INSTITUTIONAL EFFECTIVENESS PORTAL USER GUIDE FOR ACADEMIC PROGRAMS

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INSTITUTIONAL EFFECTIVENESS PORTAL USER GUIDE

FOR ACADEMIC PROGRAMS

July 2021 Edition

ipa.fsu.edu

[email protected]

iep.fsu.edu

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READ THE FULL USER GUIDE STARTING ON THE NEXT PAGE OR SELECT A SPECIFIC TASK TO COMPLETE:

• How do I get into the IE Portal?

• How do I navigate to see an overview of a Unit?

• How do I add a new or edit an existing Mission Statement?

• How do I view the list of Users who have access to a Unit?

• How do I add a new Outcome?

• How do I continue or archive an existing Outcome?

• How do I add a new Assessment Methodology?

• How do I edit or retire an existing Assessment Methodology?

• How do I add a new Results Statement and Analysis?

• How do I add new Improvement Action(s)?

• How do I upload supporting documentation for my Outcomes?

• How do I align my Program Outcomes with the University’s

Strategic Plan Goals and Initiatives?

• How do I download and save my Unit’s IE Assessment reports?

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The Outcomes List table provides the Name and Statement for each Outcome under the reporting unit and can be filtered by Reporting Period, Outcome Status, and Outcome Type (SLO or PO). Additionally,

cards provide the total number of unit’s Outcomes and the location reporting

expectations for the unit.

The Units List table provides the count of Outcomes for each reporting unit and can be filtered by Reporting Period, Outcome Status, and Outcome Type (SLO or PO).

Additionally, cards provide the total number of reporting units and Outcomes.

How do I get into the IE Portal?

1. Navigate to the Institutional Effectiveness Portal in Nuventive: iep.fsu.edu. Note that the IE Portal may render differently based on the browser used to access it.

For best results, we recommend using Google Chrome.

2. Login using your FSU employee credentials (username: [email protected]).

• If unable to login, email [email protected] for support.

3. Once you have logged in, you will be taken to the home page which provides a brief overview of how to navigate between pages, view and edit content and access resources in the IE Portal.

Return to Questions List

How do I navigate to see an overview of my Reporting Unit?

1. On the top of the home page, there is a drop-down menu listing all reporting units (Degree/Certificate Programs) and summary units (Colleges/Departments) that you have access to. Select a single unit to view its Program Outcomes (POs) and Student Learning Outcomes (SLOs). Note that if you have access to multiple units, you can use the same box to search for a specific unit (for example, type

‘Bio’ to find the Biological Science bachelor’s degree program).

2. Once you have selected a unit, you can access key information about it by selecting the Outcomes List (for reporting units) or Units List (for summary units) on the navigation menu located in the upper left corner of the screen:

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Academic programs are encouraged to have an active and current mission statement recorded in the IE Portal. The

statement of mission presents the purpose of the program, its stakeholders,

primary activities, and connection to the University mission.

How do I add a new or edit an existing Mission Statement?

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, expand the navigation menu located in the upper left corner of the screen and select Mission Statement:

2. To add a new Mission Statement, click on the add button:

3. To edit an existing Mission Statement, click on the three-dot icon and select Edit from the choices:

4. When the form opens, enter new or edit existing Mission Statement content in the text box, and click the Save icon

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The Unit Users table provides the name, FSUID, and access type for all users with access to the reporting unit. Unit Admins have the ability to view and edit content, while Read Only users can only

view the content. Power Users have access to all university units.

The Plans Section shows the Outcome Name, Outcome Statement, Assessment

Process, and Goal/Benchmark for each Outcome under the selected unit.

How do I view the list of Users who have access to a Unit?

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, expand the navigation menu located in the upper left corner of the screen and select Unit Users:

How do I add a new Outcome?

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, click the navigation menu located in the upper left corner of the screen and expand the Unit Assessment drop-down to select Plans Section:

2. Click the green plus icon on the far right of the Outcomes header.

3. Enter the information into the appropriate fields (more detail on next page).

4. To save the new Outcome, click in the upper right corner.

5. Click to go back to the listing of all Outcomes for the selected unit.

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Example for Student Learning Outcomes (SLOs):

Example for Program Outcomes (POs)

• The Outcome Name is the succinct title of the Outcome. Start the name with

“PO –“ for Program Outcomes and “SLO –“ for Student Learning Outcomes.

• The Outcome Statement is a brief (learning) goal set for your program.

• For Outcome Status, select Active.

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• In Outcome Year(s), enter the upcoming academic year ‘2021-2022’ for which you are entering the Plan details.

• The Start Date is the exact or approximate time when you plan to begin activities in support of the Outcome.

• Leave the Archived Date box empty.

• For Outcome Type select ‘Program Outcome’ or ‘Student Learning Outcome’.

• For Student Learning Outcomes only, select one SLO Outcome Category.

Remember to click the question mark icons for more information about what kind of narrative should go in each field and to see examples.

How do I continue or archive an existing Outcome?

2. Click the edit icon on the far-right side of the Outcome’s name.

3. To continue pursuing the Outcome into the next reporting cycle, add ‘2021-2022’

to the Outcome Year(s) field, if it isn’t already listed. The next reporting cycle should auto-populate in the IE Portal each year.

4. To indicate that you will not be pursuing the Outcome anymore, remove ‘2021- 2022’ from the Outcome Year(s) field and change the Outcome Status from

‘Active’ to ‘Archived’. Do not delete or overwrite any of the content, it should be saved for accreditation and other purposes.

5. To save the changes to the Outcome, click in the upper right corner.

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How do I add a new Assessment Methodology?

2. Click the expand arrow (little grey triangle on the left) under the Outcome for which you want to add the details of the assessment methodology.

3. Click the green plus icon at the end of the Assessment Process heading.

4. Enter information into the appropriate fields:

Example for Student Learning Outcomes (SLOs)

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• Place a checkmark in the box Active.

• For Location select Florida State University (there is only one option).

• Enter the Assessment Process description including the description of the assessment instrument (make sure the description conforms to the guidelines in the IE Assessment Handbook for Academic Units).

• In the Goal/Benchmark field, provide a measurable assessment standard that will be used to define successful implementation of the Outcome (make sure the description conforms to the guidelines in the IE Assessment Handbook for Academic Units).

• Leave the field IPA Feedback blank.

• You have an option to indicate which Assessment Instrument you will be using to measure the Outcome. If it is present on the list, simply select it. Otherwise, do not select any.

5. To save the new Assessment Methodology, click in the upper right corner.

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How do I edit or ‘retire’ an existing Assessment Methodology?

2. Click the expand arrow (little grey triangle on the left) under the Outcome for which you want to edit the details of the assessment methodology.

3. Click the edit icon on the far-right corner of the Assessment Process block.

4. To ‘retire’ an existing assessment methodology, unselect the check box ‘Active’.

5. To make edits to the Assessment Process or Goal/Benchmark, simply add the details to the existing narrative. You should never delete or overwrite existing content; exception can be made for cosmetic edits like spelling and punctuation errors and text formatting. If you are increasing or lowering the previous goal/

benchmark, record the new goal/benchmark and note the applicable timeframe (for example, “Beginning with 2021-22 academic year, the goal is…”). If you are changing key aspects of the assessment methodology for the next reporting cycle, you should create a new Assessment Process and mark the existing as inactive.

6. To save the updates to the Assessment Process, click in the upper right corner.

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The Results Section shows the Results Statement, Analysis of Results, and Improvement Action(s) for each Outcome

under the selected unit.

How do I add a new Results Statement and Analysis?

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, click the navigation menu located in the upper left corner of the screen and expand the Unit Assessment drop-down to select Results Section:

2. Click the expand arrow (little grey triangle on the left) under the Outcome for which you want to add the details of the Results Section.

3. Click the green plus icon at the end of the Assessment Process description.

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Example for Program Outcomes (POs):

• Enter the Date for your Results Statement. It will default to the current day of access, but you can choose a different calendar date if necessary.

• Enter the Results Statement (ensure the description conforms to the guidelines in the IE Assessment Handbook for Academic Units).

• In the Reporting Period field, select the academic year for which you are reporting results.

• If reported results meet or exceed the goal/benchmark you set for this Outcome, please select “Criteria Met” in the Conclusion drop-down menu. If not, select

“Criteria Not Met”. The “Inconclusive” option is reserved for situations when there is insufficient information/data to draw conclusions.

• For Location, select which FSU campus your Academic program is a part of. If you are reporting for multiple locations, you should enter separate Results Statement entries for each of them (do not report data for multiple locations in one form).

• Indicate whether your unit’s Results Statement has a Budget Impact. In most cases, the best-suited option is “No”.

• Enter the Analysis of Results (ensure the description conforms to the guidelines in the IE Assessment Handbook for Academic Units).

5. To save the new Results Statement, click in the top right corner.

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The Results Section shows the Results Statement, Analysis of Results, and Improvement Action(s) for each Outcome

under the selected unit.

How do I add new Improvement Action(s)?

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, click the navigation menu located in the upper left corner of the screen and expand the Unit Assessment drop-down to select Results Section:

2. Click the expand arrow (little grey triangle on the left) under the Outcome for which you want to add the details of the Improvement Action(s).

3. Click the green plus icon at the end of the Improvement Action(s) heading.

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The Related Documents page contains a document repository for the reporting unit

where you can upload and organize supporting documentation that you want to link in the Plans Section or Results Section

• Enter the Improvement Action(s) Date. It will default to the current day of

access, but you can choose a different calendar date. Improvement Actions Date is the exact or approximate time when you plan to begin or already began

activities in support of the described Improvement Action(s).

• Enter your Improvement Action(s) (ensure the description conforms to the guidelines in the IE Assessment Handbook for Academic Units).

5. To save the new Improvement Action(s), click in the top right corner.

How do I upload supporting documentation for my Outcomes?

As supporting documentation provides evidence of continuous improvement efforts and is required by accrediting bodies, each unit is strongly encouraged to include these files when available. In the Plans Section, these documents may pertain to the assessment methodology, such as copies of the assessment instrument (test, quiz, rubric, paper, etc.) and data tables and graphs related to setting the goal/benchmark. In the Results Section, relevant supporting documentation may include data tables and

visuals/graphics showing the results, minutes/notes from the unit’s meeting(s) where results were analyzed and discussed, or department memos announcing changes to support improvements.

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, expand the navigation menu located in the upper left corner of the screen and select Related Documents:

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2. To add a folder, select the icon in the upper right corner of the page. It is good practice to organize documentation by reporting period.

3. Select a folder to open and click on the icon in the upper right corner of the page.

4. Click on ‘Choose Files’ and locate the document(s) you want to upload and click the icon.

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5. Use the Navigation Menu located in the upper left corner of the screen and expand the Unit Assessment drop-down to select the Plans Section or Results Section depending upon where you want to attach the supporting

documentation.

6. Click the expand arrow (little grey triangle on the left) under the Outcome for which you want to relate a document.

7. Click the green tool icon at the end of the Related Documents heading.

8. In the ‘Document Repository’ box, locate the document(s) using the folders and drag them to the ‘Related Documents’ box.

9. Click the icon in the upper right corner of the page to go back to the listing of all Outcomes for the selected unit

How do I align my Program Outcomes with the University’s Strategic Plan Goals and Initiatives?

Academic Programs are encouraged to connect their Program Outcomes to the institutional goals as they are outlined in the FSU Strategic Plan.

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, expand the navigation menu located in the upper left corner of the screen and select Strategic Plan Alignment:

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The Strategic Plan Alignment page contains a table listing all Strategic Plan Goals & Initiatives as rows and all of the Unit’s Program Outcomes as columns.

The Print Reports page lists different reports that include various components

of your Unit’s IE Assessment submissions in a print-friendly format.

The most popular report configuration is

‘Unit Assessment: Four Column’ report

2. Place a checkmark in the boxes where each Program Outcome directly or

indirectly supports the Strategic Plan Goals & Initiatives. Each PO should have 1- 3 checkmarks. Only active (i.e., not archived) POs need to be aligned.

3. To save the alignment, click in the top right corner.

How do I download and save my unit’s IE Assessment reports?

1. Once you have selected a reporting unit from the drop-down menu at the top of the page, expand the navigation menu located in the upper left corner of the screen and select Print Reports:

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1. Click on Unit Assessment: Four Column (or any other report configuration that you prefer).

2. On the next page, you can customize your unit’s report or extract it using the default settings.

3. To extract, click on Open Report to download the report as a PDF, HTML, or Word file. Make sure that you have disabled any pop-up blockers, otherwise the report may not open.

If you experience any difficulties with this process, please reach out to [email protected] with request for assistance.