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Program Effectiveness & Planning Committee (PEPC)

Program Review

Access the current
Program Review System

DUE:  June 30th

Program Review is due on June 30th

Validations are completed on September 1st

Annual and Comprehensive Program Review 

The program review annual plan and program review process provides a foundation for planning and continuous institutional improvement. Through this process, programs are able to recognize their strengths and past achievements, identify areas in need of improvement, set goals and plan for the future. These efforts are data-informed, ongoing, systematic and institution-wide. Planning is be based on achievement and assessment data. The modules are reviewed through LAVCs governance process to ensure coordination and integration of various campus plans and initiatives. 

The program review process provides the framework for developing the institutional strategic plan that connects to the program's long term vision of student success to the college mission and  to other plans and accountability indicators such as accreditation, the Educational Master Plan and other campus plans. Annual plans and program review are the basis for resource requests and allow the college a means for linking budget and planning.

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Every year, all campus programs and services complete an Annual Program Review (formerly the annual plan). It is best to think of the annual program reviews as "mini" program reviews. Similar questions and information make up the Annual Plans and Program Reviews. Comprehensive program reviews occur every six years and should utilize the information compiled in previous annual plans. Annual plans focus on short-term planning while program reviews allow for more in-depth analysis and long-range planning.

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All programs completed a comprehensive program review in 2014-2015 as part of cycle 3.  The next comprehensive program review is scheduled for 2021.

As part of program review, each instructional program is also responsible for updating their course outlines every five years in a staggered cycle.  Any program that is not current with curriculum updates is considered not current in the program review cycle.

The Program Review process is fully documented in the Program Review Handbook (currently under revision to include the 2018 cycle updates - contact Christina Peter or Michelle Fowles for specific questions).

To access:

  • the current program review system: click here
  • Use Chrome or Firefox for best results.  Do not use Miscrosoft IE or Edge.

Previous Cycles

  • You may view prior cycles (through 2017) in the online system by clicking here. Selecting the year in the session dropdown menu.
  • Completed program reviews from cycles prior to 2014 may be viewed here.

Program Review Data

Program Review Resources

Frequently Asked Questions updated 4/12/18

  • Question

    Answer

    Q: When is it due? Program review is due on June 30th.  The system will close at 11:59pm on 6/30 and users will not be able to enter additional information.  The system will only be open for validation at that time.

    Q: What is program review?  Why do we have to do it?

    We are required to evaluate our programs and evaluate our ability to meet our institutional mission.  Program review is the core of our accountability, planning and resource allocation processes. 

    At LAVC, program review consists of both the Comprehensive Program Review (CPR), completed on 6 year cycle, and the Annual Program Review (APR).

    Visit the program review website for more information about the process: http://lavc.edu/Committees-Workgroups/pepc/programreview.aspx

    Q: Is program review due again if my area did it last year?

    A: Yes, we do annual program review (formerly annual plans) each year leading up to the larger comprehensive program review.  The focus is to identify short-term needs and establish goals based on annual data for student achievement and learning.

    Q: I can’t login.

     

    A: If you are experiencing login issues, this is likely due to your LAVC password needing to be reset. Once you have done that, your login for the program review system will automatically sync each time. OIE does not view or reset passwords.

    Use only the username portion of your email address  e.g. username@lavc.edu along with the password you use for email and computer login.

    Also, make sure you are not using Internet Explorer or Edge and that your browser is up to date. If you are still unable to login, please email Michelle Fowles.

    Q: I can’t see or click anything when I login.

    A: Make sure that you are not using Internet Explorer and that your browser is up to date.

    Click on the "role" ("Enter as...") below the program name to view modules. Click on the modules to view content.

    Q: Should I give others in my department my password or log them in so they can help?

    A: No! Never share your login information. Request that the additional users be added to the system.  Contact Michelle Fowles to add users.  The department chair or manager is responsible for the final submission. Never give out your password or log someone in to access the system.

    Q: When I login the information from last year is not there.

    The system will prepopulate the information from the prior cycle, except resource requests and some data that committees have determined needs to be enterred annually. 

    You will can access prior year's to view the information from previous cycles.

    You may view prior cycles (through 2017) in the online system by clicking here.

    Q: Can I use the system at home?

    A: Yes.  You do not have to be on campus to access the system.  You must login using your credentials.

    Q: Which modules are due for the current cycle?
    • CTE *if applicable
    • Viability/Self-Study * if applicable
    • Curriculum Update – Instructional areas only
    • Data – Enrollment – Instructional areas only
    • Data – Achievement – Instructional areas and areas with special populations
    • Facilities
    • Goals
    • Influences, Collaboration, Initiatives & Grants
    • Professional Development
    • Service Outcomes Update
    • Staffing - Instructional (Tenure Track)
    • Staffing - All other Student Learning Outcomes Update - Instructional areas only
    • Supplies, Operational/Instructional Materials, Misc. Technology & Equipment
    Q: Which modules does my area have to complete?

    Units are required to complete specific modules if they have instructional or noninstructional components.  Other modules may be required in a given year, given the status of its programs.

    Whether a unit is making a resource request or not, it is required to complete modules such as Facilities, Professional Develeopment, Staffing, Technology.

    Required Modules by Area

    Q: After the deadline can I see and print what I entered?

    A: The system is always available for viewing and printing.  You may also generate pdf reports. (*Use the menu button next to the area name or the Report button in the top right of Modules)

    Q: Do I have to use the data in the linked dashboards?

     

    A: You MUST use the data provided by OIE.  You may provide additional data that you feel is relevant. However, the review committees must see that you addressed the institutional data for your area.

    If OIE was not provided rosters or if your student populations are not currently flagged or tracked, no data would be provided. Contact OIE for further clarification and assistance.

    Data:

    Q: Do I have to do the Service Outcomes module?

    A: If your area provides a service (e.g. provides non-instructional services and support, runs a lab or other support unit), you need to complete his module. 

    If you do not have established service outcomes, complete the initial questions and leave the remainder of the module blank. 

    If you have an established outcome (check here and consult with Annie Reed to verify), you must complete your assessment and enter the results by the submission deadline.

    The cycle ends in Spring 2019.

    Q: Do I have to do the Survey module?

     

    A: Areas are not required to complete the survey module unless they have completed a survey for their area or a college survey has collected information relevant to their area.  We recommend surveys be done every 2-3 years for service areas and be included in the comprehensive program review. 

    Instructional areas complete surveys as part of the comprehensive program review cycle.

     

    Q: I don’t see the data I am supposed to use.

    A: The data dashboards and links are provided in the modules, on the program review system main page, on the program review page and the OIE Reports page.  Each area must select their department as a filter and review the appropriate information to address the questions.

    Attend OIE Walk-in hours or schedule a department visit for assistance with using the data tool.

    Q: What is the difference between long and short term?

    For the purposes of program review:

    • Short-term refers to issues and needs in the next 1-2 years. 
    • Long term refers to issues and needs in 3-6 years.

    Q: I don’t know what GL to put for a resource request.

    A: Consult with the LAVC Budget Office.

    Chart of Accounts – GL or Commitment Item Section - Tab 6

    Q: What resources should I be requesting?

     

    A: Any identified needs, immediate or long-term, should be included as a resource request in the appropriate module, regardless of the funding source (e.g. categorical, general funds).  Most resource requests entered in the current cycle will be used to develop the allocations and operational plan for the  fiscal year following the next.  (Spring 2020 program review informs the 2021-2022 budget). You should still include any existing needs that may be addressed as funding becomes available in the next fiscal year i.e. summer-spring following the program review submission).  Speak with your dean or supervisor about specific issues.

    Resource requests must be specific and include a dollar estimate.  Requests such as general office supplies are not appropriate for the process..

    Nonemergency requests that are not documented in program review are not part of the prioritization and allocation process.  Document your current and anticipated requests in program review.

    Q: How do I add a resource request? Within the appropriate module, you must click the Add Resource button.  Select from the resource type options for that module.  A pop-up window will appear.  Enter the necessary information for each item.

    Q: I don’t have any new resource requests, do I need to do anything?

    A: Requests must have a current date stamp for the cycle.  Requests without a current date will not be included in the report that is distributed for prioritization.

    Q: I am not sure where to put a specific resource request.

    A: Resource requests go in the following modules:

    • Facilities – requests for space or modifications to space
    • Professional development (training, travel, conferences etc. for all employee groups)
    • Staffing (Instructional tenure-track) – full-time tenure track positions only
    • Staffing – All Other – all classified, administrative, unclassified and hourly faculty requests
    • Supplies (Operational/Instructional Material and Miscellaneous)- materials for instruction and operational functions, additionally miscellaneous items such as memberships and contracts should be included in this module.
    • Technology & Equipment – hardware, software, networking/systems

    Some resource requests may overlap into multiple modules.  Special cases should be addressed with your dean or supervisor as they are responsible for prioritizing individual requests.  However, committees also review the requests for planning purposes and should be aware of any request that might have an impact on their area.  In these special cases it is recommended that you enter the request twice and note it as a duplicate with the appropriate justification.

    Q: I only see full-time employees when I import the employee list.

    A: The module only requires you to include the full-time faculty and regular staff in your unit. 

    *Adjunct listing is not required.

    Other entries must be enterred manually in the Staffing All Other module.  Discuss which employees to include with your supervisor after reviewing your organizational chart or staffing plan.

    Q:  I am missing employees when I import the employee list.

    A: The Import list is pulled at a point in time prior to program review opening so new employees may not be included. Also, check other areas if the position is organizationally under a  different unit.

    Part-time and temporary employees are not included on the current listing.

    Q: I am all done, how do I submit?

    A: The system is live.  There is no need to do anything other than notify your dean/supervisor (validator) that you are done entering information.  It is best to have discussions about goals etc. prior to the submission deadline.