AIM User Documentation
Application Purpose:
The Assessment Information Management System (AIM) is designed to help academic programs and support units to record their assessment plans which consist of outcomes, methods for assessment, performance targets, assessment results, and use of results to improve learning and services on a yearly basis. The outcomes are linked to ULO (University Learning Outcomes) or USG (University Strategic Goals).
Application Description:
Each area or the university, be it a support unit or an academic area, has outcomes that they wish to achieve. These outcomes can be directly mapped to USG’s (University Strategic Goals) or ULO’s (University Learning Outcomes). The users have the authority to add, edit, and delete outcomes and associated assessment methods. The application also allows the users to attach supporting documents.
At the beginning of an assessment cycle, academic programs and support units input outcomes, assessment methods, and criteria for success into AIM. At the end of the assessment cycle, the users document assessment results and changes (planned or taken) made to improve learning or services.
The functionality of AIM is divided into three main sections.
1. The Home section is what the end user will see upon first accessing the system. If the user has not yet logged in, they will be prompted to do so. After being authenticated, the user can access the Plans or Administration sections depending on their configured roles in AIM.
2. The Plans section is where the end user will view, create, edit, and delete outcomes for an assessment plan, as well as manage attachments for outcomes.
3. The Administration section is where the Office of Planning and Assessment will go to create, edit, define, or delete the areas and fiscal years that are being assessed. They can also manage the members of each area, defining who has the authority to edit or comment on outcomes, versus who can only read the outcomes.
Plans Section
The Assessment plan screen allows you to add or edit outcomes and comment on an assessment plan for a particular year. Authorized users can also review the plan using a set of review criteria.
Upon first visit to the Plans section, the most current fiscal year and the first available assessment area that you have access to will be pre-selected. The plan’s metrics types will appear as buttons above the “Assessment Plan Details & Options”
section, for example “Learning Outcomes Assessment,” “Program Outcomes Assessment,” or “Unit Outcomes
Assessment.” The currently selected metric will appear as a light-blue button. Clicking a different metric type will change the
currently displayed metrics for the assessment plan.
Other important details regarding the current assessment plan will be shown under the “Assessment Plan Details” header.
If you have access to additional assessment areas, or would like to change the plan’s fiscal year, click the
“Change Assessment Plan” button.
This will prompt you to select from a list of possible Assessment Areas and Fiscal Years.
Managing Plan Outcomes
Below the “Assessment Plan Details & Options” section of the screen is a table that shows the currently selected plan’s outcomes.
Creating a New Plan Outcome
If the assessment plan’s status is currently “Outcomes” then the Create option next to the Plan
Outcomes will be available. Clicking the Create tab will provide the user with the fields to create a new plan outcome record.
• The first input field is for a label, which can be used to quickly identify a record within the assessment plan. The label is only used for assigning a simple name to an outcome, and is not otherwise used in the assessment process.
• The second option allows you to select the metrics associated with the new outcome. Clicking the “Select Metrics” button will prompt the user with a dialog, allowing them to select from a list of available metrics.
• The third input field is for you to provide the Outcome(s).
• The fourth input field is for you to describe the methods used to assess the outcome(s).
• The fifth input field is for you provide the criteria for assessment
• The sixth input field allows you to select whether or not funds are required to achieve the goal
• When are you done providing your information, click the Create button (a dark-blue button) at the top of the form. If you wish to cancel and not save, you can click the Cancel button instead.
When a new outcome is successfully added to the plan, a response message will appear at the top of the screen in light-green. If an error occurs, there will be a response in red.
Following the creation of a new outcome, several actions will appear in the Plan Outcomes table for each outcome. These actions may vary depending on your access level, and the current status of the plan. If you are a Reviewer, you will only be able to view the details of outcomes. If you are an Editor, the following actions will be available depending on the current Plan’s status.
When the Plan’s status is Outcomes, you will be able to:
• View the details of the outcome
• Manage attachments for the outcome
• Edit the outcome
• Delete the outcome
When the Plan’s status is Assessments, you will be able to:
• View the details of the outcome
• Manage attachments for the outcome
• Edit the outcome
When the Plan’s status is Closed, you will be able to:
• View the details of the outcome
Editing an Outcome
To edit an existing outcome, click the Edit icon ( ) within the Actions column for the outcome you wish to edit. You will be taken to a page that shows all of the details of the currently selected outcome.
Depending on the Plan’s status, certain fields will be read-only and others can be modified.
Outcomes Assessments
• Label
• Metrics
• Outcomes
• Strategies and/or Assessment Methods
• Criteria for Success
• Funds Needed
• Label
• Metrics
• Assessment Results
• Use of Results
Edit the desired fields, and then click the Update button at the top of the form to save your changes, or you may click the Cancel button to abort the changes.
Managing Attachments for an Outcome
To upload attachments to an existing outcome, click the Attachments icon ( ) within the Actions column for the outcome you wish to upload against. You will be taken to a page that details any attachments for the selected Outcome, and will provide you with a form that lets you Upload new attachments or delete existing ones.
Select the “Upload” tab, and then click the Browse button to select a file from your computer. Once you have selected a file, click the Upload button to begin uploading the attachment.
Note: There is a size limit of 15 MB (15,360 KB). Attempting to upload files larger than this will fail.
If you want to remove a file that has already been uploaded, click the Delete icon ( ) within the Actions column for the attachment. You will then see a confirmation page where you can confirm by clicking the Delete button, or abort by clicking the Cancel button.
Deleting an Outcome
To delete an existing outcome, click the Delete icon ( ) within the Actions column for the outcome you wish to delete. You will be taken to a confirmation page that shows all of the details of the currently selected outcome. Confirm by clicking the Delete button, or abort by clicking the Cancel button.
Note: Outcomes can only be deleted if the Plan’s status is Outcomes.
