ACCREDITATION '98

Saddleback College makes information on admissions policies, registration procedures and fees available to prospective students through the Schedule of Classes (Ref. 5.1), the Saddleback College Catalog (Ref. 5.2), the College Web Site at /, and various other program information packets. Admission is open to anyone who is a high school graduate, has a High School Equivalency Certificate or is eighteen years of age or older. In addition, admission is open to K-12 students, international students and transfer students, in accordance with state law.

The Schedule of Classes is available on-line and is mailed to every resident in the district. It is available in a number of locations on campus, and available by telephone request from the Office of Public Information. The Catalog is available for student use in the Counseling Office and the Center for Career and Life Development, may be purchased in the College bookstore, and can be ordered through the Office of Public Information. Admissions information packets are available for international students (Ref. 5.3), the Legal Assisting Program (Ref. 5.4), and Nursing Programs (Ref. 5.5), and can be obtained from the appropriate office.

Saddleback College follows practices that are consistent with the admissions policies approved by the Board of Trustees (Ref. 5.6) as described in the Schedule of Classes and Catalog. Beginning with the 1993-1994 Catalog, "New and Former Students" and "Continuing Students" were defined, and the applicable admissions/registration policies were described. The Catalog is updated each year.

The College's expanded access to the College Catalog and the Schedule of Classes includes local public libraries and all area high schools. The College continues to monitor and evaluate the admissions policies and practices to ensure consistent dissemination of information to its students and applicants for admission.

Saddleback College publishes, on an annual basis, both a Catalog and a Student Handbook which contain accurate and current information about its programs, policies, graduation requirements, refund policies, student code of conduct and due process procedures, the Academic Dishonesty Policy, and complaint and grievance procedures. The College also provides current information each semester in the Class Schedule, program brochures, flyers, and other printed material.

Saddleback College publications, including the Catalog, Schedule of Classes, Student Handbook, and numerous division/program brochures are readily available to both prospective and current students. These publications provide students with information that assists them through the application, matriculation, and registration processes. These publications either outline the complete Student Code of Conduct and due process regulations, or they provide information about which offices on campus provide copies of this information. The College also provides complaint and grievance procedures to address student concerns. Additional information regarding dates for fee refunds, course adds and drops, and withdrawal from a class is available to students in many publications. Information about graduation requirements and transfer to California State Universities, the University of California, as well as some popular private colleges and universities, is also available in both the Catalog and the Student Handbook.

Instructional and Student Services program brochures have proved to be an excellent information tool for prospective students, although keeping them stocked in various locations both on and off campus has been a concern. All divisions and several programs are highlighted on the College Web pages. The College plans to establish an application process via the Internet in the near future.

In Fall, 1996, Student Services established an Information Center Booth to provide information and directions during the first two weeks of the semester. The booth is staffed by Campus Safety, Admissions and Records, and Counseling Services and Special Programs personnel. This service has been well-received by both new and continuing students.

To enhance the flow of current and accurate information within the Student Services Program, there are weekly management and division meetings. Bi-monthly Student Services general staff and student government meetings review new processes and procedures designed to serve students better.

Two years ago the Office of Student Services established a working committee to create an internal Student Services Program and Information Guide to help College staff make appropriate student referrals. The Guide has a planned Summer, 1998, distribution date, but is not yet completed.

Student Services programs under the direction of the Vice President for Student Services include Admissions and Records, Counseling Services, Special Services (DSPS), Extended Opportunities Programs and Services (EOPS)/Cooperative Agencies Resources for Education (CARE), Matriculation, Job/Career Search Services, Career Guidance Services, Re-Entry Services/Women's Resource Center, Transfer Center, Articulation Office, Financial Aid, Child Development Center, Safety and Security, the Student Health Center, and the Associated Student Government. The College also maintains the College bookstore and a cafeteria. Although not organizationally within Student Services, the Learning Assistance Program provides tutoring services to any student enrolled at Saddleback College. These services are described in the Student Handbook (Ref. 5.7), the College Catalog, the Schedule of Classes, and assorted brochures and flyers.

Students with disabilities are referred to Special Services by faculty and through high school orientations and visitations and self-referral. The Special Services Program served over 1,350 students during 1996-1997 (Ref. 5.8). Students must provide documentation or complete an evaluation (learning disabilities) to be eligible for services, and to determine reasonable accommodations. Special Services and staff evaluations are available for students and faculty. Program objectives are reviewed and updated annually. An advisory committee made up of off-campus agencies, students, faculty, and administrators meets each semester to review program objectives.

The Safety and Security department provides general campus information, suppression of criminal activity, and response to incidents or emergencies twenty-four hours a day, seven days a week. Campus security meets frequently with representatives of the Associated Student Government to discuss student safety issues and procedures.

The Admissions and Records Office provides admission, registration, records evaluation, graduation evaluation, and transcript services to students. Applications may be filed in person or submitted by mail. Admissions and Records maintains daytime and evening hours four days per week and is open until 4:30 p.m. on Fridays. Bilingual personnel are available to assist Spanish-speaking students. Saddleback College offers telephone and in-person registration.

The Saddleback College Matriculation Program operates according to the College's Matriculation Plan (Ref. 5.9) and is housed within the Counseling Services and Special Programs Division. During the 1996-97 academic year, 3,748 students were assessed and 3,347 received orientation and advisement services through matriculation (Ref. 5.10). Students complete the Student Services Survey, which provides information used in course placement. Data obtained through assessment are used by counselors during advisement to recommend and refer students to appropriate College programs and services.

Counseling Services, including academic, career and personal counseling, are provided by generalist counselors though individual appointments, drop-in sessions, topic-oriented workshops, and in Applied Psychology classes. Bilingual counselors are available for Farsi- and Spanish-speaking students. Specialized counseling is provided for athletes, F-1 students, and students from underrepresented groups. Separate counseling services designed to meet the unique needs of disadvantaged and disabled students are available through the Special Services and EOPS/CARE Programs. The Summer Bridge Program, which is coordinated by the Transfer Center, provides services to at-risk high school seniors who are planning to enroll at Saddleback College. The Office of Relations with Schools (ORS), organized by a generalist counselor, coordinates High School Counselor Information Day, College Nights at local high schools, and the Student Ambassador Program.

The Job/Career Search Services, Career Guidance Services, and Re-Entry Services/Women's Resource Center programs combine to form the Center for Career/Life Development (CCLD). The CCLD provides assistance to students needing help making career and life decisions. The Transfer Center is located within the CCLD and provides information and assistance to students preparing to transfer to a four-year university. The Transfer Center sponsors College and University Transfer Day, transfer and application workshops, and arranges for representatives from colleges and universities to visit and meet with prospective students. The Transfer Center also provides on-line application for its University of California-bound students (Pathways) as well as CSU-bound students (CSU MENTOR).

Health services are available to Saddleback College students through the Health Center, which is staffed by a full-time registered nurse. A part-time physician and clinical psychologist are available by appointment for preliminary diagnosis, health counseling, and referral.

The Child Development Center provides programs for children from 2 1/2 through 5 years of age. Priority is given to children of Saddleback students carrying six or more units, however, children from the general community are also encouraged to enroll.

EOPS is an access and retention program which assists low income and educationally disadvantaged students. Students are identified through various means, including the financial assistance office, counselors, faculty, self referrals, and high school outreach. This program serves over 450 students annually (Ref. 5.11). The program provides book and cash grants, financial aid application assistance, counseling, basic English and math tutoring, and priority registration. The students must meet specific income guidelines and be eligible for the California Board of Governors' grant.

The Learning Assistance Program (LAP) and the Interdisciplinary Computer Center (ICC) include a campus-wide tutoring program and a computer-based writing lab.

A new case management software program has been installed and is scheduled to be implemented this year. The program will provide data on services related to student success. The new College-wide data system will integrate Management Information Systems information with student data from other College departments and services.

Special Services (DSPS) participated in a program review in Spring, 1998, conducted by the Chancellor's Office of the California Community Colleges. Improving faculty and student awareness of disability issues through activities such as Ability Awareness Days are high priorities for the Special Services Program.

A modular building (BGS Annex) has been acquired in order to provide matriculation assessment and orientation services more efficiently to large groups of students. The Early Bird Program was designed and implemented to extend matriculation services to prospective high school students during the spring of their senior year. Within the matriculation process, an Early Alert component has been instituted to identify potentially unsuccessful students and provide them with counseling and/or support services. Matriculation office hours are extended to provide evening services during the first two weeks of each semester.

Providing counseling services in a timely manner for all students continues to be a problem due to the shortage of counselors. Saddleback College continues to be below a state-recommended ratio of 1 counselor per 1,000 students. Although in real numbers there are 17.5 FTE generalist counselors, subtracting for time spent on load teaching assignments results in the equivalent of 13.5 FTE generalist counselors to counsel over 18,400 on-campus students. Generalist counseling services are available to students until 8:00 p.m., Monday through Thursday.

EOPS program evaluation is completed through an annual state report, by exit interviews done annually with each EOPS student, and by formal program review by the State Chancellor's office and various other efforts to improve program outcomes. EOPS reviews and sets goals annually. Rates of transfer and completion of certificates and degrees are compiled for review and used as success measures.

CARE is an educational support and assistance program within EOPS. It is designated for single head-of-household parents on Temporary Assistance to Needy Families (TANF), which will soon become part of the CalWORKs project. A CARE advisory committee, which includes student representation, meets semi-annually.

The administration, faculty, and staff recognize the need for a comprehensive student tracking system to evaluate student needs and success rates. An automatic student tracking system, using Title III funds, is scheduled to be implemented in 1998.

Student representatives are appointed by the President of the Associated Student Government (ASG) to serve on various College committees.

Student participation on committees is historical, but consistent committee participation (and transition from one student representative to the next) remains a challenge. Better methods for the timely identification of student representatives and compatible meeting times are necessary.

The process of seeking student input through a formal vote by the ASG can be complicated. Technological improvements throughout both the College and the District (e.g., student e-mail, College and District Web pages, and computerized scheduling) should enhance and improve student communication and participation.

The Admissions and Records Office is responsible for the admission and enrollment of all students at the College. The application process is one that ensures that all eligible students are admitted to the College. Specific student data is collected to assist in attracting a diverse student body. Students requiring assistance in the admission process or in registration are given priority registration and are referred to the appropriate student services programs. Each division is responsible for the validation and review of assessment instruments which it submits to the Office of Matriculation.

One of the duties of the proposed Dean of Development, Research and Planning was to work with the Matriculation Coordinator to conduct a review of the assessment instruments used in ESL and English placement in Fall, 1998. They were also to develop an assessment review grid with specific timelines and objectives. At the February 17, 1998, meeting, the Board of Trustees rejected the proposal to establish the positions of Dean of Development, Research and Planning at both Saddleback and Irvine Valley Colleges. The Board, however, did give some indication that it might be willing to reconsider establishing the positions at a later date.

In the meantime, research and development continues to be undertaken sporadically. Due to lack of statistical and analytical support, many divisions that submit assessment instruments to the Office of Matriculation are unable to review those instruments regularly. The Office of Matriculation has delegated $14,000 of a $144,000 Non-Credit Basic Skills allocation from the state to hire a researcher whose prime objective is to provide a review of the assessment instruments used in ESL and English placement. There is no funding for current review of each division's assessment instruments.

Saddleback College made a commitment to centralize all student services in one location when the Student Services Center (SSC) was built in 1990. This has greatly increased the accessibility of services to students. The SSC houses Student Development and the ASG, Admissions and Records, Financial Assistance, EOPS/CARE, Special Services, DSPS, the Center for Career/Life Development, which includes the Re-Entry/Women's Center, Career Services, Career Guidance and the Transfer Center. Also in the SSC are Counseling Services, Matriculation, the College Bookstore, the College Cafeteria, and the office of the Vice President for Student Services. Most departments are open from 7:30 a.m. to 8:00 p.m. Monday through Thursday and from 7:30 a.m. to 4:30 p.m. on Fridays.

Students can access the College Catalog and the Schedule of Classes on the College's Web site. Students can register for classes and gain access to their final semester grades by telephone. On-line delivery of information to students includes applications for financial assistance, the use of computerized articulation through Project ASSIST, Project Pathways, an on-line application and College link to the Universities of California, CSU MENTOR, career guidance tests, and job search services through Job Trak.

Future plans include the development of a relational student information system. Saddleback College has recently received a Title III grant for the development of a comprehensive student services tracking system.

Over the past five years the student population of Saddleback College has grown more diverse (Ref. 5.12). Student Services programs have attempted to address the academic, personal, and vocational concerns of changing student demographics within limited budget and staffing constraints.

Staffing issues continue to be a challenge for all Student Services programs. Due to funding restrictions many vacant faculty and classified positions have gone unfilled. The duties associated with those positions have been reassigned to remaining staff members. As a result, workloads have increased, sometimes doubled, in order to try to maintain the same level of services to students.

Computer utilization has enhanced the means of service delivery to students.

With District assistance, the Student Financial Assistance Office has converted to Powerfaids, a College Board stand-alone financial aid management system.

Counselors' ability to provide information to students has been enhanced by project ASSIST, a computerized articulation program. Other computerized information includes College catalogs and career information.

An Early Alert program was developed in 1991. Instructors use coded class rosters to send personalized messages to students who are experiencing academic difficulties. This program provides students with valuable timely information about their academic progress and refers them to appropriate College support services and resources.

Since 1992 the College has established a comprehensive Transfer Center. The College has established a half-time Transfer Center Coordinator position, and provides funding for an Underrepresented Student Coordinator and a program assistant to facilitate transfer activities at the College. Saddleback College and the District, in conjunction with University of California, Irvine, conducted the first on-line application to the University in 1994.

The College has established an International Student Center on the campus. As a result, the number of foreign students attending Saddleback College has increased to more than 200 (Ref. 5.13).

Students are able to register, add/drop classes, and obtain semester grades by telephone. Telephone problems have yet to be addressed in both the Admissions & Records Office and the generalist counseling office. The telephone communication system needs to be improved to provide better student access to services.

Saddleback College has instituted a number of programs and services that support an increasingly diverse student population. These include the Cross Cultural Studies program/Cross Cultural Center and International Education Centers, Associated Student Government sponsorship of programs designed to promote sensitivity and understanding of gender, cultural, racial and disability-related diversity, such as Black History Month, Disability Awareness Week, Multicultural Experience, and Women's History Month, a Student Equity Committee, and a Director of Special Services to coordinate and facilitate programs and services that address the needs of individuals with disabilities.

Saddleback College has made progress toward creating a campus climate that provides education and support for diversity. The establishment of the Cross Cultural Studies Program and the International Education Program, the creation of more diverse curricular offerings, and the advocacy for greater diversity on campus serve as indicators of this progress. Despite these advances, some concern has been expressed about the merger of both the facilities and the supervision of International Education with the Cross Cultural Center. When the Cross-Cultural Program was first established, it was run by a faculty coordinator working on 60 percent reassigned time. The International Studies Program was a separate entity run by a coordinator working on 40 percent reassigned time. The Fall, 1997, merger of both programs and supervision of both programs were cited as a cost-saving measure. The reduction in reassigned time for the current coordinator, essentially doing two jobs at 40 percent reassigned time, is seen as being detrimental to the viability of both programs. Because the student populations served by these two programs are separate and distinct, with no overlap, it is critical that these programs return to their former separate and distinct existences. With the recent dramatic changes in both District and College administration, there is also concern as to the stability of funding and support for both programs.

Saddleback College will continue to serve an increasingly diverse population. The College must continue to hire faculty members who understand the need for diversity. Curriculum development must respond to the needs of a more diverse student population and the Cross Cultural Studies Program should be in a position to serve the needs of a larger segment of the student population.

Saddleback College supports a co-curricular environment for students that includes 49 student clubs and honor societies, a monthly Humanities Hour, athletic programs, cultural activities, forensics programs, music performances, theater productions, a student newspaper, and College guest speakers. The student clubs allow students to participate in and contribute to the life and interests of the College and the community. The ASG offers an opportunity to promote the intellectual, social, and civic welfare of students through the proper and effective exercise of self-government. The College offers a student leadership course, APSY 166, which addresses diversity, ethical, and organizational issues. The ASG manages a budget of roughly $600,000 dollars and provides financial support for campus activities such as the annual scholarship ceremony and for student travel for state and national competition. In addition, it provides funding for student leadership training.

Student support on committees provides positive contributions to College life, with students playing an identifiable role in the decision-making process at the College. The success of campus clubs rises and falls with each school year. A real challenge is to maintain the continuity and stability of these clubs, the composition and direction of which changes with the influx of new students each year and with the change of club leadership.

The Admissions and Records Office is the College's official custodian of student admission and academic records and works with the District and other College departments to provide information, data, and access to student records. These records are permanently maintained in several forms. The College has worked with District Information Resources to provide a computerized backup system of student data and academic records. To ensure confidentiality, the College makes every effort to enforce current District and College policies prohibiting the release of student information without prior student notification.

The current electronic data retrieval system is secured by workstation passwords. The Office of Admissions and Records has initiated additional security measures to restrict access and to ensure confidentiality of student records. Additional electronic passwords, security gates, electronic buttons, door locks, door combinations, and limited key access have been implemented to restrict access to the Admissions and Records work areas. The office maintains fireproof locked file cabinets for historical documentation of some, but not all, student records. Limited electronic storage is provided when resources are available.

Access to student data has been accomplished through verbal requests to the College Data Processing Unit of the Office of Admissions and Records and the District Information Technology Department. The Data Processing Unit is developing a formal data-request process to provide appropriate access to student information, and to prevent the release of unauthorized student information.

The Admissions and Records Office has implemented a student transcript processing system using security paper in transcript production which will minimize unauthorized transcript production.

Access to and maintenance of Students records still need to be addressed, perhaps by implementing a more aggressive plan for advancing the electronic storage and access of student records and files. Additional resources must be identified to effectively support the scanning of student records. Access, retrieval, and maintenance systems for international student records must be developed to ensure the appropriate maintenance of these records and effective support services for these students.

There continue to be concerns about unauthorized access to students records. The record file room and the common work areas containing student records must be made more secure. The College adheres to its policies, procedures, state and federal guidelines, and legislation regarding the preservation, security, and confidentially of student records, regardless of the form in which the records and files are maintained.

The District mail and warehouse system needs improvement to ensure maximum security of the receipt and delivery of transcript forms. The Admissions and Records office has implemented a physical locking system with restricted access to transcript forms and equipment to assist in preventing the production of unauthorized transcript documents.

Each office in Student Services evaluates its programs and services. Goals and objectives are developed each year and included with those of the instructional divisions, which become part of the College goals, as defined in the College Catalog.

The Student Services departments conduct their own research to determine student satisfaction, including student evaluations and assessment of student needs and outcomes. Departments rely on input from classified staff, and they follow all federal, state, and institutional policies, procedures and mandates regarding evaluation of services.

Each semester departments within the Counseling Services and Special Programs division distribute a survey to every student visiting these offices. The survey asks the student about the type and quality of the visit. Advisory committees for EOPS and Special Services meet annually and provide input.

In compliance with Title V regulations, the EOPS participants annually complete a program evaluation. The Health Center staff evaluates its services on an annual basis.

Safety and Security leadership and staff employ a participatory team evaluation to improve the effectiveness of an existing service or to determine the resources needed to add a service.

The Child Development Center staff evaluates services in order to meet the accreditation requirements of the National Academy for the Education of Young Children.

The Financial Assistance Office is evaluated daily by management and staff. Low Cohort Default rates in the loan programs and clean financial reports are evidence of proper administration of the financial aid programs.

During the first two weeks of March, 1997, each department within Student Services completed a survey (Ref. 5.14), in order to provide empirical data in response to this standard. Survey responses indicated that the services provided were appropriate, adequate and effective.

Admissions and Records services and procedures are reviewed, assessed, and improved by regular staff meetings, input from the instructional Deans, College administration, students, and other members of the academic College community.

Results from the Institutional Effectiveness Survey indicate that every department perceives that the services provided are appropriate, adequate, and effective for the students of Saddleback College.

Although each department is unique, there is a need for a coordinated and consolidated effort for systematic program evaluation in the Student Services division. The previous self study indicated that Student Services lacked a comprehensive planning and evaluation process on a College-wide basis. Implementation of new information management systems along with student tracking will provide for a comprehensive planning and evaluation process for the Student Services division and the College as a whole.

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