What is Area Effectiveness Pre-Planning? Pl A Self-Assessment of Your Operations

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2 What is Area Effectiveness Pre-Planning? Pl A Self-Assessment of Your Operations Preparation for Prioritizing Your Plans An Opportunity to Gain an Independent Review & Feedback Is Similar il to Program Review and Student t Learning Outcomes Assessment Conducted by Faculty Gives Administrative and Support Areas of the College an Opportunity to Assess & Demonstrate Their Outcomes

3 How Can this be Useful? Provides an annual, quick, check-up for budget heads to review the past year Assists in preparing to Plan Can engage staff in process to build teamwork and buy-in for your area s work Provides evidence of assessment used in decision-making. This is useful for accreditation.

4 How Does Area Effectiveness Pre- Planning Work? Step 1- Begin with the Basics : Your Budget and How Your Office is Structured Evidence : Stayed within Department Budget Identified some cost-saving opportunities Did some additional work under existing budget Took on new duties/responsibilities Your staffing- Identify your current staffing and any future needs based on what you do Next, You re on a Mission

5 Step 2: Review your area s Mission Statement: Does it clearly reflect what your area currently does? Who(m) you serve? What you hope to provide for the College?

6 Some Mission Statement Tips: Engage your staff in reviewing and revising your Area s Mission Statement Key Questions: Does everyone understand the roles they play in delivering on the Mission Statement? Does everyone on your staff play a role in supporting your Mission?

7 Revising or Developing Your Mission Statement Your Mission Statement Should: Express your area s purpose in a way that inspires support & ongoing commitment Motivate t those who are connected to your area Be articulated in a way that is convincing and easy to grasp Use proactive verbs to describe what you do Be free of jargon Be short enough so that anyone connected to your area can readily repeat it

8 The Mission Statement should answer at least three questions: 1. What are the opportunities or needs that we exist to address? (the purpose of your area) 2. What are we doing to address these needs? (the business of your area) 3. What principles or beliefs guide our work? (the values of the area)

9 Our Mission.What s the Priority? Step 3: Identify any changes in your area, your operations, or new requirements that you must meet Example- A change in reporting requirements to the Texas Higher Education Coordinating Board A change in Federal Law A change in the Services that you provide for other departments or for students What are Your Top 3 Priorities in the coming year? (These should be reflected in your Area Effectiveness Plans). A key question: Can someone else (an independent reviewer) read your Area s Top 3 Priorities & Your Plans and clearly see where your area is headed? If not, why?

10 Identify the District Goal that your Future Plans/Priorities will support These priorities and eventual plans should clearly support what your office s mission statement says you do How do these priorities/plans reflect your desire to continuously improve service to the College and students?

11 District Goals 1. Provide Quality Education 2. Provide Quality Student Services 3. Provide Personal Enrichment 4. Promote Economic Development Initiatives 5. Strengthen Institutional Resources 6. Increase Technological Resources 7. Demonstrate Continuous Improvement 8. Enhance the Image of the College

12 Feedback by Institutional Effectiveness Committee September 16 to March 15 Area Pre-Planning (Pre-Planning Documentation submitted to Office of Institutional and Community Planning) Submit September 15 Assess Outcomes (Area Effectiveness Plan Results and Assessments) Submit September 15 The mission of El Paso County Community College District is to provide educational opportunities and support services that prepare individuals to improve their personal quality of life and to contribute to their economically and culturally diverse community. Implement Strategies t based on Area Effectiveness Plans Plan (Develop Area Effectiveness Plans) Submit March 15

13 Step 4- Assess the Conditions Impacting Your Area Identify what changes/conditions impacted the Area in recent years. List changes/conditions. Identify Standing Committees/Task Forces supporting the Area, if applicable. List recommendations/suggestions from Committees/Task Forces and follow-up actions taken, as appropriate.

14 Step 5- Demonstrate efficient and effective use of College resources- Provide most recent two years budget (Budget Form 1). Evidence of Efficiency : Stayed within Department Budget Identify any cost saving measures or efficiencies implemented. Identify allocation of resources (or resources needed) for services at multiple locations.

15 Step 5- Money Matters (continued) Based on Your Budget and How Your Office is Structured: Did you? Identify any cost-saving opportunities? Do some additional work tasks under existing budget? Take on new duties/responsibilities?

16 Step 6- Identify measures for excellence and quality. Identify Professional Development activities and attendance. Identify Noel Levitz, CCSSE, and/or survey items used for planning. Id tif f lit f Identify use of quality measures for planning.

17 Step 7- Produce evidence of planning, assessment, analysis, and identifying specific outcomes/improvements. Provide most recent two years of Area Effectiveness Plans. Provide most recent Area Effectiveness Plan Assessments. Provide documentation of improvement based on the assessment. List projects Area engaged in during the last year.

18 The Role of The Institutional Effectiveness Committee Charge: To advise the President on improving the College through the Institutional Effectiveness cycle of planning, allocating, implementing and evaluating, and members shall take Institutional Effectiveness Committee (I.E. Committee) recommendations to the Campus/Site IE teams and vice versa. **LANGUAGE ADDED-- The Institutional Effectiveness Committee (I.E. Committee) shall serve as an independent reviewer and provide feedback and recommendations to administrative i ti budget heads regarding their annual planning/continuous improvement efforts via the Area Effectiveness Planning process. This function will serve to improve the assessment and planning outcomes of the College.**

19 Role of the I.E. Committee (continued) The Institutional Effectiveness Committee will divide the received, individual reports among subcommittees, which will review the reports and complete the Area Pre- Planning Recommendation Sheet (Appendix C) for each report. With the support of the IE Office, the subcommittees will submit their Area Pre-Planning Recommendation Sheets to the Institutional Effectiveness Committee

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21 What s Next? The I.E. Committee will provide written feedback to the budget head via the Pre-Planning recommendation sheet and committee recommendations

22 The Ultimate Goal Using Assessment as a mean for quality Planning Showing evidence of an independent review/ assessment Ui tif ti f Using assessment information for decision-making