1. IAP DATA Support for Program Reviews
Introductions

2. Program Review Support
Co-operative Education & Career Action (CECA)
Library
Centre for Teaching Excellence (CTE)
Department/ Program
Institutional Analysis & Planning (IAP)
Equity Office and Academic Integrity
Quality Assurance Office
(Associate Vice-President Academic (AVPA) and Associate Provost Graduate Studies (APGS)
QA Office:
Process and timelines
Templates
Coordination of external review
Review/assessment of program brief
IAP:
Course Enrolment
Applicant Data
Student Registration
High School Grades
Citizenship of Students
Gender of Students
Scholarships & Bursaries
Retention
Degree Information
Faculty Members
Research Funding
Survey Data

3. Program Review Support
IAP’s role:
Provide data for select Self Study tables for undergraduate, graduate, and augmented reviews
Provide special data requests
Support institutional survey data coordination and analysis
Special requests occur more frequently with the UG reviews where the standard tables might not accurately reflect the nuances of the programs.
More recently, IAP’s role has expanded in terms of the survey data used within the reviews.
Examples of tables that departments complete:
Administrative positions
Research output
Thesis supervisions
Course Evaluations
Projected intake and enrolments

4. getting started
Undergraduate - IAP confirms academic plans to be included in the program review
Graduate - Graduate Studies Office provides IAP with degrees, academic plans, and approved fields to be included in the program review; IAP confirms faculty members to be included in the review
Survey data – Based on confirmed plans, IAP will review the survey repository for existing survey results by program
Blair has already sent out the form to get confirmation of the plans to be included on the UG side. If you have questions or concerns about the plans, you can contact Blair for either a meeting or a phone discussion.
I will send out the draft list of faculty members to be included on the grad side (based on an October 1 extract from HR)
Survey data (availability will be based on adequate sample size and is based on list of final academic plans)

5. Undergraduate Reviews
Data provided by IAP:
Course Enrolment
Applicant Data
Student Registration
High School Grades
Citizenship of Students
Gender of Students
Scholarships & Bursaries
Retention
Degree Information
On the Undergraduate side, IAP pre-populates the word template with 6 years of data (7th year is provided in June after convocation). 2010/11 – 2016/17
Each table is accompanied with notes to help interpret the data. We are always available by or phone if you have any questions about your data.
Enrolment – this is provided by the course level
Applicant data – this shows the number of applicants by 1st, 2nd, 3rd and 4th or greater choice
Registration data – Fall term registrations and includes all year levels
High School grades – counts of registered students by entering average range
Citizenship – breakdown of the international vs domestic students
Gender - % of students by gender
Scholarships and Bursaries – specifically entrance scholarships and bursaries
Retention –first year to second year, overall program retention
Degree Information – total number of degrees by degree type (e.g. Honours, Honours Co-op, General)
Individual program meetings will be scheduled after you receive the data. At these meetings, you will be able to describe any special data requests that may be needed.

6. Graduate reviews Data provided by IAP: Faculty member by field
Research funding
Teaching Assignments
Courses offered
Financial Support
Enrolment – flow through and cohort
On the Graduate Side:
Faculty members (by field) – IAP produces an extract of faculty members in a program/department, taken from the Human Resources database as of October 1.
The department/program is responsible for reviewing and editing the list to create a final list of faculty members.
Programs/departments are responsible for indicating the primary field of study/research for each faculty member and their associated supervisory privileges
The same finalized list will be used for the thesis supervision table – the department is responsible for filling in this table
Research Funding – using the same list of faculty members, IAP provides research funding by fiscal year and funding category.
Teaching Assignments – for each faculty member in the list, IAP provides the teaching assignments (course numbers and unit weight)
Not based on faculty member list:
Courses Offered – IAP, in consultation with the department/program, produces a list of courses offered (based on subject) and the instructor of record and the count of both UGs and Grads in registered in the course
Financial Support – scholarships and bursaries in five funding categories (External, University, TAs, RAs, and Other. Number and % of students funded and the average support
Enrolment – Cohort and Flowthrough; for a given cohort or fiscal year; looks at completions, time to completion, withdrawals and transfers

7. Special Data Requests Examples:
enrolment demographics for specific courses
course averages
course choices among program majors
geographic distribution of applicants
The majority of special requests occur through the undergraduate reviews but there are occasional requests from the Grad reviews.
We make every effort to fill special requests, but they are prioritized based on analyst time and the scope of the ADR.

8. Data Sources Course Enrolment Applicant Data Student Registration
High School Grades
Citizenship of Students
Gender of Students
Retention
Degree Information
Scholarships & Bursaries
Faculty Members
Research Funding
Registrar and Graduate Studies Office
Student Awards & Financial Aid
Sources:
Registrar and GSO
IAP Count Date data – snapshot of student data that is submitted to the Ministry for government funding; allows for a consistent year over year analysis
SAFA HR
Office of Research
When questions arise, we work with these units to get the answers
Human Resources
Office of Research

9. Surveys
Programs are encouraged to use survey data from our repository to inform their review
Undergraduate surveys: NSSE, CUSC, OUGS [Alumni]
Graduate (masters/doctoral) surveys: CGPSS, GPOS [Alumni] (summer 2017)
Data availability is dependent on sample size of the program.
If additional surveys are needed, IAP assists with survey review, coordination, and data analysis consultation
National Survey of Student Engagement (NSSE), Canadian University Survey Consortium (CUSC) First-year and Graduating Year surveys, Ontario University Graduate survey (OUGS), Canadian Graduate and Professional Students Survey (CGPSS), Graduate Program Outcome Survey (GPOS)
NSSE, CUSC and CGPSS are administered every three years while OUGS and GPOs (starting in Fall 2016) are administered every year.
Smaller programs may not have a large enough sample size. In this case, a separate survey may be administered
If additional surveys are needed, programs may administer their own survey but need to go through IAP (on behalf of the institutional Survey Advisory group) for approval first.

10. Surveys Survey questions provided by IAP:
Employment rate at six months and two years (OUGS)
Relatedness of skills at six months and two years (OUGS)
Salary at six months and two years (OUGS)
General satisfaction with quality of teaching (CUSC GY)
Program contribution to growth and development (CUSC GY)
Availability of courses needed to complete program (CGPSS)
Program contribution to solving complex real-world (NSSE)
Overall experience (NSSE)
Would take the same program over again (NSSE)
Would recommend program to others (NSSE)
Data availability are dependent on sample size of the program.
If you would like additional questions, and the sample size is large enough, these can also be provided by special request.

11. UG Data Timeline NOVEMBER - DECEMBER Follow-up meetings
EARLY OCTOBER
IAP Workshop
END OCTOBER Preliminary tables distributed to all programs (6 years of data)
NOVEMBER - DECEMBER Follow-up meetings
(Discuss data and possible special requests)
MARCH - APRIL Delivery of special requests to programs
MID - JUNE Final Data Distributed
End of October: (Populated Word Template)
Mid-June: (Excel file with updated data, programs would need to copy and past most recent Term/FY/Degree data)

12. Grad DATA Timeline EARLY OCTOBER IAP Workshop DECEMBER - JANUARY
Preliminary tables distributed to all programs (6 years of data)
JANUARY/FEBRUARY
Follow-up meetings
(Discuss data and possible special requests)
Mid – JUNE
Final data distributed to all programs
October – IAP workshop meeting
December (and January if delayed by faculty lists) – IAP provides the first set of preliminary tables
January/February –meetings to discuss the data provided and go over any issues/questions
Mid-June – final data tables are provided to the departments (waiting for financial aid and convocation to be complete)

13. IAP Contacts Undergraduate Programs Graduate Programs Surveys Manager
Blair Clarance ext
Graduate Programs
Kerry Tolson ext
Surveys
Rohem Adagbon ext
Manager
Jana Carson ext

14. QUESTIONS?