Area of Focus

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.

	Objective	Responsible Person	Target Date for Achievement	Action Steps	Measure of Progress
1	Streamline and expedite processes by making greater use of digital forms, signatures, and workflows. COMPLETE	District Office Dean, Student Services Academic Advising Committee Student Services Council	Action Step A: Fall 2022 Action Step B-G: Spring 2023	A. Convert all Evaluations PDF forms to Digital Forms B. Review all other student services forms and processeshttps://www.eventbrite.com/e/fall-2022-sdccd-counseling-workshop-tickets-414978711497 C. Standardize student forms and revise processes as applicable D. Convert all other PDF forms to digital forms E. Remove unnecessary forms F. Develop training, including job aids, timelines, and checklists, and launch training program G. Develop and implement a communication plan to share updated forms and processes	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. E. Communication plan implemented through emails, websites, JIRA, job aids, etc.
2	Develop and implement District procedures or modify existing ones to reflect the use of digital forms and other mechanisms that have improved efficiency. COMPLETE	District Office Educational Services Team Academic Advising Committee Student Services Council	Fall 2022	A. Review District procedures and business practices B. Identify barriers and develop and implement a plan to streamline processes, increase efficiency, and remove hurdles to improve completion and student outcomes C. Develop and implement a plan to transition to streamline digital forms D. Revise documentation to reflect new processes (websites, business manuals) E. Develop a comprehensive communication plan to advise students, faculty, staff and administrators of the changes F. Establish training documentation and disseminate it to all constituents	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
3	Identify and implement more efficient ways of operation and/or hire a PeopleSoft expert to aid users in more nimbly using the system. IN PROGRESS	District Office Educational Services Team	Fall 2022-Spring 2023 (Pending receipt of grant)	A. Hire external consulting firm to conduct a thorough PeopleSoft fit gap analysis B. Consulting firm conducts a thorough fit gap analysis C. Review recommendations from fit gap analysis; develop a plan for implementation of approved recommendations D. Revise business practices and operations E. Develop and implement a comprehensive communication plan F. Establish training documentation and identify professional development opportunities	A. Consulting firm hired B. Analysis completed; recommended strategies identified C. Plan to implement recommendations (timelines and outcomes) formulated D. Recommendations implemented; new/revised business practices and operations in PeopleSoft. E. Communication Plan implemented to include webinars and written communication F. Training documentation and list of professional development activities disseminated G. # users trained
4	Evaluate and update forms and processes used by the College of Continuing Education for transcript evaluation. IN PROGRESS	District Office Educational Services Team	Spring 2023 Delayed until January 2024, consultant had a medical emergency	A. Review forms and processes used by the College of Continuing Education for Transcript Evaluation and identify gaps B. Create a list of key stakeholders involved in the transcript evaluation processes C. Revise/Develop forms, procedures and business practices to streamline transcript evaluation for Continuing Education Students D. Develop and implement a comprehensive communication plan E. Establish and implement a training program	A. Review completed; gaps identified B. List of key stakeholders created Report of recommendations shared with Chancellor’s Cabinet C. Forms developed and approved ; new/revised processes implemented D. Communication plan implemented through emails, websites, JIRA, job aids, etc. E. Successful training program launched: # of users trained
5	Develop and implement a routine review process of business practices to ensure continuous use of streamlined/intuitive electronic processes to reduce mechanical steps. IN PROGRESS	District Office Educational Services Team	Continuous—Annual	A. Implement an annual comprehensive assessment to evaluate the efficacy of business practices and policies B. Update processes as necessary to eliminate paper processes C. Communicate new business practices as necessary D. Develop and disseminate training documentation	A. Assessment process implemented to evaluate business practices B. Electronic systems and processes implemented as needed C. Communications delivered as needed via emails, websites, etc. D. Training documentation disseminated; # of users trained
6	Document infrastructural barriers to student success and completion, and develop and implement a plan for resolving those issues. IN PROGRESS	Vice Chancellor Educational Services Student Services Supervisor Business Systems Analysts	Fall 2022 and Spring 2023	A. Review current policies B. Identify and map out potential infrastructural barriers to student success and completion C. Develop strategies and a plan to resolve issues D. Review and modify District procedures and business practices to streamline processes and remove barriers to improve completion and student outcomes E. Develop and disseminate student onboarding job aids, timelines, and checklists F. Develop and implement a Communication plan to share modified procedures and business processes G. Establish and implement a training program	A. Review completed B. Barriers identified C. Comprehensive plan developed to resolve barriers to student success and completion D. Procedures and business processes modified in accord with the plan E. Onboarding documentation disseminated F. Communication plan implemented through emails, websites, JIRA, job aids, etc. G. Successful training program launched: # of users trained
7	Provide professional development for all constituencies focused on improved student onboarding and how best to facilitate an excellent student experience IN PROGRESS	Dean, Student Services Guided Pathways Committee Members Vice Presidents, Instructional Services Vice Presidents, Student Services	Spring 2023	A. Research best practices for student onboarding B. Revise student onboarding practices C. Develop and implement key pathways of communication across the lifecycle of students (orientation, admissions, enrollment, graduation, alumni) D. Identify professional development opportunities for student onboarding E. Communicate changes to student onboarding practices and professional development opportunities	A. Resource library of best practices completed B. Onboarding practices revised C. Communication pathways implemented D. Professional development documents/program designed and offered; # of faculty, staff, and administrators attending professional development opportunities E. Communications are implemented through emails, websites, JIRA, job aids, etc.
8	Research and adopt additional best practices for onboarding students (Caring Campus) IN PROGRESS	Dean, Student Services Guided Pathways Committee Members Vice Presidents, Instructional Services Vice Presidents, Student Services	Fall 2022	A. Research SDCCD colleges using Caring Campus or similar programs B. Hold caring campus orientation sessions C. Identify institutional Caring Campus commitments D. Publish and communicate institutional commitments E. Identify professional development opportunities	A. List of SDCCD Colleges using Caring Campus B. Orientation sessions provided C. Documentation of Caring Campus commitments (websites) D. Commitments disseminated E. List of professional development opportunities disseminated; # of participants trained
9	Assess Board policy and business practices regarding the evaluation of all transcripts, even when a student is not using previously earned credits for their degree, and make changes as the findings warrant. IN PROGRESS	Academic Advising Committee Student Services Supervisor Student Services Council	Spring 2023	A. Research best practices and regulations regarding transcript evaluation B. Review policies and business practices regarding evaluation of all transcripts; identify gaps with best practices and make recommendations for revision C. Revise policies and business practices D. Communicate new policies and business practices to all constituents E. Develop and disseminate training documentation F. Hold training sessions	A. Research completed; repository of best practices and regulations established B. Review completed; gaps identified; recommendations issued C. Updated policies and business practices approved and implemented D. Communications implemented through emails, website, manuals, job aids E. Training documentation disseminated F. Training sessions offered; # constituents trained
10	Develop and implement a stronger communication model, allowing for participation of all in its creation COMPLETED	Vice Chancellor Educational Services	Launch Spring 2023	A. Develop and disseminate clear communication objectives B. Conduct a stakeholder/audience analysis to identify constituents, their relationship to the college(s), communication needs, best method(s) to reach target audiences C. Conduct a communication channels analysis to determine best method(s) to reach target audiences: website, email, text, portal, JIRA, flyers, videos, manuals, job aids, social media etc. D. Identify strategic partners (Curriculum Instructional Council, Student Services Council, Academic Senate, Chairs meetings, Associated Student Government, etc,), and establish protocols for each. E. Develop key messages, distribution lists; relevant timelines F. Develop resources and content G. Deliver ongoing communication to increase transparency of decisions, practices, and accomplishments H. Develop and implement feedback and improvement mechanisms	A. Clear communication objectives disseminated B. Primary stakeholders; analysis of their needs and communication preferences completed C. Communication map of constituents and preferred communication methods completed. D. Protocols for strategic partners established E. Message templates, distribution lists, and timelines completed F. Resources and content developed G. Ongoing content delivery documented H. Feedback and improvement mechanism implemented

Status and Evidence

Objective 1 - Streamline and expedite processes by making greater use of digital forms, signatures, and workflows.

A. COMPLETED AS OF 12/14/2022

Completed - Digital Evaluations Forms converted - Student Evaluation Forms

B. COMPLETED AS OF 12/14/2022

Removed the “Code Out W Form” for San Diego Mesa College

Academic Renewal

Credit Prior Learning: https://www.sdccd.edu/about/departments-and-offices/instructional-services-division/curriculum-services/cpl/cbe.aspx

C. COMPLETED AS OF 12/20/2022

Counseling Resources

Counseling Manual
Evaluations Business Processes

D. COMPLETED AS OF 12/20/2022

Credit Prior Learning:

Communicated updated process via email and memo
Launched CPL website: https://www.sdccd.edu/about/departments-and-offices/instructional-services-division/curriculum-services/cpl/cbe.aspx

Student Evaluation Forms on JIRA

Student Evaluation Forms on Jira

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.

Student Services Council

Meeting	Outcomes	Action Items
October 06, 2022	Added Priority Enrollment for Apprenticeship Students	Check on
November 03, 2022

Academic Advising Meeting Notes

Academic Advising Review Committee

Modified Unit Override Process to remove redundancies and streamline decision-making - [1]

Objective 3 - Identify and implement more efficient ways of operation and/or hire a PeopleSoft expert to aid users in more nimbly using the system.

Consulting Resources

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.

Objective 4: Evaluate and Update Forms for Continuing Education for Transcript Evaluation

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.

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.

Evaluator Business Process Updated (Fall 2022)
Counselor Manual Updated (Fall 2022)

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.

Objective 6 - Document infrastructural barriers to student success and completion, and develop and implement a plan for resolving those issues.

Pending Consultant review of Transcript Evaluation Process:

Hired Strata Information Group to document and map out transcript evaluation process and provide recommendations for improvement.

Discovery –
- Understand roadmap for Campus Solutions upgrade (IT)
- Meet with the District office (e.g., Registrar’s office) to draft a high-level map of current
  process
Map the current process in detail
- Meet with large set of stakeholders (District office and IT
- Understand differences and similarities between the colleges
- Identify opportunities and obstacles
Develop “future state” process in detail -
- Meet with a large set of stakeholders (District Office and IT)
- Leverage the opportunities identified during previous sessions
- Take advantage of new functionality in Campus Solutions – including mobile
Create an action plan to implement new process -
- Includes current and future state maps
- Prioritized next steps

Objective 7 - Provide professional development for all constituencies focused on improved student onboarding and how best to facilitate an excellent student experience

Best Practices

Bakersfield College - Student Success Coaches and “Educational Advisors”
Los Rios Community College District - Student Success Teams
MiraCosta College - https://www.miracosta.edu/student-services/tutoring-and-support/academic-success-coaching-program/index.html

New Onboarding Experience - Link to Guided Pathway Onboarding Process Map https://sdccd.invisionapp.com/freehand/SDCCD-Student-Pathway-LdhK8ieaO?dsid_h=6ecfdbfa90e6f31642413d6d7f32e87f8732f45ea89f6b33802a3a451f66ac6e&uid_h=95379e6c7d8f8d7284c78f092babe4bc2942dfba87df83f07b86e423ba9f39d5

Objective 8 - Research and adopt additional best practices for onboarding students

Caring Campus:

San Diego City College: https://www.sdcity.edu/faculty-staff/committees/classified-senate/caring-campus.aspx
San Diego Mesa College: https://www.sdmesa.edu/about-mesa/governance/classified-senate/documents/Classified Senate Minutes 3.14.19.pdf

Objective 9 - Assess Board policy and business practices regarding the evaluation of all transcripts, even when a student is not using previously earned credits for their degree, and make changes as the findings warrant.

To Do:

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

Objective 10 - Develop and implement a stronger communication model, allowing for participation of all in its creation

Communications and Emails