Periodic Department Review

1. Periodic Department Review A System of Affirmation LaMont Rouse Executive Director of Assessment, Accreditation & Compliance

2. Goals of the Presentation • How the review process works • Review of the Process & Guidelines • Preparing Your Department Review Binder • Gathering Evidence of Success • Questions and Answers

3. Purpose of Program Review • Formally report on all goals and objectives • Gather evidence to support your accomplishments • Identify opportunities for the future • Create a shared vision with your team • Affirm what you do • Prevents Mission Creep (and draft)

4. Why Have Program Review • Middle States wants “clear and compelling evidence” of a system of self improvement • It shows accountability to other primary constituents: Board of Trustees, parents, students, Cedar Crest Alumni, regional employers, etc. • Proves that we are committed to excellence

5. Program Review Process (Simplified Version) • Completed copies go to the Office of Assessment and the Assessment Committee; • The Office of Assessment &the Assessment Committee provides feedback; • The final version of the review document is then sent to the Provost who will then affirm the conclusions, etc. • Suggestions that have budgetary impacts are then built into future budgeting cycles

6. Time Line • Program review process is initiated by the Provost in September. • Departments under review are orientated to the process in September/October • Collect information from October – December • Build your report from January – March • Submit your report on or before April 1st

7. Time Line • Interview with the assessment committee occurs in April/May • Assessment committee affirms your report and recommendations to the Provost by May 30th. • The Provost produces a short report to the President and Board of Trustees during the summer. • Suggestions that have an impact on the budget are included in the upcoming year’s fiscal planning model.

8. Section 1: Mission, Goals & Objectives • Include in the binder the current mission statement. -- Long mission statements are usually wrong mission statements • In a paragraph or 2, explain how your department supports the mission of the College (note: Use the annual assessment report form for assistance) • Goals and Objectives should be limited to 4 to 6. (Representative but not necessarily exhaustive)

9. Section 2: Major Functions & Services • List the major functions and services within the unit ( hint: look at job descriptions) • List services and functions which could exist. Briefly describe why they don’t exist. • Draw a flow chart that shows how your organization operates (keep it simple but representative)

10. Section 3: Goals and Objectives • Using your last 3 to 4 assessment reports, provide data for each goal and objective found in those reports. • Closing the Loop with the Data * In bullet format, describe any modifications you’ve made because of the data. * How have operations been improved? * What lessons have been learned?

11. Section 4: Forms, Surveys, Policy Manuals • Collect all tools used to gather data, rate employees, complete work, etc. (make sure they are blank) • Describe any ongoing support used from the data system that helps with measuring the unit’s progress (Example: Admissions might use applications as a way to measure progress) • Trying to prove that there is tools for gathering evidence and producing work.

12. Section 5: Personnel & Org. Structure • Provide a list of all full-time personnel and their official title in the unit (place a date on it) • Provide the latest resumes for all mid- and upper-level administrators • List any long-term part-time personnel in the unit (longer than 5 years) • Provide an organizational chart

13. Section 6: Facilities & Equipment • Describe the adequacy of your current facility (1 page) • Describe the adequacy of your current equipment inventory (computers, software, etc) (1 page) • List and describe any needs in these areas. Please prioritize!

14. Section 6: Facilities & Equipment • Describe the adequacy of your current facility (1 page) • Describe the adequacy of your current equipment inventory (computers, software, etc) (1 page) • List and describe any needs in these areas. Please prioritize!

15. Section 7: Planning & New Initiatives • List and describe any significant plans that will be undertaken in the next 3 years (2 to 3 pages) • List and describe any significant new initiatives in the next 3 years

16. Section 8: Summary & Recommendations • Summarize the main elements of the report (2 to 3 pages) • Summarize your overall recommendations of the department and any changes that you see moving forward. * You can place these into bullet format if you’d like.

17. Section 9: Resources • Indicate what new resources you will need in the next three years. • Indicate how it will help the department • Justify the request by linking it to your mission, goals and objectives.

18. Section 10: Other • Create a “brag” sheet that demonstrates some of your work. Include: • Programs of events • Flyers • Other distributed materials • Actual results from surveys

19. Working Tips • Divide the Labor (this should be a team exercise) • Work smart • Hold internal monthly update meetings • Find consensus when identifying needs and resources

20. Contact Information: LaMont Rouse larouse@cedarcrest.edu