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Assessment Group FAQ

The Assessment Workgroup collects, analyzes, and reports outreach data on a monthly basis to the Outreach Committee and other interested constituents. Data includes SWENext, Outreach Metric Tool (OMT) survey, and outreach web metrics.

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Assessment Group FAQ

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  1. Assessment Group FAQ May 2018

  2. What Does the Assessment Group Do? The Assessment Workgroup facilitates the collection, analysis, and reporting of outreach data on a monthly basis to the Outreach Committee and other interested SWE constituents Data reported on a monthly basis to the Outreach Committee includes • SWENext • Outreach Metric Tool (OMT) survey • Outreach web metrics Data is reviewed and cleaned to delete incorrect entries and fix incomplete entries • Please encourage members to respond as soon as possible to Assessment Workgroup queries concerning data entries, particularly the OMT survey entries • Issues with the data will be resolved as soon as possible, however, in the event a resolution is not found within a few days of the query, the data will be tabled for possible inclusion in a later monthly report • The data review process is manual and may require the tracking of several email threads until resolutions are made Monthly reports are planned to take place on the seventh of the month if no unforeseen delays occur and include from the start of the fiscal year to the end of the prior month

  3. Special Requests to the Assessment Group Please contact Susan Mengel, Assessment Group Lead, at susan.mengel@ttu.edu, for data and report requests • To avoid duplicative and conflicting requests, please appoint one designated representative for the request, such as a region outreach advocate or section outreach committee chair • For special requests not typically part of the current monthly reports, such as for up-to-date, within-the-month official data reports on PPT slides with graphs or official PPT monthly report changes, please allow a lead time of 1 to 2 weeks • Lead time is needed for data pulls, data cleaning, data analysis, and review Certain requests for current fiscal year raw data may be made at the approval of the Outreach Chair, for example, to verify correct entry in a survey • OMT raw data may be supplied to officially designated SWE constituents, but should not be shared publicly or released to anyone externally • SWENext data concerns minors and may not be released, but Darcy Andersen, darcy.andersen@swe.org, can assist those needing to send event flyers to SWENexters in their area

  4. Outreach Metric Tool Survey Data The data in the OMT Survey is utilized by sections, committees, regions, and the international organization to plan and make decisions about outreach • The quality of the data is critical to the mission of these constituents The OMT Survey measures the impact of SWE outreach events on K-12 students as well as parents and educators of K-12 students • Events eligible for inclusion in the OMT Survey are those with K-12 students and/or parents/educators of K-12 students • Please utilize the comments field (Bonus Question) of the survey to clarify K-12 participation • Event examples include individual mentoring sessions, group presentations, one- and half-day workshops, weeklong summer camps, weekend engineering expos, and competitions Only the event itself with the K-12 participants should be reported rather than any grant writing, planning meetings, or other preparations leading up to the event To avoid duplicate, conflicting, or incorrect entries, please designate one SWE member to report the event in the OMT survey who has the official counts, SWE section name, and event information • If any information is missing or known to be incorrect, please wait until it is supplied or corrected before entering the event

  5. What are outreach events? These are events that focus on students ages 4-18 and/or their adult advocates such as parents, educators, and group leaders. These events should directly impact K-12 students, parents, and educators, to help them explore and understand engineering disciplines and careers. Examples of events to enter into the OMT include one- and half-day workshops, competitions, weekend engineering expos, mentoring K-12 students, weeklong engineering summer camps, and individual meetings or formal talks given to K-12 students, parents, and/or educators by SWE members. K-12 outreach events to be entered include: • Special engineering events planned, executed, and led by SWE member organizations OR led by a partner organization, such as an engineering society or industrial firm, where, for example, a SWE collegiate, professional, or MAL chapter, formally participated • Individual K-12 outreach efforts of SWE members • Examples of events to avoid entering into the OMT include preparatory activities leading up to an event, such as individual mentoring or planning meetings, smaller events occurring in a larger overall event, and grant writing to fund special engineering events or outreach. In addition, duplicate entries of the same event should not be entered. Please coordinate with those participating at the event so that only one person enters the event into the survey tool.

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