Administrative Unit Assessment | Institutional Planning

Academic and Educational Support Review Process

Ocean County College conducts periodic assessments of the effectiveness of programs supporting the student experience through the Academic and Educational Support (AES) Review Process. The purpose of this assessment is to ensure that non-academic units undergo a comprehensive, systematic, and rigorous evaluation regularly. The emphasis of the review is upon analysis of the unit’s contribution to the college’s mission and goals, effectiveness, cost-effectiveness, innovation, and description of services offered. The five-year review will also include a summary of assessment results with emphasis on how these results have been used to improve the unit’s effectiveness.

AES Schedule

AES Template

AES Review Rubric

Planning and Budget Council Review Process

Assessment is an ongoing activity that is expected to be part of each department’s annual activities and plans and is reported in the annual Planning and Budgeting Council (PBC) document. All departments articulate planning objectives that are clearly stated, assessed appropriately, and linked to mission and goal achievement. The PBC process ensures planning, resources, and improvements are aligned with each other and are sufficient for the institution to fulfill its mission and goals, continuously assess and improve its programs and services, and respond effectively to opportunities and challenges.

Mission:

The Planning and Budgeting Process allows administrative units to review their mission and goals, articulate their planning objectives for the upcoming fiscal year, provide updates to past planning objectives, and to submit new money requests.

The Planning and Budgeting Council (PBC) serves to link the planning and budgeting processes and to evaluate new money requests from units and divisions. The PBC is co-chaired by the Controller and Executive Director of Institutional Planning, Effectiveness, and Compliance.

Membership

The council consists of standing positions drawn from the college leadership as well as volunteers from the various constituencies of the college. A call for volunteers is sent out annually during the Spring Semester to fill vacant positions, volunteers are asked to serve for two years.

Co-chair	Permanent	Adjunct/Faculty/Lecturer	Two Year
Co-chair	Permanent	Faculty/Lecturers	Two Year
EVP	Permanent	Faculty/Lecturers	Two Year
VP e-Learning	Permanent	Faculty/Lecturers	Two Year
VPSA	Permanent	Faculty/Lecturers	Two Year
VPAA	Permanent	Administrator	Two Year
Co-Chair, GC	Permanent	Administrator	Two Year
M/T	Two Year	Administrator	Two Year
M/T	Two Year	Support Staff	Two Year

Responsibilities

PBC members are charged with reviewing all of the Unit planning documents, attending meetings with each Unit, and making recommendations on new budget requests to the Presidents Leadership Team (PLT).

The PBC meets in person approximately 6-9 times in the fall beginning in September. October is the busiest month with approximately 2 meetings per week, each of which will be 1.5-2 hours.

PBC Members are asked to rank new money requests using the criteria below.

Connection to the college’s vision, mission, and strategic plan
Betterment of the quality of the students’ experience at OCC
Number of students served
Justification in unit planning document
VP’s ranking of item
Cost effectiveness
Single or continuing impact on the budget
Innovation or enhancement of existing program
Suitability of the program to the institution’s effectiveness

Planning and Budgeting Council General Timeline

March	Planning template sent to unit leaders
April	Call for volunteers for vacant and expired positions
July	Unit leaders submit plans to area VP; (VPs must review, vet, and prioritize each submission)
August	Area VPs submit vetted and prioritized planning documents to PBC co-chairs
October	Planning Documents sent to PBC for review
October – November	PBC meets with unit representative to review documents
November – December	PBC votes on new money requests
January	Recommendations reviewed by Presidents Leadership Team
January – February	Budget approval by Board of Trustees
February – April	Board of School Estimates
March	PBC prioritization decisions sent to units