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WEBFORMS 101

11/20/2017 Off ice of Communi ty Col leges & Workforce Development

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Program & Course Submission and Approvals Packet Resources & Information - EvelynD4A & Webforms - KCWebforms System Overview - Kasena Navigating the system Creating a course/category or program Program suspension & deletion

Non-Credit Training Certificate (NCTC) - Evelyn Program Approval Process - Luis Transfer Programs - JuliaACTI Code Definitions, Approval & Process - AllQuestion & Answer Session - All

DAY-AT-A-GLANCE

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Agenda Guidelines for Approval Process Point of Contact (POC) master l ist Oregon Community College Viewbook Program Approval Process Questions Navigating Webforms Q&A CCWD Award Process NOA Review Sample Suspension Letter Sample Suspension Acknowledgement Letter Sample Deletion Acknowledgement Letter Non-Credit Training Certificate (NCTC) Process Oregon Skill Sets ACTI Codes

PACKET RESOURCES & INFORMATION

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CCWD Education Specialists - Assigned Program Approval Areas

SIX CAREER LEARNING AREAS

Career Learning Area Responsibilities

Education Specialist Career Learning Area Telephone

Number E-mail Address

Luis Juárez

Industrial & Engineering Systems

503-947-2430 [email protected], Information &

Communications

Business & Management

KC Andrew

Health Sciences

503-947-5742 [email protected] Resources

Agriculture, Food and Natural Resource Systems

mailto:[email protected]


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What is it? D4A is a data reporting system, where student-level post

secondary data is stored in the State of Oregon. It collects and stores data over time (longitudinal)

Why is this distinction important? Maintaining student level data over time allows for greater

flexibility in analyses

DATA FOR ACCOUNTABILITY (D4A) OVERVIEW

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What does D4A include?For each student in an Oregon Community College,

D4A will collect: Student demographics Student course and program enrollments, grades, credits

and GPA Student certificates, degrees, and other completion types (i.e.,

Adult High School Diploma)


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What does D4A include?A. Course section informationB. Employment outcome informationC. National Student Clearinghouse (NSC) data D. GED dataE. Community college budget/Financial information


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Three general purposes:

Accountability reporting Perkins performance metrics (Federal)WIOA metrics (Federal) Key performance metrics (State) The FTE audit (State)

Community college institutional researchState level educational research and policy analysis

HOW IS THE DATA IN D4A USED?

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Institutional researchers or IT staff create batch extracts of data collections, including:StudentsCourse SectionsCompletionsAccelerated Learning Students

Batch extracts are uploaded to D4A through the secure web interface.

HOW DO COLLEGES REPORT TO D4A?

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The data in the extract is analyzed for errors (Data Validation process)

HOW DO COLLEGES REPORT TO D4A?

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The D4A Data Mart is a web interface which provides a dashboard to run both record level and frequently-requested aggregate reports.

Reports are not suppressed, thus should be suppressed if the data is shared (FERPA).Agency policy: suppress counts of fewer

than 7

DATA MART OVERVIEW

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The HECC Office of Research and Data provides oversight to data operations and analysis support.

Questions concerning data should be directed to Amy Cox at [email protected] , Director of the HECC Office of Research and Data

THE OFFICE OF RESEARCH AND DATA’S ROLE


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WEBFORMS SYSTEM OVERVIEW | STARTING

Academic Program Approval h t t p : / / www.o r eg on . g ov /h igh e r ed / in s t i t u t i o ns - p ro g r ams/ ccwd/ Pag e s/co mmun i t y - co l l e g e -p r o g r a m - ap pr ova l . a spx

http://www.oregon.gov/highered/institutions-programs/ccwd/Pages/community-college-program-approval.aspx

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Webforms Program Submission Systemhttps ://webfor ms.hecc.oreg on.g ov/

https://webforms.hecc.oregon.gov/

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Oregon Community College Viewbook

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Dashboard

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Webforms Guidebook

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WEBFORMS SYSTEM OVERVIEW | COURSES

Courses

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Courses

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Courses

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Course Categories Added in as a course Last 3 numbers must be ‘000’ Example: AAS Distribution requirement – AASDSTR000

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Course Categories Choose the course from the “Category” area and add courses

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WEBFORMS SYSTEM OVERVIEW | PROGRAMS

Notice of Application (NOA) Resource: Notice of Application Required Documents

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Notice of Application (NOA) “Reviewed” = approved to move forward Create Application Once chosen, your program will disappear in the NOA section and

appear in Programs

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Programs

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WEBFORMS SYSTEM OVERVIEW | PROGRAMS Prog rams

Resource: HECC Program Approval Standards Standards sect ion

Must be f i l led out if a standalone program For “related programs” the standard sect ions can say “see name of program AAS”

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Programs Enter in the courses. If you enter the course as part of a course group, you must set one of the courses

to be the “default” course. Example: you could take this course or that course.

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Programs Outcomes

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WEBFORMS SYSTEM OVERVIEW | SUSPENSION

Suspension Process Resources: Sample Suspension Letter Sample Suspension Acknowledgement Letter Handbook.

http://handbook.ccwdwebforms.net/handbook/approval-guide/program-amendments-suspensions-deletions-(cte)

Suspending a Program Letter to Patrick Crane, CCWD Director From chief academic officer or president Body of letter to include: Reasons for suspension Effective date Teach out plan/strategies Full name of program, award and CIP

http://handbook.ccwdwebforms.net/handbook/approval-guide/program-amendments-suspensions-deletions-(cte)

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WEBFORMS SYSTEM OVERVIEW | SUSPENSION

Suspension Process Suspend in Webforms Submit the program after you have saved CCWD will send you a suspension acknowledgment letter and

approve the suspension in webforms.

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WEBFORMS SYSTEM OVERVIEW |DELETION

Deletion Process Resources: Sample Deletion Final Warning Letter

Deletion – 2 types Suspended Programs Programs that have already been suspended live in a spreadsheet that CCWD will follow up

on near target deletion date. A letter will be sent out to the college letting them know that the program will be deleted on a certain date. CCWD will delete the program on that date.

Immediate Deletions Programs that the chief academic officer or president would like immediately deleted. A

letter must be sent to the director of CCWD explaining why there is a need for an immediate deletion and impact to students.

Once deleted, a program must go through the approval process to be offered by the community college again.

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WEBFORMS SYSTEM OVERVIEW |QUESTIONS

Webforms Support

Kasena [email protected]

503-947-5608


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NCTC Requirements for Approval:Minimum of 18 hours, maximum of 210 hoursClassification of Instructional Programs (CIP) Code is

identifiedCourse(s) are all non-creditCertificate includes at least one assessment of

measurable outcomes Certificate is required to be transcriptedChief Academic Officer has validated the CertificateCertificate requires pre-approval from CCWDCertificate is coded in Webforms as Award Category #

(7th digit)

NON-CREDIT TRAINING CERTIFICATE (NCTC)

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HIGHER EDUCATION COORDINATING COMMISSION (HECC) APPROVAL STANDARDS

Career Technical Education (CTE) Program Approval Standards

A. Need: provides clear evidence of the need for the program.B. Collaboration: utilizes systemic methods for meaningful and

ongoing involvement of the appropriate constituencies.C. Alignment: aligned with appropriate education, workforce

development, and economic development clusters.D. Design: leads to student achievement of academic and technical

knowledge, skills and related proficiencies.E. Capacity: identifies and has the resources to develop, implement,

and sustain the program.

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HECC/CCWD Staff Roles & Responsibilities:

Assist in answering questions from POCs regarding process, issues, and forms;

Problem solve regarding unique process issues; Facilitate communication between college staff

and ODE staff; Facilitate the program approval process based on

state laws, rules, and HECC requirements;\ Help clarify program purpose & outcomes and

provide program content/design expertise as requested;

HECC / CCWD ROLE - APPROVAL PROCESS

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HECC/CCWD Staff Roles & Responsibilities -continued:

Advise college program staff of new initiatives, opportunities, potential resources, partners, etc.;

Review application and respond to college with recommendations/changes to meet State Board Standards;

Advocate for approval with the Higher Education Coordinating Commission (HECC).

HECC / CCWD ROLE - APPROVAL PROCESS

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College Point of Contact Roles & Responsibilities1. Processing, forms, deadlines & Webforms submissions2. Campus communications; notify/update program staff

College Program Staff Roles and Responsibilities1. Communications with all members of program teams2. Identify Labor Market Information (LMI) / Employer

Advisory List and Committees3. Statewide Projects / Activities related to program4. Research, review and evaluate existing programs

COLLEGE ROLE - APPROVAL PROCESSES

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College Responsibilities:1. Meet state standards & approval2. Review approval language3. Understand procedures and guidelines4. Issue/confer certificates and degrees5. Title (Naming) and ACTI/CIP Codes6. Catalog Advertisement: programs/prerequisites

COLLEGE ROLE - APPROVAL PROCESS

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College Responsibilities (cont.)1. Design the program; meeting program approval in

Standard D.2. Implementation date / Offering the program3. Program Assurances (access, continuous improvement,

and records maintenance & congruence)4. Program submission through Webforms System.

Webforms submission questions to Kasena [email protected]

COLLEGE ROLE - APPROVAL PROCESS


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STATE APPROVAL PROCESS (CTE)

1. Questions regarding the steps and requirements related to the community college program approval process should be directed to the Office of Community Colleges and Workforce Development (CCWD) Points of Contact (POCs).

2. Questions related to instructional content or achievement of the HECC standards and assurances should be directed to the CCWD Education Specialist assigned to the specific career learning area.

3. CCWD staff will help guide the application and scheduling and approval process to assure approval time frames can be met.

4. The Higher Education Coordinating Commission (HECC) is the final authority on program approval. Submission of program applications need to correlate with the HECC meeting schedule. While HECC’s meeting schedule may vary, the Commission will determine an annual meeting schedule prior to each fall term. The yearly schedule is posted on the HECC website.

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1. Associate of Arts Oregon Transfer (AAOT)2. Associate of General Studies (AGS)3. Associate of Science (AS)4. Associate of Science Oregon Transfer – Computer

Science (ASOT-CS)5. Associate of Science Oregon Transfer – Business

(ASOT-BUS)6. Oregon Transfer Module (OTM)

TRANSFER DEGREES (NON-CTE)

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ACTI Code 100 - Lower Division Collegiate: Course numbering between 100 and 299 Carries regular transfer credit/generally accepted for transfer

at Oregon’s public universitiesMay be part of any degree or program of studyMust be one of the following: Foundational (minimum of 3 credits)Discipline studies (minimum of 3 credits) Elective (any number of credits)

NOTE: Health/Wellness/Fitness courses may be any number of credits, even if they are Discipline courses

ACTI CODES: DEFINITIONSAPPROVAL & PROCESS

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Course Type:ACTI Code 210: Career/Tech PreparatoryMust be associated with a state-approved CTE programDesigned for specific occupational employmentDeveloped with the advice of employersCourses are credit bearingMay advertise in course catalogPre-approval required through CCWD

ACTI CODES: COURSE APPROVAL PROCESS

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Course Type:ACTI Code 211 - Occupational PreparatoryStand-alone course (not associated with a parent

program)Training for entry into the workforceMay advertise in course catalogUp to 210 contact hoursCan be either credit or non-creditPre-approval required through CCWD


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Course Type:ACTI Code 220 - Occupational SupplementalClosed enrollment for the current workforce (targeted

employees)Skills upgradeUp to 210 contact hoursMinimum of one lecture hourCan be either credit or non-creditPost-approval allowedApproval through CCWD


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Course Type:ACTI Code 230 – Registered ApprenticeshipCourses are credit bearingCourse prefix of APR is requiredBe part of a Registered Apprenticeship program May advertise in course catalogPre-approval required through CCWD


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ACTI codes for Pre-College: 310 – English as a Second Language (ESL) 320 – Adult Basic Education (ABE) 330 – General Educational Development (GED) 340 – Adult High SchoolOpen enrollmentABE/ESL/GED eligibility determined through testingMinimum of one lecture hourNon-creditMust be pre-approved through CCWD


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ACTI Codes for Developmental Education:350 – Post-secondary Reading/Writing351 – Post-secondary Math352 - Post-secondary ElectivesCourse numbering must be below 100Minimum of one lecture hourCan be either credit or non-creditPre-approval through CCWD


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ACTI code 360 Unknown (AKA Miscellaneous) Basic literacy skills Languages Life skills that don’t pertain to a job (like parenting) Test preparation NOT the actual testing session

Use of technology (e.g. GPS, smartphones – not work-related)

Courses cannot be open lab or individual tutoring, counseling, advising, or other support

ACE: REIMBURSABLE ACE COURSES

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ACTI code 361Health and fitnessDiet and nutritionStress managementPhysical skills instructionYoga, Tai Chi, Qigong, etc – IF: The focus of the course is on physical health and fitness, not

meditation There is no competition or teams


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ACTI code 362SafetyDriver’s ed and motorcycle edOSHA trainingChemical-handlingFirst aid and CPRChildproofing your homeEmergency preparedness

These courses often look like Occ Supp (ACTI code 211), but they are open to the general public


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ACTI code 363WorkforceWork readiness: Time management Project management Teamwork

Prep for work-related assessments and certifications i.e.: Real estate license prep

Workplace technology and machines Specific work tools and skills: Outlook, Excel, QuickBooks, etc Basic computer skillsWebsites and social media for business


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ACTI Code 510-512 Hobby and Recreation experiences, such as: River rafting, hiking or climbing Clubs Dance instruction, such as swing dancing, etc

Non-credit arts, sciences, and social sciences Open labs, gyms, shops, tutoring centers, etc To be reimbursable, the course must be tied to another

reimbursable course with direct instruction Physical Education where competition is possible, such as: Martial arts Fencing Intermural teams

ACE: NON-REIMBURSABLE ACE COURSES

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Courses involving alcohol or other controlled substance, such as: Wine making, home brewing, distilling, or wine-tasting Anything involving drugs, legal or otherwise

Courses involving firearms, such as: Hunter safety

Home improvement, such as: Masonry, landscaping, green construction

Astrology, religion or occult, such as: Hypnosis, aromatherapy, crystals, etc Meditation and eastern philosophy; Bible study or religious instruction

Advising, counseling and assessments Rehearsal and Performance, such as: Community choir or theater, practice rooms

ACE: NON-REIMBURSABLE ACE COURSES ( C O N T.)

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ACTI Code 360-363: Adult Continuing Education (ACE) Supports Oregon Benchmarks Economy, Education, Civic engagement, Social support and

Public safety At least 6 hours of direct instruction Needs instructor(s), syllabus, course outline, etc. NOT prerecorded video or unfacilitated online course

Specifically designed for and taught to adults (16 years +) Set up separate section for significant number of underage

students Independent of a CTE program or LDC curriculum Non-credit Course numbering is a local college decision Tracked through D4A system, FTE audited every year

COURSE APPROVAL PROCESS: ACE COURSES

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ACE course application is completed and submitted by college in WebformsApplication is received and reviewed by CCWD

staff. Is the application complete?Does the course title align with the description? Is it clear in the description that the course falls under an

“allowable area”? Course is approved in Webforms and college receives

automated email notification.

COURSE APPROVAL PROCESS

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To be considered an ACE course, it must meet the following criteria:The college must maintain responsibility for:Hiring, supervising and monitoring faculty Evaluation of faculty and the course

Recent course outlines must be kept on file

Criteria will be evaluated and updated by FTE Guidelines Committee

“DIRECT CONTROL”

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Generating One Credit Lecture: 10-12 hours/term = 1 creditLecture/Lab: 20-24 hours/term = 1 creditLab: 30-36 hours/term = 1 creditCWE/Practicum/Field work/Internships:

30-36 hours/term = 1 credit

COURSE APPROVAL –FTE CREDIT HOUR RATIO

Questions & Answers

11/20/2017 Community Colleges & Workforce Development