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Area of Focus

B C - Improve business practices and service to students by reducing the redundancy of manual entries of the same information in the catalogue revision processstreamlining processes to reduce the time it takes for transcript evaluation.

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Modify the current requirement that all student transcripts have to be evaluated prior to the student being seen by a counselor regardless of the reason.

Academic Advising Committee

 Student Services Council

Fall 2022

  •  A. Research best practices and regulations regarding transcript evaluation
  •  B. Review student onboarding process and transcript evaluation process to determine when unofficial transcripts can be used and when official transcripts are needed, and clarify

A. Research completed; repository of best practices and regulations established.

B. Review completed

C. Revised student onboarding business. Practices implemented.

Objective

Responsible Person

Target Date for Achievement

Action Steps

Measure of Progress

1

Provide training on PeopleSoft and its functionality as soon as possible to various groups district-wide (counselors, administrators, classified professionals). 

District Office Educational Services Team

Fall 2022-Spring 2023

  •  A. Research best practices for catalog input in PeopleSoft
  •  B. Identify steps to improve current processes
  •  C. Adopt new processes
  •  D. Provide professional development and training options on new processes

A. Research completed

B. Steps identified

C. New processes adopted

D. Professional development opportunities provided; # users trained

E. Reduced time for catalog input and revisions

Conduct a job reclassification study of the evaluator positions in light of their workload, complexity of work performed versus pay, and comparison to other positions at the same level of pay, and take action as the findings warrant.

Status
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titleCOMPLETE

Vice Chancellor Educational Services

Vice Chancellor Human Resources

Fall 2022-Spring 2023

  •  A. Conduct a thorough review of the evaluator’s job duties compared to other positions at the same pay
  •  B. Update the evaluator classification and pay as the review findings warrant
  •  C. Once vacated, reorganize the Instructional Services Multimedia Technician position to a Admin Tech position (with Board approval)
  •  D. Hire a new Admin Tech
  •  E. Assign academic renewal, standardized exams (AP, IB, CLEP, DANTEs); transfer credit rules; student groups and requisites to the Admin Tech Position.

A. Completed evaluator classification study

B. Updated evaluator classification and pay as appropriate

C. New Student Services Technician Position created

D. Student Services Technician hired

E. Job duties assigned as specified

2

Restructure Academic Advising Committee meetings to focus discussions on outcomes and actions needed to accomplish agreed-upon outcomes

Status
colourGreen
titleCOMPLETE

Academic Advising Committee

Fall 2022

  •  A. Develop and approve Committee charge, values, goals, mission, and action plan
  •  B. Communicate Academic Advising Committee charge, values, goals, mission, and action plans to committee members and constituents
  •  C. Structure monthly meetings to accomplish goals and carry out action steps
  •  D. Develop and implement a communication plan to share agreed- upon outcomes and actions

A. Academic Advising Committee change, values, goals, mission and action plan approved

B. Communications implemented through emails, websites, manuals, etc.

C. New focus documented in meeting agendas and minutes

D. Communication plan implemented for outcomes and actions

3

Develop and implement a process to monitor Academic Advising Committee outcomes and actions

Status
colourGreen
titleCOMPLETE

Academic Advising Committee

Annual

  •  A. Develop and implement a method to evaluate outcomes and actions
  •  B. Develop and implement a communication plan to share outcomes and actions with constituents
  •  C. Deliver ongoing communication of outcomes and actions

A. Evaluation method to measure outcomes and actions implemented

B. Communication plan implemented

C. Ongoing communication delivery documented

4

Develop and implement a communication plan to ensure effective communication between counselors and evaluators. Ensure follow-up to provide resources both groups need to render maximum service to students.

Status
colourGreen
titleCOMPLETE

District Office Educational Services Team 

Student Services Council

Academic Advising Committee

Fall 2022

  •  A. Identify and discuss unique challenges of counselors and evaluators
  •  B. Identify opportunities for collaboration
  •  C. Collaboratively develop and implement group norms to help guide communication (active listening, allowing voices to be heard during meetings, respecting diverse opinions, commitment to decisions being made)
  •  D. Schedule an Evaluator hour during counselor workshop
  •  E. Facilitate connections and trusted relationships between counselors and evaluators
  •  F. Develop and implement a communication plan to share decisions and business processes

A. Challenges identified and discussed

B. Collaboration opportunities identified

C. Group norms for communication implemented

D. Evaluator hour regularly scheduled

E. Connection opportunities documented in meeting minutes and agendas

F. Communication plan implemented through emails, websites, business manuals, etc.

5

Conduct a comprehensive review and assessment of all touch points of the transcript evaluation process: Transcript Team, Evaluator, Counselor, Articulation Officer, all associated managers/supervisors (including Deans/VPs). Make improvements in the process based upon the findings.

Status
colourGreen
titleCOMPLETE

District Office Educational Services Team

Spring 2023

  •  A. Identify and hire an external consultant to review all the touch points of the transcript evaluation process
  •  B. Conduct a thorough review of all the touch points of the transcript evaluation process
  •  C. Revise business practices, policies, and procedures in accord with the findings
  •  D. Communicate changes to business practices, policies and procedures to all constituents
  •  E. Develop training documents
  •  F. Train all users

A. Consultant retained

B. Review completed; map of existing transcript evaluation process with recommendations for new transcript evaluation process

C. Updated transcript evaluation process, practices, policies, and procedures implemented

D. Communications delivered through websites, emails, forms, etc.

E. Training documentation completed

F. User training completed; # of users trained

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Status as of Date

A.

Status
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titleCompleted as of 12/14/2022

Tip

Completed - Digital Evaluations Forms converted

B.

Status
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titlePENDING - Insert LINKS

C.

Status
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titlePENDING - Insert links for Counselor Conference

Tip

Counselors Manual

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Documentation and Evidence

Objective 1 - Conduct a job reclassification study of the evaluator positions in light of their workload, complexity of work performed versus pay, and comparison to other positions at the same level of pay, and take action as the findings warrant.
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A.

B.

C. Link to board agenda Item: http://go.boarddocs.com/ca/sdccd/Board.nsf/goto?open&id=CH5SJV72F873

D.

Objective 2 - Restructure Academic Advising Committee meetings to focus discussions on outcomes and actions needed to accomplish agreed-upon outcomes
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Objective 3 - Develop and implement a process to monitor Academic Advising Committee outcomes and actions
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Objective 4 - Develop and implement a communication plan to ensure effective communication between counselors and evaluators. Ensure follow-up to provide resources both groups need to render maximum service to students.
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Plan:

  • Start dialogue based on outcome of transcript evaluation process mapping.

  • Increase number of committees where counselors and evaluators meet (e.g. Academic Advising Committee, Curriculum Committee, Academic Standards)

    • Implement a districtwide Counselor and Evaluator Meeting (possibly having evaluators go to the Counseling Department Meetings)

Objective 5 - Conduct a comprehensive review and assessment of all touch points of the transcript evaluation process: Transcript Team, Evaluator, Counselor, Articulation Officer, all associated managers/supervisors (including Deans/VPs). Make improvements in the process based upon the findings.
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Link to Statement of Work from SIG