Annual Program Review
Frequently Asked Questions

The Annual Program Review is a collection of enrollment data, course data, and student success data organized by college and subject that is refreshed annually. The data are put together by the KCCD Office of Institutional Research & Reporting for use by Administration, Faculty and Staff for self-assessment and long term planning.

This year we are transitioning from pdf documents to online interactive dashboards. These dashboards are built with Tableau. Users do not need to have Tableau installed on their machines, but do need an internet connection to see the data. Previously, the source of the data was KCCD’s internal ODS data warehouse. This year the primary source of data is the MIS data submission.

MIS data is the official data submitted by all community colleges to the California Community Colleges Chancellor’s Office. Using MIS data has become increasingly important since the release of the Student Centered Funding Formula (SCFF), which states that our funding is directly tied to MIS data. While this data provides essentially the same data that the ODS data warehouse used to provide, there are differences in data collection methods and timing of collection. As a result, this year’s data may differ slightly from previous year’s data. We have validated it to ensure that the data is accurate but if you see something that looks off please let us know. You can email us at

A dashboard is an interactive data delivery system that allows a user to customize the data that they see. At the top of this webpage you will see links to three different dashboards: Demographics data, Course data, Awards data. To view the dashboard click on the link which will take you to the Dashboard Info page that provides context information and data definitions on that dashboard. To see the actual data, click on one of the tabs at the top of the dashboard. Once on this page, select the filter you would like to filter the data by (most users will want to start with College). After selecting the filter, the data is instantly changed. Feel free to use filters to “slice and dice” the data.

We are transitioning away from pdfs. However, Tableau allows you to print tables and views as pdfs. Scroll down to the bottom of the dashboard and click on the download icon pdf download icon. A dialog box will open up that allows you to select which tables and views you would like to save as a pdf.

Presenting demographic data by academic year presents certain challenges. For example, a student that was 18 years old in summer 2017 can have a value of 19 for the spring 2018 semester. The same situation arises for gender and ethnicity. Usually we report on the latest value. For this reason, we feel that using the term more accurately presents this section. We have not ruled out the possibility of being able to toggle between Term/Academic Year in the future.

When using MIS data there is supposed to be one CCCCO ID per student, per college. However, sometimes one student will have the same CCCCO ID for multiple colleges. We are aware of the issue and working with the Chancellor’s office to correct the issue.

The district is in the process of aligning its systems with the Chancellor’s Office MIS data collection and reporting system. As of today (August 2019) we are not yet completely aligned. When you see a “Null” or “Missing” value, it indicates that the record exists in one system but not the other. In the interest of providing as much information as possible, we’ve left the data in there so that users can decide on their own if they want to use the MIS or Data warehouse data. We are working as quickly as possible to align these records, and we apologize for any confusion

Most likely, this is a result of filtering. Unfortunately, for this particular page, we were unable to make it so that only relevant filters display. For example, when you select Porterville College, Deans for all three colleges show. If you select a Dean at Cerro Coso College after selecting Porterville College, this will result in no data. We are working on resolving this as soon as possible so that when you select a particular college, the rest of the filters will only show you options relevant to the selected college.

Our new reporting system, Tableau, only shows majors/programs of study with data in them. If there were no students that declared that major or received an award in that program, it will not be shown.

This means that awards have yet to be conferred for the programs of study associated with the selected dean.

Majors can be tricky when multiple colleges use the same major code and students take courses at more than one college. A major may be new for your college, but your students may have declared their major at another KCCD college, which also offers that major.

A list of majors/awards was reviewed by the Vice Presidents to determine which major/awards go with which subjects. If there is a major incorrectly listed, please email us at

While headcount is unduplicated, enrollments are duplicated. One student may have multiple enrollments. For example, if a student is enrolled in 6 courses one term: 1 Math course, 2 English courses, and 3 Business courses, the Business department would have that student counted once in the college enrollment headcount and three times in the course enrollment count.

FTE: full time equivalent is a way of measuring student and faculty workload. This takes into account differing workloads of students and is based on average units full time take in semester. For example, a student taking a full load (15 units)=1FTE. A student taking 12 units=0.8 FTE. FTEF stands for full-time equivalent faculty. FTEF is the instructor workload associated with each section. One FTEF typically is equivalent to one instructor teaching 15 hours per week. Each course section is assigned a workload depending on the contact hours and the type of instruction being given (i.e. lecture or lab). As an example, a lecture course meeting 3 hours per week typically carries a .2 workload. Detailed information on how FTES is calculated

The Retention rate is a percentage of students enrolled on the first day and also enrolled on census day. This gives us an idea of how well students who register for a course follow through and attempt to complete the course. The success rate is a percentage of students enrolled on a first day that received a passing grade in the course. While the overall success and retention rates give results for all students enrolled in a subject or department, the disaggregated rates breakdown results by demographic groups. This helps you to determine if there is a particular group struggling in your subject or department. For example, looking at the breakdown by gender, you can see how success and retention rates differ between men and women. Because disaggregating data can lead to small numbers in some groups, the five years represented in the trend data were combined to show the overall combined, five-year rates.

There are two reasons why an award may be erroneously listed. First, the award may have been offered at one time but has since been deactivated. Second, the award may have been incorrectly entered at the time the student received it. If you believe an award was incorrectly entered, please contact A&R to have it reviewed and corrected. If an award was not listed in the latest college catalog, it is indicated with an asterisk.

We welcome all feedback about the dashboard. Please email us at

We are happy to provide specialized data to you. Please fill out a data request form on our website.