Periodic Department Review A System of Affirmation LaMont Rouse Executive Director of Assessment, Accreditation & Compliance

Goals of the Presentation ■ How the review process works ■ Review of the Process & Guidelines ■ Preparing Your Department Review Binder ■ Gathering Evidence of Success ■ Questions and Answers

Purpose of Program Review ■ Formally report on all goals and objectives ■ Gather evidence to support your accomplishments ■ Identify opportunities for the future ■ Create a shared vision with your team ■ Affirm what you do ■ Prevents Mission Creep (and draft)

Why Have Program Review ■ Middle States wants “clear and compelling evidence” of a system of self improvement ■ It shows accountability to other primary constituents: Board of Trustees, parents, students, Cedar Crest Alumni, regional employers, etc. ■ Proves that we are committed to excellence

Program Review Process (Simplified Version) ■ Completed copies go to the Office of Assessment and the Assessment Committee; ■ The Office of Assessment & the Assessment Committee provides feedback; ■ The final version of the review document is then sent to the Provost who will then affirm the conclusions, etc. ■ Suggestions that have budgetary impacts are then built into future budgeting cycles

Time Line ■ Program review process is initiated by the Provost in September. ■ Departments under review are orientated to the process in September/October ■ Collect information from October – December ■ Build your report from January – March ■ Submit your report on or before April 1st

Time Line ■ Interview with the assessment committee occurs in April/May ■ Assessment committee affirms your report and recommendations to the Provost by May 30 th. ■ The Provost produces a short report to the President and Board of Trustees during the summer. ■ Suggestions that have an impact on the budget are included in the upcoming year’s fiscal planning model.

Section 1: Mission, Goals & Objectives ■ Include in the binder the current mission statement. -- Long mission statements are usually wrong mission statements ■ In a paragraph or 2, explain how your department supports the mission of the College (note: Use the annual assessment report form for assistance) ■ Goals and Objectives should be limited to 4 to 6. (Representative but not necessarily exhaustive)

Section 2: Major Functions & Services ■ List the major functions and services within the unit ( hint: look at job descriptions) ■ List services and functions which could exist. Briefly describe why they don’t exist. ■ Draw a flow chart that shows how your organization operates (keep it simple but representative)

Section 3: Goals and Objectives ■ Using your last 3 to 4 assessment reports, provide data for each goal and objective found in those reports. ■ Closing the Loop with the Data * In bullet format, describe any modifications you’ve made because of the data. * How have operations been improved? * What lessons have been learned?

Section 4: Forms, Surveys, Policy Manuals ■ Collect all tools used to gather data, rate employees, complete work, etc. (make sure they are blank) ■ Describe any ongoing support used from the data system that helps with measuring the unit’s progress (Example: Admissions might use applications as a way to measure progress) ■ Trying to prove that there is tools for gathering evidence and producing work.

Section 5: Personnel & Org. Structure ■ Provide a list of all full-time personnel and their official title in the unit (place a date on it) ■ Provide the latest resumes for all mid- and upper-level administrators ■ List any long-term part-time personnel in the unit (longer than 5 years) ■ Provide an organizational chart

Section 6: Facilities & Equipment ■ Describe the adequacy of your current facility (1 page) ■ Describe the adequacy of your current equipment inventory (computers, software, etc) (1 page) ■ List and describe any needs in these areas. Please prioritize!

Section 6: Facilities & Equipment ■ Describe the adequacy of your current facility (1 page) ■ Describe the adequacy of your current equipment inventory (computers, software, etc) (1 page) ■ List and describe any needs in these areas. Please prioritize!

Section 7: Planning & New Initiatives ■ List and describe any significant plans that will be undertaken in the next 3 years (2 to 3 pages) ■ List and describe any significant new initiatives in the next 3 years

Section 8: Summary & Recommendations ■ Summarize the main elements of the report (2 to 3 pages) ■ Summarize your overall recommendations of the department and any changes that you see moving forward. * You can place these into bullet format if you’d like.

Section 9: Resources ■ Indicate what new resources you will need in the next three years. ■ Indicate how it will help the department ■ Justify the request by linking it to your mission, goals and objectives.

Section 10: Other ■ Create a “brag” sheet that demonstrates some of your work. Include: ■ Programs of events ■ Flyers ■ Other distributed materials ■ Actual results from surveys

Working Tips ■ Divide the Labor (this should be a team exercise) ■ Work smart ■ Hold internal monthly update meetings ■ Find consensus when identifying needs and resources

Contact Information: LaMont Rouse