Preparing the Annual Assessment Reports: Guidelines and Suggestions

1. Preparing the Annual Assessment Reports:Guidelines and Suggestions T. Gilmour Reeve Director of Strategic Planning

2. Preparing the Annual Assessment Reports PURPOSES OF THE WORKSHOP: • Provide an overview of planning and assessment processes • Describe the technical aspects of preparing the annual assessment report • Discuss guidelines and suggestions for preparing the reports

3. Overview – Planning and Assessment Southern Association of Colleges and Schools requires that the university: • DOES planning and assessment • USES the results of the assessments to improve programs and services • DOCUMENTS the improvements made through the use of the assessments

4. Overview – Planning and Assessment Strategic Planning and Assessment for TTU OP 10.13 • All areas and units must have strategic plans and do annual assessment reports • Strategic plans are maintained by areas and units (posted on their homepages) • And linked to the Strategic Planning homepage

5. Overview – Planning and Assessment • Assessment reports are prepared by the areas and units • But are maintained by Institutional Research and Information Management • Strategic plans and assessment reports are accessible from the Strategic Planning homepage

6. Overview – Planning and Assessment Assessment Reports are prepared and submitted on the following timeline: • March 10, 2006– Academic departments, centers/institutes, and support units submit reports to Deans and Vice Presidents • April 24, 2006– Deans and other area leaders reporting to Provost submit reports to Provost • May 8, 2006– Provost and Vice Presidents submit reports to President • June, 2006– University’s Assessment Report is completed. All assessment reports posted to the website.

7. Technical Aspects – Preparing Assessment Reports The Strategic Planning and Assessment Report Homepage http://techdata.irs.ttu.edu/stratreport/index.asp Basic content on homepage: Welcome statement; scrolling news; strategic plans and assessment reports; related links; stratplan help; dashboard; login option

8. Technical Aspects – Preparing Assessment Reports Getting Started • Login using eraider • Must have “privileges” assigned to an area or unit to login • Area/unit leader is given privileges • Then, leader assigns privileges to others

9. Technical Aspects – Preparing Assessment Reports Welcome Gilmour Reeve to DEPARTMENT Z's Strategic Planning & Assessment Report What would you like to do? Assessment Report Menu Manage Users/URL Manage Assessment Report View Assessment Report Lock Assessment Report View All Universal Quantitative Data Tables

10. Technical Aspects – Preparing Assessment Reports Manage Users/URL – assign privileges to others (must have eraider names) and link area/unit strategic plan to this Website Manage Assessment Report – prepare (input information, edit) the assessment report View Assessment Report – only view the assessment report Lock Assessment Report – submit the report to “next level” administrator View All Universal Quantitative Data Tables – UQD for all academic areas and units

11. Technical Aspects – Preparing Assessment Reports Manage Contact/Website Information Add / Edit Contact Information Add / Edit Strategic Plan URL Use these links to verify that the correct contact information and URL have been used.

12. Technical Aspects – Preparing Assessment Reports Manage Users Menu Add User Modify Privileges of User View All Users Privileges Delete User Use these options to add, modify, delete users – Use the View All Users Privileges to determine who has been assigned privileges

13. Technical Aspects – Preparing Assessment Reports Manage Assessment Report Menu Goal/Accomplishments Universal Quantitative Data Area/Unit Specific Information Strategic Planning Update View Assessment Report Use these links to access the 4 sections of the assessment report.

14. Technical Aspects – Preparing Assessment Reports Goal/Accomplishments a listing of the strategic plan’s goals and accomplishments for each goal for the year Universal Quantitative Data data for academic departments only Area/Unit Specific Information data sets created by each area and unit Strategic Planning Update commentary and implementation plan based on assessments

15. Technical Aspects – Preparing Assessment Reports A short demonstration Managing Users/URL Managing Assessment Reports – 4 sections Locking (submitting reports)

16. Technical Aspects – Preparing Assessment Reports QUESTIONS REGARDING THE TECHNICAL ASPECTS

17. Guidelines and Suggestions for Preparing Assessment Reports • Ensure that assessment reports are: • Consistent with strategic plan • Complete (provide information in all sections) • Accurate and meaningful • Timely (update plan and assessments as needed) • Useful (and are used by area/unit) • Each year verify links to strategic plan and contact information • Remember to document what has been assessed and how the assessment led to improvements

18. Guidelines and Suggestions for Preparing Assessment Reports • Allow others in area/unit to contribute to and/or review reports • Incorporate information from faculty and staff evaluations (publications, awards, etc.) • Hold an annual meeting to review and discuss the assessment report (and then document meeting and the decisions made during the meeting)

19. Guidelines and Suggestions for Preparing Assessment Reports • Academic Departments must include results from program-level outcomes assessment of student learning • Use the Program Assessment Plans • What was assessed? • What were results? • How was information used to improve program?

20. Guidelines and Suggestions for Preparing Assessment Reports Document what was done and why – curriculum revisions, course additions, revisions, deletion, new faculty hires – relate changes to plans and assessments Report specific meetings or work of committees related to planning and assessment (retreats, program reviews, committee reports)

21. Guidelines and Suggestions for Preparing Assessment Reports Who uses these assessment reports? Two other questions will help answer this question: Who prepared the report? – use the reports as a form of self-study for improvement Who received the report? – use the reports to discuss planning and resource allocation with dean, director, vice president, provost

22. Guidelines and Suggestions for Preparing Assessment Reports Discussion Lingering Questions? And remember, if you need help or have other questions, please contact Gil Reeve at gilmour.reeve@ttu.edu