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Program Data Instructions

Purpose: To provide MIS information to program chairs and coordinators in a way that is concise, easy to access, and useful.

General: These data sets are based on the needs identified for the program review format that is being piloted in 2007-08. They should also be used for developing unit plans.

Limitations:

  • Comparisons. This information is designed to enable departments to have an informed dialogue about their programs and disciplines. It is not designed to provide comparisons between departments. There are too many variables to make such comparisons useful.
  • Sources. This information is from our MIS system and any inaccuracies are based on flawed information in the system. Information for other terms is available in the portal at the Institutional Research Tab under the New Program Review report.
  • Time Period. These reports compare Fall semesters only. Information about other semesters is available in the portal under New Program Review report.

 

Using this Report. Information about the data provided in each part of the report is provided below:

Part A - Demographics

  • Student Characteristics Unduplicated Headcount Program. This describes the characteristics of each individual student in this program. It is unduplicated, meaning that each student is only counted once. Specific information includes the total number of students, their gender and their age.
  • Student Characteristics Unduplicated Headcount College. This describes, for comparison, the student characteristics of the entire college.

 

Part B - Department/Program Success, Retention, Efficiency

  • Course Enrollment (Duplicated) Productivity, Outcomes, Program. This section is based on duplicated enrollments (students who enroll more than once are counted each time they enroll). It includes the following elements:
    • Term. Self-expanatory.
    • Sections. Self-explanatory.
    • Census. Number of students who remained at census.
    • End. Number of students who made it to the end of the term.
    • Students/Section. Average number of students in each section at the time of census.
    • Fill Rate. The ratio of the number of students divided by the lower of the pedagogical and room capacity limits at census. In some cases the number is over 100% because the program/disciple exceeded the lower of the pedagogical and room capacities.
    • FTEF. Full-time equivalent faculty. This number is based on actual faculty load for the semester. This number will not be the same for all departments based on contract requirements and the amount of lecture and lab in each of the courses. One FTEF = 100% load.
    • FTES. Total FTES generated by this program/discipline.
    • FTES/FTEF. This is our core measurement of efficiency. It is a ratio of the FTES divided by the FTEF. According to the contract, the FTES/FTEF ratio should be 35. However, each program/discipline is different based a number of factors. These include differences in contract obligations (e.g. load is calculated differently for some disciplines), room capacity, pedagogical caps, and the amount of lecture and lab contained in the courses. Additionally, courses within the program/discipline are averaged together for this report. Here's the bottom line is this the FTES/FTEF number shown here is worthwhile for departments to use to determine trend data. It not as useful for comparing departments to one another based on the large number of variables upon which this number is based.
    • Success. Ratio showing the percentage of students who have succeeded in their courses. Numerator is number of students receiving a grade of A, B, C, CR. Denominator is the number of students receiving a grade of A, B, C, D, F, CR, NC, W, I.
    • Retention. Ratio showing the percentage of students who have completed their courses. Numerator is number of students receiving a grade of A, B, C, D, F, CR, I. Denominator is the number of students receiving a grade of A, B, C, D, F, CR, NC, W, I.
    • Denominator. Number of students receiving a grade of A, B, C, D, F, CR, NC, W, I. (Students who drop before the final drop date are not included.)

 

Part C - Degrees and Certificates Awarded

The first part of this section shows the number of degrees and certificates awarded within the discipline. This information is provided for a three year period and includes the following categories: Associate of Arts/Associate of Science (AA/AS) degrees, Certificates of Achievement (CA), Certificates of Completion (CC), and Certificates of Enrollment (CE). The second part of this section shows the number of degrees and certificates awarded by the college. This information is provided to the programs for comparison purposes.

Part D - Number of Courses Offered: Enrollment/Fill/Success Rates

This shows a three-year history of courses offered within the program/discipline. This information includes the number of sections, total enrollments, success rate, and fill rate.

Part E - Student Success

The objective of this part of the report is to indicate whether there are unique factors in the specific program or discipline that cause students to be more or less successful than they are at the college as a whole. This part provides student success percentages by gender, age, cumulative grade point average (GPA), and race. The Student Success percentage is defined as the number of students receiving a grade of A, B, C, CR divided by the number receiving a grade of A, B, C, D, F, CR, NC, W, I. The Cumulative GPA comparison shows the percentage of students with GPAs within specified ranges. The idea is to highlight unique factors in the program or discipline that might contribute to student success rates that vary from the college norm. Additionally, for comparison purposes, student success information for the college as a whole is also shown.

Part F - Faculty Demographics

This table shows the age and ethnicity data for the faculty teaching within this program/discipline. It is broken down into full and part time categories.

Part G - Faculty Load

The first part of this section shows the faculty load distribution within the program/discipline for the fall semester for the past three years. Load is a work unit value assigned to faculty assignments based on Article VII Work Load of the BCEA Faculty Contract. This information is in load credits (in most cases one class equals 10 load credits). One hundred load credits equals 1.0 FTEF. Categories include the Total, Full-Time, Overload/Load Bank, Part-Time, Voluntary Overload, and Contract Services. Voluntary Overload is load earned by faculty members for sections taught with out pay by design. Contract Services is load is earned by companies doing contract work with Butte College such as Chico Beauty College. The second part of this section shows the faculty load for the college. This information is provided for comparison purposes.

In the future we will change the load credits into percentages to make this information more easily transferable into FTES.

Part H - SURE Report Data

The SURE Report data compares FTES revenues generated by a program/discipline to its direct costs. Also shown is a revenue-to-cost ratio. Programs with a ratio of greater than one are generating more in FTES revenue than they cost. Programs with a ratio of less than one are costing the District more than they earn. The cost data only includes direct costs faculty, supplies, etc. It does not include indirect costs such as administrative support, technology, facilities, utilities, etc. Overall, the programs must generate significantly more than they earn for the District to maintain its financial viability. There are many factors that impact this report. These include number of full-time faculty, number of associate faculty, pedagogical caps, room caps, amount of lecture and lab, and the cost of supplies required by the program. For this reason the ratio is worthwhile for departments to use to determine trend data. However, it not as useful for comparing departments to one another based on the large number of variables upon which it is based.

Part I - Program Percentage of Total District FTES

This section shows the percentage of the total District FTES that is generated by the program/discipline.

 

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