taskstream’s accountability management system …€¦ · taskstream’s accountability...
Post on 30-Mar-2020
1 Views
Preview:
TRANSCRIPT
This guide was created by the Office of Assessment and Planning for use by Lehman College employees. It is not endorsed by
TaskStream.
TASKSTREAM’S ACCOUNTABILITY MANAGEMENT SYSTEM USERS’ GUIDE
FOR LEHMAN COLLEGE
ACADEMIC EDITION A&H v1.2
Page | 1
TaskStream’s Accountability Management System (AMS) is software designed to assist
departments and programs coordinate and manage assessment-related activities. This guide
provides you with step-by-step instructions on how to use AMS.
Before taking you through the steps of entering and submitting information in TaskStream, there
are a couple of terms you should be familiar with. Familiarity with these terms will help to make
this guide and the help menus in TaskStream easier to understand.
Definitions
Participating Area – A participating area is any single area of the College. They are also called
organizational affiliations. This area can be a degree program, department, or an office.
Participating areas have been established based on the organizational structure of the College.
An individual may be assigned to just one participating area, or many. If your department offers
several degree programs, you will be assigned to a participating area for each program you are
affiliated with. You can see which participating areas you belong to by clicking the My Account
link in the upper-right hand corner.
Workspace – Workspaces are assigned to participating areas. Each member of a participating
area will collaborate in the workspaces assigned to that area. A workspace defines the
requirements to which your participating area needs to respond. Each workspace has an
organizing structure and directions that have been defined by the College’s AMS Coordinator
and the Dean’s Office. You can think of these requirements as requests for information. To
view the workspaces to which you have access, look under the workspaces heading on the AMS
Home Page. In most cases individuals will have access to just one workspace, the Arts and
Humanities Workspace.
Help
If at any time you need assistance with TaskStream, there are several options available to you:
1) Use the help menu in the upper right corner of the screen. There are several
downloadable guides available, as well as a comprehensive, searchable encyclopedia.
2) Contact TaskStream directly. Support is available to all end-users. Phone: 1-800-311-
5656 (Press "1" for support)
Email: help@taskstream.com Online: Support Request Form
Support Hours Time Zone:
Monday – Thursday 8:00am - 11:00pm ET
Friday 8:00am - 7:00pm ET
Saturday 12:00pm - 5:00pm ET
Sunday 6:00pm - 11:00pm ET
3) Contact Lehman College’s AMS Coordinator Raymond Galinski at
raymond.galinski@lehman.cuny.edu or x8645.
Please also note that you should not use their browser’s back button to navigate through AMS.
This will log you out of the system. Use the menu options instead.
Page | 2
LOGIN TO TAKSTREAM Go to www.taskstream.com and enter your Username and Password in the top left corner of the
screen. Your credentials should have been sent to you by TaskStream in May 2012. Additional
credentials can be created by contacting Lehman’s AMS Coordinator, Raymond Galinski.
After logging into TaskStream, you will see a series of menu options along the left side. These
options will vary based on the permission level provided to you.
In the middle of the screen you will see the participating areas and the workspaces assigned to
them. In the example below, the Demo Program in English is visible under the School of Arts
and Humanities domain. This area has been assigned to the Arts and Humanities workspace.
This workspace is explained below.
Page | 3
ACCESS THE WORKSPACE ASSIGNED TO YOUR AREA
Click on Arts and Humanities Workspace link. Along the left side you will see a series of menu
options available to you. This area is divided into three sections: General Information, Standing
Requirements and Ongoing Requirements. In the example below, the Ongoing Requirements are
listed under the heading 2013/14 Assessment Cycle to reflect this year’s assessment cycle.
Edit Content Tab
General Information
In this area you may add files, videos, or text by using the toolbar at the bottom of the screen
(below). The General Information area is a private area that cannot be shared with anyone
outside of the workspace. To add information click on the button in the upper right
then add the type of information you desire by clicking on one of the options on the bottom menu
bar. After you have finished adding information, click . Doing so will allow others in
your area edit this part of the workspace.
Standing Requirements
Standing requirements are components of your department/program that will remain relatively
stable over time. These components consist of your program’s Mission Statement, Program
Goals/Learning Outcomes, Curriculum Map and the Four-Year Assessment Plan Matrix.
Mission Statement
Enter your program’s Mission Statement by clicking the button. To enter text, click
the button on the bottom right. Click when finished.
To enter information into any area of TaskStream, you must first Check Out, by clicking on
the button in the upper right. When finished with edits, you must check the area
back in by clicking on the button. This will allow others assigned to your area to
make edits if necessary.
Page | 4
Programs Goals/Learning Outcomes
In many cases, a program’s goals have already been preloaded into AMS Coordinator, but if they
have not, you will need to enter them by clicking on the button. Give
the Outcomes Set a name (e.g., Bachelor of Arts in English Outcome Set) and check the box –
“Outcomes in other sets will need to be aligned to Outcomes in this set (when checked, mapping
will be allowed).” Click Continue. To enter your program’s first Goal, click .
In the top box, type Goal 1. In the description box, enter the text for this goal. Next, enter the
first expected outcome relating to this goal by clicking . Next, type Outcome 1.1
in the first box. In the description box provide the text for this outcome. Continue to enter your
program’s remaining goals and outcomes as described above. When finished, click Back to all
outcome sets.
Next, you may want to align your program’s expected learning outcomes to other Outcome Sets
that have been distributed to your area such as the College’s Strategic Plan - Achieving the
Vision. To map your program’s Outcomes, click Map on the right-hand side of the page.
On the next screen click . In the drop down menu, select Goals Sets
distributed to [your program] (in the example below, five Goal Sets have been distributed to this
program). Select Achieving the Vision and click Continue. You will now see the Goals,
Objectives and Strategies associated with the Lehman College Strategic Plan. Check the
Strategies that align with your program’s Outcome Set and click Continue. (Note: Not all program
outcomes will align seamlessly with Achieving the Vision and other Goal/ Outcome sets).
Page | 5
Curriculum Map
The curriculum map section allows programs to align goals and learning outcomes to
activities/courses in your program (NOTE: The curriculum maps of many programs have been preloaded into
TaskStream).
To create a Curriculum Map, click , then click .
Next, give the map a name, a description, and then align your map with the Outcome Set created
above, by clicking the Select button next to the outcome set.
The following pop-up window will appear – click OK.
To begin creating the Curriculum Map, click the Edit Map link. Now, let’s say that one of the
expected learning outcomes of this hypothetical English program is to “Employ effective
rhetorical strategies in order to persuasively present ideas and perspectives” (Outcome 1.2
created above). A course where this expected outcome is addressed is ENG 222, Literary
Genres. To add a new course/activity, click in the upper-left of the
screen, then select Create New Course/Activity. Alternatively, you may click . Fill out the
box that follows and click Create. An example appears below. (In the link section, you may provide a
web link to the course description). Continue in this manner until you have all of the courses for the
program along the left-hand side.
Page | 6
NOTE: To add a new category to your map. For example, if you wished to distinguish between
required courses and elective or upper-level and lower-level courses, you can do this by selecting
“Create New Category” under .
You will now be returned to the main activity map page. Here you will indicate which outcomes
align with the courses/activities you have just created by clicking on the gray shaded box in
the appropriate cell. When you click on the box you will notice that the text and color of the box
change. Clicking once changes it to an “I”. Clicking on it a second time will change it to a “D”
and a third click will change it to an “M”. The meanings of these letters are indicated in the
legend at the bottom of the screen. Every course and outcome should have at least one cell
populated.
Click Save Now in the upper right corner then close the window when finished. Click
when done.
Four Year Assessment Plan Matrix
The process to create the Four Year Assessment Plan Matrix is similar to the process described
above for creating the Curriculum Map, but instead of using a grid to align expected outcomes to
courses, you will use a grid to indicate when the program plans to assess outcomes. The
expectation is that all programs in the School of Arts and Humanities will assess each outcome at
least once over a four-year period. This does not mean that all courses will have to be a part of
this plan, but all required courses should be included in the matrix at least once over this period.
To create the Four Year Assessment Plan Matrix, click , then click
. Next, give the map a name, a description, and then align your map
with the Outcome Set created above, by clicking the Select button next to the appropriate
outcome set (same steps performed above for the curriculum map). A pop-up window will
appear alerting you that the map will appear in a new window. Click OK.
To begin creating the Four Year Assessment Plan Matrix, click in the upper-left
of the screen and select Copy from another map. The following screen appears. Select the
curriculum map created above and click Continue.
Page | 7
The next screen asks you to select the courses/activities you would like to copy. Check the box
next to Select All Courses/Activities and Courses and Learning Activities
Click the Save and Return to Curriculum Map Workspace button.
You will now be returned to the main mapping page. Here you will indicate when your program
plans to assess the program’s expected learning outcomes by following the same steps performed
for the curriculum map. However, instead of each box representing a level for each outcome,
each box now represents the year you expect to assess the outcome. For example, when you
click on the gray shaded box in a given cell, you will notice that the text and color of the
box changes. Clicking once changes the box to “Y1”. Clicking on it a second time will change
it to a “Y2,” a third time to “Y3,” and a fourth to “Y4.” The meanings of these letters numbers
are signify the year the assessment of the outcome is expected to take place. If completing the
form in fall 2014, year 1 is AY2014-15, year 2 is 2015-16, etc.
Click Save Now in the upper right corner, then close the window when complete. Click
when finished.
Ongoing Requirements The ongoing requirements are components of your assessment process that change from year to
year. This area consists of the Assessment Plan/Methods, Assessment Findings, Action Plan, and
the Status Report. These areas align closely with the Word/PDF forms programs used to
complete from 2009 - 2012.
Page | 8
Assessment Plan
This area consists of a program’s assessment plan for the year and should match the
outcomes that the program planned to assess as indicated in the matrix above. The
Assessment Plan involves selecting one or more expected learning outcomes to assess, defining
measures for each of them, setting targets, setting an implementation timeline, and assigning key
personnel to carry out the plan. Programs should also attach any supporting documents that will
be used in the assessments.
To enter the plan, first click . If you are creating a plan for the first time, the
following pop-up will appear. Click OK.
Next, under the heading Outcomes and Measures, click the button then click
the Select Existing Set button.
Next, choose the outcome (s) the program will be assessing for the year by clicking in the small
box next to the appropriate outcome. After the outcomes(s) have been chosen, click
. Next, click . A screen similar to the one below
will appear. Enter the requisite information into the appropriate boxes. Note that all of the
boxes are not required, but they should all be completed by the deadline established by the
Dean’s offices. When finished, click Apply Changes.
Page | 9
After clicking the Apply Changes button, you may also attached supporting documents and
links by clicking on the Add/Edit Attachments and Links button. Attachments may include
rubrics, exams, surveys, etc.
Assessment Findings
After data have been collected, programs (aka Participating Areas) then complete the Assessment
Findings section. In this area you describe how students performed with regard to each assessed
learning outcome. Programs indicate if expectations were exceeded, met, or not met (supply
data summaries and other supporting information, if applicable), and offer recommendations
and/or notes based on the assessments. Use the / buttons to make edits.
Clicking on the Add Findings button under the Finding per measure heading takes you to a
template where you complete the following sections: 1) Summary of Findings, 2)
Recommendations, and 3) Reflections/Notes. You may also indicate whether Acceptable and
Ideal Target have been met. Click Submit when complete.
Once again, an option is provided to additional documentation. To do so, click on the Add/Edit
Attachment Links button to upload supporting documents and links. Here you may want to
present data summaries or summary scores on a rubric. The Assessment Findings area provides
you with a place to add an Overall Recommendation and an Overall Reflection. Clicking on the
Edit under the respective ribbon headings to enter information. A screenshot of a complete
Assessment Findings section appears above.
Action Plan
At the conclusion of the assessment cycle, programs indicate how they will address the findings
entered above. This section includes the following elements:
Page | 10
Action details: Describe the actions (strategies) that will be implemented to improve
performance as a result of assessment findings (if needed). Actions may refer to
programs revisions, new services, revised resource allocation, or any other activity
related to achieving stated outcomes.
Implementation Plan: Describe when the actions will be taken and provide a timeline for
implementation of the actions.
Key/Responsible Personnel: The individual(s) responsible to carrying out the plan
Measures: How will the program measure success
Budget approval required?: Describe whether plan requires additional resources and
indicate the cost of these resources.
Budget request amount: Indicate how much money is needed to carry out the plan (if any).
Priority level: select High, Medium, or Low.
To begin, select Action Plan on the left side of the screen. Next, . A
pop-up appears with the following alert. Click OK.
Next, under the blue ribbon entitled Actions, click . If necessary, click on the
Select Existing Set button at the top on the screen. Choose the appropriate Outcome Set (in
many cases there will be just one set). Next, click in the small box next to the outcome (s) that
are the focus of your Operational Plan (in most cases, these will be same outcomes selected
above in the Assessment Plan section. Click when done, then click
the button. This following template will appear, the purpose of which is to
describe the intervention or other action that will be implemented to improve student
performance (if necessary) for the outcomes assessed. Enter the appropriate information into
each part of the template.
Page | 11
Click when finished. Click to allow others in your area access this
area. Once again an option is provided to attach additional documentation. To do so, click on
the Add/Edit Attachment Links button to upload supporting documents and links.
Status Report
After plans have been put into place and action(s) have been taken, programs provide the status
their of ongoing efforts and indicate if the action(s) taken have resulted in improvements or
changes to the outcomes examined in the original assessment plan. In the Middle States lingo,
this is known as “Closing the Loop.” This section consists of three sections: Action Statuses,
Status Summary, and Summary of Next Steps.
On the left side of the screen, choose Status Report. The Action Plan entered above will
reappear. Under the blue ribbon section called Action Statuses, click on the right side of
the screen. The following screen will appear:
Please fill in the Current Status, Budget Status, Additional Information, and Next Steps in the
template. Click Submit button when finished. Once again, an option is provided to attach
additional documentation. To do so, click on the Add/Edit Attachment Links button to upload
supporting documents and links.
In the next two sections: Status Summary and a Summary of Next Steps, the program provides
updates on their assessment project. If changes have been implemented, the Status Summary
may consist of a brief statement – e.g., Changes have been made as stated in the Operational
Plan. Similarly, the Status of Next Steps may also include a brief statement – e.g., No additional
steps need to be taken at this time. To enter data into each of these sections, click the Edit
button on the right side under each section’s blue ribbon.
Discussion Tab
Use this tab to create a message for other individuals assigned to your Participating Area.
Submission & Read Reviews Tab *
Page | 12
*** IMPORTANT ***
After a programs is satisfied with various components of the Standing Requirements and
Ongoing Requirements, the program must submit it for review to the reviewers assigned to
their program by clicking the button under the Action column in the right-center
part of the screen. This alerts the reviewer that the program has completed a component of the
assessment process.
After a Participating Area has submitted a component of its Standing or Ongoing Requirements,
a closed padlock indicator will appear next to the submitted component, and the reviewer(s)
assigned to the program will be alerted of the submission via an email. Most participating areas
have at least one reviewer assigned to them. The reviewer may offer comments, send back the
submission for revision, or accept the submission as complete. If you are a reviewer, please refer
to the section marked for Reviewer’s Role for more information.
Publish Tab
Use the publish tab to: 1) publish your workspace to the Web, 2) Export to PDF or 3) E-Mail
Workspace.
Options & Info Tab
This tab provides you with the names and access privileges of the users assigned to your
participating area. If an individual needs to be removed or have their privileges changed, please
contact the College’s Assessment Coordinator
Page | 13
Reviewer’s Role
Accessing Review Tasks
If you are a Reviewer or a Review Manager for a Participating Area, the left panel of your
homepage includes an area labeled Review. This area provides you with links to access
submitted work awaiting some action. The specific links that display depend on the permissions
assigned to you.
Items Requiring Review is a link that navigates you directly to a work queue of all the
submitted items (to which you have access) that currently require review. This work
queue reflects submissions in ALL Workspaces to which you are assigned as a Reviewer.
Reviews to be Released is a link that navigates you directly to a work queue of all the
completed reviews (to which you have access) that have not yet been released to the
participating areas who submitted work. This work queue reflects submissions in ALL
Workspaces to which you are assigned.
A Review Manager with the Reconcile Reviews permission will also see a Reviews to be
Reconciled link in this area. This shortcut provides direct access to all multiple-review
submissions where the designated number of reviews have been completed and are ready
for reconciliation. This work queue reflects submissions in ALL Workspaces to which
you are enrolled with this permission.
The View all Submissions link navigates you to a list of Workspaces in which you are
Reviewer or a Review Manager. In addition to an Overview of the Workspace, this list
includes permission-related link(s) that enable you to navigate to a Workspace-specific
Review grid. The Review grid shows the status of ALL items -- not only those requiring
attention -- for all participating areas for which you have access. You can search this grid
for items requiring attention.
In most cases, Department Chairs have been assigned as “Reviewers,” and in all cases the
Dean’s Office and the Assessment Coordinator have been assigned this role. After a program
submits a component of their workspace for review, Reviewers
receive an email message, and will see a red indicator next to the
menu option Items Requiring Review when the login to
TaskStream. When a reviewer clicks on this link, they are taken to
a screen that shows the Reviewer the name of the participating area
that has submitted, the component that needs to be reviewed, and
the day/time the component was completed. The following image
provides an example. Please note that each component of a
participating area’s workspace will appear on a separate line, so if a
reviewer has many programs reporting to them, this table will be
much larger.
Page | 14
When a Reviewer clicks on the button in the Action column, the Reviewer is taken to
another screen which provides them with additional details about the submission (see below).
Now the Reviewer has three options, as indicated by the three large buttons on the left side. If
the reviewer chooses to Review Work, the green button is clicked and a split screen appears. On
the left panel the component of the workspace submitted for review is visible. On the right
panel, the reviewer reviews/scores the participating area’s work, which is explained below.
In Part 1, the reviewer chooses either the Meets
Requirement or Does not Meet requirement radio
button.
In Part 2, an optional file may be attached, (e.g., the
reviewer may want to provide an example of the type
of information he/she is expecting).
In Part 3, the reviewer may offer feedback to the
participating area.
In Part 4, the reviewer chooses whether to: 1) Send
back for revision, 2) Record as final but release
review to participating area later, or 3) Record as
final and release review to participating area now. If
a Reviewer chooses to Record as final and release
review to participating area now, this component of
the workspace will be recorded as having been
submitted. However, it is recommended that
Reviewers choose Record as final but release review
to participating area later. Doing so will allow the College’s Assessment Coordinator to also
comment on the submission. He/She can then release all reviews at one time.
Page | 15
Reports
All Deans Office has been given the role of Coordinator allowing the Office to run reports for all
departments and participating areas reporting to them. To access these reports, click the link
under the At-a-Glance Oversight on the left side of your TaskStream home page. Doing so will
take you to a screen that looks similar to the following:
On this screen various reports can be
run. Under the Status Report option,
Coordinators choose the workspace
assigned to them and click the Go
button. This takes you to another
screen where they may view the
status of submissions for the
participating areas. In the example
below, various components of the
workspace are visible along with the
status of each of them. In this
example, four components have
been reviewed and two have been
shared.
In the Goals and Outcome Alignment Reports section, Coordinators may run reports that show
the alignment between participating areas’ goals/outcomes and various goal sets (e.g., with the
Lehman College Strategic Plan: Achieving the Vision).
In the last section, Assessment Plan and Action Plan Reports, Coordinators can run reports that
show summary statistics for participating areas’ assessment and action plans. Following is an
example of a report.
For more information about these reports, click on the small question mark icon next to each
sections.
top related