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A - Optimize district support for critical district-wide processes that impact student success and completion. Specifically, SDCCD is seeking peer consultation and support in improving its infrastructure for catalog revision and transcript processing.
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Objective | Responsible Person | Target Date for Achievement | Action Steps | Measure of Progress | |
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| 1 | Streamline and expedite processes by making greater use of digital forms, signatures, and workflows.
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| A. 12 Digital Evaluations Forms converted B. Student Services reviewed, standardized, and converted to Digital Forms; unnecessary forms deleted C. Successful training program launched; 110 of users trained.
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| A. Review completed B. Process streamlining plan implemented; improved and updated streamlined digital District procedures and processes; unnecessary steps eliminated C. Transition plan implemented; transition completed D. Revised documentation E. Communication plan implemented F. Documentation disseminated
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| Fall 2022-Spring 2023 |
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| Spring 2023 Delayed until January 2024, consultant had a medical emergency |
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| 5 |
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| Continuous—Annual |
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| Fall 2022 and Spring 2023 |
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| Spring 2023 |
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| 8 | Research and adopt additional best practices for onboarding students (Caring Campus)
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| 9 |
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| Spring 2023 |
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| 10 |
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| Vice Chancellor Educational Services | Launch Spring |
2023 |
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Status and Evidence |
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Objective 2 - Develop and implement District procedures or modify existing ones to reflect the use of digital forms and other mechanisms that have improved efficiency.
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Student Services Council
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Academic Advising Meeting Notes
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Mark Leenhouts - Academic Advising Consultant (Estimated start date: January 2023)
Conduct an initial review of the current academic structure and the issues that staff see with this structure. This will include conversations with the evaluation staff responsible for directly maintaining this configuration, but also include others who may be impacted by any changes (such as institutional research and reporting, for example).
Develop a list of recommended changes and identify any expected impacts for your review and discussion
Work with the client to develop a plan for implementing these changes and assist with managing the implementation activities.
Provide additional assistance as needed in other areas as agreed upon by both the client and consultant.
| View file | ||
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Objective 4: Evaluate and Update Forms for Continuing Education for Transcript Evaluation
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Pending
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Evaluator Business Process Updated (Fall 2022)
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| View file | ||
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The document is a comprehensive report on the Transcript Evaluation Process Analysis conducted by the Strata Information Group (SIG) for the San Diego Community College District (SDCCD) as part of its strategic plan. The report, authored by Judson Matthews, Senior Process Consultant at SIG, details the analysis carried out through a series of Business Process Analysis (BPA) workshops aimed at improving the student and SDCCD staff experience in the transcript evaluation process. Here's a summary of the key components of the report broken down by approach, observations, recommendations for potential projects, opportunities, and obstacles.
Approach:
The focus was on enhancing the journey of students and staff from initial inquiry to evaluation.
The workshops included reviewing process analysis principles, mapping existing processes, identifying obstacles, and opportunities for improvement, and developing ideal processes to align with SDCCD’s objectives
Key findings from the evaluation revealed a notable number of students submit their applications in person. Challenges such as limited access to counselors, disjointed procedures, and a heavy dependence on paper-based forms were identified. To address these issues and streamline the process, goals were set to enhance the experiences of students, improve communications and efficiency, integrate technological tools, and encourage cooperation and understanding throughout the district. Initiatives aimed at meeting these goals include implementing quick-win strategies such as training for Outreach Ambassadors, reorganizing counselor responsibilities, enhancing the functionality of online portals, and bettering the communication between students and counselors. Areas identified for further improvement involve enhancing the student portal's messaging capabilities, minimizing redundant processes, improving access to records, standardizing procedures, and forming partnerships with community organizations. Challenges to these improvements include a lack of transparency for students, difficulty accessing campus-specific counselors, problems with physical storage, inconsistent versions of forms, and varying policies on document retention and archiving.
The report underscores the necessity of a comprehensive approach that melds technological advancements with redefined processes to foster significant enhancements. It points out the critical role of cooperation across different organizational levels, the establishment of uniform practices, and the importance of improved communication channels to simplify the process of transcript evaluation, thereby elevating the experience of both students and staff.
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Objective 5 - Develop and implement a routine review process of business practices to ensure continuous use of streamlined/intuitive electronic processes to reduce mechanical steps.
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Evaluator Business Process Updated (Fall 2022)
Counselor Manual Updated (Fall 2022)
PeopleSoft fit gap analysis:
We have created a more efficient procedure for students pursuing baccalaureate degrees at SDCCD. Following thorough discussions with all stakeholders, it was agreed to adopt a system that allows the use of multiple numbers for a single academic career. Presently, we are in the testing phase of this adjustment, with an anticipated implementation date in September 2024. This modification will facilitate students' enrollment in upper-division courses during their final semester of the associate degree program.
Following an exhaustive evaluation, we were unable to identify a method to eliminate the redundant entry of academic plans for degree audit within Campus Solutions. Consequently, we have resolved to maintain our existing procedure while persisting in our search for potential enhancements and integrations.
3/20/2024
Bachelors Career 400 and above
Future Items:
Pending results of PeopleSoft fit gap analysis
Will continue to review business processes during the monthly Academic Advising and Bi-weekly Student Services Council meetings.
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CACCRAO Listserv Transcript Evaluation Survey
When do you require transcripts to be evaluated?
When do you require students to submit official transcripts?
What is your average turn-around time for transcript evaluations?
What software/vendor do you use to receive official transcripts? Imaging Software?
Do you automatically clear prerequisites? Who clears them?
How many evaluators does your college have?
What do your evaluators do? (Check all that apply)
Post unit totals
Course-to-course articulation
Prerequisite clearances
Graduation Evaluations
ADT Verifications
FTES
Student Headcount
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Objective 10 - Develop and implement a stronger communication model, allowing for the participation of all in its creation
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Communications and Emails
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