2009-2011 CalWORKs Program Review – Section I 1
I. ANALYSIS AND IDENTIFICATION OF STRATEGIC PROGRAM ISSUES 1) Summary of Analysis
The CalWORKs program has undergone internal and external audits over the past two years in addition to increased MIS data collection mandated by the State. Although these have resulted in better case file documentation and improvement of the procedures and office practices it has increased work load responsibility substantially. CalWORKs is in dire need of permanent clerical support. A clerk is on an approved list for funding tentatively scheduled for the Spring 2009 term depending on budget. This position would help in maintaining an accurate count of CalWORKs students served and reported to the State which generates funding for the program. Currently, it is suspected that more students are served than have been reported.
Data from Crystal Reports suggests the need for CalWORKs to increase outreach and recruitment efforts to potential Asian/Pacific Islanders and Hispanic/Latino students. There is a need, however, to work closely with the District IT and campus Research office to develop a system to collect additional data on students who participate in CalWORKs and other categorical programs in order to determine program effectiveness.
Although data has not been collected, students and staff have communicated the need for a more accessible and physically welcoming CalWORKs program. With space being a general issue with most programs, it is important that the administration review the overall space issues of the campus student services programs to plan appropriate locations and space for better than just adequate service delivery.
2) Strategic Programming/Unit Issues
Over the next three years, the CalWORKs program will need to collaborate with other departments on campus and continue working with District IT in order to identify and develop a reliable tracking mechanism. Efforts have begun with CalWORKs programs in Los Rios, collaborating and working in this direction.
Next, an on-going review of state and county requirements must continue which dictate an increase in program responsibilities. In addition, in the spirit of “shared governance,” the CalWORKs Supervisor/Coordinator and staff will review procedures and practices to develop methods to work “smarter not harder” in order to meet their work responsibilities, ensuring the maintenance of excellent student services while working within physical space limitations as well as limited staff. Finally, as recommended by the categorical program site review team, the CalWORKs program will continue to move forward in consolidating program funds in order to provide the best CalWORKs services to students as well as maintain required documentation. In addition, CalWORKs will seek funding of full-time permanent positions from general funds to free program funds for the same purposes.
2009-2011 CalWORKs Program Review – Section II 1
II. DATA COLLECTION, ANALYSIS & SUMMARY
1) Provision and Delivery of Program Services
a) Program Mission/Purpose & Service Provision: The legislative intent, as specified in the Education Code and Budget Act language for the California Community College CalWORKs, is that funds are appropriated to provide special services to CalWORKs students. Specifically, the SCC CalWORKs program provides comprehensive support services that are designed to assist welfare recipient students obtain the educational level they need within the time limit allowed to transition off of welfare and ultimately achieve long-term self-sufficiency. CalWORKs funds enable community colleges to be a full partner in the statewide welfare reform system by providing the following direct student support services: service coordination, curriculum development and redesign, work study, subsidized child care, and job development and job placement. Details of the existing service components can be found in the annual Budget Act and in the Education Code 79200-79203. The SCC CalWORKs program is an interagency program and is required to work in collaboration with the county Department of Human Services in our service areas which includes establishing developed or redesigned programs that will provide CalWORKs recipients with the training and experience necessary to secure employment. In addition, SCC CalWORKs must also collaborate with on-campus departments both instructional and student services as well as with off-campus private industry to develop potential employment opportunities for CalWORKs students. CalWORKs works very closely with the Financial Aid office to cross reference student employees and to match salaries, General Counseling for counselor training and updates, EOPS to coordinate services to students participating in both programs, and outreach personnel to coordinate services to potential CalWORKs students in the community and high schools.
b) Past Performance & Goal Accomplishment: CalWORKs has undergone program audits over the past
two years which has assisted the program in improving the process by which required documentation is obtained and recorded. In Summer 2007, a new process was developed in collaboration with the Sacramento County Department of Human Services to request and collect cash aid verification directly from the county. The new process provided the SCC CalWORKs program with consistent documentation that was clear and legible. This helped complete more case files in order to provide CalWORKs students with much needed assistance. The timeliness in receiving the documentation, however, was somewhat delayed at times and forced staff to suspend assistance to some students for a period of time. In Fall 2008, a clerk was hired at the District Office who was trained in CalWIN, the county database used to record welfare recipient’s cases, including cash aid verification. The new process allows the SCC CalWORKs program to receive cash aid verification within a two-week period which greatly supports our goal of obtaining cash aid verification on every SCC CalWORKs student who applies to the program. Another area of improvement is the revamping of the CalWORKs case file system. Case files, although having various compartments for recording documentation, did not allow for enough required documentation to be filed appropriately. It also did not allow for documentation of CalWORKs Work Study files to be consolidated with the program case management files. Furthermore, because all filing is done by student assistants, they are not familiar enough with where documents should be filed. The new system gives clear examples for appropriate documentation, and a cover sheet provides a tracking system to meet audit requirements for MIS reporting purposes. As a result of categorical budget cuts in 2003-2004, the CalWORKs Supervisor and one CalWORKs Student Personnel Assistant were the only permanent staff left in the program to continue the delivery of services to students. In August of 2007, the program was able to hire a CalWORKs Student Personnel Assistant designated solely to the CalWORKs program for job development and job placement, hence an increase in CalWORKs students placed in jobs. In 2007-2008, the System’s Office implemented a new budget guideline requiring all CalWORKs programs to spend 30% of their allocations on CalWORKs
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Work Study. This position has made it possible for SCC CalWORKs to meet this budget requirement as well as truly make it possible for more SCC CalWORKs students to increase their potential for self-sufficiency by receiving on-the-job training and experience along with their academic training. In addition, coincidentally, upon arrival of the new CalWORKs SPA, in 2005-2006 the state MIS reporting guidelines increased from reporting three basic data elements on eligibility status to reporting 17 data elements—each element mandating a significant increase in documentation and tracking. Another major change in 2005-2006 was that only students who had actually made face-to-face contact with CalWORKs could be counted as students who had been case managed. A major change was developed in order to collect all required data and documentation for students who had been case managed as defined by the state. Because the CalWORKs program depends heavily on student assistants and classified temporary staff for first-hand communication with potential students and for maintenance of documentation, on-going training is ever so crucial. The revamping of the file system which took six months, hiring an SPA, and establishing new procedures has allowed us to meet our goal in submitting accurate MIS data.
c) Data Analysis and Summary: Due to changes in state reporting requirements, data submitted on
CalWORKs students served is noticeably lower than it was prior to 2005-2006; Crystal Reports reflects 2,661 students served. Prior to 2005-2006, students were reported on MIS as served who had received various methods of communication, i.e. telephone conversation, email, postal service mail, newsletters, etc. Also, the number of students who had self-reported on the College Supplemental Form as CalWORKs were included in the data count. Significant steps were taken to establish new processes and procedures to inform all SCC CalWORKs students of their required CalWORKs responsibilities. In addition, procedures were developed to collect data commensurate to what the CalWORKs guidelines delineated as approvable for MIS reporting and to pass an audit. As a result of improving procedures CalWORKs serviced approximately 647 students in 2006-2007 and 440 students in 2007-2008. The local database currently reflects 508 students served in the program for the Fall 2008 term. In reality, however, the SCC CalWORKs program serves many more students than what can actually be reported on MIS.
In the previous two years, students could obtain the following services prior to being determined
ineligible for the CalWORKs program: orientation, intake, counseling and intervention, resume writing, job search. Due to the difficulty of students obtaining cash aid verification from the county or receiving too late, a variety of services had already been rendered to students prior to documentation of ineligibility being received by the College program. These students although having received many hours of services were not able to be counted on MIS.
SCC CalWORKs continues to have a challenge. New guidelines stipulate that students cannot receive
services by CalWORKs counselors until proof of cash aid eligibility has been received by the College. Students will still have received all the services previously mentioned with the exception of counseling which still adds up to many hours of services provided by CalWORKs. A new issue has arisen in submitting MIS data. Currently, students must be enrolled and have attended at least one class session in order to be reported on MIS. Enrollment is checked on every student after the first day of instruction and class schedules are printed and place in the student’s case file. If the student drops prior to census, however, the student will appear as never having been enrolled in the class. Furthermore, if a student is a “no show” to class, an instructor can carry the student until very late in the term, then drop the student. By then, the student has received all services including on-going counseling services. Because the student will show up as not enrolled when District IT cross-references for student enrollment, the student will appear as an error on the CalWORKs MIS report and/or the student will need to be deleted appearing as if hours of services were never provided. SCC CalWORKs serves more White and African American students than Hispanic or Asian. This appears to be apparent in sample data collected by the current supervisor for the Fall 2007 term:
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White 28% African American 43% Hispanic 16% Asian/Pacific Islander 8% Native American 1% Other 4%
An effort has been made this year to increase outreach to the Asian/Pacific Islander community. Due to limited funds and limited staffing, this effort will continue. After reviewing the results of our efforts at the end of the year, the plan is to move toward an increase of outreach to the Hispanic community next year. Currently, separate data on CalWORKs students from college-wide data on the general population is not available to ascertain student success for CalWORKs students. Collection of such data would help determine strengths and weaknesses of the program and to know how CalWORKs students compare to other campus programs and to the general SCC population. Limited data from Crystal Reports suggests the need for CalWORKs to increase outreach and recruitment efforts to potential Asian/Pacific Islanders and Hispanic/Latino students
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2) Advisory Board Recommendations (DSPS, EOPS, & Transfer Center)
Not applicable to CalWORKs.
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3) Student Learning Outcomes
The underlying purpose of student learning outcomes is to improve teaching and learning, the heart of the community college. Accreditation standards require evidence that the institution “demonstrates a conscious effort to produce and support student learning, measures that learning, assesses how well learning is occurring, and makes changes to improve student learning.”
Program/Unit-Level Learning Outcomes: CalWORKs participated in focus groups conducted on campus and at the CalWORKs Association and statewide conferences in order to identify student learning outcomes. Although the CalWORKs staff would have liked to develop more SLOs, it was decided that due to limited permanent staff and the cycling of different adjunct counselors in the program, it was best to develop SLOs that would be realistically applied and could be measured. The following SLOs have been developed for the CalWORKs program (1) upon completing a Student Educational Plan with a CalWORKs counselor, students will select a career goal and know what courses and level of education are needed in order to meet that goal, and (2) upon completing a session with the CalWORKs Job Placement personnel, students will be able to seek a job and apply for a position.
Program-to-Division Learning Outcomes:
Student Services Program Learning Outcomes CalWORKs Learning Outcomes
Future Directions: Measures have not yet been developed. This year the program plans to develop methods to measure the following: Students who Follow Student Education Plan in order to meet their academic and career goals.
Information Competency
Life Skills and Personal Development Upon completing a session with the CalWORKs Job Placement personnel, students will be able to seek a job and apply for a position.
Critical Thinking Communication Cultural Competency
Depth and Breadth of Understanding
Upon completing a Student Educational Plan with a CalWORKs counselor, students will select a career goal and know what courses and level of education are needed in order to meet that goal.
Quantitative Reasoning
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4) Curriculum
Although CalWORKs state guidelines allow for new or re-designed curriculum, the CalWORKs program does not currently offer curriculum; therefore, data is not available.
2009-2011 CalWORKs Program Review – Section II 7
5) Program Resource Utilization
Program review and planning must be integrated with other planning processes such as the Student Services Plan, Enrollment Management Plan, and Individual Unit Plans. It is important that the institution effectively and efficiently uses its full array of resources to achieve its educational purposes including stated student learning outcomes and improvement of institutional effectiveness. Staffing Trends: The 2008-2009 CalWORKs staff consists of one FT Classified Supervisor/Coordinator, one FT Student Personnel Assistant—CalWORKs Job Development/ Job Placement, and one FT Student Personnel Assistant—Case Management (currently vacant). The job development/job placement SPA was added to the staff in August 2007. Adjunct counselors, student assistants and temporary classified clerks are hired as program funds permit. The lack of permanent clerical support makes it extremely challenging to maintain required documentation. In addition, the lack of a permanent outreach Student Personnel Assistant makes it very difficult to maintain ongoing partnerships with community-based organizations and agencies. The turnover in outreach staff creates a need for lengthy in-depth ongoing training and introduction to current contacts. The program has received tentative approval to hire permanent clerical support in the Spring 2009 term depending on the status of the current state budget and the January report from the governor. Further a CalWORKs SPA for outreach purposes is on the tentative list of approved classified positions for the 2009-2010 FY. Depending on number of students served and future allocations, a FT counseling position will be sought. Staff Participation: Monthly staff and faculty meetings are held in which the DHA Specialist (county case worker), the SSHH Housing Specialist, classified staff and counselors participate. The CalWORKs supervisor also participates in the VPSS Student Services Committee, LRCCD CalWORKs Supervisor/Coordinator Committee, CalWORKs Association, the Matriculation Outreach Committee, CalWORKs Region II Representative, Yolo County Department of Employment and Social Services Supervisor’s meetings, and ongoing contact with community organizations and agencies. The support staff participate in Classified Flex Activities, Transfer Day Activities, Welcome Day, Club Day Activities, Career Day, etc. Staff Professional Development: The CalWORKs Supervisor is committed to providing professional development activities for staff. Existing opportunities for staff are CalWORKs annual conferences, participation in Flex activities and workshops such as “Cultural Democracy” or the Classified Flex activities in the spring term, MIS training sessions, and other professional development offered via the Staff Development department for staff and faculty. Facilities & Equipment: The CalWORKs program shares the same area as DSPS which is located in the Student Services building room 101. The program continues to undergo renovation to allow for DSPS growth. This has had a negative impact on CalWORKs in that less space is available for CalWORKs students who are trying to apply to the program. CalWORKs students must be enrolled and attending classes in order to be eligible for ancillary services from the county. Prior to enrollment and attendance, students do not have child care, forcing students to bring their children with them including some children in strollers. The new design of the waiting area does not allow for parents with strollers—giving students the feeling of being unwelcomed and giving the office an appearance of inaccessibility. In 2006-2007, the CalWORKs program had to give up one of two counseling offices two days a week to DSPS to be used as an LD test site. This has made it a bigger challenge for counselors to be able to meet with each CalWORKs student to prepare SEPs, CalWORKs required county documents, and for counseling and case management of all CalWORKs students. Because the CalWORKs program and DSPS student populations differ and both programs work in the same area yet deliver services in a very different manner, there appears to often be a contradiction as to what is allowable in the waiting area for our customers. Equipment must first be approved by the System’s Office before purchasing; however, due to the status of the economy, a freeze implemented in 2006-2007 on consideration of equipment continues into the 2008-2009 academic year. Unfortunately, equipment needs to be listed in Unit Plans in order to be replaced. It is
2009-2011 CalWORKs Program Review – Section II 8
sometimes difficult to estimate when equipment might break down and cause inefficiency in a program. The copy machine that had been purchased with CalWORKs funds in 1998-1999 is most recently often out of commission. CalWORKs will be submitting a request to the Area Dean for possible purchase. Finances & Budget: The CalWORKs program budget is allocated to the District Office by the California Community Colleges State Chancellor’s Office (System’s Office) based on the number of students reported as served in the previous year. Excluding the allocation for Child Care and TANF funds, the CalWORKs allocation must be matched dollar-for-dollar using general funds or grant funds. The match cannot be made using other categorical dollars. The LRCCD then makes the allocation to the College first identifying the amount that should be allocated to permanent salaries and for child care. The program supervisor/coordinator, in consultation with the Area Dean, is responsible for allocating program funds for required student services in accordance with State guidelines of allowable expenditures of program funds. In 2007-2008 the number of CalWORKs students placed in on-campus and off-campus work study positions doubled. Over $365,000 was expended in CalWORKs Work Study salaries for students. With students continuing from previous semesters maintaining current placements and the need to place new CalWORKs student in jobs, it will be a difficult trend to maintain due to a limited budget. In 2007-2008, conversion of child care funds to program funds was requested with a match and additional funds were requested and received in order to meet the high demand of work study. This year the CalWORKs Supervisor will be requesting a conversion and additional Work Study funds once again. Future Directions: Staffing: The CalWORKs staff is unwaveringly committed to the mission of the program in helping students transition off of welfare and achieving long-term self-sufficiency. It is crucial, however, that the CalWORKs program continue to secure funding from outside sources in order to provide the much needed services to students such as academic counseling and on-going case management in order to intervene possible barriers such as domestic violence, homelessness, lack of child care, etc. The advantage of having adjunct counselors provides the program with professionals from a variety of backgrounds, cultures, languages, and counseling styles which allow students a choice of counselors who best meet their needs and to whom they can best relate. The number of CalWORKs students served who reside in West Sacramento fluctuates between 25 students during the Summer term to a approximately 75 students in the Fall and Spring terms. That figure is expected to grow once the new West Sacramento Outreach Center is completed. Currently, modified orientations are provided, SEPs and additional required documentation is also completed for CalWORKs students as well as on-going counseling and case management. There will be a continued need to hire and train adjunct counselors for the Center in meeting CalWORKs guidelines. There exists a large Slavic community in West Sacramento who receive CalWORKs county assistance. There will be a need to examine the potential for an increased need in CalWORKs counseling for this population. Facilities: With several renovations and rendering of office space over the past three years, program services have become less welcoming and physically less accessible to CalWORKs students. The staff moral has suffered tremendously with a feeling of being “squeezed out” of the current location. Continuing students have inquired about CalWORKs having a “cold” and “awkward” office design, projecting an unfriendly feeling. Due to daily appointments with numerous students everyday, and with orientations held twice a week year round, the noise creates a disturbance to DSPS staff who also work in cubicles and to those who administer tests to Learning Disabled students although they are in enclosed offices. CalWORKs will continue to research possible sites and submit requests for relocation. Equipment: Computer hardware is funded by the College’s other operational budget. Computers are on a five-year replacement cycle which has met program needs very well. The purchase of other equipment needs,
2009-2011 CalWORKs Program Review – Section II 9
such as printers and copy machines, must be pre-approved by the System’s Office. Since 2007-2008, the System’s Office CalWORKs program has put a freeze on equipment approvals due to statewide budget limitations. This year potential equipment needs will be included in the CalWORKs Unit Plan. In addition, as equipment becomes inoperable, funds will be requested from the Area Dean. Budget: As a result of the budget cuts, some CalWORKs positions and/or funds were moved to other areas of the College campus. It is crucial to the program’s survival that salaries be consolidated back to the program in order to have enough operational funds to run the program as required. As of the current 2008-2009 academic year, it will also be crucial to obtain some funding from other sources in order to meet students’ needs and program requirements. Research and reporting: In order to accurately measure program effectiveness, it is important to work with the campus and/or District Research and IT departments to determine necessary data and methods by which data should be collected.
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6) Collaboration Across Our Communities
Current Partnerships: CalWORKs partners with the following internal campus departments and programs: Financial Aid, Job Services, EOPS/CARE, DSPS, RISE, Matriculation Outreach, Business Office, College Store, Admissions and Records, Instruction, the District Office and ARC, CRC and FLC, and West Sacramento. CalWORKs partners with the entire campus and outreach centers to obtain and provide up-to-date program information for outreach purposes.
Partnerships with other programs and departments have allowed CalWORKs to exchange up-to-date program information and lists of students who participate in joint programs. With such a small number of CalWORKs permanent staff, it serves especially well to minimize duplicative efforts and maximize resources available to CalWORKs students. Partnerships with instruction help to provide students with employment opportunities as well as keeps them well informed of program services. CalWORKs also partners with the following external campus departments and programs: Sacramento County Department of Human Services, Yolo County Employment and Social Services, local One-Stop Centers which include Career Centers and WIC, Job Talk, Women’s Empowerment, Child Action, Sacramento Works Greater Sacramento Urban Sacramento Self-Help Housing, Employment Development Department, Oak Park Community Center, Francis House, and more.
Future Directions: Upon hiring of the Student Personnel Assistant for CalWORKs Outreach (projected for 2009-2010), partnerships will be expanded with the community focusing on the Latino community and Asian/Pacific Islander community. On-going efforts will be strengthened with the African-American community and the Slavic Community.
CalWORKs Student Enrolled by Ethnicity/Gender
Ethnicity Total Summer 08
Total Fall 08
American Indian 1 Asian 1 2 Black 43 137 Central American 1 1 Chinese 2 6 Decline to State 5 15 Filipino 1 4 Guamanian 1 Hispanic 2 6 Japanese 1 Korean 1 1 Laotian 2 Mexican/Mex. American/Chicago 11 39 NS 1 Other Asian 3 6 Other Hispanic 8 19 Other Non-White 7 16 South American 1 1 Vietnamese 1 3 White 47 119
Total 135 386
Gender Total Summer 08
Total Fall 08
Female 111 325 Male 24 61
Total 135 386
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7) Other Program Issues We see a definite need for increased funding, mentor assistance, space, and an additional Puente cohort.
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Appendix A Persistence Rates
YR FA O6 FA 07 FA 08 SCC 05/06 14 of 21 66% 13 of 21 61% 15 of 21 71% 06/07 24 of 31 77% 22 of 30 73% 07/08 24 of 27 88% 71% 08/09 29 of 29 100%
*reflectsFA08 units
0506 0607 0708 0809 Total #/% SCC M 11 13 7 10 41/ 38% 40% F 10 18 20 19 67/ 62% 58% Age18-20 20 27 26 24 97/ 90% 33% 21-24 0 4 0 2 6/ 5% 22% 25-29 1 0 1 3 5/ 5 % 14% Units 12+* 8 12 15 19 54/ 60% 29% 6 – 11.5 * 7 7 5 10 29/ 32% 31% 1 – 5.99* 0 3 4 0 7/ 8% 38% 1stGeneration 21 30 27 28 106/ 98% 35% Male persistence 83% Female persistence 87%
