Periodic Department Review
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Transcript of Periodic Department Review
Periodic Department Review
A System of Affirmation
LaMont RouseExecutive 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 30th.
■ 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