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A QUICK GUIDE TO DEVELOPING ANNUAL REPORTS

This guide provides guidelines for developing annual reports, including sections on unit information, learning outcomes, goals, data and information, personnel, and curriculum changes.

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A QUICK GUIDE TO DEVELOPING ANNUAL REPORTS

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  1. A QUICK GUIDE TO DEVELOPING ANNUAL REPORTS Suzanne Simpson Marcie Behrens Eric Atchison Office of Institutional Research & Planning Delta State University June 2009

  2. Guidelines For Annual Report Section I: Unit Information Section II: Learning Outcomes Section III: Goals Section IV: Data & Information Section V: Personnel Section VI: Curriculum, Degree, or Unit Additions/Deletions/Changes

  3. Section I: Unit Information • Select Type of Unit • Academic Unit • Administrative/Support Unit • Enter Unit name according to organizational chart • Change footer on page • Save as (unit name)_Plan and Report_0809.doc

  4. Section II: Learning Outcomes(or User Outcomes) • Section is primarily applicable for academic, not administrative/support units • Units that provide direct student learning • (i.e. Academic Support Services) • If you are a non-academic unit, you can begin thinking of how to report specific user outcomes by creating a separate table for these beneath Learning Outcomes table • User Outcomes: (for example) • IRP: Increase online request form usage by 50% • SBS: Decrease student wait time per person for services • If Academic outcome, indicate where possible how outcomes relate to General Education Purposes (Appendix B, Guidelines) • The four columns: Complete the cycle http://www.deltastate.edu/docs/irp/Math_Plan%20and%20Report_0708.doc

  5. Section III: Goals • Relate all unit goals to Strategic Plan (SP) or quality enhancement plan (QEP) goals • Goals for Current Year • Provide measures, indicators, and outcomes • MUST include last year’s “Coming Year goals” (or note why they aren’t included, measured, used) • Can be additional ones that came about after filing of last year’s report • Should show improvement of current unit achievements, efficiency or effectiveness • Goals for Coming Year • Can be new goals and/or continuation of previous year’s goals

  6. Section III: Goals Example Goals for Current Year Goal # 1: Collect and warehouse data important to Institutional Research and Planningand Delta State University • Institutional Goal which was supported by this goal: SP Goal # 3: The university community will benefit from better communication, effective operational and administrative systems, an optimal work environment, and a performance-responsive reward structure. 2. Evaluation Procedure(s): Using data harvested from Banner, databases will be created and housed electronically in Microsoft Access. Accuracy of data will be compared to previous reports. 3. Actual Results of Evaluation: Microsoft Excel Pivot Tables have resulted in quick, simple analysis. 4. Use of Evaluation Results: The staff will continue to use Excel Pivot Tables and Access Queries .

  7. Section III: Goals Example Goals for Coming Year: Goal: Organize a social work alumni reception at the annual State NASW Conference to gain donations for student scholarships (continued from previous year) • Institutional goal supported by this goal: Previous year goal: SP #4 – Friends of Delta State University, along with the general public, will become more aware and more supportive of the institution. Coming year goal: SP # 5 – DSU, improving its image and impact, will increase and enhance outreach, service, and partnership initiatives, in the region and beyond 2. Evaluation Procedure: Note if thealumni event is organized. Have participants sign in to count how many people attend. Contact alumni and solicit donations. Count donations from contributors. 3. Expected results of evaluation:Increase communication and support with alumni group by raising at least $5,000 for student scholarships/awards. (Be specific!) 4. Anticipated or Intended Use of Evaluation Results: Increase communication by sending quarterly newsletter to alumni and continue to receive support from social work alumni association. Also, provide students with awards/scholarships from money raised.

  8. Section IV: Data & Information • Use unit data that demonstrate the achievements of the unit • Use comparative data (demonstrate and analyze trends) • Enrollment by major, credit hour production, graduates, • Also financial data, scholarships, etc. (whatever gives a clear picture of your unit) • Suggestion is 3 to 5 year trends • Demonstrate use of analysis in the goals, Section III

  9. Section IV: Data & Information Example A Comparison of Enrollment by Major B Division Graduates by Major

  10. Types of DataExamples only -- All units will not use all of these Degree/Major Information Graduates Credit Hour Production Grade Distribution Financial Aid Retention On-Off Campus Enrollment by Race First Time Students Average ACT Scores NSSE/FSSE survey results QEP Survey results Foundations of Excellence Surveys Faculty Course Evaluation Comparison Report Possible Sources: IRP, College Portrait, Graduation Survey

  11. Section IV: cont • Grants, Contracts, Partnerships, Other Accomplishments: • Economic Development initiatives and/or impact: • Diversity Compliance Initiatives and Progress: • Committees reporting to unit (Committee records archived in _________ ):

  12. Section V:Personnel • Noteworthy activities and accomplishments: • (List specific achievements, awards, memberships) • New position(s) requested, with justification: • Recommended change of status

  13. Section VI:Curriculum, Degree, Program or Unit Additions/Deletions/Changes • Record any significant changes that are not captured within the outcomes in Section II or the goals in Section III for your program/unit • Also, course additions, deletions, changes should be noted FINALLY -- * Save work * Send to administrator FINISHED!

  14. Resources • Graduation Survey http://www.deltastate.edu/pages/3783.asp • College Portrait http://www.collegeportraits.org/MS/DSU • Information on Foundations of Excellence http://www.deltastate.edu/pages/3785.asp • Annual Reports http://www.deltastate.edu/pages/3406.asp • Strategic Plan http://www.deltastate.edu/pages/3761.asp • IRP Home Page http://www.ir.deltastate.edu/ • Mississippi Institutions of Higher Learning http://www.ihl.state.ms.us/research/stats.html

  15. Conclusion Request data? If you know what data you need you can go to our website and fill out an online request form. Please allow 48 hours processing time for our office to handle all requests How often? No limit We are here to support your needs

  16. Contact Information Delta State University Office of Institutional Research and Planning Kent Wyatt Hall 234 Phone: 662-846-4050 Fax: 662-846-4055 Email: ir@deltastate.edu Unit Plan & Report Guidelines: http://www.deltastate.edu/docs/irp/Unit%20Plan%20%20Report%20Guidelines%2008-09.doc Unit Plan & Report Template: http://www.deltastate.edu/docs/irp/unit_%20plan_%20report%200809%20Template.doc

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