Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 1

q

Leading a Self-Study Preparation

by

Dr. Raymond GreenlawDean, School of Computing

Armstrong Atlantic State University

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 2

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 3

Outline

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 4

ABET’s documentation relating to accreditation

Policies and Procedures Manual

Evaluation Criteria

Information for Programs and Institutions

Guidance (if any)

Previous successful self-study documents

Questionnaire for Review

Preparing Yourself

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 5

ABET Program Evaluator Training

Site visits

Other resourcesColleagues

Outside speakers

Other accreditation literature

National meeting(s)

Preparing Yourself

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 6

Entire document not written by one personSeveral hundred pagesKey: assemble final document correctly and consistentlyEducate personnel

Local accreditation committeeCommittee chairSupport staff

Preparing Yourself

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 7

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 8

Preliminary StepsForm accreditation committee

Select a chairMotivated to complete the self-stufy

Possesses good writing style

Sets and meets deadlines

Has adequate time

Respected by faculty

Is familiar with other personnel in institution

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 9

Chair’s ResponsibilitiesRead all ABET documentation

Maintain folders of most important documents in central locationAssign faculty specific readings with deadlinesSuggest someone complete program evaluator training and perform a visit

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 10

Chair’s Responsibilities (continued)Collect and organize relevant documents

Assumption: degree under consideration has all standard processes in place to support it, evolve it, and improve itSuch activities must be documented on an ongoing basis

Student outcomesCurriculum committee minutesForms such as student surveys–regularly tabulated and evaluatedImprovements to the program based on these resultsStudent work collected at least two years prior to the visit

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 11

Chair’s Responsibilities (continued)Collect and organize relevant documents

Have student portfolios built by faculty filedReport to faculty and Department Chair so program improvements can be implementedWrite–do not just collectRequirements of such instruments

CollectedWell-writtenThoroughly analyzedComprehensiveFolded into the self-study

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 12

Chair’s Responsibilities (continued)Test manuscript preparation software– ABET provides Word documents as starting point– Committee should convert to institution specific format

right away

Timeline for document preparation processPlan ahead

Faculty departuresDisgruntled facultyOverzealous administrators

Make assignments earlyMotivate faculty and follow-through

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 13

Chair’s Responsibilities (continued)Host visiting team

Provide initial presentation to ABET program evaluatorsProvide road map to and through documentationIndicate anomalies

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 14

Key AssignmentsObtain physical items for accreditation materials

BindersDividers and tabsPlastic three-ring insert sheetsPurchase 20% more than necessaryUse support staff for labeling binders consistently

Standardize format for classroom materialsConsistent table of contents

Beginning of each binderInclude a note for items not applicableFacilitates job of program evaluatorsAlerts faculty to items they should be collecting

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 15

Key AssignmentsAssign course materials

Divide up work

One or two people per course

All course descriptions should be prepared uniformly

Class materials from other units are neededCommunicate with chairs of these departments

Define exactly what is needed and when

Provide a form to complete for their courses

Don’t assign additional courses after initial assignment

Reaccreditation: Working from Old Documentation

Coordinating and Leading Faculty Efforts

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 16

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 17

Reaccreditation: Working from Old Documentation

Understand abilities of team membersKnow cooperative spirit

Match interests to tasks

Impossible to avoid assigning undesirable tasks

Regularly set deadlines and follow-up

Evaluate work

Publicly praise good work

Suggest improvements to those not excelling

Parceling out the Work to Faculty and Maintaining Their Interest

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 18

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 19

Make self-study top priorityAvoid mindset–“Someone else’s responsibility”

Take control of self-study preparationMake sure others realize importance

Meet own personal goals and deadlines

Do not allow excuses

Set deadlines early

Avoiding Common Pitfalls

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 20

Establish writing assignmentsDifferent facets

Objectives and assessments

Student support

Faculty

Curriculum

Laboratories and computing facilities

Institutional support and financial resources

Institutional facilities

Indicate scope and due dates

Avoiding Common Pitfalls

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 21

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 22

Monthly progress reportsCommittee members should report in relation to timelineOne person responsible for overall documentRevision-control systemEdit logsBackup systemHard copiesProofread for correctness, completeness, and consistency

Verifying the Self-Study is on Track

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 23

Areas usually done poorly due to time constraints:Documenting path through program

Clearly document that all possible student tracks meet program standards

Additional tables and extensive figures

Reporting faculty informationConsistent format for “vitas”

Explain unusual circumstances

Number of faculty should be consistent throughout

Presenting budget informationBudget numbers need to be reported consistently throughout self-study

Use specific numbers (nearest $50)

Verifying the Self-Study is on Track

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 24

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 25

Make a list of individualsContact informationTelephone numbersEmail addresses

Keep colleagues informed of deadlinesPossess high-energy levelNearly all aspects of program are investigatedExamples:

Faculty benefits–get info from HR and includeList of periodicals–get from head librarianBudget information is often poorly documented (obtain information from business office)

Interfacing with Others on Campus

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 26

Send requests as early as is feasibleAllow enough time to generate a second request in case it is needed

Introduce yourself to the following:People who will be collecting information for youPersonnel who will meet with visiting team of program evaluators

Make other institutional units feel like part of the teamStress the importance of other institutional units’ tasks

Interfacing with Others on Campus

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 27

Preparing Yourself

Coordinating and Leading Faculty Efforts

Parceling out the Work to Faculty and Maintaining Their Interest

Avoiding Common Pitfalls

Verifying the Self-Study is on Track

Interfacing with Others on Campus

Summary

Outline

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 28

Summary

There are many different approaches that can lead to successful document preparation. The hints provided here are designed to help a local chair stay on track during this challenging endeavor.

Leading a Self-Study PreparationRaymond Greenlaw

March 2004Slide 29

Summary

www.computing.armstrong.edu/greenlaw