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 |
|
|
| 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.
|
| 2 | COMPLETE |
| Fall 2022
|
| 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 | IN PROGRESS
|
| Fall 2022-Spring 2023 |
| 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 | IN PROGRESS |
| Spring 2023 |
| A. Review completed; gaps identified B. List of key stakeholders created 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 | IN PROGRESS |
| Continuous—Annual |
| 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 | IN PROGRESS |
| Fall 2022 and Spring 2023 |
| 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 | IN PROGRESS |
| Spring 2023 |
| 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 |
| Fall 2022 |
| 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 | IN PROGRESS |
| Spring 2023 |
| 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 | NOT STARTED | Vice Chancellor Educational Services | Launch Spring 2023 |
| 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
C. COMPLETED AS OF 12/20/2022
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
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 |
|---|---|---|
|
| |
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