AY 2011 Unit Review Process

1. AY 2011 Unit Review Process Process – Timeline Rev. 10-6-11

2. Purpose • The primary purpose of this presentation is to describe the process we follow for both Comprehensive reviews, and the system required Annual Unit Reviews. • We have been asked to produce an annual unit review for each and every one of our instructional programs and units. The reviews are required of each system CC and the results will be taken to the U of H Board of Regents for their purview. • If you are normally scheduled to do a comprehensive or are “Jumping” you will complete a comprehensive review this year. Additionally, every instructional and non-instructional program will do an Annual Program Review this year. • Not sure if you’re scheduled for a comprehensive review or not? Click here for the Comprehensive Program-Unit Review Cycle and Schedule

3. What’s a Jumper? • A Jumper is a locally defined term that is used to describe an instructional program or non-instructional program (unit) that has decided to jump out of their normally scheduled slot for their comprehensive program reviews and into this years cycle. • Why would anyone want to do that? Jumping into this years comprehensive cycle means that you have an opportunity to be considered for any budgetary decisions that will be made in this years budget process. • Jumpers will still have to do their comprehensive review on their next scheduled review. Jumping does not affect the existing schedule—you are voluntarily doing an extra review for your unit to be considered in this budget cycle.

4. What are we doing to improve our program review process? Upon conclusion of every program/unit review cycle, the IR Office takes extra care to ensure that we are improving our program/unit review process on campus. This is accomplished by sending out questionnaires specific to the groups, and by meeting with various groups across campus and collecting feedback. Your suggestions for improving this process are then posted on the Assessment Website and linked here for your convenience. 2010 Program-Unit Process Improvement Summary Based upon the feedback we received from everyone last year from our program-unit review process improvement focus groups, the following changes have been made and have been incorporated into the planning of this year’s review: • Timeline for program/unit reviews reevaluated. Reviews due this year November 18th to Joni. • The requirement for listing your unit outcomes and their assessments have been added to the Unit Review Comprehensive Template. • We will continue to use our college website as the delivery method for your program-unit review documentation. • We will continue the practice of providing program-unit review training and presentation materials.

5. What are we doing to improve our program review process (continued)? • Continue practice of providing training specific to your group (i.e. a presentation just for units) • Suggestions were made that more people, time, and money be made available for program-unit reviews, and that there is a need for focus groups to collect information from our students/community. Mary Goya has agreed to try to get something organized for the college along the lines of a dedicated focus group consultant. More details to follow through the Assessment Committee. • Some sub-units had expressed anxiety last year over having to turn in an annual review to their unit in addition to having to complete their comprehensive review. Upon further investigation of the cause for this, it was discovered that there is an interest by some sub-units to be ungrouped from their unit for the purpose of annual reviews. Instead of a blanket solution for ALL programs and units, as listed in the summary, please contact me if you would like to entertain the idea of being responsible for your own annual reviews, as is currently in place for the Academic Support Unit.

6. Does my unit have to complete an Annual Review? • All units have to do an annual review, however some sub units may be combined into one single review. Those units/sub units that have been approved to be combined into a singular annual review are listed here: • Administrative Affairs may turn in one annual review, which will include the contributions from the Business Office, Budget & Fiscal Management, Planning Operations & Maintenance, and Human Resources. • The Dean of Instruction (DOI) has elected to not combine units. Therefore, the following singular unit reviews are required: Academic Computing Unit, Learning Center, Library, and the Academic Support Unit. • The Office of Continuing Education and Training (OCET) may turn in one annual review, which will include the contributions from Apprenticeship, IEP, and Workforce/Community Development/Skills Development. • The Office of Student Services (OSS) will complete one annual review online, which will include the contributions from Admissions & Registration, Counseling, Financial Aid, Student Life, Records & Data Management, and the Information Center. • University of Hawaii Center at West Hawaii will turn in one singular annual review.

7. I belong to a non-instructional unit…which template do I use? • Again, All Units (and some sub units) are required to submit an annual review. Additionally, if you are on the schedule for a comprehensive review or are jumping you will also need to complete a comprehensive review. • UHCC Annual reviews have been developed by our UHCC Deans. Therefore, specific training on these reviews should come from the Dean’s that created them. For example, Mike Leialoha will work with his Administrative Services team, Joni Onishi will work work with her Academic Support Team, etc. • If you are on the schedule this year for a comprehensive unit review or are jumping you will be using the comprehensive unit review template below. Comprehensive Unit Review Template • For annuals, if you are writing your unit review in support of Administrative Services you will use: UHCC Administrative Services Unit Review Template • For annuals, if you are writing your unit review in support of Student Support Services you will use the online submission tool: 2011 Student Services Annual Report of Program Data (data not provided by the UH System will be provided by IR) An On-line Executive Summary is also required with the submission.

8. I belong to a non-instructional unit…which template do I use? Continued • For annuals, if you are writing THE unit review for Academic Support (not the sub-units) you will use: Academic Support Services Program Review Procedures and Measures 2011 Annual Report of Academic Support Services Program Data Academic Support Unit FTE An Executive Summary is also required with the submission. • For annuals in Academic Support, Sub-Units please use: 2011 Annual Report of Academic Support Services Program Data (paste your sub-units section of the completed spreadsheet into the template below) Annual Unit Review Template • For annual reviews in all other units you will use: Annual Unit Review Template

9. Publish all Program & Unit Reviews to Assessment Website Comprehensive & Annual Unit Review Timeline Schedule Training for all LA, Instruction, and Units Work with AC and Interim VCAA to determine what feedback needs to be taken back to UHCC IPRC All program and unit reviews (Comprehensive and Annual) due to Interim VCAA or UHCC ARPD website by EOB Friday November 18th. Collect and deliver needed data to Student Support Services Provide Annual Program Review Training to Campus Review and edit all PR (not CERC) documentation Sept Oct Sept 22nd Oct Nov 18 Dec 20th Jan 25th Jan 5th Dec 15th Sept-Oct Sept Sept - Oct Oct Jan 27th Develop training materials for all LA, Instruction, and Units Collect and deliver needed data to Academic Support Services Summarize PR Process Improvement Feedback, communicate results to groups, publish to web. Develop and administer PR Process Improvement Sessions (questionnaire, schedule meetings, collect feedback) Build out 2011 program review page on the assessment website and publish all updated materials Plan this year’s program review based on suggested improvements from last year’s review Package and Delivery of all Program & Unit Reviews to System Office

10. AY 2011 Comprehensive & Annual Unit Review Process • Step 1 Write your unit review using the appropriate template or online submission. • Step 2 Send yourdocuments (one Word document per review) to Interim VCAA Joni Onishi by email no later than end of business, Friday November 18th, 2011. • Step 3 Interim VCAA will ensure that all required documents have been received and that they are adequate. • Step 4 Interim VCAA will forward all approved reviews to the Institutional Research Office for further processing. • Step 5 The Annual reviews will be sent to the System Office for review by the UH Board of Regents. Comprehensive reviews will be forwarded along as appropriate following CERC guidelines. • Step 6 All reviews will finally be converted to PDF and posted to the Assessment Web Site.

11. Questions? The intention of this presentation was to provide a single source for all of the documentation related to the Comprehensive & Annual Unit Review process. I have linked all of the documents you should need directly into this presentation. If you need more information on this process please feel free to contact me: Shawn Flood934-2648 Mahalo!

12. CERC Comprehensive Unit Review Template & Process Mary will now discuss the comprehensive unit review template, and briefly the current CERC process. Comprehensive Unit Review Template If you need assistance contact me: Mary Goya, Professor Early Childhood Education Assessment Coordinator (part time) Email: mgoya@hawaii.edu (Email is best) Phone: 934-2629 Mahalo!