Using Instructional Program and Administrative Unit Review to Accomplish Institutional Effectiveness AIR Conference, June 1, 2004 Boston, MA Terri M. Manning, EdD Denise H. Wells, MS Central Piedmont Community College Charlotte, North Carolina Some history…. CPCC is the largest community college in both the Carolinas with approximately 60,000 students. We have over 100 instructional program areas including for-credit, continuing education and literacy We have almost 50 administrative and student affairs units Some history…. When we started this process (1998), the College had done nothing truly “IE related” since the last SACS visit in 1992 when they received a recommendation for every must statement in section III. The IR office staff had rolled over and all institutional memory was gone. We had less than 5 years to put every program and unit through a review process. Institutional Effectiveness and the Southern Association of College and Schools At the heart of SACS’ philosophy is the concept of institutional effectiveness (IE) IE involves a process of planning, evaluation, assessment and use of results SACS requires that in addition to providing evidence of planning and evaluation in its educational program, the institution must demonstrate planning and evaluation in its administrative and educational support services IE at Central Piedmont CPCC established an IE committee in 1998 and an IE website in 2000 (http://inside.cpcc.edu/IE) Committee members were from various instructional departments, student services and administrative/business offices The committee established an IE plan for the college Visual of the IE Plan Four Major Overlapping Pieces of the IE Plan General Education Assessment Program/ Unit Review Annual Goal Setting Cycle College Assessment Process Annual goal setting and follow-up required by all units Program/unit review on a 3-5 year cycle College assessment plan involving surveys, assessment and data analysis The evaluation of general education Developing the Process We wanted to create a meaningful program/unit review process We wanted programs to complete the process having learned something valuable (not a document to set on a shelf) We wanted the process to be “outcomebased” to stand the test of time Developing the Process The first review process was created for instructional programs (main focus at most institutions) During the 1998-99 year, 18 programs were reviewed (approximately 100 programs over five years) The perception at the beginning was that “this is just another academic exercise” But the results were very different than any review process previously completed Organizational Stages of Outcome Evaluation Stage 4 Stage 5 Acceptance & adaptation Challenge & competition Catalyst - Proactive Depression - exhaustion Compliance - Passive reactive Stage 3 Bargaining - no time/no money Seek outside sources Stage 2 Anger and antagonism Resistant & Reactive Stage 1 Disbelief & Denial Paralysis - Passive resistance Instructional Program Review The review process contained five sections: I. II. III. IV. V. The Program Profile Program Content Student Learning Outcomes Need for Change Future Issues Instructional Program Review Tasks accomplished through review: Defined their program Detailed faculty and staff (credentials, prof. dev, accomplishments) Unit mission or purpose Link unit mission to the college mission Defined the content of their program Defined the population served Determined student learning outcomes specific to their program Set outcome objectives Performed some means of assessment Analyzed results Determined strengths and weaknesses Created strategies for improvement Determined future needs (including curricular change, needed resources, future trends, staff and space) All units had to complete a one-year follow-up We focused on measuring… Administrative or service objectives Outcomes (student learning outcomes and outcome objectives) Administrative Objectives "Administrative Objectives" are measurable descriptions of what a unit hopes they or their clients will achieve through the delivery of services Administrative Objectives Many units do not directly serve students or they want results within their units that are not truly outcomes. They want to improve services or approach an old problem in a new way. They want to become more efficient and effective. They will set administrative objectives. Administrative Objectives Objectives set for the program (has nothing to do with students outcomes) Example to recruit one new faculty member to seek and gain accreditation to increase retention by 10% to send each faculty member to at least one professional conference per year to gain funding for an innovative program through a grant proposal Outcomes "Outcomes" are benefits for people: changes in knowledge, values, position, skills, behavior or status. More simply stated, outcomes are typically what service providers hope recipients achieve once they complete a program or receive services. This is not the “what” but the “why” of education. Student learning outcomes are outcomes related to the learning that takes place in the classroom… what are the benefits to a student who receives an associate degree in Nursing or completes a math class? Outcome objectives are just objectives that relate to the identified outcomes. Program Outcome Model INPUTS ACTIVITIES OUTPUTS Resources Services Products or Results of Activities Staff Buildings Facilities State funds FTE Education (classes) Services Counseling Student activities Numbers served FTE (input next year) Classes taught Students recruited Constraints Laws State regulations Program Outcomes Model INPUTS > ACTIVITIES > OUTPUTS > OUTCOMES Benefits for People *New knowledge *Increased skills *Changes in values *Modified behavior *Improved condition *Altered status Instructional Program Review Rules for the process included: Involvement on the part of all faculty in the department under review (not just one person). It is recommended that the program begin with a brief faculty retreat to discuss and divide tasks. All programs must use at least one external committee (advisory groups are fine) to provide feedback to programs. All programs must utilize feedback from students. During the first few years… Planning and Research conducted training on “how to conduct program review” with each unit scheduled to go up for review that year. A staff member from Planning and Research served as a liaison to each program being reviewed to help them with the process. What We Learned…. The first group was dragged kicking and screaming through the process Faculty had very little time for the details Faculty had trouble identifying “student learning outcomes” The results produced great marketing materials Once they saw the results, faculty embraced the process What Happened Deans used the results to make a case for resources The administration became interested in what was learned through the review process Instruction created a position to deal mainly with program review and IE issues within instruction Faculty knew their programs were working IE Committee Decision The instructional program review process was successful The review of instructional units was important – but administrative/student services units helped create an environment conducive to learning at the college and supported the learning process Administrative units should go through a similar process IE Committee Decision, cont. Create a committee to draft a similar process for the administrative and student services areas of the college Administrative units were spread across three VP areas Two representatives from each VP area participated in drafting the new review process We spent approximately six months creating a workable process Timeline for Administrative Units During the: 1999-2000 year – six units went through the review 2000-2001 year – eight units went through the review 2001-2002 year – nine units went through the review Vice Presidents set an annual timeline for their units with due dates for each section The Administrative Unit Review Design I. The Unit/Program Profile A. The Mission/Purpose 1. Role unit plays in the college mission 2. Unit/program goals as they relate to the college’s mission B. The Staff 1. Professional and administrative staff (ft since the last review) a. Position description/duties b. Credentials (full and part-time, if any) c. Accomplishments (if applicable) d. Service to college, community and nation The Administrative Unit Review (continued) B. The Staff (continued) e. Professional development activities 2. Classified Staff a. List of names and positions b. List of required credentials (if any) C. The Customer/Client Served 1. Breakdown of students/faculty or staff by type or demographic information (thorough explanation of who is served) The Administrative Unit Review (continued) II. Definition of Services or Program A. Definition of day-to-day duties of the unit B. Innovations, new projects, new initiatives, local, state-wide or national efforts C. Required functions of unit (description and status of compliance) 1. SACS "must" statements 2. State mandates 3. Federal mandates 4. Other The Administrative Unit Review (continued) III. Administrative Objectives and Student Outcomes (where appropriate) A. Administrative Objectives (2-3 objectives) B. Outcomes (or status if incomplete) of innovations, new projects, new initiatives, local, state or national efforts C. Assessment explanation (what was assessed, who, when, how many) D. Results of Administrative Objectives based on assessment Assessment of Administrative Units During the year of program review, the “Annual Faculty/Staff Survey” contained questions from those units being reviewed. Results were given to each unit and broken out by campus and job type http://inside.cpcc.edu/planning Click on “survey results” The Administrative Unit Review (continued) IV. Need for Change A. Strengths identified by external sources, faculty, staff and students B. Weaknesses identified by external sources, faculty, staff and students C. Recommendations by faculty, staff, external sources and students to improve the unit's services and programs D. Strategies for change (based on input from A, B & C above) - closing the loop E. A one-year follow-up brief report to the Unit VP reporting on the progress of D above (due April 15, the year following review) The Administrative Unit Review (continued) V. Future Issues - Resources needed for future efforts A. Market trends within the broad service unit or program area (based on best-practices, the literature or training received) B. Anticipated future changes and needs (based on market trends) C. Resources, equipment, space, staffing and work load changes needed for future growth or continuation D. Future plans of unit Assistance from the Website The IE website: http://inside.cpcc.edu/IE Explanation of IE process Templates and forms for review “Solid” examples for clarification Schedule for review Unit Review – Lessons Learned To do this well you need several critical pieces: 1. Support from the top (President or Chancellor, Vice Presidents or Vice Chancellors) 2. Buy in from the grassroots level (participation in the development of the process) 3. Across-the-college participation (no one is exempt) 4. Technology to make it easy (web page and review templates) 5. Technical support from institutional research Overall Benefits #1 No recommendations in the area of Institutional Effectiveness from SACS during the October 2002 re-accreditation visit The college became change-oriented Units had to define strategies for change Didn’t have to be perfect but rather making continuous progress Strategies for change helped identify needed resources for units Units had to “close the loop” with the one-year follow-up (couldn’t promise and not deliver) Once they started, we couldn’t get them to stop doing it. Overall Benefits Units became empowered to perform their functions in an optimal manner and to ask for what they needed (no one noticed them before, now they do) Created data to support needs Accomplishments were reported to major administrative groups across the college (President’s Cabinet, Planning Council, IE Committee, etc.) Overall Benefits The college community understood the purpose and function of every unit Senior administration realized the benefits and became strong supporters Data are reported annually from program/unit review VPs became stronger advocates for their units making changes to improve services Administrative Units Reviewed Security Health and Safety Office Human Resources Professional Development Resource Development The Foundation EEO Office President’s Office Facilities Management Distribution Services Facilities Design and Construction Financial Services Payroll Budgeting Financial Reporting Purchasing Accounts Payable Cashiering Audit and Compliance Basic Skills Reporting Inventory Control Bookstore Campus Printing Vending Information Technology Administrative Computing Services Planning and Research Marketing and Community Relations Students Affairs Units Reviewed Counseling and Advising Financial Aid/Veteran’s Affairs Career Services Disability Services “Campus-based” student services (6 campuses) Admissions and Records Registration Services The Library The Academic Learning Center (tutoring) Testing Center Graduation Office Student Life Six Units Some Brief Results Planning and Research Weaknesses Identified: Strategy for Change: Data/information needs to be disseminated to the grass roots level of the College (not just administration) Data needs to be made more accessible and easier to understand Make improvements in the department’s webpage Place more information on the webpage Result: Units are using data to make decisions Planning and Research has a heavily used website with user-friendly spreadsheets, tables and an online Fact Book. In-person requests for data have dramatically declined because faculty/staff are using the webpage Professional Development Weaknesses Identified: Strategy for Change: Instructors could not attend training sessions due to the times they were scheduled (top of the hour when classes were scheduled on the half hour) Starting times for all training sessions will be adjusted to begin on the half hour rather than the hour Results: More faculty were able to attend trainings and numbers increased in some areas Health and Safety Office Weaknesses Identified: Strategy for Change: Not all employees are sure what Health and Safety does Health and Safety Officer title is confusing (perception of enforcement, relative to security) Change the department’s name to Occupational Health and Safety Results: Clear understanding of who is responsible for security and who is responsible for occupational safety The Bookstore Weaknesses Identified: Strategies for Change: Communication between faculty and staff and the bookstore management needs improvement A bookstore advisory committee has been formed. Action items identified will be followed up to insure that the bookstore is meeting the needs of faculty/staff Results: Decided to outsource the bookstore Worked with faculty to ensure an adequate number of books were available at the beginning of the term Created a process to move books from campus to campus to accommodate student needs Created more buy-back centers on the campuses to improve services Information Technology Services Weaknesses Identified: Strategies for Change: Better follow-up is needed on Help Desk requests Requests need to be answered faster Have knowledgeable people at the Help Desk Employ students with pertinent certification to man the Help Desk Empower Help Desk staff with decision-making ability that helps provide the required level of service Results: Help Desk created a tracking system that has radically improved time from request to completion Financial Services Weaknesses Identified: Strategies for Change: Lack of training on various financial services areas (payroll, budgeting, purchasing) Work with Professional Development to establish a comprehensive training schedule Announced training in advance and held them at different campuses Results: Less calls with questions Less errors in forms People have more confidence in ability to manage budget Major Benefits for IR Office We created work for ourselves with great payoff. Each unit being reviewed had a liaison from IR to help them with surveys, objectives, etc. Now, everyone knows us. They think we are very helpful and a great asset to the institution. They call us for information and then listen to what we say. “Best” Results of “Best” Practice Better use of data across the college We have become more student/customer focused Review gives direction for goals and needed changes Departments are empowered to do their jobs (can’t slip through the cracks and be unnoticed) Problems must be resolved (there is no hiding and no excuses) Surveys provide needs assessment data as well as evaluation which gives departments direction For a copy of this presentation Contact Terri Manning terri.manning@cpcc.edu Download or print presentation: http://inside.cpcc.edu/planning Click on “studies and reports” Listed as SAIR Presentation