Program Review Self-Evaluation Form 2013-2019 Administrative Services Department Name: Information Technology Purpose of Program Review The purpose of Program Review is to provide a venue through which the college can evaluate its programs in relationship to the College Mission and its Strategic Goals and priorities. The program review process promotes a self-reflective evaluation of programs in a manner in which faculty can identify programmatic successes within their disciplines, identify areas in need of improvement and establish departmental goals for enhanced programmatic and student success. The values of program review: Strengthening of programs through faculty led self-evaluation and goal setting; Fostering inter-departmental cooperation and communication; Stimulating dialog on student success and programmatic improvements; Evaluating each programs unique contribution to the College s Mission and Strategic Goals; Promotion of long-term planning focused on the use of data; Ensuring that curriculum and offerings meet student needs and promote student progression; Providing a venue to justify programmatic augmentation and to connect program needs to resource allocations. Enhance transparency about college programs to the broader community. The value of self-evaluation is enhanced with the broad inclusion of individuals contributing to your department or unit. It is recommended that each department or unit make all efforts to include all faculty, staff and administration. Each department or unit may include additional information in their Annual Update Plan as needed to fully describe their department or unit. The Program Review focuses on the identified Programs of Study and Services provided by each department or unit. Each question is identified with P(Program) or D(Department) to denote whether the question should be answered at the program or departmental level. The Office of Institutional Effectiveness is available to assist each department or unit in their efforts to complete their self-evaluation. The office has provided instructions on completing this document and resources to interactive datasets. In addition, to the generic instructions, the Office is available to assist all departments and units by providing individual training sessions, hosting departmental training meetings, and providing desk-side assistance through the Program Review Process. Please submit your completed Program Review Self-Evaluation Form 2013-2019 to the Office of Institutional Effectiveness by email addressed to Maribel Carbajal-Garcia, carbajm@elac.edu no later than Monday, September 30, 2013. Following submittal, validations teams organized through the college s existing committee structure will review your document and provide feedback and recommendations for your department s review. The Program Review and Viability Committee will provide the final recommendations for your review and feedback. O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 1 14
Section I. Program Description College Mission: East Los Angeles College empowers students to achieve their educational goals, to expand their individual potential, and to successfully pursue their aspirations for a better future for themselves, their community and the world. 1. Based on the information provided by the Learning Assessment Coordinator, the following programs are housed in your department or unit. Please review this list and provide any additional programs not already listed. (D) Information Technology 2. Briefly describe each of your programs and answer the following question for each of your program(s) of study/service. In what ways does the program support the College Mission and its Strategic Goals? (D) The Information Technology department provides the following services to students, faculty, and staff to assist with student success and academic excellence. Smart classroom & audio visual support Web presence (Academic/Administrative portals, college website) Setup and maintain campus-wide network (wired & wireless) Provide network access to all the computing devices (administrative, academic, and building services HVAC/Fire Alarm) Setup and maintain software applications Employee accounts and email services (Academic and Administrative) Printing services Access to District Applications (SIS, SAP, DEC) Telephone services Physical security (electronic card access, intrusion alarms) Video surveillance Emergency alert system (Emergency Advisor (VoIP), RaveMobile, E911 location services) Provide technical support via our helpdesk, telephone, walk-ins, and on-site O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 2 14
3. Please describe the positions that are budgeted for your department, including the number and function for which they are budgeted.(d) Academic Administrators Total Headcount Classified Managers 1 Classified Supervisors 3 Regular Faculty Other Faculty (Limited Position/Long- Term Substitute Position) Adjunct Faculty Classified 9 Function(s) The Manager - plans, coordinates, and manages the installation and use of technology resources campus-wide including budget and staff management for the InfoTech dept. Work with District wide committees on current and future projects. Oversight of construction projects The Senior Computer and network support specialist s designs, implements, and s campus-wide voice, video, storage, and data networks and supervises technical staff. This includes the deployment and operation of network switches, servers, and software applications. Network security, card access, and emergency notifications. Connectivity with the District Office The web architect has oversight of the web presence. Oversight and hands on projects for academic and administrative networks. Plan the additions/removal/recycle/salvage of computing equipment. Plan the web presence including campus web page and portals. Interface with construction project managers Provides technical support towards the maintenance and operations of the campus-wide computing services including voice, video, and data on the wired or wireless networks. These includes the deployment of new computers for labs or offices. Support for smart classrooms, wired/wireless networks, email, web O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 3 14
Other (SFP) Unclassified Student Workers Unclassified Tutors Unclassified Professional Expert 1 site/portal, print management. Assist with various office tasks including answer the phone, mail, and assist the staff. 4. List the district and campus-wide governance and decision-making committees with which your department is involved. (D) Campus: Administrative Council, Technology Planning Subcommittee (TPSC), Shared Governance Council (SGC), Work Environment Subcommittee (WEC), Facilities Planning Subcommittee (FPS) District: Districtwide Technology Council (DTC), Technology Planning and Policy Council (TPPC), Student Information System (SIS) Modernization Project and Portal for the SIS modernization project. 5. Describe the state of your department s equipment and any unmet equipment need. Please give a specific rationale for these needs. (D) The IT Department maintains equipment necessary to support the entire campus, including XX servers, XX switches, network firewalls, surveillance equipment (170 video cameras), network storage servers, wireless access points, as well as equipment associated with several campus services such the E1 queuing system and card access. While the campus demands have increased, the age and physical limitations of some of this equipment can present problems. For example, network switches direct traffic throughtout the campus and older equipment can limit the flow of the traffic to critical areas such as the classroom and computer labs. By purchasing the latest technology we can assure that these locations maintain top performance. Likewise, the transition to virtual machines from traditional servers can help reduce the resources allotted to physical machines. However this transition comes with additional costs for licenses and server storage space. There is need to replace outdated equipment and to also continute to purchase new equipment as the campus grows. There is a continuous need to expand or update the IT and physical physical security systems. Network equipment and servers for new data center (Student Success building) Network switch upgrades (E7) Replacement/upgrade of campus wireless network Audio visual/smart classroom upgrades (E7) O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 4 14
Network security refresh Network storage system expansion Data storage back-up system Maintain computer replacement cycle 6. Describe the way your department s current facilities meet the needs of your programs, including your classroom environment. Detail any unmet facility needs and steps taken to address any persisting issues. (D) The IT Department is located in south-end of the H9 building. The space is very limited and it does not have a computer setup area or work-bench. This creates congestion when the computers are being prepared for delivery. In the future, the plan is to have the IT Department housed in the K7 Building, in lieu of the D7 Building which has been previously discussed. 7. Describe any trends, recent events or activities that have impacted your program(s). Please be specific to each program provided in the list above.(p) Our department has had several new technologies and services added to our responsibilities over the past couple of years, including physical security (electronic card access, intrusion alarms), emergency alert notification, and mass notification systems. These additional responsibilities have placed a great deal of work on our already busy department and staff. Furthermore, as the campus continues to grow with the construction of new buildings, there is additional responsibility to support the new equipment with includes smart classrooms, office computers and printing, network devices, physical security and mass notification. With the pending deployment of the Student Information System, staff resources will be required for planning, deployment, training and operating support to the campus. a. Which of these changes or trends have most impacted your programs? The addition of these new responsibilities to the IT Department has impacted our program the most. These unexpected responsibilities were not planned and are causing degradation in services. This has produced higher levels of stress on the IT personnel, affecting their ability to perform at optimum capabilities. b. What efforts have been made to address these changes? Throughout the Program Review process over the years we have continued to request additional staff to alleviate the continually increasing work load. We have identified that we need a minimum of five additional staff, including the currently vacant positions (Data Communications Specialist, Assistant Computer Network Support Specialist). c. What effect have these changes had on student goal attainment? The limited staff has created delays in services that directly affect the services to students, including responding to classrooms and computer labs in a timely manner. This also affects the level of service that we provide to faculty and staff on the campus. O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 5 14
Section II. Program Assessment In order to fulfill the College Mission, the college has developed four goals. These goals serve as the broad planning objectives through which all other college planning documents and departmental plans will be based. Together these goals provide a foundation for building a true agenda of student success. Goal 1: Increasing student success and academic excellence through student-centered instruction, student-centered support services, and dynamic technologies. 1. How has your department evaluated the impact that your programs has on student learning and achievement? (D) A direct-impact study has not been conducted; at this point, we will join the success or need for improvement that all the departments are having as a result of the use of the technology services that we are proving. 2. The college has a goal of increasing first-year persistence and completion of certificate, degree and transfer programs. What efforts are being conducted to improve student academic performance? (D) IT has been continuously deploying smart classrooms that accommodate a variety of teaching methodologies and incorporate technology that all instructors can use. The technology in these rooms will allow for ease of access, creation, and sharing of information. The IT Department provides several resources to the students to help improve academic performance. Student email allows communication between the faculty and students, while the Academic portal allows faculty a means for posting documents, lecture notes, homework assignments and threaded discussions. The campus wide wireless internet access allows students accessibility to the internet and their course information from anywhere on campus. a. What are the results of these efforts to date? (D) Faculty are delivering instruction with a broader reach via the smart classrooms, Internet materials, and email access directly in the classroom. 3. Review the provided student demographics. What efforts have been made to ensure that students are able receive services? (P) An effort has been made to provide equal services to those students visiting in-person as well as via the internet. Applications have been developed for areas such as Counseling, Admissions, and the Library. These applications allow students who are not able to visit the campus an opportunity to receive such services as counseling assistance via chat, enrolling in online classes via the web site, and online research from the Library. In addition, the IT Department has expanded the availability of the wireless internet on campus by increasing the number of simultaneous users. Given the popularity of mobile technology, this increase has allowed students who cannot visit a O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 6 14
campus computer lab the opportunity to still connect to the internet for their educational needs. 4. How have your programs coordinated efforts with other programs of service or programs of service? (P) The IT Department has been in collaboration with the following offices and areas to provide improved services to the students, faculty and staff: Admissions: An online module was created to allow students access to adding online classes. This system provides faculty with the ability to opt-out of accepting adds, as well as approving any add requests electronically. Counseling: An online system was developed which allows students to request appointments electronically. Previously, students were required to schedule appointments in person on the first day of the week only. This provides students who are unable to make it to the campus an alternative. Library: An online system was designed to allow students to view and register for workshops held through the Library. This system, much like the Counseling system, is available 24/7 and relieves students of the need to sign up in person or at specific times. Reprographics: An online system was designed to allow faculty members to submit print jobs online directly to the Reprographics Office. Materials are submitted electronically and can then be picked up at the instructor s convenience. Administrative Services: o Mass Notification: An integrated communication system to send out emergency information to the campus community. o o Physical Security: An integrated security system including video surveillance, card access, and intrusion systems. Audio/Visual, Information Technology, and Infrastructure Upgrades: Incorporate AV technology into classrooms and academic spaces as well as provide reliable resources and technical support to faculty and students to assist with training. O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 7 14
Goal 2: Increasing equity in successful outcomes by analyzing gaps in student achievement and using this, to identify and implement effective models and programming to remedy these gaps. 1. Review the following data on student completion. What have your programs done to address the equity gaps depicted in the data? (D) O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 8 14
Our department provides equal access to technology resources and services to all students. O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 9 14
Goal 3: Sustaining community-centered access, participation, and preparation that improves the college's presence in the community, maximizes access to higher education and provides outlets for artistic, civic, cultural, scientific and social expression as well as environmental awareness. 1. The college strives to reach non-traditional students. What efforts have been planned or have taken place to reach underrepresented student populations? (P) O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 10 14
With the development of the Academic Computing Environment (ACE) we have been able to reach non-traditional students. We assist other departments in providing services to students who traditionally could not access them in person by making them available via the web. 2. What specific efforts have been conducted by your department/program(s) to promote student access? (D) The IT Department has been instrumental in maintaining and upgrading the 41 campus computer labs. During the summer of 2013 we replaced fourteen computer labs, upgrading them with 330 new computers with the latest software keeping them on par with the skills required to by employers today. Likewise, a policy has been in place over the last several years in which the IT Department communicates with Department Chairs prior to each semester to ensure that any software updates or upgrades are made prior to the start of the semester. Additionally, we installed 26 lite smart classrooms in the A, B and C Bungalows. These classrooms consist of built-in audio, projector, manual projector screen and the necessary inputs for faculty to connect their laptops to the equipment. This is another tool used by faculty to incorporate technology into the classroom environment. 3. What efforts have been made to improve your program s presence in the community? (P) a. What efforts have been made to engage the community or other educational institutions to improve the preparation of all entering students? (D) O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 11 14
Goal 4: Ensuring institutional effectiveness and accountability through data-driven decision-making as well as evaluation and improvement of all college programs and governance structures. 1. What have you learned from the assessment of your administrative unit outcomes? (P) a. In which areas did you excel? (P) b. What issues and needs have been revealed? (P) c. Describe the changes that have taken place. (P) d. Describe how your department will use program assessment results for program-level improvement. In spring 2009 the IT Department ed a brief directed towards the student population. The was used to determine the usage of the Academic Computing Environment (ACE), including several components of the system such as student email, web portal, wireless internet, college website, printing services, and the campus computer labs. Students were also asked their opinions on the instructor use of technology in the classroom, the need for more online services as well as the maintenance and upkeep of equipment within the labs. The was ed twice, once at the beginning of the semester and again 3/4 of the way through. In the time between the s administration the IT Department produced a simple marketing campaign to make the students more aware of the services provided within the ACE. This consisted of posters, flyers, informative book marks and a few visits to classes to announce the system. Over all, there was an increase in the number of responders (up 20% from the first administration), as well as increases in the frequency of use and satisfaction. 2. Describe your 4-year assessment plan for each program-outcome. (P) Program & Fall Fall Spring 2013 Spring 2014 Spring 2015 Outcome # 2013 2014 LACCD Email awareness Faculty technology adoption Fall 2015 3. Describe any additional assessment that is needed to more fully understand your outcomes. What requests, if any, for evaluation have been made to OIE? (P) In the future we will work with OIE to perform the s required for our program assessment. O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 12 14
Section III. Program Plan Complete Table A by: a. Based on the data provided in the preceding questions, describe your department or unit goals for the next six years and the programs involved. b. Aligning the department or unit goals with the Educational, Facilities and Technology Master Plan objectives. c. Reporting progress on stated goals d. Stating the anticipated outcomes of the stated goals O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 13 14
Department/Unit Goal Programs Involved Alignment with Educational Master Plan Alignment with Tech Master Plan Alignment with Facilities Master Plan Progress to date Anticipated Outcome of Department/ Unit Goal Additional Resources Required? Description of goal List of programs involved None None None Description of an previous or ongoing activities Description of anticipated improvements on measures Description of resources required to accomplish department goals Improve response time for technical support Information Technology None Goal 1: Support students, faculty, and staff in th None N/A Improved services levels and response times by 50% Additional staffing Enhance network security Information Technology None None None Evaluation of current network environment. Increased visibility and reliability Addition of Data Communications Specialist position Create a more robust network infrastructure Information Technology None Goal 1: Provide high-performing, flexible, reliabl None Evaluation of current network environment. Upgrade network backbone to 10GB/s Adequate budget Annual smart classroom evaluation and maintenance Information Technology None Goal 1: Increase student success through smart and None Inventory of the existing smart classroom locations and equipment Development of a preventative maintenance cycle Additional staffing Automated document workflow system Information Technology None Goal 1: Develop and implement automated technology None In the discovery phase of the needs of certain offices. Streamlined, online processes. Future data center Information Technology None Goal 1: Provide high-performing, flexible, reliabl None Beginning planning stages State of the art data center which will support the campus Adequate budget None None None 1. Please describe what additional resources are required in order to meet your planning goals. Adequate budget and a minimum of five additional staff, including the currently vacant positions (Data Communications Specialist, Assistant Computer Network Support Specialist). O f f i c e o f I n s t i t u t i o n a l E f f e c t i v e n e s s P a g e 14 14