The Educational Program

UD Policies & Procedures |Educational Program 1

The Educational Program

No. : EP 3.9

Date : August 20, 2013 Subject : Course File Policy

Purpose: To describe the process of managing, assessing, and reviewing course files Responsibility:

Cross Reference:

Dean/Department Chair/Faculty -

The university requires course files to be maintained by the instructor teaching the course during the semester. The course file contains comprehensive information about the course delivered by the instructor. At the end of the semester, a course file audit is carried out by the Dean/Director to ensure that the requirements are completed by the instructor.

I. COURSE FILE MANAGEMENT A. Timeline

1. Moderation of Instruments: Major testing instruments must be submitted at least three weeks in advance to the department’s Chair (or college’s Dean) who appoints the Exam & Outcome Assessment Committee (EOAC). Exam review must be done anonymously as far as possible by selected members of the department’s Exam & Outcome Assessment Committee excluding the concerned faculty member. Due time should be given for the committee to perform its task. This task should be completed at least one week prior to the exam and returned to the Dean/Director/Department Chair. Other instruments used during the course of the semester must also be moderated.

2. Submission of Course files: Faculty members must submit all course files to the Chair/Dean/Director within two weeks after the end of each semester.

B. Content

Faculty members should ensure that the submitted course file contains all the items in the checklist (Appendix I – Instructor Level and Appendix II – Department Chair Level) which includes the following items:

a. Course Syllabus and syllabus of the pre-requisite course(s). b. Copies of all instructors teaching material.

c. Copies of all assessment instruments with the cover sheet (Appendix III) indicating course learning outcomes covered.

Each instrument should be accompanied by:

d. Instructor’s worked answers and marking schemes for all assessment instruments.

e. Samples from across the range of student performance of responses to all major assessment instruments.

UD Policies & Procedures |Educational Program 2 g. Evidence of moderation of major assessment instrument for CBA/CIT (Appendix

IV) for GUCR (Appendix V).

h. Comprehensive Course Review by Instructor (Appendix VI).

i. Upon the completion of the audit, the Course File Audit Report completed by Dean/Director/an Audit Committee (Appendix VII) must be placed in the course-file.

For multiple sections of the same course taught by the same instructor all above items should be placed in the same course file in the order of sections. For multiple sections taught by multiple instructors, separate course files need to be maintained.

C. Learning Assessment

Each course file must contain a Comprehensive Course Review by Instructor (Appendix VI) of the presentation of the course, covering: Course Learning Outcomes (Extent to which syllabus was covered, Appropriateness of learning outcomes), Assessment Instruments (Instruments, Appropriateness), Benchmark Indicator of Successful Achievement, Assessment Results (In addition to the copy of the grade sheet obtained from the Student Information System, the faculty should also attach a detailed quantitative analysis of grade distribution and CLO analysis), Recommendations for Continuous Improvement (Extent to which learning outcomes were met; Appropriateness of prerequisites; general comments on problems with the course). II. COURSE FILE AUDIT

Each course file must undergo an audit at the end of the semester. The Course File Audit will cross check the items as in Appendix VII. In addition to the regular assessment of course-files conducted by the Course-file Audit & Assessment Committee, the Office of Institutional Effectiveness also conducts regular audits on course-files to ensure the adherence to the policy.

III. E-COURSE FILES

Traditionally all course files were maintained as paper-based folders which raised many issues in printing large documents, storing, security, archiving, management and tracking history of changes and improvements. UD recognizes the need for electronic course files approach in order to overcome these issues and provide additional advantages of easier password protected access for UD Faculty, Management and external auditors (e.g. MOHESR/AACSB/ABET). UD adopted the following definition of electronic course files based on the generic definition of electronic document: “Electronic course files are similar to paper-based files in purpose, and content. However, all Information gathered are recorded in a manner that requires a computer or other electronic device to display, interpret, and process it.” This includes documents (text, ppt, graphics, or spreadsheets), e-mails, and scanned documents (PDF). The process of e-course files are detailed in Appendix VIII.

IV. IMPROVEMENT PLAN & IMPLEMENTATION

C 3.9 - Appendix I: Instructor Level | Course File Checklist

Instructor Level |Course File Checklist

Course Code: ________________ Course Title: ________________________________

Prerequisite(s): ____________________________________________

This Course File contains the following: (please check √)

1.  Full Course Syllabus (including course description). 2.

 Copy of course syllabus for the prerequisite.

 Copies of all instructor teaching material.

5.  A copy of each assessment instrument used (e.g. quizzes, assignments, projects, exams questions, etc ...).

6.  A copy of each instructor’s worked answers and marking schemes for each assessment instrument.

7.  Samples from across the range of student performance of responses to each assessment instrument.

8.  Relevant quantitative analysis of student performance in detail over the course (as per excel template circulated).

9.  A copy of student evaluation of teaching performance and instructor’s responses to students written comments.

Faculty members teaching the course:

A. ___________________________ Semester: ________________________ B. ___________________________ Semester: ________________________

This course file is complete and ready for storage.

_____________________________

__________________

C 3.9 – Appendix II: Department Chair Level | Course File Audit Report

Department Level | Course File Audit Report

Course No.: ______________Course Title: __________________________________ Section No.: ________

#

Item

Yes

No

Comment/Remarks

Action Taken

1 Full Course Syllabus (including course description)

2 Copy of course syllabus for the prerequisite(s)

3 Copies of all instructor’s teaching material 4 Comprehensive Course Review by

Instructor

5 A copy of each assessment instrument used (e.g. quizzes, assignments, projects, exams questions, etc ...)

6 A copy of each instructor’s worked answers and marking schemes for each assessment instrument

7 Samples from across the range of student performance of responses to each assessment instrument

8 Relevant quantitative analysis of student performance in detail over the course (as per excel template circulated)

9 A copy of student evaluation of teaching performance and instructor’s responses to students written comments

Additional Comments/Suggested Modification

EP 3.9 – Appendix III: Assessment Instrument Cover Sheet

Assessment Instrument Cover Sheet

(Template)

Course Code: ___________________

Course Title: _______________________________

Semester: _____________________

Academic Year: _____________________________

Assessment Instrument: (Quiz 1, or HWK2, Mid, Final, Project, …) Due Date: ___________

Course Instructor: ____________________________________________________________

College/Department: _________________________________________________________

This instrument assesses the following Course Learning Outcomes (CLO):

Tick Course Learning Outcomes (CLO)* Marks

□ #1 /5 □ #2 /5 □ #3 /10 □ #4 □ #5 □ #6 Total from 20 /20

*Linkages to Program Outcomes and Concentration Outcomes are provided in the Syllabus.

Student Name: ...

EP 3.9 – Appendix IV: CBA-CIT Assessment Moderation Form Page 1 of 1

CBA/CIT Assessment Moderation Form for

Quiz/Mid-Term/Final Exam Review

Academic Year: _________________________ Semester: _______________________ Course Code: _________________________ Review Date: _____________________ Course Title & Section: ______________________________________________________________

Please check each of the following:

Criteria



1. The extent to which the assessment is covering the material outlined in the course syllabus (as per weekly schedule). 2. The clarity of the assessment questions (including usage of

appropriate and typo-free instructions, proper format). 3. The depth and difficulty levels of the assessment questions

(including coverage of different cognitive levels, from Knowledge to applications, analysis, and evaluation in 300-400 level courses).

4. The appropriateness of the assessment length (e.g. to be answered in 1h:20 minutes for midterms and in 2 hours for final exams).

5. The extent to which the assessment questions are aligned with the stated learning outcomes of the course.

6. The adequacy and appropriateness of each assessment question in assessing the stated course learning outcomes. 7. The appropriateness and explicitness of the marking

scheme.

8. The accuracy of the instructor worked answers.

Please list here the feedback provided, based on this assessment review (attach assessment copy if the feedback is written on it).

[1]

EP 3.9 – Appendix V: GUCR Exam Moderation Form Page 1 of 2

GUCR Exam Moderation Form

Top section of this form is to be completed by exam author, and submitted, along with the draft of the exam and the course syllabus, to the Executive Assistant by the “Deadline for submission of exam draft” date shown below.

Course Code __________________ Course Title _________________________________________ Academic Year_________________ Semester ________________ Mid-term / Final _____________ Name of Exam Author: ______________________________________________________________

Date of first administration of this exam:

Deadline for submission of exam draft for moderation

Deadline for completion of moderation process, including revision of exam draft:

___________________________________________________________________________

Exam moderators are anonymous, and are assigned by the Director. However, moderators can directly approach the exam author if they feel that their comments on this form or their annotations on the exam draft need further explanation, or if they feel that their suggestions can be conveyed better in person.

Major problems detected by moderators should be brought to the attention of the Director.

The moderator’s comments should be regarded as suggestions to the exam author, who is responsible for final decisions about the exam contents. However, the exam author must respond on this form to all suggestions for changes.

When final revision of the exam has been done by the exam author, this completed and signed form should be submitted to the Executive Assistant by the “deadline for completion of moderation process” (above). The exam author should submit the final copy of the exam to the Executive Assistant for photocopying well before the date of the administration of the exam.

The exam draft annotated by the moderator should be included in the course file, along with this form, as evidence that the exam was moderated.

EP 3.9 – Appendix V: GUCR Exam Moderation Form Page 2 of 2

Criteria Moderator’s Assessment Response by Exam Author,

Including Actions Taken

1. Does the exam cover the material in the course syllabus and schedule?

2. Does the exam test the learning outcomes in the course syllabus?

3. Is the exam at the right level of difficulty for this course?

4. Is the exam appropriate for the length of time allowed?

5. Are the exam instructions clear? (Note any problems or

suggestions on the exam draft)

6. Is the marking scheme clear? (Note any problems or

suggestions on the exam draft) 7. Are the questions clearly

worded?

(Note any problems or

suggestions on the exam draft) 8. Are there mistakes which need correction? (if so, mark these clearly on the exam draft) 9. Other comments and suggestions

I have read the moderation comments and made any necessary changes to the exam:

Signature of Exam Author: ___________________________________ Date _____________ Signature of Director, GUCR: ___________________________________ Date _____________

Distribution of this form when completed:

C 3.9 – Appendix VI: Comprehensive Course Review by Instructor - Undergraduate Page 1 of 2 August 20, 2013

Comprehensive Course Review by Instructor -

UNDERGRADUATE

Semester:  Fall  Spring Short Semester: _________________________ Academic Year: ______________________________

Course Code: _________________ Course Title: _____________________________ Course Instructor(s): _________________ College & Department: ____________________

Section 1: Assessment Instruments

Note:

 If this course is being taught by more than one instructor, provide separate data.

CLO Assessed By Bloom’s

Level Individual Assignments Quizzes Group Project Mid-term Exam Final-exam #1 #2 #3

 Attach copies of all assessment instruments’ instructions (assignments, projects, quizzes, exams, etc..). Also attach a completed list of all the rubrics that have been used in the assessment of students’ oral presentations, term papers, reports, and projects. If this course is been taught by more than one instructor, provide separate documents (in case there are discrepancies).

 Comment below on the appropriateness of the selected assessment instruments (and their mix) in meeting the course learning outcomes:

Section 2: CLO Assessment Results

Please summarize below the degree to which the CLOs have been met.

CLO Description % of students scoring  65% Goal Met? (Y/N) CLO.1.

C 3.9 – Appendix VI: Comprehensive Course Review by Instructor - Undergraduate Page 2 of 2 August 20, 2013

Section 3: Comments & Recommendations

3.1 Extent to which the course material listed in the syllabus is covered:

3.2 Indicate below any general comments on problems with the course.

3.3 Indicate below any general comments on the appropriateness of course learning outcomes and pre-requisites.

3.4 Indicate below (itemize) the actions to be taken to further improve course design, assessment, and/or delivery in future, based on the above course assessment results and attach course syllabus/documents for evidence (if any).

CLO 1: CLO 2: CLO 3: CLO 4: CLO 5:

Section 4: Reflection for Continuous Improvement in next course delivery

Based on Pros (from Student Evaluation of Teaching Performance): 1. ……

2. ……. 3. …….

Based on Cons (from Student Evaluation of Teaching Performance): 1. ……

2. ……. 3. …….

Based on Course Review: 1. ……

2. ……. 3. …….

Course Instructor’s Signature: _________________________________ Date: _____________ Dean/Director/Department Chair: ______________________________ Date: ____________ Office of Institutional Effectiveness: ______________________________ Date: ____________

C 3.9 – Appendix VIa: Comprehensive Course Review by Instructor - Graduate Page 1 of 2 August 20, 2013

Comprehensive Course Review by Instructor -

GRADUATE

Term:  1  2  3  4 | Academic Year: _______________________ Course Code: ____________________ Course Title: _________________________________ Specialization: __________________________________________________________________ Course Instructor(s): ___________________ College: __________________________

Section 1: Assessment Instruments

Note:

 If this course is being taught by more than one instructor, provide separate data.

CLO Assessed By Bloom’s

Level Individual Assignments Quizzes Group Project Mid-term Exam Final-exam #1 #2 #3

 Attach copies of all assessment instruments’ instructions (assignments, projects, quizzes, exams, etc..). Also attach a completed list of all the rubrics that have been used in the assessment of students’ oral presentations, term papers, reports, and projects. If this course is been taught by more than one instructor, provide separate documents (in case there are discrepancies).

 Comment below on the appropriateness of the selected assessment instruments (and their mix) in meeting the course learning outcomes:

Section 2: CLO Assessment Results

Please summarize below the degree to which the CLOs have been met.

CLO Description % of students scoring  75% Goal Met? (Y/N) CLO.1.

C 3.9 – Appendix VIa: Comprehensive Course Review by Instructor Page 2 of 2 August 20, 2013

Section 3: Comments & Recommendations

3.1 Extent to which the course material listed in the syllabus is covered:

3.2 Indicate below any general comments on problems with the course.

3.3 Indicate below any general comments on the appropriateness of course learning outcomes and pre-requisites.

3.4 Indicate below (itemize) the actions to be taken to further improve course design, assessment, and/or delivery in future, based on the above course assessment results and attach course syllabus/documents for evidence (if any).

CLO 1: CLO 2: CLO 3: CLO 4: CLO 5:

Section 4: Reflection for Continuous Improvement in next course delivery

Based on Pros (from Student Evaluation of Teaching Performance): 1. ……

2. ……. 3. …….

Based on Cons (from Student Evaluation of Teaching Performance): 1. ……

2. ……. 3. …….

Based on Course Review: 1. ……

2. ……. 3. …….

Course Instructor’s Signature: _________________________________ Date: _____________ Dean/Director/Department Chair: ______________________________ Date: ____________ Office of Institutional Effectiveness: ______________________________ Date: ____________

EP 3.9 – Appendix VII: Course File Audit Report

COURSE FILE AUDIT REPORT

Course Code: _____________________

Course Title: ________________________

Academic Year: ___________________

Semester:

________________________

Instructor: ______________________________________________________________

The audit of the course file reveals that the following items are fulfilled: (Please check √)

 The course file is complete, as per the “course file checklist” requirements.  There is evidence that all the material listed in the syllabus is covered & assessed.

 The assessment instruments are included in the course file.  Instructor’s Comprehensive Course Review

 The course file reflects adequate amount of hands-on practical work where appropriate.  Samples of student work reflect the following:

o Feedback is provided on student responses

o Annotations are provided to explain why points are deducted o There are no signs of undetected plagiarism.

Course file audit result: Complete: Yes  No  If No, provide details below:

Actions needed

(e.g. regarding missing items, reorganization or clarification needed).

Response by Instructor

___________________________

___________________

EP 3.9 – Appendix VIII – E Course Files

Electronic Course File Process

The following chart illustrates an example of the electronic courses structures at College level:

EP 3.9 – Appendix VIII – E Course Files

The following chart illustrates an example structure of one course file:

Each course folder is expected to have the following items: 1. Full Course Syllabus (including course description). 2. Copy of course syllabus for the prerequisite. 3. Copies of all instructor teaching material. 4. Comprehensive Course Review by Instructor.

5. A copy of each assessment instrument used (e.g. quizzes, assignments, projects, exams questions, etc ...).

6. A copy of each instructor’s worked answers and marking schemes for each assessment instrument. 7. Samples from across the range of student performance of responses to each assessment

instrument.

8. Relevant quantitative analysis of student performance in detail over the course (as per excel template circulated).

EP 3.9 – Appendix VIII – E Course Files

The University will unify the naming standards for all folders, subfolders, and content files to be as follows:

I- College level course folder as; CollegeCode_CourseFiles_Semester_A e.g. CIT_CourseFiles_Winter_2011

II- Specific Course Folder to be named as; CourseCodeCourseNumber_Semester_Year e.g.

ITGN115_Fall2011

III- Course subfolders to be numbered and named as follows:

1 Audit Reports 2 Syllabuses

3 Teaching Materials 4 Assessment Instruments 5 Model Answers

6 Samples of Students Answers

7 Quantitative Analysis of Students Performance 8 Students Evaluation

9 Comprehensive Instructor Review

The figure below shows snap shot of an example course sub-folder structure.