Transcript Slide 1

A QUICK GUIDE TO DEVELOPING
ANNUAL REPORTS
Suzanne Simpson
Marcie Behrens
Eric Atchison
Office of Institutional Research & Planning
Delta State University
June 2009
Guidelines For Annual Report
Section I:
Section II:
Section III:
Section IV:
Section V:
Section VI:
Unit Information
Learning Outcomes
Goals
Data & Information
Personnel
Curriculum, Degree, or Unit
Additions/Deletions/Changes
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
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
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
Section III:
Goals Example
Goals for Current Year
Goal # 1: Collect and warehouse data important to Institutional Research and Planning and Delta
State University
1. 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 .
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)
1.
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 the alumni 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.
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
Section IV:
Data & Information Example
A Comparison of Enrollment by Major
2005-2006
Enrollment
Child Development
Fashion Merchandising
Nutrition/Dietetics
Totals
Fall
104
23
20
147
Spring
126
32
21
179
2006-2007
Fall
157
35
32
224
Spring
147
29
24
200
2007-2008
Fall
118
19
31
168
Spring
104
17
27
148
B Division Graduates by Major
Undergraduate
ACC
CIS
FIN
IRR
Total
Fall
Sp
Fall
Sp
Fall
Sp
Fall
Sp
Fall
Sp
Fall
Sp
Fall
2001 2002 2002 2003
2003 2004 2004 2005 2005 2006 2006 2007 2007
6
14
6
15
7
12
11
13
4
4
13
10
14
20
18
24
28
29
15
24
17
15
15
19
6
9
4
8
33
3
7
9
3
3
5
6
5
5
7
7
11
9
5
7
2
7
10
4
31
48
35
54
79
54
38
53
28
29
43
39
Sp***
2008
18
27
9
19
73
Types of Data
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Examples 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
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
_________ ):
Section V:
Personnel
• Noteworthy activities and accomplishments:
– (List specific achievements, awards,
memberships)
• New position(s) requested, with justification:
• Recommended change of status
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!
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
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
Contact Information
Delta State University
Office of Institutional Research and Planning
Kent Wyatt Hall 234
Phone: 662-846-4050
Fax: 662-846-4055
Email: [email protected]
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