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

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