Presenters Studying “ IR
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Studying “IR-selves”: Challenges and Benefits of Administrative Unit Review Presented by TMCC Institutional Research Office 2008 Association for Institutional Research Seattle, WA May 26, 2008 Presenters Truckee Meadows Community College, Reno, NV Office of Institutional Research Elena Bubnova, Director ebubnova@tmcc.edu 775-673-8240 Cheryl Scott, IR Data Manager clscott@tmcc.edu 775-673-8239 Jason Oetjen, Research Analyst joetjen@tmcc.edu 775-673-7184 1 Topics 1. 2. 3. 4. 5. 6. 7. Institutional Overview IR Functions at TMCC Administrative Unit Review Process IR Self-study Process Evidence and Supporting Materials The Self-study Document Lessons and Outcomes 2 Institutional Overview Institutional Profile (Fall 2007) Headcount: 12,774 FTE Students: 6,545 Full-time Faculty: 183 Part-time Faculty: 494 Student Profile 56% between 18-24 years of age 25% minority students Approx. 60% of FTE in Transfer/Gen Ed courses Multiple Sites 5 main sites 30+ additional sites throughout the community Total Budget: approx. $50M Enrollment Growth (since 2000) Almost 40% in AAFTE Approx. 25% growth in headcount 3 IR Functions at TMCC Traditional Institutional Research ActionBased IR Office Student Success Research Data Warehouse Supporting College Operations, Planning and Decision-Making 4 Administrative Unit Review • Academic Program and Discipline Review – typical assessment process on the academic side • Administrative Unit Review created in 2005 • Main Purpose: – Enhance Growth, Development, and Excellence of Administrative Units – Assess satisfaction with the services provided by an administrative unit – Identify ways to improve and/or expand services currently provided – Accountability and Effectiveness 5 Administrative Unit Review Self-study document: • • • • • • • • • Unit’s mission Structure Functional responsibilities Services provided Goals Performance Indicators Culture Resources Recommendations and short/long-term plan 6 Administrative Unit Review • • • • • • All administrative units undergo in-depth review every 5 years Self-study committee College-wide survey regarding unit’s performance* Unit employees’ satisfaction survey Self-study document Administrative Unit Review Committee comprised of broad campus-wide representation *Typically, IR conducts this survey for other units. During IR’s review, the survey was administered and analyzed by a faculty member to avoid the appearance of any impropriety. 7 Administrative Unit Review Appropriate Cabinet Member -Notifies the administrative units to be reviewed Administrative Unit -Compiles list of targeted users (5-10 faculty, 5-10 representatives from other departments, students) Appropriate VP/Admin. Review Committee -Reviews user list, deletes/adds Institutional Research -Administers on-line surveys Administrative Unit -Compiles self-study report Administrative Review Committee -Reviews report, provides recommendations Administrative Unit -Develops Plan for Improvement 8 IR Self-study Process • Created self-study committee • • • • Developed a list of customers for survey participation • • IR Staff Representative from our customer base at the college IR counterpart from another community college in the state Faculty, Staff, Students, External constituencies Compiled supporting documentation • • Requested a shared network drive Self-study questions were available to all to file ideas and proposed materials 9 IR Self-study Process Administrative Unit Review Time Line Summer 2005 IR Office Retreat: Draft Mission Statement & Goals 10 IR Self-study Process Administrative Unit Review Time Line Fall 2005 & Spring 2006 Created Self Study Committee -IR Staff -Representative from customer base -IR counterpart form another Northern NV Community College Developed list of customers for survey participation -Faculty, staff, students, external constituents Compiled supporting documents -Identified, gathered, discussed materials needed for self-study -Requested a shared network drive -Self-study questions were available to all to file ideas and proposed materials 11 IR Self-study Process Administrative Unit Review Time Line Summer 2006 IR Office Retreat: Finalized mission and goals 12 IR Self-study Process Administrative Unit Review Time Line September 2006 Draft of self-study completed October 2006 Survey results integrated; external review November 2006 Self-study document finalized; final CD created December 2006 Self-study to AURC 13 IR Self-study Process Administrative Unit Review Time Line IR Office Retreat: Draft Mission Statement & Goals Developed list of customers for survey participation Identified, gathered, discussed materials needed for self-study Created selfstudy committee Summer 2005 IR Office Retreat: Finalized mission and goals Fall 2005 Spring 2006 Summer 2006 Draft of self-study completed Survey results integrated; external review Self study document finalized; final CD created Self-study to AURC Sep 2006 Oct 2006 Nov 2006 Dec 2006 14 Evidence and Supporting Materials What we needed to demonstrate : What performance indicators are utilized by the unit to measure its performance? What are the unit’s notable accomplishments? How is achievement measured? What we had: Project Calendars 9 IR Standing Reports 9 Admissions & Records 9 Financial Aid Project Logs What we needed: To quantify our workload, describe our performance, and demonstrate our efficiency Performance indicators 15 Evidence and Supporting Materials 16 Evidence and Supporting Materials Individual Project Logs Project Category Accreditation Ad-hoc (Faculty) Ad-hoc (Staff) External Institutional Research Office Management President Public Service Type of Research/Activities Assessment & Testing Committee Work Enrollment/Student Data Miscellaneous Other Institutional Data Presentation Program Review Survey Project Requestor Project Title and Description Request Date, Deadline, Completion Date 17 Evidence and Supporting Materials Growth in IR Projects 300 288 250 250 200 150 179 157 100 50 87 0 FY 03 FY 04 FY 05 FY 06 FY 07 Projects Completed 18 Evidence and Supporting Materials Innovative Research Projects (New Broad-based Research) 10 8 6 4 2 0 AY 03/04 AY 04/05 AY 05/06 AY 06/07 19 Evidence and Supporting Materials Data Error Occurrence (Errors Leaving IR Office) 3 2 1 0 AY 03/04 AY 04/05 AY 05/06 AY 06/07 20 Evidence and Supporting Materials External Reporting Compliance (Number of Reports Completed by IR) 20 15 10 5 0 AY 03/04 AY 04/05 AY 05/06 AY 06/07 21 Evidence and Supporting Materials % of highly satisfied faculty & staff Faculty and Staff Satisfaction (Based on 5-year Adm in Unit Review Survey) 100 75 ? ? 50 25 0 AY 05/06 AY 10/11 AY 15/16 22 Evidence and Supporting Materials Percentage of Deadlines Met 100% 80% 60% 40% 20% 0% AY 03/04 AY 04/05 AY 05/06 AY 06/07 23 Evidence and Supporting Materials Institutional Data Accuracy (Interactions With Other Offices for Data Cleaning) 10 8 6 4 2 0 AY 03/04 AY 04/05 AY 05/06 AY 06/07 24 The Self-study Document • In IR data are not a problem • Create an easy to read document • Assemble a well-organized, pointed, and userfriendly body of supporting materials 25 The Self-study Document Result – well-organized, succinct and presentable self-study document 26 The Self-study Document Results from customer surveys were highlighted in “story boxes” throughout the document 27 The Self-study Document 28 The Self-study Document Assortment of reports and other materials representing each function and type of research were copied on CD and included as appendices 29 The Self-study Document Make-over of the IR web site – used it as additional exhibit 30 The Self-study Document Designed and publicized IR Mission, Values, Goals poster -In offices -In FactBook -On Website 31 Lessons and Outcomes • Administrative Unit Review is a rigorous, comprehensive process; resulted in additional workload • Opportunity for honest self-reflection • Detailed inventory and assessment of all IR functions and projects • Assessment and support of IR’s accomplishment from internal and external constituencies through survey and review • Fine-tuned internal processes and communication in the department 32 Lessons and Outcomes • • • Self-study demonstrated how stretched IR office was Formal endorsement of an upgrade of the existing position and addition of a new one Automation and streamlining of internal processes: • • • • • • • Improved communication and planning Creation of shared drive for research and documentation Standardization of data processing and reporting instructions Creation of Performance Indicators Appreciate complexity of our work Celebrate accomplishments Bond as a team 33 TMCC Office of Institutional Research 7000 Dandini Blvd, RDMT 200 D Reno, NV 8951289512-3999 ph: (775) 673673-8240 fax: (775) 674674-7981 Visit TMCC IR Web Page at http://www.tmcc.edu/ir/
