Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 1 q Leading a Self-Study Preparation by Dr. Raymond Greenlaw Dean, School of Computing Armstrong Atlantic State University

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 2 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 3 Outline Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 4 ABETs documentation relating to accreditation Policies and Procedures Manual Evaluation Criteria Information for Programs and Institutions Guidance (if any) Previous successful self-study documents Questionnaire for Review Preparing Yourself

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 5 ABET Program Evaluator Training Site visits Other resources Colleagues Outside speakers Other accreditation literature National meeting(s) Preparing Yourself

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 6 Entire document not written by one person Several hundred pages Key: assemble final document correctly and consistently Educate personnel Local accreditation committee Committee chair Support staff Preparing Yourself

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 7 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 8 Preliminary Steps Form accreditation committee Select a chair Motivated to complete the self-stufy Possesses good writing style Sets and meets deadlines Has adequate time Respected by faculty Is familiar with other personnel in institution Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 9 Chairs Responsibilities Read all ABET documentation Maintain folders of most important documents in central location Assign faculty specific readings with deadlines Suggest someone complete program evaluator training and perform a visit Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 10 Chairs Responsibilities (continued) Collect and organize relevant documents Assumption: degree under consideration has all standard processes in place to support it, evolve it, and improve it Such activities must be documented on an ongoing basis Student outcomes Curriculum committee minutes Forms such as student surveys–regularly tabulated and evaluated Improvements to the program based on these results Student work collected at least two years prior to the visit Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 11 Chairs Responsibilities (continued) Collect and organize relevant documents Have student portfolios built by faculty filed Report to faculty and Department Chair so program improvements can be implemented Write–do not just collect Requirements of such instruments Collected Well-written Thoroughly analyzed Comprehensive Folded into the self-study Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 12 Chairs Responsibilities (continued) Test manuscript preparation software –ABET provides Word documents as starting point –Committee should convert to institution specific format right away Timeline for document preparation process Plan ahead Faculty departures Disgruntled faculty Overzealous administrators Make assignments early Motivate faculty and follow-through Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 13 Chairs Responsibilities (continued) Host visiting team Provide initial presentation to ABET program evaluators Provide road map to and through documentation Indicate anomalies Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 14 Key Assignments Obtain physical items for accreditation materials Binders Dividers and tabs Plastic three-ring insert sheets Purchase 20% more than necessary Use support staff for labeling binders consistently Standardize format for classroom materials Consistent table of contents Beginning of each binder Include a note for items not applicable Facilitates job of program evaluators Alerts faculty to items they should be collecting Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 15 Key Assignments Assign course materials Divide up work One or two people per course All course descriptions should be prepared uniformly Class materials from other units are needed Communicate with chairs of these departments Define exactly what is needed and when Provide a form to complete for their courses Dont assign additional courses after initial assignment Reaccreditation: Working from Old Documentation Coordinating and Leading Faculty Efforts

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 16 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 17 Reaccreditation: Working from Old Documentation Understand abilities of team members Know cooperative spirit Match interests to tasks Impossible to avoid assigning undesirable tasks Regularly set deadlines and follow-up Evaluate work Publicly praise good work Suggest improvements to those not excelling Parceling out the Work to Faculty and Maintaining Their Interest

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 18 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 19 Make self-study top priority Avoid mindset–Someone elses responsibility Take control of self-study preparation Make sure others realize importance Meet own personal goals and deadlines Do not allow excuses Set deadlines early Avoiding Common Pitfalls

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 20 Establish writing assignments Different facets Objectives and assessments Student support Faculty Curriculum Laboratories and computing facilities Institutional support and financial resources Institutional facilities Indicate scope and due dates Avoiding Common Pitfalls

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 21 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 22 Monthly progress reports Committee members should report in relation to timeline One person responsible for overall document Revision-control system Edit logs Backup system Hard copies Proofread for correctness, completeness, and consistency Verifying the Self-Study is on Track

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 23 Areas usually done poorly due to time constraints: Documenting path through program Clearly document that all possible student tracks meet program standards Additional tables and extensive figures Reporting faculty information Consistent format for vitas Explain unusual circumstances Number of faculty should be consistent throughout Presenting budget information Budget numbers need to be reported consistently throughout self-study Use specific numbers (nearest $50) Verifying the Self-Study is on Track

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 24 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 25 Make a list of individuals Contact information Telephone numbers addresses Keep colleagues informed of deadlines Possess high-energy level Nearly all aspects of program are investigated Examples: Faculty benefits–get info from HR and include List of periodicals–get from head librarian Budget information is often poorly documented (obtain information from business office) Interfacing with Others on Campus

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 26 Send requests as early as is feasible Allow enough time to generate a second request in case it is needed Introduce yourself to the following: People who will be collecting information for you Personnel who will meet with visiting team of program evaluators Make other institutional units feel like part of the team Stress the importance of other institutional units tasks Interfacing with Others on Campus

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 27 Preparing Yourself Coordinating and Leading Faculty Efforts Parceling out the Work to Faculty and Maintaining Their Interest Avoiding Common Pitfalls Verifying the Self-Study is on Track Interfacing with Others on Campus Summary Outline

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 28 Summary There are many different approaches that can lead to successful document preparation. The hints provided here are designed to help a local chair stay on track during this challenging endeavor.

Leading a Self-Study Preparation Raymond Greenlaw March 2004 Slide 29 Summary