tips for effective structures, processes, and techniques

Tips for Effective Structures, Processes, and Techniques

1

Tips for Using Effective Structures, Processes, and Techniques to

Enhance Your Self-StudyMarch 31, 2012

AMERICAN PUBLIC UNIVERSITY SYSTEM | EDUCATING THOSE WHO SERVE

Dr. Jennifer Stephens HelmCriterion 3 Team Leader and VP, Institutional Research and Assessment

Dr. G. Wynn BerryCriterion 4 Team Leader and Dean, Program Development

Jeffrey McCaffertyCriterion 5 Team Leader and AVP, Strategic Planning

Lynn WrightCo-Chair of Self-Study Steering Committee and VP, Institutional Advancement

Presenters


I: Introduction – APUS Overview

II: Organizational Structure and Coordination

III: Data Collection Processes

IV: Ensuring an Evaluative Self-Study

V: Report Writing

VI: Constituent Preparation for the Site Visit

VII: Final Thoughts

Confidential and Proprietary to American Public University System

Agenda


2


• Major James P. Etter, a Marine Corps officer who taught at Marine Corps Base Quantico, retired from active service and launched one of the first 100% online universities, American Military University (AMU), in 1991.

• In 2002, after ten years of growth and service to thousands of students and hundreds of graduates, AMU expanded into the American Public University System (APUS), adding American Public University (APU).

• Today, APUS educates and supports more than 110,000 students around the world.

• In 2011, APUS's accreditation was reaffirmed by the Higher Learning Commission and the next comprehensive evaluation was scheduled in 10 years for the 2020-2021 academic year.

Confidential and Proprietary to American Public University System

APUS Overview


Organizational Structure

Commitment Starts at the Top• Presidential Commitment and Engagement Throughout Process

Development of Teams• Choosing and Inviting Criterion Team Leaders and Support Staff• First Initial Meeting for Team Leaders

Development of Timeline- Project Plan• Kick-off Meeting – All Teams• Monthly Self-Study Steering Committee Meetings (SSSC)

Team Engagement • Email Distribution Lists• Team Meetings

Determine Data Collection Needs & Information Gathering Methods• Use of Available Technology

• SharePoint• University Hard Drives• Resource Room


Initial Presentation (skit) to Staff

• Creative and engaging hook

Communication

• University Intranet – Accreditation Matters and Countdown Ticker

• Self-Study Mailbox

• Emails - informational and fun

• Self-Study Newsletters

• Student and Faculty Lounges

• Staff, Student, and Faculty Surveys

• New Employee Orientation

Tangible Items

• Desktop Screensavers, Mouse Pads, and Magnets with Mission Statementand HLC Criteria Icons

• Mission and Learning Outcomes Cards

• Signage in all buildings

Organizational Engagement


3


• Evidence and documentation report forms were used as a template to guide us through the analysis process.

• Tools enabled criterion teams to collaboratively begin writing evaluative statements addressing strengths/challenges based upon evidence for each core component.

• Criterion team leaders were trained on writing evidentiary statements.

• A data coordinator from the Office of Institutional Research and Assessment was appointed as an official member of the Self-Study Steering Committee.

• A series of surveys addressing issues related to core components were administered to students, graduates, faculty, staff, and stakeholders.

Data Collection Processes


Recommendations for improvement

Background information

and historical context

Evaluation of strengths through data and

analyses

Evaluation of weaknesses through data

and analyses

Ensuring an Evaluative Self-Study


• What significant changes have taken place since the last site team visit?

• Was there specific evidence that led to these actions?

• Important to include data, facts, and information that support evaluation and recommendations.

Evidence: Background Information and Historical Context


4


Questions

• What are the major strengths of APUS in relation to a particular core component?

• Who/what contributes to the strengths of the organization for this component?

• What relevant, credible, and compelling evidence do you have to support the strengths?

Guidance to criterion teams

• Findings presented in the self-study report must be backed up with data, evidence, and documentation that we assemble from activities such as: reports, surveys, research, benchmarking, workshops, interviews, focus groups, file reviews, observations, meeting minutes, institutional documents and website content, data queries, and other such activities.

Evaluation of Strengths


Questions

• What are the major challenges of APUS in relation to a particular core component?

• What relevant, credible, and compelling evidence do you have to support the challenges?

Guidance to criterion teams

• Findings presented in the self-study report must be backed up with data, evidence, and documentation that we assemble from activities such as: reports, surveys, research, benchmarking, workshops, interviews, focus groups, file reviews, observations, meeting minutes, institutional documents and website content, data queries, and other such activities.

Evaluation of Challenges


• Based on an analysis of strengths and challenges, has the core component been met?

• Recommendations for improvement

• Action plan, further collection of additional information, etc.

• What specific steps should be taken next to meet this core component?

Recommendations for Improvement


5


• Don’t overcomplicate; let process/people evolve their contribution

• Plan for One Author – Co-chair

• Team Leaders as Criteria Co-authors – Subject Matter Experts

• Additional Chapters - Co-chair focus

• Ongoing Review with Authors of the Draft Report

• Report Input from Administration and Board – Review and Approval

• Management and Coordination of Resource Room

• Outside Editor/External Reviewer

• Printing and Electronic Version

Report Writing


• Create Summary of Self-Study Report – Briefing Book

• Administration and Board Meetings

• Students, Alumni/Ambassadors, and Community

• Departmental Trainings

• Questions Specific to Each Department

Constituent Preparation for the Site Visit


• Frequent and engaging communication, both within the self-study team, and throughout your campus, coming from both the self-study team and the school administration, is essential to a successful self-study process.

• Make sure your report accurately reflects who you are – bring out those aspects that make your institution unique and support your mission.

• Use the work from the self-study process to inform your strategic planning and ongoing assessment – incorporate the communication processes, assessment data and approaches, as well as the self-study team and HLC site team recommendations.

• A positive attitude can carry you a long way – see the accreditation process as an opportunity to embrace, not a challenge to overcome.

• Best of luck to you in your efforts!!

Final Thoughts


6


Dr. Jennifer Stephens HelmCriterion 3 Team Leader and VP, Institutional Research and Assessment [email protected]

Dr. G. Wynn BerryCriterion 4 Team Leader and Dean, Program Development [email protected]

Jeffrey McCaffertyCriterion 5 Team Leader and AVP, Strategic Planning [email protected]

Lynn WrightCo-Chair of Self-Study Steering Committee and VP, Institutional Advancement [email protected]

Points of Contact

tips for effective structures, processes, and techniques

Documents