Area of Focus

C - Improve business practices and service to students by streamlining processes to reduce the time it takes for transcript evaluation.

	Objective	Responsible Person	Target Date for Achievement	Action Steps	Measure of Progress
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. IN PROGRESS	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 IN PROGRESS	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 IN PROGRESS	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. NOT STARTED	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. IN PROGRESS	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

Status as of Date

A. COMPLETED AS OF 12/14/2022

Completed - Digital Evaluations Forms converted

B. PENDING - INSERT LINKS

C. PENDING - INSERT LINKS FOR COUNSELOR CONFERENCE

Counselors Manual

D. PENDING - PROVIDE EMAIL PROOF FOR COMM

Academic Advising Committee Draft Charge: Academic Advising Review Committee

Academic Advising Committee Meeting Notes: Academic Advising Review Committee

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.

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.

Link to Statement of Work from SIG