Program Review-Secretarial Science-YC

AP Full Official:Certificate of Achievement in Secretarial-YC

Campus: Yap Campus

Completed by: Joy Guarin

AP Review Submission Date:March 31, 2014

AR Review Cycle: 2012-2013

1. Program Goals

   At the completion of Secretarial Certificate the student will be able to::
   

   1. Apply proper bookkeeping techniques in an office.
   2. Demonstrate general computer competence and information technology literacy.
   3. Describe 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.

2. Program History

   In 1998, revised certificate of achievement program in bookkeeping are approved for students at the State Campuses. (COM-FSM catalog). In 2010, the program started with 2 students in summer of 2010 at Yap campus.

3. Program Descriptions

   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 decisions and solving office problems.

4. Program Admission Requirements

   High School graduates and General Educational Development(GED) certificate holders who are not accepted into or are not interested in a degree program may apply for admission into an entry level certificate of achievement program. Applicants with significantly low scores are ineligible for admission. Other certificates of achievement program are offered when criteria for offering the program are met. Admissions requirements vary with the program. Application forms are available at Yap campus.

5. Program Certificate/Degree Requirements

   The following are the major requirements:
   Program Requirements

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

   BK 095 Bookkeeping 1 (3)
   BK 096 Bookkeeping II (3)
   BU 095 Filing Office Procedures/Office Machines (3)
   BU 098 Basic Business Math (3)
   BU 099b Office Management (200 hours practicum) (3)
   CA 100s Computer literacy for Secretaries (4)
   CA 101s Computer Applications for Secretaries (4)
   ESL/BU 095 ESL for Business Purposes I (4)
   ESL/BU 096 ESL for Business Purposes II (4)
   SS 100 World of Work (3)

6. Program Courses and Enrollment

   Enrollment by major

   Spring 2011	Fall 2011	Spring 2012	Fall 2012	Spring 2013	Fall 2013	Total
   4	6	7	4	7	7	35

   
   

   Spring 2012	Fall 2012	Spring 2013	Fall 2013	Total
   7	4	7	7	25

   
   

   Courses Number	Number of section	Course Enrollment	Semester
   ESL/BU 095	1	5	Spring 2012
   BU 98	1	5	Spring 2012
   BU 95	1	4	Spring 2013
   BU 98	1	5	Spring 2013
   ESL/BU 95	1	7	Spring 2013
   BK 095	1	6	Fall 2013
   BU 095	1	3	Fall 2013
   ESL/BU 95	1	4	Fall 2013

   Note: Courses are taken by both Secretarial and Bookkeeping students in one section




7. Program Faculty

   Name of Faculty	FullTime/Parttime	Degrees Held	Rank	Course To Teach
   1. Joleen Chumrad	Part time	BA Business Adm MA Public Adm.	Assistant Professor	Major courses
   2. Geraldine Mitagyow	Part time	BS Marketing Management	Instructor	Major courses
   3. Dana Figirliyong	Part time	BA in Mathematics and Chemistry	Instructor	Major courses

   
   Faculty student ratio for the program For 2012-2013

   Name of Faculty	Number of Students	Faculty Student Ratio
   3	25	1:8

8. Program Indicators

   1. Assessment of course student learning outcomes of program courses

   Table 1. Spring 2013 (Both students of Bookkeeping and Secretarial Certificates)

   Course No.	Instructor Name	No. of Students Enrolled	No. of stu-dents with "W"	No. of Students Successful of SLO 1	SLO 2	SLO 3	SLO 4	SLO 5	SLO 6	SLO 7	SLO 8	SLO 9	SLO 10
   BU 095	Joleen Chumrad	12	0	12	12	12	12	12	12	12	12
   BU 98	Dana Figirliyong	11	1	10	10	5	10	7	9	8	6	9	5

   Table 2.Fall 2013 (Both students of Bookkeeping and Secretarial Certificates)

   Course No.	Instructor Name	No. of Students Enrolled	No. of stu-dents with "W"	No. of Students Successful of SLO 1	SLO 2	SLO 3	SLO 4	SLO 5	SLO 6
   BK 095	Joleen Chumrad	19	1	15	15	15
   BU 095	Joleen Chumrad	10	0	15	15	15	15	15	15

   
   

   2.Assessment of program student learning outcomes

   Assessment Report Summary (Yap Campus, for both Bookkeeping and Secretarial Certificates)

   What we looked at:
   The Bookkeeping certificate, assessment focused on PSLOs 2, 3, and 6 using Pre-Post Test scores. Listed below are the results for each of the PSLOs. Note that no differential statistics was used to determine if there is a significant difference between Pre and Post test scores.

   What we found:
   

   PSLOs 2, 3, and 6. 12 students got an average Pre Test score of 78 and Post test score of 89 with a difference of 11 during Spring 2013 in related course BU 95.

   PSLO 6. 16 students got an average Pre-Test score of 21 and Post test score of 44 with a difference of 23 during Spring 2012 and 10 students got an average Pre-test score of 20 and Post –test score of 75 with a difference of 55 during Spring 2013 in related course BU 98.

   What we are planning to work on:
   

   To continue improve on the post test scores by an item analysis of all the questions given in the pre-test by the instructor with the purpose of identifying what topics the students need to know more. These topics should be given emphasis during the lecture. Item analysis workshop can be scheduled before the start of the semester.

   Recommendations for students:
   Attend class regularly and be responsible for their own learning.
   Communicate course concerns with their instructors.

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

   Table 1. Enrollment patterns by major

   Term	No.of Enrolled Students(Yap)	Overall number of students enrolled (Chuuk,Pohnpei and Yap)	Percentage(%)
   Spring 2011	4	52	8%
   Fall 2011	6	66	9.1%
   Spring 2012	7	57	12.2%
   Fall 2012	4	67	6%
   Spring 2013	7	57	12.2%
   Fall 2013	7	75	9.3%

   
   Table 2 Credits by major

   Term	No.of Enrolled Students(Yap)	Total enrollment of YAP campus	Percentage(%)
   Spring 2011	45	581	7.8%
   Fall 2011	58	703	8.3%
   Spring 2012	79	644	12.3%
   Fall 2012	27	666	4.05%
   Spring 2013	95	637	15%
   Fall 2013	64	738	8.7%

   
   

   4.Average Class Size

   Table 1 Average class size

   Term	Section	Enroll/Max	Enrollment	EnrollRatio(3/2)	AvgClassSize(3/1)
   Spring 2012	2	35	28	88%	14
   Fall 2012	None
   Spring 2013	3	90	32	36%	11
   Fall 2013	3	55	39	71%	13
   Average					13

   
   

   5.Course completion rate

   Table 1. Spring 2012 Completion Rate per Course (Secretarial only)

   Course No.	Instructor Name	No.of Students Enrolled	No.of Students with "W"	Number of Students with a grade of F	Number of students completed the course	Completion rate(6/3)
   ESL/BU 095	Geraldine Mitagyow	5	1	0	4	80%
   BU 98	Dana Figirliyong	5	0	1	4	80%
   Total Average Rate		10	1	1	8	80%

   
   Table 2. Fall 2012 Completion Rate per Course (No major course offered )

   Course No.	Instructor Name	No.of Students Enrolled	No.of Students with "W"	Number of Students with a grade of F	Number of students completed the course	Completion rate(6/3)
   No Major Course Offered

   
   Table 3. Spring 2013 Completion Rate per Course (Secretarial only)

   Course No.	Instructor Name	No.of Students Enrolled	No.of Students with "W"	Number of Students with a grade of F	Number of students completed the course	Completion rate(6/3)
   BU 095	Joleen Chumrad	4	0	0	4	100%
   BU 98	Dana Figirliyong	5	0	1	4	80%
   ESL/BU 95	Geraldine Mitagyow	7	0	3	4	57%
   Total Average Rate		13	1	0	12	94.4%

   Rate of students with W- 5.12%; Rate of students with a grade of F- 134%; General completion rate-85%

   
   

   6. Student persistence rate (semester to semester)

   Persistence rate is based on Fall new students (full time) cohorts who return the following spring semester.

   Number of New students , Full time for Fall 2012	Same students, Spring 2013	Persistence Rate(%)
   1	1	100%

   
   

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

   Retention rate is based on Fall new students (full time) cohorts who return the following the spring semester

   Number of New students , Full time for Fall 2012	Same students, Fall 2013	Retention Rate(%)
   1	1	100%

   
   

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

   N/A

   9. Graduation rate based on yearly number

   Term	Number of Graduates	Graduates Rates
   AY 2011/2012	0
   AY 2012/2013	0

   
   

   10.Students seat cost

   At the present tuition rate of $105 per credit the total seat cost per student completing this program is $3,570. The table below shows detailed information.

   Classes	Credits	CPC	CPS
   BK 095	3	$105	$315
   BK 096	3	$105	$315
   BU095	3	$105	$315
   BU098	3	$105	$315
   BU099b	3	$105	$315
   CA100s	4	$105	$420
   CA101s	4	$105	$420
   ESL/BU095	4	$105	$420
   ESL/BU096	4	$105	$420
   SS100	3	$105	$315
   Total	34		$3,570

   CPC- Cost Per Credit; CPS- Cost Per Student

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

   None

   12. Students' satisfaction rate

   A survey was conducted on teachers behaviors for each class at the end of every semester. There were 15 items in the survey and students were asked to rate each class according to these items on a scale of 1 to 5; 1 being never , 2 is rarely, 3 as sometimes, 4 is usually and 5 being always.
   
   The following are the items used in the survey
   1-Keeps regular schedule every class day. 2-Shows interest in the subject. 3-Gives individual help as needed 4-Avails self for student conference.5- Welcomes questions, suggestions, and discussions from students 6- Shows interest and respect for students.7- Helps the students in meeting individual learning needs.8- Uses classroom/lab time fully 9-Provides clear directions for assignments and instruction. 10-Grades fairly.11- Makes the purpose of the course clear. 12-Talks clearly and at an easy-to-follow speed.13- Paces the lessons well with activity as well as lecture. 14 Makes the course interesting.15- Textbook was appropriate and helpful.
   
   Students' Satisfaction Survey Results(Weighted Means) Legend:
   
   N-Number of students; AWM Average Weighted Mean; D-Descriptive Equivalent; U-Usually; A-Always

   The table below shows detailed information on the students' satisfaction survey during Spring 2013 and Fall 2013.

   The table below shows detailed information on the students' satisfaction survey during Fall 2012.

   Spring 2013

   Courses	N	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	AWM	D
   BU 98	7	4.4	4.9	4.9	4.7	4.7	4.9	4.7	4.7	4.6	4.7	4.7	4.7	4.7	4.7	4.9	4.71	A
   ESL/BU 95	5	4.4	4.8	4.8	4.6	4.8	4.8	4.6	4	4.6	4.6	4.8	4.8	4.6	4.8	4.8	4.64	A
   BU 95	7	4.4	4.6	4.6	4.4	4.6	4.4	4.6	4.3	4.6	4.3	4.4	4.3	4.4	4.6	4.6	4.46	A

   General Weighted Mean 4.5
   Descriptive Equivalent Always

   
   Fall 2013

   Courses	N	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	AWM	D
   BK 095	6	4.2	4.5	4.3	4.2	4.8	4.5	4.3	4.5	4.3	4.8	4.5	4.3	4.3	4.3	5	4.4	A
   BU 095	8	3.4	4	3.1	3.3	4	4	3.5	3.6	3.4	4	3.6	3.6	3.6	3.6	3.6	3.6	U
   ESL/BU 95	6	3.5	3	3.5	3.8	4.3	4.3	3.3	3.7	4.3	4.5	3.7	4	3.5	3.7	4.7	3.8	U

   General weighted Mean 3.94
   Descriptive Equivalent   Usually

   
   

   13. Alumni data

   N/A

   14. Employment data and employer feedback (employer survey)

   N/A

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

   No idea

   16. Transfer Rate

   None

9. 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. 3 part time faculty teaching major courses with faculty student ratio of 1:18. Courses offered were taken with students under Secretarial Program . This increases the number of students in the courses into more than 10.
   2. Average class size is 13.
   3. Faculty student ratio of 1:8.
   4. Fall 2012 with enrollment of less than 10. All 8 courses offered were with less than 10 students.
   5. Course level assessments was only conducted during Spring 2013 and Fall 2013.
   6. No major course offered during Fall 2012.
   7. Rate of students with W- 5.12%; Rate of students with a grade of F- 134%; General completion rate-85%
   8. Persistence and retention rates are 100% with 1 new student during Fall 2012.
   9. No graduates for the last four semesters.
   10. During Spring 2013 , Instructors were rated "Always" and Fall 2013 "Usually" in the Students Evaluation of Teachers Behaviors.

   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. Rewrite the course outlines in the new format.
   2. Need to maintain the enrollment above 10 per semester and 10 students per course by developing recruitment strategies.
   3. Course Level Assessment should be completed by faculty every semester.
   4. . Consistently offer major courses so students can finish the program within 2 semesters and one summer.
   5. Need to know why students withdraw .
   6. The following are the recommendations from the Course Level Assessments:
      

      BU 98- course outline needs to be updated and focus on the things that are currently used in Micronesia. It has a large amount of information.... most of it not relevant to our situation here in Micronesia.

      ESL/BU 95- Test is excellent and supports the learning outcomes specified. The problem are the students are usually very low in English, they still struggle for understanding. Much of the course content is difficult to read when usually half of the class doesn't understand half of the words used.

      ESL BU 95- ESL for Business Purposes I would recommend that the students taking this course should have taken a lower English course to prepare them. Some of these students are not familiar with the basics in English