----------Student Services Component

2002-2003 Operational Goals Responsible Administrator: Ricardo D. Navarrette

Operational Goal

Completion Date

1.0 SRJC Accreditation Self-study Response

Respond to the Accreditation Self-study planning recommendations pertaining to Student Services.

Institutional Goals: #3 Program Development & Delivery, #10 Institutional Effectiveness

 

 

June 2003

Objective

1.1 The Vice President, Student Services will coordinate a systematic component assessment of the self-study planning statements and the visiting team's formal evaluation.

 

 

 

 

Activity

Timeline
      1. Participate in the Accreditation Steering Committee's final draft of the entire self-study, Standard One through Ten.
      2. Coordinate a Student Services Council, counseling faculty and staff review of the entire self-study with particular emphasis on Standards Four and Five.
      3. Identify overall planning statements that have direct relevance to Student Service departments, functions or services.
      4. Designate responsibility and prepare an action plan that responds to the intent of each planning statement pertaining to Student Services.
      5. Assist in the Accreditation Team visit to SRJC and participate in their exit summation.
      6. Review the Accreditation Commission's formal report.
      7. Designate responsibility and prepare an action plan that responds to any specific recommendations included in the Accreditation Commission's formal report.

 

 

 

 

 

July 2002

 

August 2002

 

September 2002

 

October 2002

 

October 2002

 

February 2003

April 2003

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Ricardo D. Navarrette

Operational Goal

Completion Date

2.0 Service to Other Sites

Develop long range planning for "Delivery of Services" to other sites.

Institutional Goals: #3 Program Development & Delivery, Student Retention & Persistence

 

 

April 2003

Objective

2.1 In consultation with Component Administrators determine multi-site planning efforts and district priorities that respond to the Integrated Master Plan.

 

 

Activity

Timeline
      1. Collaborate in the planning process with Component Administrators.
      2. Agree on District priorities based on adopted planning documents, student need and resource availability.

 

 

September 2002

October 2002

Objective

2.2 Direct the efforts of the Student Services Council in a review of the District's integrated Master Plan, component resource needs and priorities in relation to planning for the two major campuses and other major college sites.

 

Activity

Timeline
      1. Report current level of service and resources provided for all college locations.
      2. Coordinate a review process that identifies short range and long range goals evident in the college's adopted enrollment plans for the campuses and sites.
      3. Complete benchmark measures that analyze and compare student demand at different college campuses and sites.
      4. In consultation with specific location administrators, develop a strategic plan that identifies specific services, staffing and related resources necessary for each college campus and site.

 

September 2002

November 2002

 

December 2002

 

March 2003

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Maryanne Michaels

Operational Goal

Completion Date

3.0 EOPS Annual / Bi-annual Program Review

Develop action plans that respond to EOPS Program Review recommendations.

Institutional Goals: #3 Program Development & Delivery, #4 Student Retention & Persistence,

#9 Institutional Effectiveness

 

March 2003

Objective

3.1 Review early alert process and integrate with EOPS mid-term advising and counseling.

 

Activity

Timeline
      1. The EOPS Director will respond in writing within 30 working days of receipt of report after consulting with the Dean, Counseling & Student Support, the Dean, Matriculation & Student Development and the EOPS staff.
      2. Develop a procedure that outlines the mechanics for implementing the EOPS system of mid-term retention telephone calls.
      3. EOPS staff to generate retention telephone calls Fall 2002 - Spring 2003 and evaluate their effectiveness at the annual EOPS Planning and Evaluation Workshop.

 

April 2002

 

 

October 2002

 

November 2002

April 2003

Objective

3.2 EOPS and Financial Aid to confer with the Chancellor's Office to obtain further direction on book service / voucher category placement for budgetary purposes.

Activity

Timeline
      1. The EOPS Director will respond in writing within 30 working days of receipt of report after consulting with the Director, Student Financial Services and the Chancellor's Office staff.
      2. Determine a methodology acceptable to the State Chancellor's Office that Santa Rosa Junior College will use for category B or C placement of EOPS book vouchers for the 2002-03 academic year.

Evaluate the methodology used in 2002-03 to determine EOPS book voucher category placement to determine if it needs modifications for 2003-04 academic year.

 

April 2002

 

 

June 2002

 

 

February 2003

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Kris Shear

Operational Goal

Completion Date

4.0 Strengthen Financial Aid Department

The Director, Student Financial Services will work with the Supervisor, Financial Aid to implement sustainable, quality Financial Aid Services throughout the District by strengthening staff development, student information delivery, quality assurance and general operations.

Institutional Goals:#7 Outreach & Recruitment, #8 Staff Development, #11 Fiscal Responsibility

 

March 2004

Objective

4.1 Solicit input and feedback from Student Services Council, the Counseling department and students regarding areas of desirable improvement for the Financial Aid operation.

Activity

Timeline
      1. Schedule meetings with appropriate departments and evaluate responses.
        2.
      2. Determine areas of improvement, establish priorities, and secure resources.
        3.
      3. Initiate changes based on agreed priorities.

 

August 2002

September 2002

March 2002

Objective

4.2 Develop a comprehensive two-year staff development plan that encompasses three areas of focus: compliance (local, State and Federal), customer service, and team building.

Activity

Timeline
      1. Evaluate availability of resources to implement staff development plan.
        2.
      2. Engage staff in objectives and activities of the plan.
        3.
      3. Evaluate and revise plan as needed based on accomplishments and resource availability.

September 2002

October 2002

Ongoing, semi-annually

Objective

4.3 Develop a plan to review operational efficiency and assess quality level of Financial Aid operations, including performance of an internal program review according to the NASFAA quality assurance model, as well as a program review performed by an individual(s) external to SRJC.

Activity

Timeline

4.3.1 Secure resources for implementation of operational review.

4.3.2 Evaluate customer service, quality assurance, and operational efficiency.

4.3.3 .Prioritize and implement changes as recommended.

June 2002

June 2002

July 2002

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Marty Lee

Operational Goal

Completion Date

5.0 Communications to Students Regarding Educational Policy Changes.

Improve communication of information to students regarding the new majors' requirement, English pathway changes, additional AS degree requirements and change to transfer and certificate patterns.

Institutional Goals: #2 Student Success, #3 Program Development & Delivery, #4 Student Retention,

#10 Institutional Quality

 

 

 

 

May 2003

Objective

5.1 Updated information for the college community will be developed and distributed regarding graduation requirements, majors, and the revised English pathway.

 

 

Activity

Timeline
      1. Conduct initial meetings with Admissions & Records personnel to identify issues, establish appropriate procedures and ongoing evaluation.
      2. Attend meetings with Academic Affairs to determine the accuracy of information and possible programmatic changes.
      3. Identify publications and additional methods of distributing information.
      4. Incorporate agreed information into college publications and media.
      5. Review efforts and continue to improve methods of communicating information to students.

 

 

 

 

 

 

 

 

 

 

 

September 2002

 

November 2002

 

February 2003

March 2003

April 2003

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Renee LoPilato

Operational Goal

Completion Date

6.0 Degree Audit Program

The Admissions area in conjunction with Computing Services will complete and implement phase two through four of the Degree Audit Program.

Institutional Goals: #2 Student Success, # 3 Program Development & Delivery, #4 Student Retention &

Persistence

 

 

May 2003

Objective
    1. Produce a software product, accessible to students, counselors, and evaluators that automates the degree audit process, integrates with WebLink and is customized to meet their individual planning needs.

 

Activity

Timeline
      1. Phase Two - Implementation of "Certificates".
    • Determine if applicable requirements have been met.
    • Screen developed to enter certificate requirements
    • Staff training
    • Coordinate with Matriculation and Academic Affairs administrators
      1. Phase Three - Implementation of "Majors".
    • Determine if applicable requirements have been met.
    • Screen developed to enter major requirements
    • Staff training
      1. Phase Four - Implementation of Transfer Work.
    • Screen developed to enter transfer work
    • Evaluations staff resources needed to maintain transfer work
    • Examples of coursework that can be included:
    • College transfer coursework
    • pre-1981 SRJC coursework
    • high school coursework
    • AP test results
      1. The degree audit software will be fully documented to insure continuity in case of unexpected changes in programming personnel. The documentation will include the following:
    • Written description of what the programs do
    • A list of data sets used in the programs
    • Data flow diagram
    • Source code listings

 

June 2002

 

 

 

 

June 2002

 

 

 

June 2003

 

 

On-going

 

 

 

On-going

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Bill Turner

Operational Goal

Completion Date

7.0 Matriculation Budget Reduction Plan

Develop a priority system for funding matriculation programs and services that responds to the reduction in the state allocation.

Institutional Goals:#11 Fiscal Responsibility

 

October 2002

(or when final allocation is received)

Objective

7.1 Implement a matriculation budget that reflects institutional priorities and program reductions that will result in the least negative impact on students.

 

 

Activity

Timeline

 

      1. Determine initial priorities in matriculation budgets and analyze impacts of required reductions on students..

      2. Confer with V.P. Student Services, V.P. Business Services and explore district budget backfill of essential matriculation services to be recommended to the President.

      3. Prepare and submit to District Accounting Office FY 2002-2003 budget reflecting a 38% reduction in categorical matriculation funds.

      4. Meet with programs receiving matriculation funding to determine alterations in services based on funding availability.

      5. Meet with other district programs and other sources to explore ways to share in costs relating to matriculation.

      6. Submit final budget upon notification from Chancellor's Office of final allocation.

 

 

 

 

 

 

 

 

April 2002

 

May 2002

 

 

June 2002

 

May - Sep 2002

 

July - Sept 2002

 

Oct 2002

(or when the Chancellors Office determines the final allocation.)

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Susan Quinn

Operational Goal

Completion Date

8.0 Comply with Federal and State Regulations Regarding Student Health Records.

Establish an evaluative process that assures compliance with FERPA (Family Education Rights & Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act of 1996) regulations with regard to student health records.

Institutional Goals:#8 Staff Development, #10 Institutional Effectiveness

 

June 2003

Objective
    1. Determine areas of record management within Student Health Services that legally apply under the new federal HIPAA privacy standard and the relationship with existing FERPA standards.

Activity

Timeline
  1. .1 Assess and list all data sources on medical and insurance information stored within Student Health Services, including paper and computer forms, students and employees, and a list of all methods that this information is shared with anyone other than the person, including other District personnel, outside agencies, and all records request sources.
  2. Obtain legal counsel on the application of HIPAA and FERPA in Student Health Services, based on the above information.

 

September 2002

 

 

 

 

October 2002

Objective

8.2 Establish written policies and procedures for Student Health Services records management that are in compliance with all legal mandates, and consistent with District policies and procedures as necessary.

Activity

Timeline
      1. Propose written policies and procedures for medical records management within the department, including authorization, consent and release forms, ready for legal review.
      2. Adopt and implement procedures within the department, revise as needed.
        3.
      3. Establish an internal records review workgroup, and meet at least quarterly to audit for compliance, implementation issues, and training.
        4.
      4. Designation of a "privacy officer" and "security officer" by the District, with appropriate duties and training needs outlined, and work with other college departments in a review/revision of District policies and procedures as applicable.

 

 

December 2002

 

 

January 2003

April 2003

 

April 2003

Student Services Component

2002-2003 Operational Goals Responsible Administrator: Susan Quinn

Objective

8.3 All Student Health Services staff will receive required training in the standards, and training in newly established procedures they must implement to assure compliance

 

 

Activity

Timeline
      1. Explore various educational and service packages on the market Re: HIPAA implementation, workshops, seminars, conferences, and ongoing staff training programs that would be financially accessible for Student Health Services staff.

        2. 8.3.2 Designate core staff to receive initial training in HIPAA, and participate in "Train the Trainer’s" programs as appropriate.

      2. Implement training program for all Student Health Services staff and other District staff involved in the department’s compliance plan.

 

 

 

October 2002

 

 

January 2003

 

April 2003

Objective

8.4 Establish a long-term medical records maintenance and archiving system for SHS that complies with legal standards.

 

Activity

Timeline
      1. Explore technical and software options for medical records archiving, including use of the existing MediCat system, with Computing Services and SHS staff as applicable, developing a list of options with corresponding cost and technical analysis.
      2. Review compliance implications of HIPAA regulations on above records archiving systems
      3. Purchase as needed, software, hardware and consulting services to implement system.

8.4.4 Establish department procedures/ training before implementing system for June 2003 archiving.

 

September 2002

 

 

 

October 2002

 

May 2003

 

June 2003