Program Review-Secretarial Science

AP Full Official:Certificate of Achievement in Secretarial Science

Campus: Pohnpei Campus

Completed by: Phyllis Silbanuz

AP Review Submission Date:April 22, 2014

AR Review Cycle: Fall 2012-Fall 2013

1. Program Mission

   The mission of the Certificate of Achievement Program in Secretarial Science is to prepare students for entry level office jobs and to upgrade general skills in secretarial work, decision making and problem solving for office secretaries who are already in the workforce.

2. Program Goals

   Program Goals:
   

   1. Develop basic knowledge and skills essential for employment and career advancement as an administrative assistant and in related fields;
   2. Develop fundamental knowledge and skills essential for the pursuit of degree level course work in secretarial science or related field.
   3. Develop intellectual and critical thinking skills to become effective learners and well informed citizens.

   Program Learning Outcomes:
   

   1. Apply proper bookkeeping techniques in an office.
   2. Demonstrate general computer competence and information technology literacy.
   3. Demonstrate proper office procedures and management techniques.
   4. Communicate effectively in English for business purposes.
   5. Perform business computations and apply logic as needed.
   6. File documents properly and use common office machines.

3. Program History

   The certificate of achievement program in secretarial science was added to the COM-FSM offerings in December 2001. In August 2006, the USDOL office branch in Hawaii determined that the program was comparable to its office manager program hence approved it as an apprenticeship program. During the same year, the College hired a full time instructor to teach business and related courses in the secretarial science program at Pohnpei Campus.

   Since the program’s inception enrollment had been very low and continued to decline until the Fall 2007 semester. Data showed enrollment of zero after Fall 2001 until Fall 2006. In Fall 2007 interest in the program started to happen but the enrollment was still minimal.

   Enrollment continued to gradually increase to 62 in 2011, decreased to 59 in 2012, and increased again to 79 in 2013.

4. Program Description

   The certificate program in secretarial science is designed to prepare students for the entry-level office jobs most frequently and most widely available today, as well as for those who are already working and wish to upgrade their skills in making decision and solving office problems.

   The Certificate of Achievement in Secretarial Science shares some courses with the COA in the Bookkeeping program.

5. Program Admission Requirements

   High school graduates or those who pass GED are eligible for admission into the program.

   All candidates must take the COMET.

6. Program Certificate/Degree Requirements

   Program Requirements

           Major Requirements:....................34 credits

   BK 095 Bookkeeping I (3); BK 096 Bookkeeping II (3), BU 095 Filing; Office Procedures (3); BU098 Business Math (3); BU 099b Practicum (3); CA100s Computer Literacy for Secretaries (4); CA101s Computer Applications for Secretaries (4); ESL/BU 095 ESL for Business I (4); ESL/BU 096 ESL for Business II (4); SS 100 World of Work (3)

   Suggested schedule:
   First Semester
   ESL/BU 095 ESL for Business I (4)
   BK 095 Bookkeeping I (3)
   BU 098 Basic Business Math (3)
   CA100s Computer Literacy for Sec (4)
   SS 100 World of Work (3)

   Second Semester
   ESL/BU 096 ESL for Business II (4)
   BK 096 Bookkeeping II (3)
   BU 095 Filing, Office Procedures (3)
   CA101s Computer Applications for Sec (4)
   

   Summer Session
   BU 099b Practicum (3)
   

7. Program Courses and Enrollment

   BU 099b Practicum

   Course	2012.3	2013.1	2013.3
   BK 095	30/P1, 16/P2	27/P1, 28/P2	25/P1, 21/P2
   BK 096		22/P1
   BU 095	28/P1		27/P1, 26/P2,25/P3
   BU 098	25/P1, 26/P2	27/P1, 24/P2	25/P1, 25/P2
   BU 099b	10/P1
   CA 100s	26/P1		22/P1
   CA 101s		20/P1
   ESL/BU 095	25/P1	25/P1, 25/P2	25/P1,24/P2, 14/P3
   ESL/BU 096	24/P1	20/P1	16/P1
   SS 100	30/P1, 28/P2	28/P1, 27/P2,27/P3	25/P1,27/P2,17/P3

   
   

8. Program Faculty

   FACULTY	RANK	DEGREE LEVEL	SCHOOL
   Debra W. Perman, Chair BK 095/096, BU 100	Associate Professor	MBA	Walden University
   Cindy Pastor, ESL/BU 095	Instructor	MA	University of New Orleans
   Jean Ranahan ESL/BU 095/096	Instructor	M.Ed.	University of Maine
   Joyce Roby BU 095, BU100	Instructor	BA (in progress)	Michigan State University
   Anna Olivia Dela Cruz BU095	Instructor	BS	St. Paul University
   Phyllis Silbanuz BU095, CA095	Professor	MSCIS	University of Phoenix
   Semens James ESL/BU 095	Instructor	MA	United States International University
   Shirley Jano, BU 097	Instructor	M.Ed.	San Diego University
   Stanley Etse BU 098, MS 095	Instructor	M.A.,M.Ed	Capella University/University of Hawaii at Manoa
   Taylor Elidok SS 100	Instructor	MA, Education	San Diego University
   Katherine Schulte MS 095	Instructor	MA	Western Governors University

   
   

9. Program Indicators

   1. Assessment of course student learning outcomes of program courses

   Fall 2012

   COURSES/ENROLLMENT	SLO1	SLO2	SLO3	SLO4	SLO5	SLO6	SLO7	SLO8
   BK 095/44	100%	90%	53%
   BK096	Not offered
   BU095/27	77%	77%	77%	77%	77%	77%	77%	77%
   BU098/25	88%	88%	88%	88%
   BU 099b/10	100%	100%	100%	100%
   CA100s/25	88%	88%	100%	92%	100%	100%	92%
   CA101s	Not offered
   ESL/BU095/20	95%	85%	100%
   ESL/BU095/20	60%	100%	100%	100%
   SS 100/58	95%	100%	100%	100%

   2.Assessment of program student learning outcomes

   -AY 2012-2013
   The Secretarial Science Program certificate assessed all six (6) PLO questions designed to determine the employability of the students and continuity of the program. All 10 courses were assessed based on a passing scale of 70%, a "C" or better.
   

   1. PSLO #1: Assessment based on BK 095, BK096, and BU099b
      
      • 77 out of 120 students or 64% passed with a "C" or better.
   2. PSLO #2: Assessment based on CA100s, CA101s, and BU099b
      
      • 46 out of 53 students or 87% passed with a "C" or better.
   3. PSLO #3: Assessment based on BU095 and BU099B
      
      • 33 out of 36 students or 86% passed with a "C" or better.
   4. PSLO #4: Assessment based on ESL/BU095, ESL/BU096, SS100, and BU99b
      
      • 182 out of 223 or 82% passed with a "C"or better.
   5. PSLO #5: Assessment based on BU098 and BU099b
      
      • 46 out of 57 students or 81% passed with a "C" or better.

   3.Program enrollment (historical enrollment patterns, student credits by major)

   Enrollment by Major and Campus

   Major	Degree	Term	Pohnpei		Major	Degree	Term	Pohnpei
   Secretarial Science	CA	Fall 2012	37		Secretarial Science	CA	Fall 2012	325
   Secretarial Science	CA	Spring 2013	28		Secretarial Science	CA	Spring 2013	51
   Secretarial Science	CA	Fall 2013	51		Secretarial Science	CA	Fall 2013	479
   Total			116		Total			1091

   
   

   4.Average Class Size

   Fall 2012	Term	Section	EnrollMax	Enrollment	EnrollRatio	AvgClassSize
   Secretarial Science (CA)	Fall 2012	6	77	70	90.90%	11.7
   Secretarial Science (CA)	Spring 2013	4	70	49	70.0%	12.3
   Secretarial Science (CA)	Fall 2013	5	56	32	57.10%	6.4

   5.Course completion rate

   Term	Campus	Subject	Count Ofidentity	ABC or P	ABCD or P	%ABC or P	%ABCD or P
   2012	P	BK 095	71	32	47	45%	66%
   2012	P	BK 096	20	9	14	45.0%	70.%
   2012	P	BU 095	78	47	58	60.0%	74.%
   2012	P	BU 098	101	69	77	68.0%	76.%
   2012	P	BU 099b	10	10	10	100.0%	100.%
   2012	P	CA 100s	51	36	40	70.6%	78.4%
   2012	P	CA 101s	25	23	24	92.0%	96.0%
   2012	P	ESL/BU 095	75	40	52	53%	69%
   2012	P	ESL/BU 096	41	26	33	63%	80%
   2012	P	SS 100	134	108	121	81%	90%

   
   

   Term	Campus	Subject	Count Ofidentity	ABC or P	ABCD or P	%ABC or P	%ABCD or P
   2013	P	BK 095	102	56	76	55%	75%
   2013	P	BK 096	22	14	17	64.0%	77.%
   2013	P	BU 095	78	48	56	61.5%	71.8%
   2013	P	BU 098	101	71	81	70.0%	80.%
   2013	P	CA 100s	22	18	21	82%	95%
   2013	P	CA 101s	20	17	18	85%	90.0%
   2013	P	ESL/BU 095	113	56	74	50%	65%
   2013	P	ESL/BU 096	36	29	34	81%	94%
   2013	P	SS 100	172	137	130	80%	76%

   
   

   6. Student persistence rate (semester to semester)

   Table IV -Student Persistent Rate

   Major Descriptive	Degree	New Students FT 2011_3	Students 2012_1	Students 2012_3	Persistence Spring 2012	Retention Fall 2012
   Secretarial Science	CA	22	21	11	95.5%	50.0%
   Major Descriptive	Degree	New FT Fall 2012	Persisted Spring 2013	Retained Fall 2013	Persistence Spring 2013	Retention Fall 2013
   Secretarial Science	CA	15	15	10	100%	66.7%3

   Source of Document COMFSM Student Service Record

   
   

   7. Student retention rate (Fall-to-Fall for two-year programs; Fall-to-Spring for one-year programs)

   Table V-Student Retention Rate

   Major Descriptive	Degree	New Students FT 2011_3	Students 2012_1	Students 2012_3	Persistence Spring 2012	Retention Fall 2012
   Secretarial Science	CA	22	21	11	95.5%	50%
   Major Descriptive	Degree	New FT Fall 2012	Persisted Spring 2013	Retained Fall 2013	Persistence Spring 2013	Retention Fall 2013
   Secretarial Science	CA	15	15	10	100%	66.7%

   
   

   8. Success rates on licensing or certification exams (CTE, TP, Nursing, etc)

   None

   9. Graduation rate based on yearly number

   Graduates ⁴

   Major	Degree	AY2010/11	AY2011/12	AY2012/13
   Secretarial Science	CA		2	7

   Graduate Rates

   Major	Degree	Cohort	New Full Students	Graduation Rate 100%	Graduation Rate 150%	Graduation Rate 200%
   Secretarial Science	CA	Fall 2009FT	5	0.0%	0.0	0.0%
   Secretarial Science	CA	Fall 2010FT	28	0.0%	3.6%	td>

   10.Students seat cost

   No Data

   11. Cost of duplicate or redundant courses, programs or services

   No Data

   12. Students' satisfaction rate

   No data for Pohnpei Campus, only Chuuk Campus 100%

   13. Alumni data

   Palasko, Shirlyann
   Fall 2012
   Certificate of Achievement-Secretarial Science

   Obispo, Viola
   Spring 2013
   Certificate of Achievement-Secretarial Science

   Pelep, Sunaileen
   Spring 2013
   Certificate of Achievement-Secretarial Science

   Oliver, Pernisy
   Summer 2013
   Certificate of Achievement-Secretarial Science

   Peter, Selihner
   Summer 2013
   Certificate of Achievement-Secretarial Science

   Augustine, Gloveera
   Fall 2013
   Certificate of Achievement-Secretarial Science

   Salik, Rayleen
   Fall 2013
   Certificate of Achievement-Secretarial Science

   Stephen, Ingrod
   Fall 2013
   Certificate of Achievement-Secretarial Science

   14. Employment data and employer feedback (employer survey)

   No Data

   15.Program added or cancelled at nearby regional institutions (PCC, GCC, Hawaii schools, UOG, CMI, NMC)

   Guam Community College-Two programs might be equivalent although the classes offered might be too advanced for our students as they start from 100-200 levels:

   The Certificate in Supervision and Management program prepares students for entry-level and assistant management positions in supervision and management. 37 credits Office Technology Certificate: This certificate is designed for the purpose of upgrading the competencies of clerical and secretarial employees to facilitate advancement. 39 credits

   GCC Data 6/5/2014
   http://catalog.guamcc.edu/preview_program.php?catoid=4&poid=207&returnto=753
   http://catalog.guamcc.edu/preview_program.php?catoid=4&poid=204&returnto=753

10. Analysis and Recommendation

    Finding
    This section provides discussion of information discovered as a result of the evaluation such as problems or concerns with the program and what part of the program is working well and meeting expectation.

    1. PLO1 results need to be improved to meet the target of 70% or better.
       
       • Textbooks has to be determined whether it's appropriate for BK 095 and BK 096
       • Computer aided projects/exercises not being done due to students' unfamiliarity with technology tools.
    2. PLO2 needs modification to maximize time and student's ability to assimilate information
       
       • CA100s can include presentation applications
       • CA101s can delete presentation application to allow students to fully practice and comprehend spreadsheet and database concepts
    3. PLO3/PLO6 will be more effectively assessed if students have technology skills before taking BU 095
    4. PLO4
       
       • ESL/BU instructor indicated that it's hard to assess listening/speaking skills based on SLO2.1 and 2.2.
       • Textbook is also questioned whether it's appropriate to the reading level of students.
    5. PLO5
       
       • BU098-students who are tested into MS099 need not take this course. Pre-requisite courses should include MS095 and BK095.

    (Secretarial Science PAS for AY 2012-2013)

    6. Statistics might be inaccurate because students enrolled in courses shared by both programs can either be Bookkeeping or Secretarial Science majors.

    Recommendation:

    This section provides recommendations from the program on what to do to improve or enhance the quality of program and course learning outcomes as well as program goals and objectives. This section should also include suggestions that describe how the program might be able to create opportunities for a better program in the future. Some examples are exploring alternate delivery mechanisms, forming external partnerships, or realigning with other programs.

    1. Recommendations for the Program:
       
       • Recommended changing textbook for BK since accounting for merchandising corporation is too challenging for certificate level students.
       • Textbook for ESL/BU 095/096 is not appropriate for ESL work.
       • Review all SS course outlines and revise, if needed.
    2. Recommendations for students:
       
       • Students should take CA100s/CA101s or CA100 before taking BK095 and BU095 since computer aided exercises were not fully utilized due to students' inability to use computer application skills.
       • CA100s-Instructor recommended that MS PowerPoint should be included in this course because the lessons covered were too easily assimilated to last a whole semester.
       • CA101s-Instructor recommended that MS PowerPoint be taken out and added to CA100s to enable student to spend more time with the spreadsheet and database applications.
       • CA100s and CA101s can be used to substitute CA100 because they have the same content.

       (Secretarial Science PAS for AY 2012-2013)

    3. It is strongly recommended that the Secretarial Science
       Program merge with the Bookkeeping program due to the following:
       
       • PLOs are similar
       • Utilize same faculty/facilities
       • Courses for the two programs are the same except for the computer classes, math and entrepreneurship class.
       • The BU 098 can be used as the math course so delete MS 095, add ESL 089 in order for students to be able to take CA100, keep BU 097, and delete CA100s and CA101s.
       • The ESL 089 will help prepare the students for the COMET.
       • The CA100 course is equivalent to CA100s and CA101s combined
       • The CA100 will also decrease the number of required courses should the students transfer to degree programs.
    4. The new proposed name is Administrative Professional Program and will have the following courses for a total of 35 credits.
       
       • BK 095/096 (6)
       • BU 095 (3)
       • BU 097 (3)
       • BU 098 (3)
       • BU100 (3)
       • CA100 (3)
       • ESL 089 (3)
       • ESL/BU 095/096 (8)
       • SS100 (3)
    5. Strongly recommended that existing PLOs and SLOs are amended to reflect the changes in the merged program and to be assessable.

Challenges/Recommendations encountered during program review process:

• No data available and had to request from OAR or IRPO
• Data not consistent between OAR and IRPO-e.g. Graduation rates
• Most data based on system wide instead of campus. e.g. retention/persistence/average/graduation rate
• Shouldn't % add up to 100% on tables? e.g. Course completion rates?
• It would be easier in the future for program supervisors to have Report or View access to SIS for this important review. Then we can generate our own campus/program data.
• Program review should be done by Assessment Coordinator or IRPO since all data are submitted to TracDat and SIS. This will ensure validity/credibility of the program review and also avoid bias.