Preparing the Annual Assessment Reports:Preparing the Annual Assessment Reports:Guidelines and SuggestionsGuidelines and Suggestions

T. Gilmour ReeveT. Gilmour ReeveDirector of Strategic PlanningDirector of Strategic Planning

Preparing the Annual Assessment ReportsPreparing the Annual Assessment Reports

PURPOSES OF THE WORKSHOP:• Provide an overview of planning and

assessment processes• Describe the technical aspects of

preparing the annual assessment report• Discuss guidelines and suggestions for

preparing the reports

Overview – Planning and AssessmentOverview – Planning and Assessment

Southern Association of Colleges and Schools requires that the university:

• DOES planning and assessment• USES the results of the assessments to

improve programs and services• DOCUMENTS the improvements made

through the use of the assessments

Overview – Planning and AssessmentOverview – Planning and Assessment

Strategic Planning and Assessment for TTUOP 10.13

• All areas and units must have strategic plans and do annual assessment reports

• Strategic plans are maintained by areas and units (posted on their homepages)

• And linked to the Strategic Planning homepage

Overview – Planning and AssessmentOverview – Planning and Assessment

• Assessment reports are prepared by the areas and units

• But are maintained by Institutional Research and Information Management

• Strategic plans and assessment reports are accessible from the Strategic Planning homepage

Overview – Planning and AssessmentOverview – Planning and Assessment

Assessment Reports are prepared and submitted on the following timeline:

• March 10, 2006 – Academic departments, centers/institutes, and support units submit reports to Deans and Vice Presidents

• April 24, 2006 – Deans and other area leaders reporting to Provost submit reports to Provost

• May 8, 2006 – Provost and Vice Presidents submit reports to President

• June, 2006 – University’s Assessment Report is completed. All assessment reports posted to the website.

Technical Aspects – Preparing Assessment ReportsTechnical Aspects – Preparing Assessment Reports

The Strategic Planning and Assessment Report Homepage

http://techdata.irs.ttu.edu/stratreport/index.asp

Basic content on homepage:Welcome statement; scrolling news; strategic

plans and assessment reports; related links; stratplan help; dashboard; login option

Technical Aspects – Preparing Assessment ReportsTechnical Aspects – Preparing Assessment Reports

Getting Started• Login using eraider• Must have “privileges” assigned to an area

or unit to login• Area/unit leader is given privileges• Then, leader assigns privileges to others

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

Welcome Gilmour Reeve to DEPARTMENT Z's

Strategic Planning & Assessment ReportWhat would you like to do?

Assessment Report MenuManage Users/URL

Manage Assessment ReportView Assessment ReportLock Assessment Report

View All Universal Quantitative Data Tables

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

Manage Users/URL – assign privileges to others (must have eraider names) and link area/unit strategic plan to this Website

Manage Assessment Report – prepare (input information, edit) the assessment report

View Assessment Report – only view the assessment report

Lock Assessment Report – submit the report to “next level” administrator

View All Universal Quantitative Data Tables – UQD for all academic areas and units

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

Manage Contact/Website Information Add / Edit Contact InformationAdd / Edit Strategic Plan URL

Use these links to verify that the correct contact information and URL have been used.

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

Manage Users MenuAdd UserModify Privileges of User View All Users PrivilegesDelete User Use these options to add, modify, delete

users – Use the View All Users Privileges to determine who has been assigned privileges

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

Manage Assessment Report MenuGoal/Accomplishments Universal Quantitative DataArea/Unit Specific InformationStrategic Planning UpdateView Assessment Report

Use these links to access the 4 sections of the assessment report.

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

Goal/Accomplishments a listing of the strategic plan’s goals and accomplishments for each goal for the year

Universal Quantitative Data data for academic departments only

Area/Unit Specific Information data sets created by each area and unit

Strategic Planning Update commentary and implementation plan based on assessments

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

A short demonstration

Managing Users/URLManaging Assessment Reports – 4 sections

Locking (submitting reports)

Technical Aspects – Preparing Assessment Technical Aspects – Preparing Assessment ReportsReports

QUESTIONS REGARDING THE TECHNICAL ASPECTS

Guidelines and Suggestions for Preparing Guidelines and Suggestions for Preparing Assessment ReportsAssessment Reports

• Ensure that assessment reports are:– Consistent with strategic plan– Complete (provide information in all sections)– Accurate and meaningful – Timely (update plan and assessments as needed)– Useful (and are used by area/unit)

• Each year verify links to strategic plan and contact information

• Remember to document what has been assessed and how the assessment led to improvements

Guidelines and Suggestions for Preparing Guidelines and Suggestions for Preparing Assessment ReportsAssessment Reports

• Allow others in area/unit to contribute to and/or review reports

• Incorporate information from faculty and staff evaluations (publications, awards, etc.)

• Hold an annual meeting to review and discuss the assessment report (and then document meeting and the decisions made during the meeting)

Guidelines and Suggestions for Preparing Guidelines and Suggestions for Preparing Assessment ReportsAssessment Reports

• Academic Departments must include results from program-level outcomes assessment of student learning

• Use the Program Assessment Plans – What was assessed?– What were results?– How was information used to improve

program?

Guidelines and Suggestions for Preparing Guidelines and Suggestions for Preparing Assessment ReportsAssessment Reports

Document what was done and why – curriculum revisions, course additions, revisions, deletion, new faculty hires – relate changes to plans and assessments

Report specific meetings or work of committees related to planning and assessment (retreats, program reviews, committee reports)

Guidelines and Suggestions for Preparing Guidelines and Suggestions for Preparing Assessment ReportsAssessment Reports

Who uses these assessment reports?

Two other questions will help answer this question:

Who prepared the report? – use the reports as a form of self-study for improvement

Who received the report? – use the reports to discuss planning and resource allocation with dean, director, vice president, provost

Guidelines and Suggestions for Preparing Guidelines and Suggestions for Preparing Assessment ReportsAssessment Reports

Discussion

Lingering Questions?

And remember, if you need help or have other questions, please contact Gil Reeve at

gilmour.reeve@ttu.edu