Academic Program Portfolio Review

Academic programs and disciplines vary in their purpose, size, capacity, cost, transfer and workforce roles, and contributions across the College. The academic program portfolio review takes these differences into account and considers multiple measures to understand each program or discipline in context.

Annual descriptive data related to enrollment, enrollment trends, instructional capacity, student participation and success, and other relevant measures is reviewed for all academic programs and disciplines. For programs with the greatest number of indicators below established benchmarks, financial information is also considered. This information is reviewed alongside Academic Program Review findings, student experience, equity considerations, qualitative evidence, and other relevant information that provides a fuller understanding of the program or discipline.

The procedure is designed to identify strengths and opportunities for improvement early, establish clear expectations when corrective action is needed, and provide opportunities for broader College input before a program is placed on probationary status or suspended as a result of a finding from the Academic Program Review. 

Definitions

Program: For purposes of this procedure, the term program includes academic programs, fields of study, disciplines, subject areas, credit and non-credit programming, and other instructional groupings.

Continue as is: The review identifies no additional action beyond standard planning, assessment, and improvement.

Revision: Changes are identified to strengthen a program, such as changes to curriculum, scheduling, recruitment, delivery, student support, or other areas. The changes are considered achievable through the program's regular planning and improvement processes.

Probation: Significant concerns require timely corrective action. Specific, measurable expectations and a follow-up timeline are established. A program that does not meet the expectations may be considered for suspension in a future review.

Consider for suspension: The portfolio review data and deans feedback indicate that continued enrollment of new students may no longer be appropriate and additional review of potential program suspension is warranted.

Suspension: The College ceases to enroll incoming students into a program, subject to the requirements of the Academic Program Suspension Procedure.

Annual Review Framework

Academic Affairs will conduct Program Portfolio Review on an annual cycle. With each cycle, the Vice President of Academic Affairs (VPAA), in consultation with the Office of Institutional Research and Effectiveness and other appropriate College areas, will publish annual materials that identify:

• the review schedule and deadlines;
• the programs, disciplines, and instructional areas included in the dataset;
• the data definitions, methodology, benchmarks, and comparative measures used for the cycle;
• the criteria used to identify programs requiring detailed analysis;
• the report template and submission instructions; and
• any additional evidence or areas of inquiry required for that review cycle.

Benchmarks, metrics, or annual schedules may be revised as institutional needs, available data, and review practices develop. Any changes will be described in the annual implementation materials and communicated to participants.

Program Portfolio Review Process

Step 1 Data Distribution and Division Review

The VPAA will distribute the materials to Academic Affairs Deans and communicate the overall process and opportunities for participation to the College community.

Each Dean will review the data for all programs within the Dean's area and convene appropriate faculty and staff to discuss the data, its context, and the program's performance. Programs meeting the annual criteria for further analysis must be reviewed in detail. A Dean may also identify a program for review or revision when relevant concerns or opportunities are not captured by the established indicators.

The department/division-level review must consider the student experience and Lane's Equity Lens. If the available data does not adequately represent a program or raises questions requiring further analysis, the Dean should consult with the Office of Institutional Research and Effectiveness and may request additional information when reasonably available.

Step 2 Dean’s Report

Using the annual template provided by the VPAA, each Dean will submit a report that documents the department/division-level review and includes:

• a brief description of the faculty and staff participation in the review;
• an explanation of how student experience, equity-based inquiry, and any applicable Board of Education values were considered;
• an explanation of how Academic Program Review findings and other relevant information were used to interpret the portfolio data;
• an analysis of each program requiring detailed review, including applicable performance indicators, financial information, supporting evidence, special circumstances, and operational considerations; and
• a recommendation for each program reviewed to Continue as is, Revise, or Suspend, with a rationale and, when applicable, proposed improvements.

The analysis must account for the differing purposes, roles, and contributions of programs. As applicable:

• Fields of study and disciplines (i.e., transfer programs) will be considered in the context of transfer requirements and pathways, course sequencing and transferability, general education and prerequisite requirements, and their support of other programs across the College.
• Career and Technical Education programs will be considered in the context of current and projected labor market demand, program completion and employment outcomes, projected wages, and pathways to higher-wage employment through career advancement. Annual implementation materials will identify the living-wage reference used for each review cycle.
• All programs will be considered for their importance and impact on historically underserved or marginalized students and communities. Quantitative and qualitative information may be used to identify whom a program serves, patterns or barriers in enrollment and completion, and contributions not fully reflected in the portfolio data, including student belonging, cultural affirmation, community connection, and civic engagement

Step 3 Portfolio Review Team Review

The Portfolio Review Team consists of the Academic Affairs Associate Vice Presidents, the VPAA, the Director of Institutional Research & Effectiveness, the Vice President of Student Affairs, the Director of Budget and Resource Planning, and one Academic Dean selected by the Academic Deans. Other members may be added per the discretion of the Vice President of Academic Affairs. 

All Team members are voting members except the VPAA. The VPAA participates fully in the review and deliberations but does not vote because the VPAA is responsible for considering the Team's recommendations and determining the recommendations to be forwarded to the President. 

The Team will review each completed Dean report and consider:

• the Dean's analysis and recommendations;
• faculty and staff perspectives documented through the division-level process;
• student experience and equity considerations;
• portfolio, financial, Academic Program Review, and other supporting information; and
• additional information relevant to understanding the program, its performance, and its contributions to the College and community.

The Team may request clarification or additional information from the Dean, consult College staff with relevant expertise, or request further analysis. Following deliberation, the Team will provide the VPAA with a recommendation for each program reviewed: Continue as is, Revision, Probation, or Consider for Suspension.

Step 4 Preliminary Executive Review

The VPAA will consider the Team's recommendation together with the Deans’ report, supporting evidence, and any additional information. The VPAA may accept, modify, or make a different recommendation and will review the preliminary recommendations with the President’s Cabinet. 

After this review, the VPAA will determine which programs, if any, will proceed to additional review for potential probationary status or suspension. Programs not advanced for additional review will proceed according to the applicable preliminary outcome and follow-up requirements.

Step 5 Campus Communication 

For each program advanced by the VPAA for potential suspension, the VPAA will notify affected faculty and staff and inform students and the broader College community. The notice will describe the potential action, the method and deadline for submitting relevant feedback, and the date of an in-person campus-wide forum. The purpose of this step is to ensure that relevant information, impacts, and perspectives are considered before a final recommendation is made.

Step 6 Final Recommendation and Decision

Following the receipt of campus communications, the VPAA, in consultation with the Portfolio Review Team, will consider the information received and develop a final recommendation for each program. The VPAA will submit the recommendations to the President for final review. 

The President will make the final determination regarding whether a program will be suspended. The President may determine that action by the Board of Education is required. The VPAA will communicate final outcomes to affected Deans, faculty, staff, and students and provide an appropriate summary to the College community.

Step 7 Implementation and Follow Up

Programs assigned an outcome of Revision will incorporate the identified changes into regular program planning, assessment, scheduling, and resource processes. The Dean will oversee implementation and provide progress information as requested by the appropriate Associate Vice President or VPAA.

For a program placed on Probation, the appropriate Associate Vice President and/or VPAA will work with the Dean to document the specific changes required, the measures used to evaluate progress, responsible parties, available supports, and the timeline for follow-up. Faculty and relevant staff will be involved in developing and carrying out the improvement plan.

Progress will be evaluated during the next Program Portfolio Review cycle. Based on that review, the program may be removed from probationary status, continue under an improvement plan, undergo further revision, or be considered for suspension.

A final decision to suspend a program will be implemented through the Academic Program Suspension Procedure, including development and approval of any required teach-out plan or teach-out agreement, external notifications or approvals, and communication with affected students and employees.