APPLIED TECHNOLOGIES DIVISION. SECRETARIAL STUDIES (Proposed new program title: ADMINISTRATIVE SERVICES)

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1 APPLIED TECHNOLOGIES DIVISION PROGRAM REVIEW FOR SECRETARIAL STUDIES (Proposed new program title: ADMINISTRATIVE SERVICES) FEBRUARY 2009

2 TABLE OF CONTENTS PAGE Introduction: Executive Summary 3 I. Mission & Vision 4 II. Dept/Program Data 6 III. Labor Market Information 8 IV. Curriculum 9 V. Facilities, Equipment, Resources, Technology 10 VI. Advisory Committee 10 VII. Student Services 11 VIII. Faculty/Staff Development 11 IX. Summary 12 Action Plan 13 2

3 EXECUTIVE SUMMARY The specific program review is to provide an overall assessment of the progress, development, and success of the program. The results of the program review will be used to: I) Identify strengths as a way to capitalize on future opportunities II) Identify weaknesses as a mechanism to develop & implement strategies to improve program and student outcomes III) Identify opportunities to support student, program, business, and industry needs IV) Support faculty and staff development From this specific program review for the Secretarial Studies, several priority areas were identified. These priority areas include: A. Aligning courses and program to meet student and industry expectations and standards B. Developing competency standards to align with International Association of Administrative Professionals C. Increasing access to student support services available to all students D. Improving student success by ensuring that mechanisms are in place to share information on student progress between department/division and student services. E. Providing job placement/internship opportunities and services for students Additionally, the program review team is recommending that the Secretarial Studies program title be changed to the Administrative Services program. The proposed program title change will align with the changes in the career/job titles related to the profession. 3

4 I. MISSION & VISION MISSION STATEMENT: West Kern Community College District Taft College is committed to student learning in transfer and career and technical education programs supported by pre-collegiate basic skills and a wide range of student services. All programs and services are focused on the educational needs of the community learners. VISION STATEMENT: West Kern Community College District We value: Students and evidence of their success A learning community with teaching excellence An environment conducive to learning, fairness and continuous improvement A communicative, collaborative, collegial, and respectful culture A partnership of students, faculty, and support services Innovation, diversity, creativity, and critical thinking A mutual beneficial relationship with the community we serve Academic, financial, personal and professional integrity A transparent, accessible governance structure that includes institutional-wide dialogue Given our vision, mission, and values, these are our goals: Operate the college with a comprehensive educational master plan focused on student learning Increase awareness of Taft College s mission and achievements Prepare students for the global community by reflecting, embracing and celebrating our cultural, social, and academic diversity Provide leadership in the community we serve Provide a stable funding base to support student learning Operate the college according sound fiscal management practices 4

5 MISSION STATEMENT: Administrative Services (Secretarial Studies) Program To prepare students for employment in administrative services VISION STATEMENT: Administrative Services (Secretarial Studies) Program To prepare individuals to perform routine administrative and clerical functions. Program Learning Outcomes (PLOs) 1. Students will be able to design and complete professional documents to support communications across the business environment. 2. Students will exhibit professional dress, attitude, and customer relations. 3. Students will be able to effectively perform routine clerical, administrative, and business functions. RELATION TO WEST KERN COMMUNITY COLLEGE DISTRICT MISSION The program is in alignment with the mission of the college to: I. Provide career & technical education II. Prepare individuals for careers and professions in businesses and organizations as administrative services personnel. 5

6 II. DEPT/PROGRAM DATA Program Awards: Degree & Certificates Office Technology/Office Computer Applications - Top Code: 0514 The data information below indicates the number of students who have received an associate degree or a certificate in the program (Top Code 0514). It should be noted that at Taft College, there are two programs that share the Top Code 0514: Secretarial Studies and Office Technology. Nevertheless, in reviewing the data (Table 1) information below, it appears that there is a limited number of students receiving an associate degree or certificate in either Secretarial Studies or Office Technology. Table 1: Degree & Certificates Awarded, AWARD TYPE PROGRAM TOP CODE Associate of Science (A.S.) degree Certificate requiring 18 to fewer than 30 units Certificate requiring 6 to fewer than 18 units Office Technology/Office Computer Applications Office Technology/Office Computer Applications Office Technology/Office Computer Applications Top code: Top code: Top code: Source: Datamart, California Community College Chancellor s Office Program Rate Office Technology/Office Computer Applications Top Code 0514 The data information provided in Tables 2a through 2d; indicates the success rate of students in courses related to the 0514 top code. Out of 979 students enrolled, 648 students succeeded (66%) receiving an A, B, C, or P (pass) grade. Comparison to other colleges: Spring 08 Fall 07 Spring 07 Fall 06 Barstow College: 55.74% Bakersfield College: 76.62% Porterville College: 80.56% Taft College: 63.98%

7 Table 2a: Rate, Spring 08/Fall 07 Spring 2008 Fall Table 2b: Rate, Spring 07/Fall 06 Spring 2007 Fall Table 2c: Rate, Spring 06/Fall 05 Spring 2006 Fall Table 2d: Rate, Spring 05/Fall 05 Spring 2005 Fall General Conclusions: Low number of students receiving either an associate degree or certificate in the program The success rate appears to be lower in comparison to Porterville and Bakersfield College but higher than Barstow College. There is a lack of information/feedback available to the division on the progress of students. For example: information on students who have declared Secretarial Studies as a major, # of students who have dropped the program, progress of students on courses taken, etc. Recommendations: 1. Develop a feedback loop between counseling office and the division to share information on the progress of students. 2. Determine if information can be built in Banner to identify students, share information on student progress, etc. This will assist in determining what types of assistance is needed by students in order to increase program and student success. 7

8 III. LABOR MARKET INFORMATION Table 3 provides information regarding employment related to Secretarial Studies. Table 3 demonstrates that there are opportunities related to the field of Secretarial Studies or Administrative Services. It appears that there is a need for trained professionals in the field as receptionists, office clerks, secretaries, and others. Table 3: Labor Market Information Job Type Annual Openings CA Median Hourly Rate CA Receptionists and Information Clerks 5,550 $12.53 Secretaries, Except Legal, Medical, and 2,340 $15.98 Executive Executive Secretaries 7,400 $20.98 Office Clerks, General 13,830 $13.17 Office Support Supervisors 5,160 $23.94 Billing and Posting Workers $ ,080 Source: CA Employment Development Dept, CA Labor Market General Conclusions: Job opportunities exist within the field of secretarial or administrative employment. There appears to be a need for qualified individuals in the field. Taft College does not have a tracking mechanism to determine if graduates are working within the field. Taft College does not have an internship and job placement office that will assist students to secure internships or assist them with finding employment with businesses and organizations. Recommendation: 1. Have a job placement/student internship office that will assist students to secure internships and seek employment with businesses and organizations. 8

9 IV. CURRICULUM Current Program Design Required courses: Secretarial Studies *Select 18 Units from the following BUSN 1601 and 1602 and 1603 Beginning Keyboarding (1-1-1) BUSN 2001 and 2002 and 2003 Intermediate Key Boarding (1-1-1) BUSN 1080 Beginning Shorthand (3) BUSN 1081 Intermediate Shorthand (3) BUSN 1500 Introduction to Business (3) Updated 4/11/08; 9/29/08 (dh) BUSN 1050 Business Mathematics (4) BUSN 1051& 1052 General Accounting (3-3) BUSN 1054 & 1055 Office Procedures (2-2) BUSN 1059 Electronic Machine Calculations (1) COSC 1901 Microsoft Access 2007 (1.5) COSC 1811 Microsoft PowerPoint 2007 (1.5) COSC 1702 Microsoft Excel 2007 (1.5) COSC 1602 Microsoft Word 2007 (1.5) Course Outlines With the exception of the General Accounting and Shorthand courses, all course outlines have been reviewed and updated. Student Learning Outcomes (SLOs) Development of student learning outcomes for each course is in progress. Division faculty members are working with the SLO coordinator to develop the student learning outcomes. Program Learning Outcomes (PLOs) From the program review, the team developed the following program learning outcomes. The program learning outcomes based on the skills, knowledge, and attributes consistent with the job market specification in the field of Administrative Assistant, Secretary, and related positions. 1. Students will be able to design and complete professional documents to support communications across the business environment. 2. Students will exhibit professional dress, attitude, and customer relations. 3. Students will be able to effectively perform routine clerical, administrative, and business functions Changes to Curriculum Shorthand courses o It has been over ten years since the shorthand courses have been taught. 9

10 o o o The team looked at several colleges with similar programs and all did not have a shorthand course offering. Given such, the team felt it necessary to remove the shorthand courses from the list of course offerings in this program. Despite the removal of the shorthand courses, it is still a valid degree program New Courses to be included: o Management 1500 Introduction to Human Resources o Business Communication o Capstone/Internship o Make Speech a requirement. (Speech 1507 or Speech 1511 for the General Education requirements for the program.) o COSC 1532 Basic Internet Skills & Concepts o BUSN 1053 Computerized Accounting o HLED 1541 Medical Terminology Competency Standards Explore incorporating a competency standard or assessment to the program. Explore incorporating standards by the International Association of Administrative Professionals (IAAP) into the program as well as investigating how the program could be accredited by this body. General Conclusions: Instructors use the same course outlines pertaining the subject/course offering Appears that instructors use a variety of teaching and instructional techniques The division holds division meetings and other discussions to identify needs, develop plans, and discuss future plans to support faculty and students. Several program courses are also available through distance learning. Recommendations 1. Include the courses mentioned above as part of the program 2. Remove the Shorthand course from the program offerings 3. Complete student learning outcomes including program specific learning outcomes 4. Update the General Accounting course outlines 5. Incorporate a competency standard or assessment and accreditation by the IAAP 10

11 V. FACILITIES, EQUIPMENT, RESOURCES, TECHNOLOGY General Conclusions Classrooms and labs appear to be adequate and functional for instruction. Computer and equipment in classrooms and labs are included Taft College Technology Plan for upgrade and replacement. Computer replacement/upgrade for staff and faculty are not included in the Taft College Technology Plan. Educational materials are available to support student teaching and student learning. The program and the division are under staffed. One full-time instructor position is currently unfilled and there is not support staff. Recommendations 1. Fill the faculty position 2. Explore providing support staff to the division. 3. Include the faculty and staff computer/equipment upgrade and replacement as part of the Taft College Technology Plan. VI. ADVISORY COMMITTEE General Conclusions The division has just established a Business & Management advisory committee made up of a crosssection of businesses and industries. (Committee needs student representation) The committee will typically meet two to three times per year. The committee provides feedback and input regarding curriculum, program planning, student recruitment, and others. Recommendations: 1. Include student representation on the advisory committee. 2. Include an employment agency. VII. STUDENT SERVICES & ACCESS Program Information Program specific promotional materials (flyers, brochures, etc) are not available. Program information is available in other college publications and resources i.e. college catalog and website. However, whether such information is adequate is unclear. Student Supportive Services (Tutoring, Counseling, Financial Aid, etc) Student support services are available. o For day students, these resources are typically available Monday through Friday from 8 A.M. to 5 P.M. 11

12 o o o Students can access the counseling office services by phone, online, or in-person. Limited services are available to students attending evening courses as the typical support offices are closed. Not all support services are available to evening students as offices such as Financial Aide, Admissions & Records, etc are closed. The CASA Office is open until 9 P.M. during the week; it has one advisor who can assist students with registration or other related needs. College/Student Services Information Assessment, Financial Aid, Graduation Requirements, Entrance Requirements, etc information is available to students. The depth of which this information and how well it is communicated is unclear. Information on these topics can be provided by respective offices, through the website, or by phone. For day students, this information can be easily made available. However, for students attending classes at night and who may work full time jobs, such information may not be easily accessed? Recommendations 1. Increase the number of services and hours of operation available to students attending classes in the evening. 2. Encourage the Counseling Center to have one counselor available each evening during the week for students. A similar arrangement could be made available for Financial Aid and other offices. VIII. FACULTY/STAFF DEVELOPMENT General Conclusions Faculty are afforded professional development opportunities. Full-time faculty benefit mostly from in-service and other professional development opportunities. However, for adjunct faculty, participating in in-service and other professional development opportunities is limited as many hold other full time employment. Faculty/staff have input on professional development activities and plans. Recommendation 1. Hold professional development activities at different times/days to allow adjunct faculty to participate. IX. SUMMARY/NEXT STEPS From this program review, it is apparent that: 1. There is a need for individuals to be trained in variety office skills and procedures methodologies. The labor market data indicates a need for individuals with the skills, talents, and abilities to perform a variety of work related to office operations and procedures. 2. There is low number of individuals graduating from the program either receiving an associate degree or certificate either in Secretarial Studies or Office Technology. 12

13 3. Most course outlines are current with the exception of the General Accounting and Shorthand courses. (Shorthand courses are being recommended to be deleted from the program offerings) 4. There is a possible need to expand student services operations to ensure students taking courses in the evenings are receiving adequate support in the areas of counseling, financial aid, admissions & records, etc. 5. Develop feedback loop between student services and the division/dept to share information regarding student progress, etc within the program. Next Steps: 1) Present the program review to the Planning Council (and to the Board of Trustees as appropriate) 2) Implement strategies based on action plan ACTION PLAN: Scope of Work DIVISION/DEPARTMENT SPECIFIC Objective Activity Person Responsible Time line Desired Outcome 1. Promote the Develop program Division Faculty By end of Fall 2009 Increased program promotional materials CTE Director awareness of program 2. Program Develop & incorporate Division Chair By end of Fall 2009 Students meets new courses (Business David Layne prepared for industry & Communication, employment business standards Capstone, etc ) into the program 3. Program Incorporate IAAP Division Chair By end of Fall 2009, and Students meets competency standards David Layne on-going prepared industry & into the program employment business standards 4. Complete development Develop student learning outcomes for all course Division Faculty Other support: On-going Student learning outcomes of student outlines -SLO Coordinator developed learning - CTE Director outcomes 5. Update Review & Update General David Layne By end of Fall 2009 Course outline course Accounting course Division Chair updated outlines outline 6. Expand Invite student CTE Director By Fall 2009 Representation Advisory representatives & Division Chair on committee Committee employment agency expanded representative to be part of the committee COLLEGE/DIVISION SPECIFIC 1. Expand student support Explore expanding hours of operation for student services to include -VP of Student Service & Office of Student Services -VP of Instruction & Office To begin now and on-going Increased access for services to students 13

14 services available to all students (day & evening) 2. Offer Job Placement & Internship evenings for: - Counseling - Financial Aid - Admissions & Records, etc Activities to include exploring possible mechanisms including rotating schedules, funding, etc Explore and develop plans to provide job placement and internship services to students. Activities to include exploring possible mechanisms including funding, where to be housed, etc of Instruction -Superintendent/President -Board of Trustees -Planning Council -VP of Student Service & Office of Student Services -VP of Instruction & Office of Instruction -Superintendent/President -Board of Trustees -Planning Council To begin now and on-going Improved employability of students 3. Expand professional development activities 4. Improve access to student progress information 5. Support for the Division Develop and implement professional development activities and times (including inservice, workshops, etc) to allow adjunct faculty members to participate Develop a feedback loop between student services and the Division to share information about progress of students in the program. Explore providing support personnel to the Dept/Division VP of Instruction Human Resources Office Division Chairs VP of Instruction & Office of Instruction VP of Student Services & Office of Student Services Division Chairs Office of Institutional Research Division Chair VP of Instruction Planning Council To begin now and on-going By end of Fall 2009 To begin now and on-going Increased participation in professional development activities for adjunct faculty. Increased support students (Improve student program success) Improved support dept/division to & to 6. Program to be fully staffed (faculty) 7. Systematic approach to upgrade and rotating of computer, equipment Activities to include funding opportunities to support personnel Fill the vacant Business instructor position Incorporate faculty/staff into the Taft College Technology Plan for replace of computer and other equipment Division Chair VP of Instruction Planning Council Technology Committee Planning Council To be filled To begin now and on-going Improved support students to Improved systematic approach to technology for faculty and staff 14

15 Taft College Business and Management Advisory Committee Darryl Manning, Chevron Megan Reisig, Oxy Cherie Layton, Chevron Valley Credit Union Elizabeth Estrada, Holland Inn & Suites Chelle Koerner, Taft Union High School Dawn Cole, West Kern Water District Paul Blanco, Kern Capital Inc Sandy Anderson, Anderson Business Solutions Henry Yong, Taft College Kanoe Bandy, Taft College Darcy Brown, Taft College David Layne, Taft College 15

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