Promoting Institutional Research at a National and Institutional Level – The Irish Experience

1. Promoting Institutional Research at a National and Institutional Level – The Irish Experience Dr. Teresa Lee, Irish Universities Quality Board Aoife Flanagan, National University of Ireland, Galway

2. The National ContextHigher Education in Ireland Population - 4 million >55% of school-leaving cohort enter higher education Binary system with 7 universities + 14 Institutes of Technology

3. The National Context Irish Universities Quality Board (IUQB) Set up in 2002 by universities Incorporated and established its independence in February 2006 Funded by subscriptions from the universities and an annual grant from the funding body, the Higher Education Authority (HEA)

4. The National Context Irish Universities Quality Board (IUQB) Board of Directors – 17 Members Chair jointly appointed by the Higher Education Authority (HEA) and the Irish Universities Association (IUA) Other members nominated by the IUA, HEA, IBEC, ICTU, NQAI, USI, EUA and North American University System

5. The National Context Quality Assurance (QA) in Irish Universities Primary responsibility for QA rests with the university (Irish Universities Act, 1997) Internal QA With the active contribution of students, universities must periodically evaluate all their activities academic (and administrative) units Use the model of self-evaluation, peer review, site visit, published report, follow-up

6. The National Context Quality Assurance (QA) in Irish Universities External QA Institutional Audit - periodic evaluation of the effectiveness of QA procedures in individual universities Responsibility for these evaluations was delegated by universities governing authorities to IUQB in 2002

7. The National Context System wide External Review of Irish Universities System wide External Review of Irish Universities instigated by IUQB and by HEA in 2004 European Universities Association (EUA) commissioned to undertake the review in 2004-2005 under its Institutional Evaluation Programme (IEP)

8. The National Context System wide External Review of Irish Universities Review reports on individual universities and a Sectoral report published in April 2005

9. The National Context System wide External Review of Irish Universities IUQB assists the universities in implementing the recommendations arising from External Reviews Review Recommendation “All universities need to strengthen their capacities for institutional analysis and monitoring, in order to provide better information for strategic governance and management.”

10. The National ContextIUQB Sector Wide Projects • IUQB sectoral projects aim to establish good practice and culminate in the publication of national Guidelines of Good Practice in the areas of: • Teaching and Learning • Research • Strategic Planning/Management • Administration

11. The National ContextIUQB Institutional Research Project • The seven Irish universities supported an application for funding for an IUQB sector-wide project on Institutional Research in Irish Universities • In an effort to ensure relevance to the wider HE community in Ireland the Dublin Institute of Technology (DIT) was invited to participate in the project • The project was initiated in the autumn of 2005

12. The National Context IUQB Institutional Research Project Co-ordination and Planning/Editorial Team Ms. Aoife Flanagan: Institutional Research Officer, NUI Galway Prof. Jim Gosling: Director of Quality, NUI Galway Dr. Noel O’Connor: Campus Planning, DIT Ms. Maura McGinn: Institutional Research Officer, UCD Ms. Joan Mullen: Institutional Research Officer, NUI Maynooth Mr Tony Carey: Director of Strategic Planning, UCD Dr. Teresa Lee: Quality Enhancement Manager, IUQB

13. The National Context IUQB Institutional Research Project Aim: To improve management practices and effectiveness within Irish universities, DIT and other HEIs through Institutional Research and to increase awareness of the potential of Institutional Research to enhance overall organisational, efficiency and in particular the student experience

14. The National ContextIUQB Institutional Research Project Objectives • Analyse and establish current practice in the area of Institutional Research nationally and internationally • Identify good practice in Institutional Research appropriate to the Irish higher education sector • Develop and publish national guidelines of good practice in Institutional Research

15. The National Context IUQB Institutional Research Project National meetings • A national meeting was held with key stakeholders (senior and middle management) and with international presenters (Prof Sir David Watson, UK and Dr Dawn Geronimo Terkla, USA) to initiate discussions and to identify the key themes requiring attention in the sector. Prior to the meeting each institute was asked to respond to a series of questions and a synopsis of the results were used to inform proceedings. • A planning meeting was held to draw up a programme for a set of workshops (1 per institution) to get input from a wider stakeholder group in each institution

16. The National Context IUQB Institutional Research Project Activities at the Institutional Level • A series of meetings/workshops were held in the universities and DIT involving relevant expert groups, to collect and analyse information on current good practices and on performance indicators used. An institutional report was prepared • Analysis and evaluation of the Internal quality review reports in the seven universities and of the External Institutional reviews of the seven Irish universities (2004-2005) and of the DIT (2006) was undertaken

17. The National Context IUQB Institutional Research Project Activities at the National Level • An evaluation of current practices, data systems and resources in use on the national level was undertaken • An evaluation of current practices, systems and resources in use on the international stage was undertaken for comparative purposes • An Interim Report was produced which summarised the results of the project • This report was presented at the 5th IUQB Annual Conference on Institutional Research: Benefiting the Student Experience and University Performance held in October 2007

18. The National Context IUQB Institutional Research Project Production of the National Guidelines of Good Practice • The findings from the Conference and feedback on the Interim Report were used to inform the drafting of the national guidelines of good practice • A draft of the guidelines was distributed (widely) to key stakeholders and targeted experts for feedback prior to publication • The national guidelines were finalised

19. The National Context IUQB Institutional Research Project Launch of National Guidelines of Good Practice takes place on 30th June 2008 • Good Practice for Institutional Research in Irish Higher Education • Good Practice in Strategic Planning for Academic Units in Irish Universities.

20. The National ContextInstitutional Research- Key Developments • 6 Universities now have an Institutional Research Officer in place • These officers are closely linked with the strategic planning and/or the quality assurance offices • The Irish Universities Association (IUA) have received funding to develop KPIs for the university sector

21. The Institutional Context National University of Ireland, Galway

22. The Institutional ContextDrivers of IR • Strategic Priority for NUI Galway (Strategic Plan 2004-2008): “Enhance the Quality of All Aspects of the University and its Services . . . Establish an internal research function to generate and monitor performance indicators for all aspects of the University.”

23. The Institutional ContextDrivers of IR • Need for better information recognised • Need for self analysis and reporting • Evidence based decision making • EUA Review (2004/05) • Need for common data definitions • Support strategic planning

24. The Institutional ContextBuilding Awareness • Internal IR champion • IUQB national meetings • Use of international experts: • Seminars • Task driven workshops • Benefits of IR highlighted

25. The Institutional ContextNeeds Analysis • Consulting International expert • Mark Putnam, Northeastern University • Interviews with key stakeholders • 1 Day Workshop with academic and administrative leaders (2004)

26. The Institutional ContextSituational Analysis • Consulting international expert (2005) • Mark Putnam, Northeastern University • Analysis of current situation • 2 visits, 32 individuals interviewed • Information Audit • Availability and flow of data and information

27. The Institutional ContextReport on Findings • Understanding data as a key University asset • Enterprise Data • Quality, Planning and IR • Reporting structures • Required skills • Roles and responsibilities

28. The Institutional ContextPlanning for IR • Secured budget for full-time permanent IR professional • Identification of roles and responsibilities • Internal Communication • MIS resource to support IR • Recruitment process (2006)

29. The Institutional ContextEstablishment of IR Office • Office established January 2007 • Meetings with key stakeholders to focus on priorities • Identification of common priorities • Established links with MIS • Prepared one year plan • National links: • IUQB IR project • IUA KPI project

30. The Institutional ContextTraining • Site visits to established IR offices in other Universities • Systems and software training • AIR • EAIR

31. The Institutional ContextData Governance • Establishment of a Data Co-ordination Task Force • Representative • Data custodians and information producers • Decision Makers • Terms of Reference • Prioritisation of data related projects • Resource Allocation

32. The Institutional ContextRoles and Responsibilities • Reporting and Tracking: • Students • Staff • Estates • Research • Finance

33. The Institutional ContextRoles and Responsibilities • Student Research • Staff Research • Rankings • Integrated Reports for Quality Reviews • National Projects: • Key Performance Indicators • IUQB IR Good Practice Guidelines

34. The Institutional ContextFuture Directions • Increase office by 1 additional full-time analyst • Data Co-ordination Task Force • Enterprise data – development of a data warehouse • Strategic Plan 2009 – 2014 • Sector wide IUA KPI project

35. Questions?? • Contact: • Dr. Teresa Lee, IUQB Teresa.lee@iuqb.ie • Aoife Flanagan, NUI Galway Aoife.flanagan@nuigalway.ie