Transcript ADMINISTRATIVE AND EDUCATIONAL SUPPORT UNITS …

ADMINISTRATIVE AND
EDUCATIONAL SUPPORT UNITS
ASSESSMENT WORKSHOP
2009-2010 CYCLE
2010-2011 Cycle
Del Mar College
Risè Knight
May 2010
OVERVIEW OF ASSESSMENT
PURPOSES OF ASSESSMENT
1. To improve – The assessment process should
provide feedback to determine how the unit
can be improved.
2. To inform – The process should inform
decision-makers of the contributions and
impact of the administrative unit to the
development and growth of students.
3. To prove – The assessment process should
demonstrate what the unit is accomplishing
to students, faculty, staff, and outsiders.
4. To support – The process should support for
campus decision-making activities such as
program review and strategic planning, as
well as external accountability activities such
as accreditation.
When developing the assessment plan for your
unit, always refer back to the four main
functions of assessment .
INTRODUCTION to DEVELOPING an ASSESSMENT
PLAN
Clarify the focus and content. Remember the
purpose.
1. What are you trying to do?
2. How well are you doing it?
3. Using the answers to the first two questions,
how can you improve what you are doing?
4. What and how does your unit contribute to the
development and growth of students?
5. How can the student learning experience be
improved?
A Systematic Approach to Developing
the Administrative Assessment Plan
1. Organize for assessment. Identify key players,
committees and structure. All staff should
assume the responsibility for designing,
implementing and carrying out the assessment
process.
2. Define the mission. The missions should be a
broad statement of the unit’s direction and
should reflect each unit’s contribution to the
educational and career paths of students who
encounter the unit specifically.
Systematic approach Cont.
3. Define the Outcomes for the unit. The
outcomes usually focus more on process and
student development than learning. The
outcomes will focus on what the department
is going to do and what its impact will be on
student and key stakeholders.
4. Identify the achievement target for each
outcome. Determine the standards expected
from your services.
Systematic approach cont.
5. Inventory existing and needed assessment measures.
Identify , list, and describe all available approaches
that can be used to conduct assessment. What
methods are needed to provide you with the
necessary information for assessment?
6. How will assessment results be used for unit
improvement? The results and information gained
should be distributed to the appropriate parties to
achieve continuous improvement. Theses results may
justify professional development, travel, equipment,
personnel, facilities, etc.(Budget).
Systematic approach cont.
7. Establish a schedule for the above steps.
8. Submit the assessment plan for review to your
respective divisions and committees.
9. Implement the plan, collect data, review data at
appropriate intervals and continue to update
where needed.
10. Provide feedback to key members of the
administrative unit so that data driven
improvements can be made on a continuous
basis.
SACS REQUIREMENT
Del Mar College submits Academic Detailed
Assessment Reports as supporting
documentation for compliance with SACS Core
Requirement 2.5 and Comprehensive
Standard 3.3.1 and 3.4.2.
Core Requirement 2.5
The institution engages in ongoing, integrated,
and institution-wide research-based planning
and evaluation process that incorporate a
systematic review of programs and services
that (a) results in continuing improvement,
and (b) demonstrates that the institution is
effectively accomplishing its
mission(Institutional Effectiveness)
Comprehensive Standard 3.3.1 –
Institutional Effectiveness
The institution identifies expected outcomes for
its educational programs and its
administrative and educational support
services; assesses whether it achieves these
outcomes; and provides evidence of
improvement based on analysis of those
results.
Comprehensive Standard 3.4.2
The institution’s continuing education, outreach,
and service programs are consistent with the
institution’s mission. …What evidence exists
that demonstrates that continuing education,
outreach, and public service programs are
regularly evaluated in relation to the
institution’s mission?
2009-2010 Assessment Reports
Assessment Reports = SACS Documentation
 Findings
 Action Plans
 Analysis
Annual Report
Reports demonstrate our institution is
effectively accomplishing our mission.
2009-2010 Cycle
FINDINGS
Findings Guidelines
 Findings are merely the quantifiable data, without any
analysis, that result when the measures listed in the
assessment plan are completed.
 Specific numbers are essential for reporting findings.
 The actual percentage (%) or numbers that resulted
from the measures are the focus of findings. The
sample size (the “n”) should be reported as well, since
it provides context for the results.
 Findings should be phrased the same as the measures
are to show the direct relationship.
What to do…..
Target At least 50% of all WebCT users will attend at
least one upgrade training session in 2009-10 academic
year.
Findings 60% of all WebCT users (n=100) attended at
least one upgrade training session during 2009-10.
Target IT will conduct ten campus-wide workshops for
DataTel conversion in June and July of 2010.
Findings Eight campus-wide workshops for DataTel
conversion were conducted in June and July 2010.
What not to do……
Target There will be a minimum of 10% increase in
overall satisfaction between 08-09 and 09-10 on the
student satisfaction survey.
Findings There was less than 10% increase in overall
satisfaction between 08-09 and 09-10.
Corrected:
Findings There was a 5% increase in overall satisfaction
between 08-09 and 09-10.
(08-09: n=25, mean =3.82) (09-10: n=27, mean = 4.01)
ACTION PLANS
 An action plan needs to be developed for each
measure, even if the achievement target was met
(unless you are not assessing that outcomes any
longer).
 The action plan is developed at the end of the
assessment year cycle and implemented the following
assessment year(Exception – some by semester)
 An action is an organized activity you undertake to help
your unit more effectively achieve its intended
outcomes.
 In WEAVE, Action Plans are entered after “Findings”
Action Plan cont.
 If a desired target is not achieved, an action
should be planned to address that shortcoming.
 If a desired target is achieved and you wish to
expand upon or increase the target level, you
should plan an action to address the outcomes.
 If you have achieved your target and wish to
“move on”, you no longer need to write an action
plan. You will not assess that outcome in the
next year.
ACTION TRACKING
2009-10 Action Plans will be found in 2010-11
Assessment Reports as “Tracking”.
Indicate the status of each as Planned,
Finished, On-hold, or Terminated.
Enter a comment regarding each ACTION in
the notes filed. The NOTES in “Action
Tracking” serves as an opportunity to “close
the loop” and provides documentation of
improvement over time.
ANALYSIS
Achievement Summary/Analysis (under the
assessment tab)
You are asked to respond to two broad analysis
questions about your strengths and your
weaknesses. The third question refers to budget
implications. Within those broad questions, you
should use additional questions to explain how
your data has informed your decisions and your
assessment plan for the next year.
Analysis 1st Question
What specifically did your assessments show
regarding proven strengths or progress you
made on outcomes/objectives?
• What objectives did you accomplish in the
previous year?
• What led to the unit’s success in
accomplishing them?
• Where else could these successes be
duplicated in your unit or division?
Analysis 2nd Question
What specifically did your assessments show
regarding any outcomes/objectives that will
require continued attention?
• What objectives/outcomes did you NOT
accomplish in the previous year?
• What might have contributed to the unit’s
inability to accomplish them?
• What could be done differently to improve the
results of this objective in the coming year?
Analysis 3rd Question
How will your assessment be used by the unit to
justify professional development, travel,
equipment, personnel, facilities, etc.? (Budget)
• What improvements require additional
funding?
• Should resources be utilized differently to
achieve better results?
“Progress on Outcomes”
The answers to theses questions are compiled
into a college-wide “Progress on Outcomes”
report. “Progress on Outcomes” reports will
demonstrate a culture of evidence-based
planning and budgeting. The reports will be
used as supporting documentation for
compliance with SACS Comprehensive
Standard 3.3.1.
ANNUAL REPORT GUIDELINES
The Annual Report asks you to reflect on and
communicate about several categories.
These reports become the history of Del Mar
College ‘s administrative accomplishments for
the year. The information provided here
should communicate what you want everyone
to know about your area.
Executive Summary
This should be a paragraph that provides a highlevel summary of the previous assessment
(academic) year. This may include information
not contained in the assessment plan (such as
staff changes, grants received, or benchmarks
met) but should apply some focus to
assessment and its results.
Contributions to the Institution
Again, this paragraph or list of bullet points may
include information not included in the
assessment plan. It may present
accomplishments in daily operations or focus
on the objectives undertaken in the
assessment plan.
Highlights
This can be a list of bullet points that emphasize
the high (or low) points, and challenges and
solutions of the previous year.
List any special awards, accomplishments, or
events within your unit.
You may include conferences or professional
development attended by staff.
Teaching Activities
Unless your unit does a significant amount of
teaching to students or staff, you do not need
to provide any information in this field. You
may enter “N/A”
If your unit provided professional development
you may include it here.
Research and Scholarly Activities
Unless your unit does a significant amount of
research and publication, or if you received a
grant for administrative research, you do not
need to provide any information in this field.
You may enter “N/A.” If this section does apply
to your unit, please tell what research and
grants were executed and what results were,
and/or what scholarships was accepted for
publication.
Public/Community Service
If your unit is involved in public or community
service, please describe those activities and
highlight the accomplishments in this area,
otherwise enter “N/A.”
International Activities
If these are separate from the mission of your
department, discuss any international
activities undertaken by your department, if
applicable. You may enter “N/A” if your unit
did not participate in international activities
this year.
Challenges
Explain in at least one paragraph or bullet points
the challenges encountered in the past
administrative year, and the actions taken to
overcome them. If there are anticipated
challenges for the coming year, they can be
identified here.
2010-2011 Assessment Cycle
– Effective administrative unit assessment is viewed as a
comprehensive, systematic and continuous activity, a means of selfimprovement and used as a management tool.
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The Three Steps of Assessment 1(WEAVE components italicized)
1) Articulate your goals for your unit.
( Outcomes/Objectives)
2) Gather evidence about how well the unit is meeting the goals.
(Measures, Targets, & Findings)
3) Use the information for improvement
(Analysis, Action Plans, Action Tracking, Annual Report)
Articulate Goals
Outcomes/Objectives
Outcomes are statements that describe the
desired quality (timeliness, accuracy,
responsiveness, etc.) of key functions and
services within the administrative unit.
Operational outcomes define exactly what the
services should promote.
Goals are broad statements, while outcomes
are precise, specific, and clear.
Goal – Outcomes Relationship
Goal 1
Goal 2
Goal 3
Outcome 1
Outcome 1
Outcome 1
Outcome 2
Outcome 2
Outcome 2
Outcome 3
Outcome 3
Outcome 4
Outcomes 5
Outcomes/Objectives cont.
A program does not need to state all possible
outcomes, but it should try to articulate those
that are fundamental
5 minimum (for 2010-11), 10 maximum
 Programs reevaluate outcomes/objectives at the
beginning of the assessment cycle. The unit
mission should be reevaluated periodically.
 Outcomes/Objectives should be rotated but a
minimum of 5 assessed each year
Gather Evidence
Measures and Targets
 Check to see that the measure matches the
objective/outcome – “apples to apples”
 Measures need to clearly identify the content that addresses
the outcomes.
 Measures should provide useful data.
 To ensure a high level of accuracy, two assessment measures
should be used for each outcome, combining direct and
indirect.
 Targets need to show criteria for success for each outcome
Good Example
Outcome Hypothetical Administrative Unit will
demonstrate increased timeliness in terms of
processing student requests for the 2010-11
academic year.
Measure A computerized log will track the date and
time of each student request and the date and
time it is resolved. The time between request
and resolution will be compared with 2009-10
log.
Achievement Target The HAU will improve student
request process time by an average of 10%.
Not a good example
Outcome Hypothetical Administrative Unit will
demonstrate increased timeliness in terms of
processing student requests. (when??)
Measure Number of students served by HAU will
be tracked for three semesters. (Not useable
information, does not match the outcome).
Target Students will be satisfied with response time
to their request. (How much? How will you
know?)
Use the Information for Improvement
(Analysis, Action Plans, Action Tracking, Annual Report)
Assessment Plans and the Action Plans developed in the
Assessment Report will tell what you will do in the
future. Assessment contacts need to ensure all unit
staff know the unit’s action plans, outcomes, and
measures and are carrying out and reporting
assessment activities throughout the academic year .
The entire staff should be involved in the analysis of
the assessment data to recommend changes for
improvement. The goal is to keep it simple and to use
the assessment process for better decision making.
REMINDERS!!!!
To Complete the 2009-2010 ASSESSMENT REPORT
 Report FINDINGS in WEAVEOnline
 Each MEASURE should have an ACTION PLAN, either
one a new one or one in TRACKING. Remember to
add notes to the ones in TRACKING in order to
document progress.
 Complete ACHIEVEMENT SUMMARY/ANALYSIS by
answering ANALYSIS QUESTIONS.
 Complete the ANNUAL/SPECIAL REPORTING section.

al/Special
REMINDERS!!!!
For the 2010-11 ASSESSMENT PLAN
Articulate OUTCOMES (remember to check
your VP’s goals for your area).
Five outcomes for 2010-2011
Use appropriate MEASURES
Set ACHIEVEMENT TARGETS
SUBMIT FOR REVIEW
Submit ASSESSMENT REPORTS for 2009-2010 for review
by July 1, 2010.
Submit ASSESSMENT PLANS for 2010-2011 for review by
July 15, 2010
REMEMBER TO INVOLVE ALL STAFF IN THIS PROCESS
EMAIL me when you have completed the above so that I
may review immediately!
Call for HELP!
Risè E. Knight
[email protected]
438-4608 cell
698-1102 office (on campus every other two weeks, available via email and
cell when off campus)
Dr. Irma Woods
[email protected]
698-1461
Technical WEAVEOnline
Jane Haas
[email protected]
698-1208