Student Services includes:

Admissions & Records	Dean of Student Services  - Student Employment  - EOPS  - CAP  - Student Affairs Office
Counseling  - Transfer/Career Center  - Puente
Financial Aid/Scholarships
Health Services

In keeping with Cabrillo’s assessment philosophy, these departments have created a self-reflective cyclical assessment process embedded in their regular Departmental Review process. Some departments who feel they directly contribute to student learning have written student learning outcomes and created a five-year plan to assess them (the Student Affairs office, EOPS, CAP, Financial Aid and the Transfer Center). Other departments in Student Services feel that they make a more indirect contribution to student learning (Admissions and Records, HealthServices, Student Employment Office). These departments have adopted the same process used for administrative services at Cabrillo and have written five-year plans to assess their specific services, including surveying their users, to measure their effectiveness and look for ways it can be improved. Due to personnel changes, counseling is only at the beginning of this process. Every department is currently in the process of updating their five-year assessment plan. Some departments have also begun assessing services, following the assessment schedule in their plans. Others are waiting to begin assessment when the department embarks on departmental review which will follow the schedule listed at the end of this document.

Purpose of Student Services Departmental Review

The purpose of systematic review and assessment is to make the department more responsive to the needs of the college and community, increasing its direct or indirect contribution to student mastery of the four college-wide competencies, and to provide information for decisions regarding resource allocation. It is an analytical critique of a department that defines its current and future needs to meet the demands placed on it in an effective, efficient, timely and cost-effective manner.

The process is designed to:

• provide a rigorous examination of services and their outcomes
• engage departments in planning program improvements that are responsive to student and community needs
• provide information for resource allocation within departments and within thecollege.

Outcomes

• Improve programs and services consistent with the College Mission and Master Plan and the Core Four Competencies for Cabrillo. Though all departments do not contribute directly to helping students learn, the services provided enable students and faculty to engage in teaching and learning, so the department's contribution is crucial.
• Determine department direction and goals for the next 5 years.
• Foster cooperation among college departments.
• Develop information to assist in the allocation of resources.
• Increase responsiveness to student and community needs.
• Improve response to external and demographic changes.
• Respond to state and federal mandates for accountability.

Process

This self-study is conducted by the members and users of the department/office. The self study should address the way in which the departments/offices

• contribute directly or indirectly to a student’sability to achieve the College Core Four Competencies.
• are effective in supporting and improving the processes and services of the college.
• are cost effective to the institution.

Data collected and analyzed will be both objective and subjective. Emerging trends will be analyzed and used for improvement of services. Programs will identify how office functions or activities indirectly address aspectsof the core four competencies.

On a five-year rotation each department will conduct a self-study, review the data, discuss the findings and document the process and findings in a written report. This process will begin in October with a meeting of the department and the Vice President, Student Services. At this meeting the assessment process will be reviewed and an assessment team chosen.

The draft assessment process will outline the proposed data to be gathered, the issues to be covered and the planned format. The draft of the assessment process is due the end of November. The Vice President will review this plan and provide feedback to the review team. The final written report is due to the Vice President, Student Services. At this meeting the assessment process will be reviewed and an assessment team March 31.

A summary of the written report will be submitted to the College Planning Council. It will include a prioritized list of unmet needs, supported by facts. The College Planning Council will forward this to the College Board.

Report Format

The text of this report shall be from 3 and 5 pages and must be reviewed and signed by the appropriate administrators. The final report must be submitted with the official title page. Each draft of the plan must be clearly dated. It will include the following sections:

Office Description:  Briefly describe the office functions, stating the mission, values, and goal of the office and their relationship to the College Mission.

Relationships:  Identify the other college components most closely related to the office functions. After meeting with the representatives of other college components; describe the functional relationships with them. In writing this section, consider:

• over lap with other services
• possible inter-component collaboration

Costs In this section, review department income and expenditures including the office expenditure.

Student Success Describe how the office directly or indirectly functions to assist students in achieving the Core Four Competencies for the college.

Results of Internal Survey Describe the trends identified in these surveys.

Results of External Data Research Describe trends, issues, and challenges identified through your research of the data affecting operations and efficiency.

Describe what is needed for your department/office to address the challenges identified in the above back ground information. In formulating the department/office directions and recommendations, consider all aspects needed to institute these recommendations and remember that you are planning for the next five years. Describe how you will continue and refine ongoing functions as well as implement new directions.

Schedule

2005-06: Health Services and Student Affairs Office/Student Employment
2006-07: Counseling (postponed)
2007-08: Vice President Student Services Office
2008-09: Financial Aid
2009-10: Admissions&Records