PK !NN _rels/.rels PK {TbMyyword/document.xml Non-Instructional PPA: SA - Admissions & Records (A&R) PPA Review Narrative2021 - 2022 GENERALName and Title of ManagerMaria Ceja, Dean of Student Affairs Ĵýment ServicesDate Submitted to VP03/24/2022STUDENT SUCCESSHow does your service/office/non-instructional program focus on students?The Admissions & Records Department isthe only department on campus that serves allstudents on campus each year. The services our department provides are at the core of the institution which is the application for admission, all registration transactions (add/drops), graduation, transfer verifications, and transcripts, etc. In addition, we process grade changes, incomplete forms, etc.We provide enrollment services in response to trends of our diverse community and offer these services at our Main campus, Alisal Education Center,King City Education Center, SoledadEducation Center, and as of Spring 2023 the Castroville Education Center. Four of thesites are equipped to serve our bilingual community and assist students face-to-face, by phone, email, presentation style, virtual front desk, and at community and high school events. The CastrovilleEducation Center does not have any staffing this Spring 2022 semester, however, we hope in the near future, we will be able to provide in person services.How does your service/office/non-instructional program support students in: a. Completing their program/educational goal? b. Completing their program on time? Is there more that it can do?The Admissions & Records team provides customer service to prospective students via in-person,phone,email, & virtual front desk. The team answers questions and guides, prospective students, through the admissions process, course registration, and answering any questions they may have and provide referrals. Our team assist and refers students to the Counseling department to assis students in transferring credits from other colleges/universities that can help them fullful major requirements. In addition, our team works closely with the Counseling team in course to course evaluations, prerequisite challenges, etc. to help students complete their programs of study faster. Our team also assist students applying for graduation and works with students missing requirements by notifying them of what they are missing and guiding them to their next steps.We are working with other campus partners in improving the Degree Audit functionality of the Colleague system which will help us easily identify students that have met major requirements in order to notify students that they are ready to graduate.Based on the mission of your service/office/non-instructional program, describe how you offer 'equitable services' to different student groups at Ĵý?The Admissions & Records Office works collaborativelly with the Financial Aid Office in order to better serve students. We understand that financial aid has a direct impact in student success. Our Ĵýment Services Specialists are trained in both Admissions & Records and Financial Aid in order to better serve students and reduce the referrals that are made between offices. Our teams are also bilingual in English and Spanish and are able to explain processes to students in both languages. This is important because we serve a high number of first generation college students that are Latinx whose parents speak Spanish. Also, we serve students learning ESL who only speak Spanish and our teams are able to assist them and refer them accordingly. Our office also works closely with different support programs on campus to referstudents such as Mi Casa, DSPS, EOPS, veteran services and Counseling to name a few programs.Describe the services that your program/service/office has offered to the Disproportionately Impacted (DI) student groups outlined in the 2020-21AY Summary of the Strategic Plan, which includes: American Indian/Alaskan Native, Foster Youth, Hawaiian /Pacific Islander, and/or Some other race.Admissions and Records serves all students via different modalities. During the COVID-19 pandemic we began serving students via email and virtual front desks. Begining in February 2021 we began offering services in person again, and have continued to serve students via email and virtual front desks. By serving students via email and virtual front desks we are able to reach students that cannot come to the main campus or educaitonal centers, working adults, and making the services more accessible to students. Now students can email their forms for processing or ask a question via email and receive a response the same day or next day. Students can also ask questions via our virtual front desk without having to visit in person. This has expanded access to students. Access that pre-pandemic did not exist.We also work closely with the Rising Scholars program that serves inmate students by processing admissions applications, registration and financial aid forms that allow inmate students to further their education.Are there any Disproportionately Impacted (DI) groups that are currently NOT being served by your program/office/service? What resources would you need to better serve these student groups? Admissions & Records processes are complicated and often times might feel burdensome to students. We might not be serving students that might be concerned to share sensitive information such as imigration status with our office. As students are applying to the college and they fill out the CCCApplication, the application in itself is long and complexed. Students might be discourage from applying to the college and therefore being disproportionately impacted by not having access to higher education.Please describe any equity gaps that were not identified and/or discussed in the questions above, based on your experiences at Hartnell.Its difficult to think about equity gaps we might have. Perhaps we might not be serving students well students with limited technology skills or access to technology. When we speak with students that might have limited technology skills, our office does its best to guide students on what they need to do, or refer them to come in person and we have computers available in our lobby to guide them.SERVICE AREA OUTCOMESPlease describe any meaningful outcomes that have been achieved from the SAOs outlined in the prior academic year.In Spring 2021 we were unable to administer surveys to students due to the COVID-19 pandemic. We will be adeministing surveys to students this Spring 2022 and will report the results.Did the activities from the prior academic year, and any subsequent dialog lead to significant change in the effectiveness and/or efficiency of this service/office/non-instructional program during the current academic year? Please describe any resources that may help/have helped you overcome these challenges.The surey has not been implemented and analyzed. Once the information is available, this question will be updated.What factors and/or challenges have influenced the effectiveness of your service/office/non-instructional program (e.g. staffing, equipment, facilities, etc.) over the last three academic years?Over the last three years we have been improving the effectiveness of the Admissions & Records Office. In 2020 we were impacted by the COVID-19 pandemic which forced us to rethink the way we serve students. Since 2020 we have been providing student services via email and virtual front desk in addition to in person and over the phone. Over the same time period while we have been streamlining our processes and services, we have had many changes in staffing due to people vacatig 5 positions. This had many undue hardships in our ability to provide timely services to students. Furthermore, as new educaitonal centers have opened, we have had to send staffing from Main Campus to the education centers. This in return means there are fewer staffing on the Main Campus.SIGN OFF / APPROVALI have certified that the information above is complete and is represented accurately. 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