will be used in the coming academic year to address identified weaknesses in student success and retention. (Specific Strategy could = to SLO)??
  • 2.2.2 At the conclusion of the program review cycle, survey Deans and Dept Chairs regarding the data elements... (we could survey deans and chairs regarding the data elements for Dashboard in April, since we are in the mini program review.)??
  • 2.3. Establish a college-wide plan to improve student retention and success by annually documenting the results of the discipline-specific strategies to improve student retention and success. (including academic and student services)

    Discipline strategies to improve student success (do we have these?) --> Analyze results --> Reporting the impact of the discipline strategies to student success --> Establish a plan

    (Chialin will bring this to Cabinet, Student Access Success Committee, and Sara)

• Agenda forward to next meeting

• Integrated Planning Manual – sort out any responsibilities of PRIE (IPM Timeline Summary) (Next meeting)
• Preliminary Accreditation Report (Next meeting): After we receive the final report, Barbara will organize a document what College needs to do and PRIE will provide feedback on the document.

Thursday 12/16/2010 Development Meeting (9:00 a.m. to 10:00 a.m. AC108)

• At this development-oriented meeting, PRIE will discuss Chapter 1 of Using Data to Improve Learning for All; A Collaborative Inquiry Approach. 
• Blank power point was distributed to PRIE for input on 5 questions. We will discuss these questions in our next development meeting.
• Read Chapter 4??

Tuesday 12/14/2010 Operational Meeting (9:00 a.m. to 10:00am Tutoring Center Rm. 123)

• FACTBOOK - Reviewed draft outline & recommended: include link to Marin Profile, get employee demographic data from HR, include breakdowns by classified staff, administration and faculty. Work to continue on project - adding Dashboard data, footnotes, and examining factbooks from other colleges. (Melody)  Other: Ask Communications to forward any statistic or demographic newspaper articles;
• Dashboard Training Schedule (raised by Barbara) - Group logistics discussion: desk-side or small group training planned for administrators and dept. chairs, Kathleen was asked to lead the access-oriented documentation; Chialin to work on navigation part with the four modules; testing by PRIE and RAG training is necessary first; training time frame adjusted to at least February/March 2011.

• Agenda Items Forwarded to Next Meeting:
  • Dashboard training - Scheduling/next steps
  • Task Calendar (Contribute)
  • Strategic Plan Objectives – updates from PRIE and collegewide for Jan. PRAC mtg.
  • Integrated Planning Manual* – sort out any responsibilities of PRIE (*Bring your manual to the meeting.)
  • Preliminary Accreditation Report

Thursday 12/3/2010 Operational Meeting (10:00am to 12:00pm Student Services A)

The “To Do” List resulting from today’s discussion:

• Dashboard Changes/Notes/Integration into Master Document  - Kathleen
• FACTBOOK draft for next meeting  - Melody
• Initiate inclusion of SLO Discussion at Convocation – Chialin
• Research Report Online (IPM) after CoM Dashboard is done – Chialin
• Strategic Plan Progress (per discussion on way back): a) PRIE’s progress; and b) Initiate Collegewide collection of progress for January PRAC mtg.  - Barbara  

Information shared:

• Research priorities
• Dashboard pilot plan
• SLO draft plan

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Planning Research and Institutional Effectiveness Web page
Content Responsible: First Last Name, Dr. Chialin Hsieh
Technical Contact: First Last Name, Barbara David