PLANNING AND REPORTING PROCESS

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POLICIES AND PROCEDURES

Policy Subject: Assessment Planning and Reporting Process, Timeline and Responsibilities Policy Number: AA-ASMNT-500-01

A process of program and unit planning and assessment reporting is required annually of all academic and administrative units of the university. Annual plans and assessment reports are completed in Compliance Assist at http://brenau.compliance-assist.com and posted on the Assessment Website for each academic program and administrative unit at

http://intranet.brenau.edu/dnn/Academics/Assessment/AssessmentPlansandReports/tabid/42 4/Default.aspx

Note: Assessment of the interdisciplinary Liberal Education learning outcomes is scheduled over a 5 year cycle. Department chairs and faculty teaching LE courses to be assessed in any given year are alerted well in advance of the reporting requirements. Details are available from the chair of the faculty Liberal Education Curriculum Committee or the Office of Academic Assessment.

PLANNING AND REPORTING PROCESS

Assessment Planning Process

Academic Degree Programs:

 Complete a Program Assessment Planning Matrix which includes:

o a Program Mission statement tied to the Mission of the University, o a list of the Expected Learning Outcomes (ELO’s) for the major,

 which, for the undergraduate majors, must include the University Core Competencies,

o an indication of the year in which to assess each ELO in the 3 year cycle (or more frequently if desired),

o a mapping of the program ELO’s to the required courses of the degree program with an indication of methods for assessing each ELO using the provided key, o and a similar mapping of course content as appropriate to the Four Portals.  Each year in May, enter their ELOs for the coming year into Compliance Assist, including

(for each ELO) methods and means of assessment and criteria for success  From August to May, programs will collect data using their identified means of

assessment.

Administrative Units including Academic Administrators provide in Compliance Assist:  a Unit Mission tied to the University Mission,

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 a list of broad unit Standing Goals representing the unit’s function/responsibilities, with each related up to one of the supervisor’s Standing Goals,

 a list of any unit 3-5 Year Strategic Planning Goals coordinated with the unit’s

supervisor, with each related up to one of the supervisor’s 3-5 Year Strategic Planning Goals

o Note: if the unit in question is a VP-level unit, that unit’s Standing Goals are instead

related up to University Institutional Operating Principles and its 3-5 Year Strategic Planning Goals are related up to the University Strategic Plan.

 Each year in May, in order to measure unit effectiveness, Annual Administrative Objectives are:

o identified in support of the unit’s Standing and 3-5 Year Strategic Planning Goals, o and entered into Compliance Assist.

o For each Objective, intended methods/means of assessment and criteria for success are indicated as are any budgetary implications.

o Each Objective must be related up to one of the unit’s Standing or 3-5 Year Strategic Planning Goals.

 This information becomes the unit’s Annual Assessment Plan for the coming year.  From July to the next May, units collect data using their identified means of assessment.

End of Year Assessment Reporting Process

By May/June of each year (per the Timeline below)

 reporters complete their Annual Assessment Reports in Compliance Assist by

summarizing their assessment data for each annual Learning Outcome or Administrative Objective.

 This includes a meaningful discussion of the results/findings, summarizing any attached data reports.

 Based on the findings, reports indicate if the established “Criteria for Success” were Met or Not Met.

 The report includes a discussion of how results are used to improve program and institutional effectiveness. This is an essential element of SACS effectiveness standards, closing the loop.

 Finally, for each Outcome/Objective, reporters indicate how results/findings may impact future planning and budgeting.

 All finalized unit reports are reviewed in Compliance Assist by the appropriate Department Chair and Dean in the case of academic degree programs, and by the supervising Director, Vice President or the President in the case of administrative reporting units. Supervisors make appropriate comments and recommendations with regard to demonstrated unit effectiveness when signing off in Compliance Assist on each annual report.

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End of Year Evaluation with Supervisor

Assessment plans and the annual report are integral parts of the annual evaluation process and are discussed during supervisor/employee interviews. (See details of this process in

Faculty/Staff Guideline #3-08: “Annual Personnel Evaluations”.)

Compliance Assist Assessment Planning and Reporting System

Compliance Assist can be accessed via a link on the Assessment website, where user manuals for the various processes completed in Compliance Assist may also be found. Reporters are welcome to consult the Office of Academic Assessment for assistance at any time.

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By March: Office of Assessment provides VPs with CA status report prior to BOT spring meeting By April 1: President conveys his Emphases for the year and any modifications to Strategic Plan. By April 10: VP’s reexamine/update goals in CA and notify direct reports

By April 20: Deans/AVPs/Directors update goals in CA and notify any direct reports By May 1: Chairs/all other administrative units reexamine/update goals; notify any direct

reports/departmental faculty

By May 10: Degree programs finalize ELO Assessment Reports; complete a new year plan in CA. 9 month academic directors finalize yearly assessment reports and complete plans for next two years in CA for supervisor review and end of year evaluation meetings. By May 15: Chairs enter Reviews of ELO reports/new plans; sign off on both as complete in CA.

9 month academic directors’ reports and plans form part of their end of year evaluation meetings with Provost

By May 20 Chairs finalize yearly assessment reports and complete plans for the next two years in CA ready for their Deans’ review and end of year evaluation meetings.

By May 31 Deans enter reviews for chairs’ reports and new plans as well as for ELO reports for their colleges, and sign off on each as complete in CA.

Chairs’ and Academic Directors’ reports and plans form part of their end of year

evaluation meetings with supervisor (Dean or Provost).

By June 1: All 12-month Direct Reports (including Deans) finalize yearly Assessment Reports and complete plans for next 2 years in CA for supervising VP’s or appropriate Directors’ CA review.

By June 10: VP’s finalize yearly Assessment Reports and complete plans for next 2 years in CA

ready for President’s CA review and for discussion at annual evaluation meetings. By June 15: VP’s enter reviews in CA for their direct reports’ annual Assessment Reports as well

as reviews of new year plans, and discuss these in annual evaluation

meetings. Supervisors provide guidance on any appropriate Strategic Plan related goals and objectives for their units.

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Supervisors complete all personnel evaluations and submit the Supervisor Assessment Form (provided by HR) to the Office of Human Resources. (does not apply to individual faculty; see separate timeline)

Administrative reporters may choose to submit to their supervisor as part of their evaluation a bulleted list of additional information supplementing their CA Report and Plans.

Staff who do not complete plans and reports in CA will use the Performance Appraisal form (on HR Website).

By July 1: All 12-month units begin implementation of new annual objectives.

July/Aug: Office of Assessment audits reports/plans, archives completed reports on website, and provides summary report to the Strategic Planning Committee.

Aug/Sept: SPC analyzes previous year’s data for progress on Strategic goals/objectives, including budgetary implications.

Sept IR Office produces new Environmental Scan for SPC

Oct SPC provides President with conclusions/recommendations from analysis of

internal/external data.

Office of Assessment provides VPs with CA status report prior to BOT fall meeting.

Oct-Dec: Budget discussions based on proposed plans

March: BOT finalizes budgets; cycle begins again.

ROLES AND RESPONSIBILITIES

President:

 Convey Presidential Emphases by April 1.

 Provide any anticipated modifications to Strategic Plan strategies and tactics by April 1.

For Direct Reports

 Review Annual Reports and new Plans with each VP, Athletics Department, and Strategic Planning Committee chair at end year evaluation meetings

 By June 15 enter written reviews and comments into Compliance Assist for these Assessment Reports and Plans, ensuring that Reports document evidence of unit

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effectiveness, and that new Plans incorporate President’s feedback/recommendations and include intended means of assessment and criteria for success.

 Use separate HR Supervisor Assessment Form to provide annual personnel reviews for each direct report to Human Resources by June 15.

Vice Presidents:

• Establish Standing and 3-5 Year Strategic Planning Goals for unit, enter goals into

Compliance Assist, and relate each to University IOPs or Strategic Plan, respectively.

• Create annual administrative objectives to operationalize each goal, enter into Compliance Assist, and relate each Objective to one unit Goal.

• Complete VP Assessment Report and initiate new year Assessment Plans in Compliance Assist prior to annual evaluation meeting with President, before June 10.

• Discuss Assessment Report and new years’ Assessment Plans during annual evaluation with President.

• Review annual reports and new plans with each of your direct reports at end of year evaluation meetings

• By June 15, enter written reviews and comments into Compliance Assist for these Assessment Reports and Plans, ensuring that reports document evidence of unit

effectiveness, and that new Plans incorporate your feedback/recommendations and include intended means of assessment and criteria for success.

• Use the separate HR Supervisor Assessment Form to provide annual personnel reviews for each direct report to the Human Resources Office by June 15.

Assistant/Associate Vice Presidents

Compliance Assist and relate each to one of supervisor’s Standing or 3-5 Year Strategic Planning Goals, respectively.

• Create annual administrative objectives to operationalize each goal, enter into Compliance Assist and relate each Objective to one unit Goal.

• Complete Assessment Report and initiate new year Assessment Plans in Compliance Assist

prior to annual evaluation meeting with your supervisor, before June 1.

• Discuss Assessment Report and new years’ Assessment Plans during annual evaluation with supervisor.

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College Deans:

• Establish Standing and 3-5 Year Strategic Planning Goals for College, enter goals into

Compliance Assist and relate each to one of the VPAA/Provost’s Standing or 3-5 Year Strategic Planning Goals, respectively.

• Create annual administrative objectives to operationalize each goal, enter into Compliance Assist and relate each Objective to one College goal.

to allow review by VPAA/Provost prior to annual evaluation meeting to take place, by June 1.

• Discuss Assessment Report and new years’ Assessment Plans during annual evaluation with VPAA/Provost.

• By May 31, enter written reviews and comments into Compliance Assist for these Assessment Reports and Plans, ensuring that reports document evidence of unit

• Review annual reports for each degree program in your College after the chairs enter their ELO reviews but no later than June 15.

Department Chairs:

• Establish Standing and 3-5 Year Strategic Planning Goals for Department, enter goals into

Compliance Assist and relate each to one of your Dean’s Standing or 3-5 Year Strategic Planning Goals, respectively.

• Create annual administrative objectives to operationalize each departmental goal, enter into Compliance Assist and relate each Objective to one departmental goal.

to allow review by your Dean prior to annual evaluation meeting to take place, by May 20. • Discuss Assessment Report and new years’ Assessment Plans as well as the ELO Reports and

Plans of your degree programs during annual evaluation with your Dean.

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• By May 31, enter written reviews and comments into Compliance Assist for these Assessment Reports and Plans, ensuring that reports document evidence of unit

For Degree Program ELOs

• Ensure that Reports and new Plans are complete for each degree program no later than May 10 to allow modifications as needed prior to end of faculty contracts.

• By May 15, enter in Compliance Assist reviews of all ELO Reports and new year Plans for degree programs in your department, ensuring that Reports document evidence of program effectiveness and that new Plans specify means of assessment and criteria for success, and incorporate your feedback and recommendations. Alert your Dean when this process is complete and ready for their review.

For LE Reporting

•

Ensure ALL LE course syllabi in department have the LE outcomes and means of assessment specified on syllabi before the start of each semester.

• Ensure any faculty responsible for assessment of LE courses (according to current year’s cycle) complete LE reports and submit LE data to Assessment Office by end of each semester as appropriate.

Administrative Unit Directors:

Compliance Assist and relate each to one of supervisor’s Standing or 3-5 Year Strategic Planning Goals, respectively.

• Create annual administrative objectives to operationalize each unit goal, enter into

Compliance Assist and relate each Objective to one unit Goal.

prior to annual evaluation meeting with your supervisor, before June 1.

• Discuss Assessment Report and new years’ Assessment Plans during annual evaluation with supervisor.

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Faculty:

 Individual faculty do not complete individual assessment reports in Compliance Assist but rather should “contribute” to the reporting in their degree programs.

 Faculty complete the Faculty Annual Report (FAR) using the Faculty Annual Report Guide. Both documents available on the Human Resources website: Forms and Documents page.  Individual faculty annual goals become part of their FAR and discussion with chair at end of

year evaluations.

 When specific courses are identified for LE Assessment per the LE Assessment 5-Year Plan (available on the Assessment Website: Liberal Education page), teaching faculty may be responsible for collecting data and sample artifacts and providing these to the Office of Academic Assessment.