the collaborative periodic review report. dr. daniel p. larson president [email protected]...
TRANSCRIPT
The Collaborative Periodic Review ReportCayuga Community College
FALL 2011MSCHE ANNUAL CONFERENCE
PRESENTERS
Dr. Daniel P. [email protected]
Dr. Anne HerronVice President of Academic Affairs and Student [email protected]
Professor Christie WatersDivision Chair, Associate Professor [email protected]
Maureen EricksonDirector of Assessment, Assistant Professor [email protected]
“If you want people motivated to do a good job, give them a good
job to do.”
Frederick Herzberg
STAY CURRENT AND VIBRANTTHROUGH COLLABORATIVE ASSESSMENT
THE HUMAN SPIRIT (THE BEAST)
THE SIX HUMAN NEEDSBY DR. RAYMOND COMEAUCertainty. We all need an amount of certainty. We need to know that there is more
than a reasonable chance that no harm will be done to us Clear Information about assessment – expectations, process, difference from evaluation,
how information will ultimately be used, good , honest, clear, articulate communication
Uncertainty. If we could predict the future, if we knew everything that is going to happen to us, we would be bored out of our minds.
Involvement in visionary planning for the institution (silos can snuff out the human spirit), information about the workings of the institution, how will assessment data be used for change, get involved in one major goal assessment that will lead to college growth that matters ( an amount of excitement) , provide an investment
Significance. Every one needs to feel that they are important. That they matter. That they are worthy of respect.
Awards/ rewards, financial support to show it (budget allocation), tenure “credit”, How about a Thank You
Connection and love. No man is an island. We need to be loved and appreciated. We need to connect with other people.
Team building efforts, knowing your assessment work will be seen and used by those who make institutional decisions, being involved in those decision making processes, i.e. weekend workshop entwining team work, being part of the process and thanks, a show of human appreciation
THE HUMAN SPIRIT (THE BEAST) THE SIX HUMAN NEEDS
BY DR. RAYMOND COMEAU
Growth. We need to feel that we are evolving, that we are improving. We need to feel that we are on an upward course of self-development and self-fulfillment.
Tenure, autonomy to be creative with assessment, opportunity for development through conferences and other professional development opportunities , allowing assessment to mean much more than reports handed in in June.
Contribution. It is just normal to feel the need to contribute in some way to someone. It makes us feel good to do so. Contribution is the final stage in human development. Once a person can fulfill his own needs the need for contribution automatically kicks in. Be allowed to be a part of the planning process (the college
community) , get feedback about assessment, autonomy to work outside of your “field” and contribute to the larger college community
Cayuga Community College
Founded 1953 in Auburn, New York
Sponsored by Cayuga County
10-member appointed Board of Trustees
2010-11 credit headcount: 7,755 ─ record!
• 23% growth in 2009-10, highest of all thirty SUNY community colleges
2010-11 credit-free headcount – 3,800 compared to 200-300 in 2007-08
Eight different versions of Fall semester underway, including 15 weeks, 8 weeks, first half, second half, late start, weekend intensive, online, concurrent enrollment
CAYUGA COMMUNITY COLLEGE Financial aid: $28 million last year,
compared to $24 million previous year
FTE employees: 265, with 71 full-time and 183 part-time faculty
2011-12 operating budget: $31.4 million
Foundation corpus: $12.53 million
Main campus in Auburn, New York
Branch campus in Fulton, New York
• 1994 – 91 students, 2 classrooms
• 2001 – current 50,000 s.f. location
• 2006 – designated branch campus, offer complete degree programs
• Fall 2010 ─ nearly 1,400 students
Access: Convenience, Flexibility, and Partnerships
Increasing demand for online courses offerings – 4,300 students in 2010-11
Accelerated Sunday program for adults – 869 students in 2010-11
Cayuga Advantage – 1,237 high school juniors & seniors in 2010-11
University Center – on-campus bachelor’s and master’s programs through Keuka College, Empire State College … new partners include Excelsior College…others to come
CENTRAL NEW YORK STATE
Rural and manufacturing area, more than 30 years in decline
Once-stable population, now aging, emigrating, wondering about future
Strong in public and private higher education, with 15 institutions
Distinctive Finger Lakes assets – four seasons, lakes, vineyards, arts, tourism, history, culture
In transition – need for 21st-century economic development
New skill sets needed – who and how to gather and disseminate?
PLANNING FOR A COLLABORATIVE PRR PROCESS
GOALS OF THE PRR PROCESS
An accurate, evidence based portrait of the institution, the degree to which it meets the standards of excellence, and the progress it has made since the Self Study
A report that the entire college community supports
A document that can serve as a blueprint for institutional renewal and transformation
An efficient and effective process
HOW CAN WE ACHIEVE THIS?
Employ faculty, administration and staff with the necessary knowledge and skills.
Provide them with the necessary training and support.
Involve all of the college stakeholders. Communicate to them the PRR purpose
and process.
WE NEED A HUMAN RESOURCES PLAN AND A COMMUNICATIONS PLAN.
HUMAN RESOURCES PLAN
What are the major roles and responsibilities in producing the PRR?
What specialized skills and knowledge are needed?
Who in the institution has those competencies?
Create a plan to organize and document the human resources requirements.
FOR EXAMPLE…Role Responsibility Competency
Executive Management
Authorize PRR budget Support PRR goals with
Board of Trustees and college community
Recruit PRR team members
Final approval
Recognized college leadership
FOR EXAMPLE…Role Responsibility Competency
PRR Co-Chairs Plan, execute, and control the project
Provide overall management to the PRR
Secure appropriate resources and delegate project work
Monitor progress and manage the schedule
Accountable for communications and status reports
Knowledge and experience with Middle States Self Study and PRR process
Experience managing projects or chairing committees
Complementary project management skills
YOU WILL ALSO NEED: Role Responsibility Competency
Institutional Research
Provide the data required for the PRR
Design and administer any surveys required to provide evidence for the PRR
At least 5 years experience in IR
Knowledge of the Data Base Management System and the Report Writing System
YOU WILL ALSO NEED: Role Responsibility Competency
Reader Insure that the PRR conforms to MLA standards.
Edit the PRR to give it one voice.
Edit the PRR so it is well written and easy to comprehend
Knowledge of MLA standards
Knowledge of the institution
AND AS MUCH SUPPORT AS YOU CAN MUSTER FROM YOUR OVERWORKED COLLEAGUES:
Role Responsibility Competency
Administrative Support
Publish and mail the PRR Provide support for
arranging meetings and other logistics
Experience with administrative support
Technology Support Create a website to house the PRR documents and evidence
Experience with college website and network administration.
MOST OF THE WORK WILL BE DONE BY THE PRR STEERING COMMITTEE:
Role Responsibility Competency
Steering Committee
Accountable for the work of investigating and writing the PRR.
Determine the status of the institution, and progress made on the Self Study recommendations, for an assigned area.
Write a draft response for their area.
Review and edit the PRR.
Selected to provide broad representation and knowledge of all areas of the institution
WHO SHOULD YOU INCLUDE ON THE STEERING COMMITTEE?
Committee Member To Analyze and Document
Senior Finance Administration
Financial data and trends Institutional budgeting process
Assessment Director Assessment of student learning Assessment of institutional effectiveness
Dean of Enrollment Management
Enrollment trends and projections
Director of Institutional Research
Everything – this is your data source
Director of Institutional Planning
Planning processes
WHO SHOULD YOU INCLUDE ON THE STEERING COMMITTEE?
Committee Member To Analyze and Document
Department Chairs Alignment of mission and curriculum Assessment of student learning
Faculty Members Alignment of mission and curriculum Assessment of student learning
Student Support Services Student success
LINING UP THE RIGHT PEOPLE IS CRITICAL TO A COLLABORATIVE PROCESS
WHAT ARE THE IMPORTANT ISSUES?
Recruiting the “volunteers” Training Support Communication
HOW CAN YOU ENLIST THE VOLUNTEERS?
Here is a task for the Executive Management – persuasion of this type should be in their skill set.
Appeal to volunteers’ desire to serve the institution.
And let them know what they can get out of the experience: An opportunity to learn more about the
institution and the work that their colleagues do.
The opportunity to impact the strategic direction of the college.
TRAINING IS IMPORTANT
PRR Chairs and as many members of the Steering Committee as possible should attend Middle States training opportunities.
Serving on an Evaluation Team is an invaluable experience.
The entire college community should receive some background information on the purpose of the PRR as well as the PRR process that the college will use.
WHAT INSTITUTIONAL SUPPORT IS NEEDED?
Time!! All parts of the process, planning,
data collecting, analysis, meeting, writing, etc., require large amounts of time. Most of us already don’t have enough hours in the day to do our jobs.
AND LAST BUT FAR FROM LEAST - COMMUNICATION
Communication is the key to a collaborative process.
As more people are included in the process more communication will be required.
We need a Communication Plan.
THE COMMUNICATION PLAN
What are the important communications and what is their purpose?
Who is the audience for the communication?
Who is responsible for sending out the communication?
How frequently should they be used? What format should be used?
WHAT ARE THE IMPORTANT COMMUNICATIONS?
Include the initial communications to organize and plan the PRR.
Include the final communications to let he college community know the results of the report and to capture the lessons learned from your experience.
Remember the goals of the PRR: evidence based, inclusive, useful & efficient.
FOR EXAMPLE…Communication Format /
FrequencyPersonnel
PRR Plan: Scope, tasks, timeline, HR plan & communications plan
Report From: PRR Steering Committee
To: President
PRR Status Reports: Provide information and details on PRR status
Report / Monthly From: PRR Steering Committee
To: Board of Trustees, General Faculty meeting, Dean’s Council meeting
PRR Website: provide access to Self Study documents and data
Website Manager: Webmaster Contributors: PRR
Steering Committee
FOR EXAMPLE…Communication Format / Frequency Personnel
Challenges & Opportunities: Gather input from the college community on what they see as the institution's challenges and opportunities
Information gathering sessions at various meetings: Faculty meeting, Dean’s Council meeting, etc.
Chair: PRR Chairs Attendees: Various
Lessons Learned: Capture lessons learned Meeting
Chair: PRR Chairs Attendees: PRR Steering Committee
LESSONS LEARNED FROM OUR COLLABORATIVE PRR PROCESS
LESSONS LEARNED
What went well? What would we do differently? How can we prepare for the future
efforts?
WHAT WENT WELL
It was an inclusive and collaborative process.
The process did much more than satisfy our reporting requirements – it was an opportunity to reflect on the past 5 years to see what we have accomplished, what has changed and where we need to focus our efforts to continue to achieve our mission.
WHAT WOULD WE DO DIFFERENTLY?
Clarify the process for reading and editing early on.
Allow for the fact that the timeline may be revised / adjusted by the President or other important stakeholder.
WHAT WOULD WE DO DIFFERENTLY?
Start collecting evidence early: have the committee define well in advance what evidence will be required and develop a plan for gathering it.
Be judicious in making specific recommendations in the Self Study. (43 is perhaps too many?)
Do more to recognize our accomplishments.
HOW CAN WE PREPARE FOR THE FUTURE EFFORTS?
Develop a Master Planning Plan: a timeline for organizing and integrating our planning efforts such as the Environmental Scan, Strategic Plan and Facilities Master Plan.
Develop a Succession Plan for leadership for the Middle States Self Study and PRR.