Integrated Planning & Budgeting Process

The College’s integrated planning and budgeting process is designed to collect input from all levels of the College. It starts at the program, unit, or area level when faculty and staff are encouraged to review and evaluate data metrics and other assessment information for their respective areas. Faculty and staff are encouraged to collaborate on an analysis and evaluation of the data in order to make recommendations for improvements including the need for any additional resources. Resource Request Lists are reviewed and prioritized at varying levels until a final institutional resource priority list is developed and recommended to the Chancellor who approves and then shares the resource priority list at convocation.

The driver of the planning and budgeting process is the College mission and strategic plan. The University of Hawai‘i Community College (UHCC) system developed the Annual Report of Program Data (ARPD), a requirement for programs and support areas, to meet the University of Hawai`i (UH) Board of Regents (BOR) and UH system policies on program review. Since this process is mandatory, Leeward’s planning process utilizes the ARPD as the central planning document for the campus.

In addition to the ARPD, a Comprehensive Review and Evaluation (CRE) document is required every five years, per UH BOR and UH system policies on program review. The CRE template incorporates information from the ARPDs, to provide a big picture analysis for programs and units.

Institutional Priorities

As part of the planning process, all programs, divisions, units, and areas develop Resource Requests based on the results of their assessments and program reviews. These resource requests are prioritized within the four main areas of the college: Instruction, Student Services, Academic Services, and Administrative Services. Each area prioritizes the resource requests submitted from their respective units and departments.

The Administrative Team (i.e., Vice Chancellor for Academic Affairs, Vice Chancellor of Administrative Services, Dean of Arts and Sciences, Dean of Career and Technical Education, Dean of Student Services, and Dean of Academic Services) combines all of the resource requests and creates draft Institutional Priorities for the campus. These priorities are shared with the College's governance groups: Student Government, Pūkoʻa no Nā ʻEwa Council, Campus Council and Faculty Senate. These bodies are responsible for sharing the Institutional Priorities with their constituents and gathering feedback on the recommended priorities. Campus Council provides a final recommendation on the Institutional Priorities to the Chancellor. A comprehensive Operational Expenditure Plan is developed for the following academic year using the Institutional Priorities as a guide for allocating available funds (for more information see the Administrative Services Budget Information website).

Planning Process General Timeline


Planning Process Guidelines and Tools Distributed by OPPA and Vice Chancellor for Academic Affairs (VCAA)

  • ARPD data and template released by UHCC System and information is distributed to program coordinators by OPPA.

September 15

Programs and Units Work on ARPDs & CREs

  • Training sessions are offered to program coordinators, unit heads, division chairs, and those submitting an ARPD. Special work days may be scheduled and requests for one-on-one training is available.
  • Program review discussions occur at the program level. This collaborative process involves all members of the program, unit, or area, division chair/unit head, and respective Dean.

September 15-November 29

ARPDs & CREs Completed

  • Campus programs, units, and areas complete ARPD or CRE (if required). Final ARPD or CRE submitted to OPPA, and ARPDs are uploaded to UHCC System site.

November 30

Instructional and Support Areas Prioritize Resource Request Lists

  • Each of the Instructional Areas prioritize their own resource requests.
  • Instructional areas include six instructional divisions, Waiʻanae Moku, Office of Continuing Education & Workforce Development, and Native Hawaiian Student Support Program.
  • Instructional areas’ combined Resource Request Lists are submitted to OPPA.
  • Each Support Area creates an overall prioritized resource request list: Academic Services, Student Services, and Administrative Services.
  • Support Areas’ combined Resource Request Lists are submitted to OPPA.

December 1-January 31

Draft Institutional Priorities

  • Administration reviews and prioritizes all of the resource requests, including institutional requests, into a draft Institutional Priorities List.

February 1-15

Administration Meets with Executives of Governance Groups to Discuss Rationale for Draft Institutional Priorities

  • Administration meets with executives of governance groups (i.e., executives of Faculty Senate, Student Government, Pūkoʻa no Nā ʻEwa Council, and Campus Council) to explain its rationale for the draft Institutional Priorities List, including an explanation for the ranking of resource requests.

February 16-23

Governance Group Executives Share Draft Institutional Priorities List with Constituents, Collect Feedback, and Share Feedback with Administration

  • Governance group executives distribute to their constituents the draft Institutional Priorities List. Executives also share with their constituents areas of interest and concern identified during their meeting with administration.
  • Collected comments from governance groups due to administration by March 10.

February 24-March 10

Administration Reviews Feedback from Governance Groups and Revises Draft Institutional Priorities

  • Administration reviews feedback provided by governance groups on draft Institutional Priorities List and revises.
  • Revised draft of Institutional Priorities List sent to governance groups by March 31.

March 11-31

Governance Groups Review & Vote on Draft Institutional Priorities List

  • Governance groups distribute the revised draft Institutional Priorities to their constituents for final review.
  • Governance Groups vote on the draft Institutional Priorities list.

April 1-April Meeting

Campus Council Approves Institutional Priorities List

  • Campus Council votes on the recommended Institutional Priorities List at the last meeting of the academic year.
  • Campus Council makes final recommendation for Institutional Priorities List to Chancellor.

May Meeting

Chancellor Reviews Institutional Priorities List

  • Chancellor reviews recommendations for final Institutional Priorities List.

May 15-Start of the New Academic Year

Budget Decisions and Details Communicated

  • Chancellor or VCAS provide campus updates at convocation and distribute the annual budget through email.
  • VCAS shares the priorities that were funded in an Operational Expenditure Plan.

Fall Convocation