AY 2010 Unit Review Process

1. AY 2010 Unit Review Process Process – Timeline Rev. 11-17-10

2. Purpose • The primary purpose of this presentation is to provide clarity to all non-instructional units on the process we are following for both our local 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. They are required of each system CC and will be taken to the U of H Board of Regents for their review. • So who has to do a unit review this year? 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 Program-Unit Review 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 will 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 to be considered in this budget cycle.

4. What are we doing to improve our program review process? • In the interest of continuous process improvement your suggestions for improving this process are posted on the Assessment Website and linked here for your convenience Program/Unit Process Improvement Summary • Based on the feedback we received from you last year from our program review process improvement focus groups, the following changes have been made: • Timeline for program/unit reviews reevaluated. Reviews due this year November 15th to Joni. • Noreen has taken the following feedback to CERC for their consideration: • How much documentation is needed for CERC review? • Does CERC need to see salary projections with fringe when requesting positions? • Should CERC ask for equipment replacement costs? • When do we replace equipment based on depreciation schedule? • CERC needs to create a rubric in evaluation of program budget? • Need chart to illustrate what academic years constitute a biennium budget request • CERC needs to determine what statistics are needed to back up request?

5. 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) may turn in one annual review, 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.

6. 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, and with the assistance of our UHCC Deans. 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 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 you will use: UHCC 2010 Annual Report of Student Services Program Data Coversheet UHCC 2010 Annual Report of Student Services Program Data (data provided by IR) An Executive Summary is also required with the submission.

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

8. Create and post a Program-unit review process improvement summary document to capture year over year improvements to existing PR process Receive 2 years data from system office, perform data validation, and begin building instructional comprehensive data tables Work with Chancellor to determine best strategy for rolling out new on-line data submission tool. Post all Program & Unit Reviews to Assessment Website Comprehensive & Annual Program Review Timeline Determine what templates will be used and that they are linked to a common website (UHCC). Work with AC and Interim VCAA to determine what needs to be taken back to UHCC IPRC All program and unit reviews (Comprehensive and Annual) due to Interim VCAA by web/email by EOB Monday November 15th. Build out 2010 program review page on the assessment website Jul 28th Jul - Sept Aug 15th Aug 28th Sept 23rd Nov 15 Dec 20th Jan 25th Dec 15th Jul - Sept Jul - Aug Aug 26th Aug - Oct Thru Oct Oct 23rd Jan 5th Develop and administer PR Process Improvement Survey Review and edit all PR documentation and work with Trina and AC for approvals Develop presentation and training materials (3 presentations and 5 training sessions) Collect and deliver data to Student Support Services 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 Provide Annual Program Review Training to Campus Determine what changes to our local program-unit review processes need to be made and plan for same.

9. AY2010 Comprehensive & Annual Review Process • Step 1 Write your unit review using the appropriate template. • Step 2 Send yourdocuments (one Word document per review) to Interim VCAA Joni Onishi by email no later than end of business, Monday November 15th, 2010. • 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.

10. 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 Flood974-7512 Mahalo!