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Table of Contents Introduction and Acknowledgements 4

Logging on to TracDat 5

The Home Tab 6

The Assessment Unit Tab 7General 7Personnel 7Activities (Administrative Assessment Units Only) 8Courses (Academic Assessment Units Only) 9

The Plan Tab 10Adding a New Outcome 11Copying and Editing an Outcome 12Entering the Means of Assessment 13Related Activities (Administrative Assessment Units Only) 15Related Courses (Academic Assessment Units Only) 16Tasks 17Related Goals 18

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Texas Tech UniversityTracDat Users Manual

Web-Based Assessment Management System

Director Associate DirectorOffice of Planning and Assessment Office of Planning and

AssessmentSam Oswald Jennifer S. Hughes

(806) 742-1505 (806) 742-1505sam.oswald@ttu.edu jennifer.s.hughes@ttu.edu

The Results and Analysis Tab 19Add Results and Analysis 19Entering Results and Analysis 20Entering the Use of Result 21 Adding Follow-Up 22Relating a Document 23

The Reports Tab 24Running and Printing a Report 25

The Documents Tab 26

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Appendices Appendix A: TracDat Navigation Guide Appendix B: Cheat Sheet for TracDat Users (Academic Units) Appendix C: Cheat Sheet for TracDat Users (Administrative Units) Appendix D: Institutional Effectiveness Process for Assessment of Annual Assessment Reports of Academic Units Appendix E: Institutional Effectiveness Process for Assessment of Annual Assessment Reports of Administrative Units

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INTRODUCTION Assessment has been defined in many ways by various experts. According to Thomas Angelo (1995), it is an ongoing process aimed at understanding and improving student learning. It involves making our expectations explicit and public; setting appropriate criteria and standards for learning quality; systematically gathering, analyzing, and interpreting evidence to determine how well performance matches those expectations and standards; and using the resulting information to document, explain, and improve performance. When successfully incorporated into the greater institutional system, assessment can help us focus our collective attention, examine our assumptions, and create a shared culture dedicated to assuring and improving the quality of higher education. The tool selected by Texas Tech University for managing the evidence collected for our assessments is TracDat. A Web-based assessment management system, TracDat is designed to help institutions manage assessment, planning, and quality improvement processes, and overcome common assessment obstacles. TracDat is not assessment, nor does it teach individuals how to assess; its sole purpose is to assist us in organizing and managing the process. The purpose of this manual is to provide Texas Tech University TracDat users with the “how to” for entering their assessments into the software, and to expedite the creation of their unit’s Annual Assessment Report. It presents all the major heading tabs and their sub-tabs with explanations of their functionality and use. Further information is given on how to accomplish tasks below the sub-tab level, such as editing, copying, adding follow-up and relating documents. No attempt is made to explain TracDat functions not currently in use at Texas Tech University. Those functions may be added to this manual at some future date when their use has been implemented. ACKNOWLEDGMENTS Texas Tech University Institutional Effectiveness, Planning and Research staff wishes to express grateful appreciation to:

Tyler Junior College for graciously sharing their TracDat Manual with us.

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LOGGING ON TO TRACDAT Step 1: Open your Internet browser Step 2: In the address bar, type in the following URL: http://tracdat.opa.ttu.edu/tracdat/ and press enter. This will take you to the TracDat home page for Texas Tech University. For ease of future access you may wish to bookmark this site. Step 3: Enter your username (always your Eraider username) and password (assigned to you - do not change). Click ‘Login.’ NOTE: If you are unable to log in or cannot remember your username or password, please contact the TracDat Administrator, Jennifer Hughes, at 806-742-1505 for assistance. AUTHORIZATION FOR NEW USER: The person requesting authorization for a new user should send an e-mail to the TracDat system administrator, Jennifer Hughes. (jennifer.s.hughes@ttu.edu) Include: 1) Full name of new user and TTU title or function. e.g., Dept. Chair, Dean 2) Full TTU e-mail address 3) Unit(s) for which you are requesting authorization 4) Reason for adding new user B

The ‘Home’ tab displays a summary of assessment work within the

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Texas Tech UniversityTracDat Users Manual

department, division, and institution. Users will not make changes to information on this tab. If you find something that needs to be corrected, contact the TracDat administrator. This shows you the unit you are currently viewing. Select unit you wish to view from the drop down list. You can log out of TracDat here. These are the sub-tabs of the selected tab. This is the main menu bar, referred to as tabs.

This is the results section of the assessment plan. It tells at a glance the number of results that have been entered and the number of use of results that have (and have not) been entered. This is a navigation trail that shows where you are now in the program and how you got there, sometimes referred to as

“breadcrumbs.”

This is the summary of the assessment plan. It shows at a glance the number of outcomes that have been entered and when

your most recent Results and

Analysis, Use of Result and Follow-up were

entered. It also gives the number of tasks that have been created and how many Outcomes lack Assessment Methods.

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THE ASSESSMENT UNIT TAB The ‘Assessment Unit’ tab allows you to set up an assessment unit (NOTE: Only personnel who have administrative privileges can perform these functions). The following functions can be performed under this tab: 1) General sub-tab: Update mission statements; 2) Goals sub-tab: Update or add department or unit level goals;

3) Personnel sub-tab: List of personnel who have access to this unit. Users can only be added or deleted by the TracDat System Administrator. 4) Courses or Activities sub-tab: View the activities or courses within the unit that are applicable to this assessment plan. (Academic Units have a Courses sub-tab, Administrative Units have an Activities sub-tab.)

Click on the left icon to get help with text fields on this page. Click on the middle icon to filter the page. Click on the right icon to do a spell check of the text fields on the page.

The Assessment Unit Tab: Personnel

You can view the personnel who are assigned to your assessment unit on this page. Personnel are only given access to the unit by the TracDat System Administrator. DO NOT ATTEMPT TO ADD PERSONNEL.

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The Assessment Unit Tab: Activities (Administrative Assessment

Units Only)

Administrative assessment units may engage in activities that support their outcomes. For example, an outcome of IEPR might be for the staff to conduct a minimum of two training sessions each year for faculty and staff. Because the training session supports one of its outcomes, IEPR should provide information and supporting documentation about that activity. Units can enter this information by clicking on the button titled ‘Add New Activity.’

NOTE: Activities are not displayed on the Annual Assessment Report – Four Column. For a report that shows Activities, run ‘Assessment Impact by Unit Outcomes.’ However, only the title of the Activity is displayed. For information on how to run reports, see the ‘Reports’ section of this manual. Enter the name of the activity and the description here. When finished, SAVE CHANGES. Once the activity is saved you can relate any document to it.

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In academic assessment units, courses have been assigned to all departments. For example, in the Dept - A Sample Unit below, random courses have been assigned. The rubric for each course has been attached to this unit in TracDat. (If courses for your unit are missing or incorrect, contact the TracDat Administrator.) Click ‘edit’ to view the units that have been related to this course and to view or relate documents. A document one might relate to a course would be a course syllabus. To relate a document, click ‘edit’ next to the course name. After you click on ‘edit’ the following page will open and you can relate a document. It is best to add documents to the document repository before relating them to any specific location. See instructions under ‘Documents’ tab for how to upload documents. Remember to SAVE CHANGES. The Assessment Unit Tab: Courses (Academic Assessments Units Only)

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THE PLAN TAB The ‘Plan’ tab is where you enter your unit’s assessment plan. The following functions can be performed in this section: 1) enter the unit’s outcomes; 2) enter the means of assessment for each outcome; 3) relate any activities to your outcomes (administrative assessment units only); or view courses and relate courses to the outcome the course supports (academic assessment units only); 4) create tasks; 5) relate Outcomes to General Education and Strategic

Plan goals. This page shows a list of the currently entered outcomes.

Click here to edit, copy, or delete an outcome that has been entered. This is where you see your outcomes once you have entered them. Click here to add new outcome. This is a simple name for your outcome.

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The Plan Tab: Adding a New Outcome Select ‘Add New Outcome’ button to enter information for a new outcome. Step 1: Enter an ‘Outcome Name.’ Step 2: Enter the ‘Outcome.’ Student learning outcomes should indicate the specific skills, knowledge, or attitudes students should be able to demonstrate at the conclusion of a course of study. Administrative outcomes should state a goal or outcome the unit plans to pursue or achieve during the assessment period. Step 3: Select the ‘Outcome Type’, being sure to choose the correct year for the outcome. Step 4: For a new outcome, select a start date. For a continuing/repeated outcome, leave the original start date. For a new outcome, choose the start date that corresponds with the inception of the outcome, e.g. 9/1/2010 Enter budget needs for the accomplishment of the outcome. Be as specific as possible, using dollar amounts. Select an end date only if the Outcome will not be active for more than one year. This field is not active.

Select the type of Outcome you just entered. Enter the Outcome in the space provided here. Enter a short name (0-30 characters) for your Outcome.

SAVE CHANGES.

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Copy Function If you select ‘copy’ your outcome will appear on a new screen for you to edit and save. You should delete the word ‘copy’, adjust the outcome name to reflect the new year, and select all other items that you wish to copy, e.g. Means of Assessment, Related Courses, etc. Select the unit to which the outcome will belong (normally the same unit). SAVE CHANGES.

NOTE: After you have saved the new outcome, you will need to edit it, changing the outcome name and outcome type to reflect the correct year. THIS IS CRITICAL. Your reports will not be correct if you have selected the wrong outcome type/year.

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Check those you wish to copy along with the outcome.

Edit Function When you select the ‘edit’ button a new page will open that allows you to make changes. You can change the information in any of the active fields. If you have copied an outcome from a prior year, be sure to select the

Outcome Type for the new assessment year. Remember to SAVE CHANGES.

The Plan Tab: Entering the Means of Assessment Select the Means of Assessment Sub-tab. Step 1: Select the outcome for which you wish to enter the means of assessment. Step 2: Select ‘Add New Assessment Method.’

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Step 3: Select the ‘Assessment Method Category’ from the drop down list. Step 4: After you have selected the type of assessment method you will use, enter a detailed description of the assessment method in the ‘Assessment Method’ field. The information in this field should describe how the assessment will be accomplished. Step 5: -Criterion- State what level of achievement of the outcome will be considered a ‘success.’ E.g. 60% of all students will achieve a 70% or better rating on the outcome. Step 6: -Schedule- You may use this space to set up a calendar of when you will accomplish each step in the assessment process, such as collecting data, analyzing and entering your results, how you plan to use the results, and following-up on the changes you have made. *You are not required to use this field. Step 7: The ‘Active’ box should be checked. SAVE YOUR CHANGES.

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After changes have been saved, you will be able to relate documents by selecting the ‘Relate Document’ button. Select either ‘New Document’ (not recommended), ‘Document from Repository’ (recommended), or ‘Previously Related Document.’ *In order to relate a document from the repository, it is first necessary to upload it to that location. See the Documents Tab section for instructions on how to do this. Step 8: a) For a new document, locate the file on your hard drive and upload (this is not the recommended method). Be sure to re-name it if necessary. b) For a document in the repository, select the correct folder and the desired document, then click ‘Relate.’ c) For a previously related document, select the desired document from the list and click ‘Relate’.

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The Plan Tab: Related Activities (Administrative Assessment Units Only) On the Related Activities sub-tab, you can relate specific outcomes to the activities you entered under Assessment Unit>Activities. Step 1: Select the ‘Outcome Name’ from the drop down list. Step 2: Click on each activity related to the accomplishment of that outcome. Step 3: SAVE CHANGES. *Repeat Steps 1-3 for each outcome that has activities. NOTE: You can add more activities by returning to Assessment Unit>Activities and selecting the Add New Activity button.

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The Plan Tab: Related Courses (Academic Assessment Units Only) On the Related Courses sub-tab you can check the list of courses for your unit. If any courses are missing, or courses on the list are incorrect, notify the TracDat System Administrator. Follow this procedure to relate courses to each outcome: Step 1: Select the desired ‘Outcome Name’ from the drop down list.

Step 2: Select all courses related to this outcome. Step 3: SAVE CHANGES.

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*Repeat Steps 1-3 for each outcome. The Plan Tab: Tasks On this page you can add tasks or view any tasks that have already been created as part of an outcome. You can also edit or delete those tasks by clicking on ‘edit’ or ‘delete’. DO NOT ASSIGN tasks to another user. You may wish to use this sub-tab for keeping track of unit tasks/projects that will directly generate results related to an outcome. Entries made here will appear on your AAR – (Annual Assessment Report - Four Column) in the ‘Means of Assessment/Tasks’ column. *Results and analysis for the task should be entered by selecting ‘Task’ when entering results and analysis.

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The Plan Tab: Related Goals

Click on the ‘Related Goals’ Sub-tab to review and select Strategic Plan and General Education goals that can be related to each outcome. As you scroll down through Strategic Plan goals, be careful to select those from the correct year. SAVE CHANGES.

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THE RESULTS AND ANALYSIS TAB

The ‘Results and Analysis’ tab allows you to enter results of the data collected. The following functions can be performed in this section: 1) enter results and analysis for each outcome and means of assessment or task; 2) enter

‘use of results’ for each results and analysis; and 3) relate evidence from the document repository or your hard drive that supports your findings, details your plans for improvement, or supports your follow-up. The Results and Analysis Tab: Add Results and Analysis

Click the ‘select’ button that corresponds with the The Results and Analysis Tab: Entering Results and Analysis

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To enter new results and analysis, follow the steps listed below. Step One: Summarize the Results and Analysis for the selected Outcome and Method of Assessment. DO NOT attempt to enter charts or tables. Save them in a Word, PDF, or picture file and relate the document. NOTE: Please do not enter more that 5-7 sentences in this section. Summarize your data and answer a basic question — did you meet or not meet your identified target? The detailed explanation and evidence should be added as a document in the repository and related to this Results and Analysis. When relating evidence please be sure it is clear what year the evidence is for, and that you relate the document to the Results and Analysis for the correct Outcome and Means of Assessment (or Task). Step Two: Select ‘Results and Analysis Date.’ This should reflect the date when Results and Analysis were completed, not necessarily the date it is entered or the end of the assessment cycle. Step Three: Select ‘Result Type’ from the drop down menu. Select ‘Criterion Met’ if the criterion was achieved or exceeded. Select ‘Criterion Not Met’ if the criterion was not achieved. Select ‘Inconclusive Data’ if the procedure or data is flawed so that analyzing and using results is impossible. Explain in Notes (Step 7). Step Four: Select ‘Result Status’ from the drop down menu. Use these guidelines to determine correct status: • Pending – when you have entered “Results” but not yet determined the ‘Use of Results’ the status is ‘Pending.’ • Pending Follow-up – during the period in which changes are being implemented (you have entered ‘Use of Results’ and are proceeding with your plans) the status is ‘Pending Follow-up.’ • Loop Closed – either/or 1. Criterion was met and Outcome will no longer be assessed, or criterion was met but Outcome will continue to be assessed for trend data. 2. Criterion was not met BUT changes directed toward improving the results have been implemented, completed and analyzed, and follow-up has been entered. This entire process may take a year or even longer, depending on the need for further changes and follow-up. Step Five: Choose the ‘Result Status Update Date.’ Usually today’s date. Change this date only if entries were being corrected – not updated. Step Six: Budget implications. If there are budget implications involved in making planned changes for improvement, or extra expenses involved in accomplishing the assessment, they should be detailed here.

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Step Seven: Notes. Enter information that clarifies why there were problems with the assessment (and your plan for eliminating those problems) or other information that should be taken into account when looking at the Annual Assessment Report. Step Eight: Save your changes by clicking on the ‘Save Changes’ button. Please refer to the screen shot on the following page.

The Results and Analysis Tab: Entering the Use of Result Starting from the page that comes up immediately after saving Results and Analysis or when you select ‘edit’ for a ‘Results and Analysis’ previously entered. Click on ‘add Use of Result’ at the bottom of the page to enter a Use of Result.

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When you click on ‘add Use of Result,’ the screen below will open. Enter the use of result. The

date should reflect the date when decisions were made about how to use results. Save changes. After changes are saved, the ‘Edit Results and Analysis’ screen returns. To Add Follow-up, start from the ‘Edit Results and Analysis’ screen. Scroll to bottom of page and select ‘add Follow-Up.’ Enter follow-up and save changes. Follow-Up is normally entered at a later date than ’Use of Results,’ so it will be necessary to return to this page by going to the Results and Analysis> By Outcome page and selecting ‘edit.’

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Relating a Document Starting from the Results and Analysis> By Outcome page. Step 1: To relate a document to Results and Analysis, select “edit” for the desired Results and Analysis. Step 2: Select the ‘Related Documents’ button. Step 3: Then select ‘Relate Document.’ Step 4: Select either ‘New Document’ (not recommended), ‘Document from Repository’ (recommended), or ‘Previously Related Document.’ *In order to relate a document from the repository, it is first necessary to upload it to that location. See Documents Tab section for instructions on how to do this. Step 5: Choose one of the following methods: a) For a new document, locate the file on your hard drive and upload (this method is not recommended). Be sure to re-name it if necessary. b) For a document in the repository, select the correct folder and the desired document, then click ‘Relate’. c) For a previously related document, select the desired document from the list and click ‘Relate’.

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THE REPORTS TAB

On the ‘Reports’ Tab several reports are listed. The one currently in use for Assessment Units is the Annual Assessment Report - Four Column. Other reports may be added at a later date. Select Run to run the report (for best results, use HTML for viewing and PDF for printing reports).

The first two columns of this report comprise the ‘Annual Assessment Plan.’ All four columns together comprise the ‘Annual Assessment Report.’

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The Reports Tab: Running and Printing a Report Step 1: After “run” is selected, the screen below opens. Select the desired format. When no fields are selected for filtering, the report will print any data that has been entered into TracDat. (That is, all Outcomes, Means of Assessment, etc.) When filtering is desired, select the filtering options. o To limit Outcome Types/Years select only the desired type. To select (or de-select) multiple types/years use control/select. o It is recommended not to filter other options, as this may inadvertently screen out desired information.

Step 2: Click “Execute Report” to run the report. The report will open in a new screen. Step 3: You can print the report or save it to your computer if Control + click to include only the selected Outcome Types in your report. If nothing is selected, all Outcome Types will be included. Select the format - PDF for printing and HTML for viewing.

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NOTE: It is ONLY recommended to filter ‘Assessment Method Categories,’ ‘Result Types’ and ‘Result Status’ if you are ONLY looking for the specific information they filter. E.g. Use filters if you wish to see ONLY outcomes assessed by licensure exams where criterion was met and the loop closed.

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THE DOCUMENTS TAB

The Documents Tab provides an electronic filing cabinet in which all documents uploaded to TracDat are stored. Use this Tab to add or view documents.

Documents uploaded to folders in the Document Repository are listed in their respective folders under the

Document Repository sub-tab. Select the Document Repository sub-tab to view or add documents

o All folders are displayed on the left side of the page o The selected/open folder has an “open” folder image in front of it, and the files are listed by document To add a new folder o Select the ‘Add New Folder’ button o Name the folder o SAVE YOUR CHANGES To add a document to a folder o Select the desired folder o Click the ‘Add New Document’ button o Browse your computer for the desired file o Upload the file o Rename it if desired o SAVE YOUR CHANGES

NOTE: Documents uploaded directly to TracDat locations other than the Document Repository do not appear in the Document Repository.

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All documents that have been related to any location in TracDat appear under the Related Documents sub-tab, along with the type of location to which they have been related. Select the Related Documents sub-tab View list of related documents

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TEXAS TECH UNIVERSITY TracDat Navigation Guide Log in to TracDat http://tracdat.opa.ttu.edu/tracdat/Login: Password:

Follow this chart to easily navigate TracDat. The main menu tabs are color-coded to match the sub-

TracDat

TracDat Main Tabs

(1) Summary: View summary for your unit (A) Home Tab Click on this tab to view the unit summary and your profile.

(2) Profile: View your profile.

(3) General: View unit name /View or edit Mission Statement Enter or edit your mission statement. (B) Assessment Unit Tab Click on this tab to view your mission, goals, personnel and courses or activities. (4) Goals: Enter or edit goals (if applicable). (5) Personnel: View list of user permissions for this unit

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(6) Courses: View courses for your unit. Activities: Enter unit activities (7) Outcome: Enter or edit an outcome

(C) Plan Tab Click on this tab to view or add outcomes, means of assessment, related courses or activities, tasks, and related goals. (8) Means of Assessment: Enter assessment methods for outcomes

(9) Related Courses/Activities: Relate a course/activity to an outcome (10) Tasks: Create tasks related to an outcome

(11) Related Goals: Relate institutional goals to outcomes (D) Results and Analysis Tab Click on this tab to enter results and use of results for each objective.

(12) Results and Analysis: Add/edit results and relate documents (13) Use of Results: Add/edit use of results and follow-up

(17) Related Documents: View all documents that have been related (16) Document Repository: View documents uploaded to repository the repository. (F) Documents Tab Click on this tab to view all documents. Add documents here. (15) Assessment Plan and Other Assessment Reports - print

(14) Annual Assessment Report – Four Column - view and print (E) Reports Tab Click here to view and print reports.

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Cheat Sheet for TracDat Users Academic Units URL: http://tracdat.TTU.edu:8080/tracdat/faces/index.jsp Login: Password Select desired Assessment Unit from Selected Unit drop down menu at top of screen

Home Tab Select the Home Tab to view the assessment unit summary or profile information. Assessment Unit Tab Select the Assessment Unit Tab to add/view/edit/ unit’s mission statement, personnel access or courses. General: View/Edit unit mission statement Personnel: View personnel who have access to the Assessment Unit Courses: View courses related to your academic unit Plan Tab Select the Plan Tab to add/view/edit/Outcomes, Means of Assessment, Related Courses, Tasks or Related Goals. To Add/Modify an Outcome: 1. Select Plan Tab 2. Select Outcomes Sub-tab 3. Select Add New Outcome OR 4. Select Edit, Copy, or Delete next to a current Outcome 5. After editing Outcome, add Budget Implications, then select Save Changes To Add/Modify an Assessment Method: 1. Select Plan Tab 2. Select Means of Assessment Sub-tab 3. Select Add New Assessment Method OR 4. Select Edit, Copy, or Delete next to a current Assessment Method 5. After editing select Save Changes To Relate a Document to an Assessment Method: 1. After you have saved your Assessment Method, select the Relate Document button 2. Select New Document, Document from Repository, or Previously Related Document Choose New Document if you have never uploaded the document into TracDat

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If you want the document to appear in the Document Repository you should upload it there first, then return to this location and relate the document (see Documents section below) Choose Document from Repository if document is already in a folder in the Document Repository Choose Previously Related Document if document is already related to another Results and Analysis

To Relate Courses to an Outcome:

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1. Select Plan Tab 2. Select Related Courses Sub-tab 3. Select the desired Outcome Name from the drop down 4. Check the box next to each course that relates to the Outcome 5. Select Save Changes button 6. Repeat this procedure for each Outcome To Add, Edit or View Tasks: 1. Select Plan Tab 2. Select Tasks Sub-tab 3. Select Add New Task button OR 4. Select Edit next to existing Task 5. Select Save Changes DO NOT ASSIGN TASK To Relate Gen Ed and/or Strategic Plan Goals to an Outcome: 1. Select Plan Tab 2. Select Related Goals Sub-tab 3. Select the desired Outcome Name from the drop down 4. Check the box next to each Goal that relates to the Outcome (when selecting Strategic Plan goals, be sure you are in the Strategic Plan for the year in which your outcome is active) 5. Select Save Changes 6. Repeat this procedure for each Outcome Results and Analysis Tab Select the Results and Analysis Tab to add/view/edit/ the Results and Analysis entry or Use of Result and Follow-up. To Add Results and Analysis to an Outcome: 1. Select Results and Analysis Tab 2. Select Add Results and Analysis at the bottom 3. Select the Outcome to which you are adding Results and Analysis 4. Select the Assessment Method or Task for which you are adding Results and Analysis 5. Enter the Results and Analysis and select appropriate Result Type and Result Status 6. Enter Notes and Budget Implications when relevant 7. After editing, select Save Changes To Add a Use of Result to Results and Analysis: 1. After you have saved your Results and Analysis, select Add Use of Result 2. Enter your Use of Result and select Save Changes To Relate a Document to Results and Analysis: 1. After you have saved your Results and Analysis, select the Related Documents tab 2. Select the Relate Document link at right of screen 3. Select New Document, Document from Repository, or Previously Related Document Choose New Document if you have never uploaded the document into TracDat

If you want the document to appear in a folder in the Document Repository you should upload it there first, then return to this location and relate the document (see Documents section below) Choose Document from Repository if document is already in a folder in the Document Repository

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Choose Previously Related Document if document is already related to another Results and Analysis

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e right of the Use of Result 3. Enter your follow-up and Save Changes Reports Tab Click on the Reports Tab to run a report. Three of the reports on the Reports List may be useful for Assessment Units Select Run to execute the desired report (for best results, use HTML for viewing and PDF for Printing reports) 1. Annual Assessment Report – Four Column: This report is your Annual Assessment Report. Its four-column design in landscape orientation allows you to see at a glance your Outcomes; Means of Assessment and Criteria and Tasks; Results and Analysis; and Use of Results and Follow-up.

2. Assessment Impact By Unit Outcomes: This report is in portrait orientation and includes all your entries in each of the TracDat areas. It also shows Activities (by name only, description is not included) 3. Documents List – This report lists all documents in your Document Repository by folder. It does not include related documents that are not in the Document Repository. Documents Tab Click on the Documents Tab to view the Document Repository and Related Documents To view or add documents to the Document Repository Select Document Repository Sub-tab Select the folder you wish to view or add documents to OR Select Add New Folder button and create new folder Select Add New Document button and upload file from your hard drive

Store any and all documents related to assessment here. This area serves as your electronic filing cabinet and stores any documents you upload on the Texas Tech University TracDat server. Here you can create any number of folders and upload documents. Documents which have been uploaded directly to another location, e.g. Results and Analysis, will not appear here since they are not in any folder. Related Documents Sub-tab Select Related Documents Sub-tab to view a list of all documents you have related and the area to which they have been related.

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To relate a document you must go to the lo

cation to which you wish to link the document. The Related Documents link under Means of Assessment is where you relate a blank rubric, blank survey, or other form of assessment to a specific Assessment Method. The Related Documents link under Results and Analysis is where you relate an artifact or supporting documentation – completed surveys, scored rubrics, analysis of embedded question results, etc. This is where your evidence of assessment goes–attached to the Results and Analysis that addresses the Criterion and Assessment Method of the selected Outcome.

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C

heat Sheet for TracDat Users

Administrative Units URL: http://tracdat.TTU.edu:8080/tracdat/faces/index.jsp Login: Password Select desired Assessment Unit from Selected Unit drop down menu at top of screen

Home Tab Click on the Home Tab to view the assessment unit summary or profile information. Assessment Unit Tab Click on the Assessment Unit Tab to add/view/edit/ unit’s mission statement, personnel access or activities. General: View/Edit unit mission statement Personnel: View personnel who have access to the Assessment Unit Activities: Add/view/edit Activities related to your Outcomes Plan Tab Click on the Plan Tab to add/view/edit/Outcomes, Means of Assessment, Related Activities, Tasks or Related Goals. To Add/Modify an Outcome: 1. Select Plan Tab 2. Select Outcomes Sub-tab 3. Select Add New Outcome OR 4. Select Edit, Copy, or Delete next to a current Outcome 5. After editing Outcome, add Budget Implications, then select Save Changes To Add/Modify an Assessment Method: 1. Select Plan Tab 2. Select Means of Assessment Sub-tab 3. Select Add New Assessment Method OR 4. Select Edit, Copy, or Delete next to a current Assessment Method 5. After editing, select Save Changes To Relate a Document to an Assessment Method: 1. After you have saved your Assessment Method, select the Relate Document button 2. Select New Document, Document from Repository, or Previously Related Document Choose New Document if you have never uploaded the document into TracDat

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If you want the document to appear in the Document Repository you should upload it there first, then return to this location and relate the document (see Documents section below) Choose Document from Repository if document is already in a folder in the Document Repository Choose Previously Related Document if document is already related to another Results and Analysis

To Relate Activities to an Outcome: 1. Select Plan Tab 2. Select Related Activities Sub-tab 3. Select the desired Outcome Name from the drop down

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4. Check the box next to each activity that relates to the Outcome 5. Select Save Changes button 6. Repeat this procedure for each Outcome Additional Activities may be added under the Assessment Unit Tab/Activities Sub-tab To Add, Edit or View Tasks: 1. Select Plan Tab 2. Select Tasks Sub-tab 3. Select Add New Task button OR 4. Select Edit next to existing Task 5. Select Save Changes DO NOT ASSIGN TASK To Relate Gen Ed and/or Strategic Plan Goals to an Outcome: 1. Select Plan Tab 2. Select Related Goals Sub-tab 3. Select the desired Outcome Name from the drop down menu 4. Check the box next to each Goal that relates to the Outcome (when selecting Strategic Plan goals, be sure you are in the Strategic Plan for the year in which your outcome is active) 5. Select Save Changes 6. Repeat this procedure for each Outcome Results and Analysis Tab Select the Results and Analysis Tab to add/view/edit the Results and Analysis entry or Use of Result and Follow-up. To Add Results and Analysis to an Outcome: 1. Select Results and Analysis Tab 2. Select Add Results and Analysis at the bottom 3. Select the Outcome to which you are adding Results and Analysis 4. Select the Assessment Method or Task for which you are adding Results and Analysis 5. Enter the Results and Analysis and select appropriate Result Type and Result Status 6. Enter Notes and Budget Implications when relevant 7. After editing, select Save Changes To Add a Use of Result to Results and Analysis: 1. After you have saved your Results and Analysis, select Add Use of Result 2. Enter your Use of Result and select Save Changes To Relate a Document to Results and Analysis: 1. After you have saved your Results and Analysis, select the Related Documents tab 2. Select the Relate Document link at right of screen 3. Select New Document, Document from Repository, or Previously Related Document Choose New Document if you have never uploaded the document into TracDat

If you want the document to appear in a folder in the Document Repository you should upload it there first, then return to this location and relate the document (see Documents section below) Choose Document from Repository if document is already in a folder in the Document Repository Choose Previously Related Document if document is already related to another Results and Analysis

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To Add Follow-Up: 1. Select Show Results and Analysis for the desired Outcome, then select Edit. 2. At the bottom of the page, select Add follow-up to the right of the Use of Result 3. Enter your follow-up and Save Changes Reports Tab Click on the Reports Tab to run a report. Three of the reports on the Reports List may be useful for Assessment Units Select Run to execute the desired report (for best results, use HTML for viewing and PDF for printing reports) 1. Annual Assessment Report – Four Column: This report is your Annual Assessment Report. Its four-column design in landscape orientation allows you to see at a glance your Outcomes; Means of Assessment and Criteria and Tasks; Results and Analysis; and Use of Results and Follow-up.

2. Assessment Impact By Unit Outcomes: This report is in portrait orientation and includes all your entries in each of the TracDat areas. It also shows Activities (by name only, description is not included) 3. Documents List – This report lists all documents in your Document Repository by folder. It does not include related documents that are not in the Document Repository. Documents Tab Click on the Documents Tab to view the Document Repository and Related Documents Sub-tabs To view or add documents to the Document Repository Select Document Repository Sub-tab Select the folder you wish to view or add documents to OR Select Add New Folder button and create new folder Select Add New Document button and upload file from your hard drive

Store any and all documents related to assessment here. This area serves as your electronic filing cabinet and stores any documents you upload on the Texas Tech University TracDat server. Here you can create any number of folders and upload documents. Documents which have been uploaded directly to another location, e.g. Results and Analysis, will not appear here since they are not in any folder. Related Documents Sub-tab Select Related Documents Sub-tab to view a list of all documents you have related and the area to which they have been related. To relate a document you must go to the location to which you wish to link the document. The Related Documents link under Means of Assessment is where you relate a blank rubric, blank survey, or other form of assessment to a specific Assessment

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Method. The Related Documents link under Results and Analysis is where you relate an artifact or supporting documentation – completed surveys, scored rubrics, etc. This is where your evidence of assessment goes–attached to the Results and Analysis that addresses the Criterion and Assessment Method of the selected Outcome.

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Institutional Effectiveness Process for Assessment of Annual Assessment Reports of Academic Units Throughout the assessment year Institutional Effectiveness, Planning and Research (IEPR) staff members are available to assist department chairs with their assessments and with entering information into TracDat. The following procedure is used for assessing the completed Annual Assessment Reports (AARs). After the calendar due date, deans review AARs for quality and completeness, referring department chairs who need assistance to IEPR. The Assessment Committee (AC) – a standing committee of the College – reviews all AARs. o Committee members evaluate AARs, working with department chairs to resolve any issues and informing IEPR if assistance is needed. o IEPR informs dean and provides assistance to department chair, involving dean in the process only if needed. IEPR reports back to AC when issues are resolved. o When process has been completed, AC reports to IEPR that the assessment is complete. IEPR reviews and gives final approval to AARs and: o reports on completion to department chairs and deans o reports all results to the Provost o posts AARs on the IEPR Web site

This procedure is represented in graphic form on the following page.

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Institutional Effectiveness Process for Assessment of Annual Assessment Reports of Academic Units Institutional Effectiveness, Planning and Research (IEPR) works with department chairs upon their request; informs appropriate dean when AC requests assistance in resolving problems; works with department chairs upon request of AC and/or dean Dean reviews for quality and completeness; refers chair to IEPR as needed

IEPR reviews and gives final approval to AARs; reports on completion to department chairs Assessment Committee (AC) assesses for quality, completeness, and follow through on planned changes directed at improvement of results; works with department chairs to correct problems; informs IEPR if assistance is needed; submits report to IEPR when assessment is completed Department Chair has entered all assessment information (AAR) into TracDat by target date, consulting with IEPR as needed Provost Accepts Final Report from IEPR Procedures in shaded text boxes connected by thin arrow lines are optional steps for use as needed Dean receives feedback from AC through IEPR; works with department chairs as needed

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Institutional Effectiveness Process for Assessment of Annual Assessment Reports of Administrative Units Throughout the assessment year Institutional Effectiveness, Planning and Research (IEPR) staff members are available to assist administrative unit heads with their assessments and with entering information into TracDat. The following procedure is used for assessing the completed Annual Assessment Reports (AARs). After the calendar due date, unit head notifies supervisor (or vice president if the position is a direct report) that Annual Assessment Report is completed and ready for review. Supervisor reviews report - may request revisions, refer unit head to IEPR for assistance, or accept report. Supervisor notifies vice president that report is ready for review. Vice president reviews AARs from both direct reports and non-direct reports. May refer a report back for revisions, request assistance from IEPR in resolving issues with the report, or accept report. Vice president notifies IEPR when reports have been accepted. IEPR accepts approved reports and posts them on IEPR Web site.

This procedure is represented in graphic form on the following page.

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Institutional Effectiveness Process for Assessment of Annual Assessment Reports of Administrative Units Unit Head has entered all assessment information (AAR) into TracDat by target date, consulting with Institutional Effectiveness, Planning and Research (IEPR) for assistance as needed; notifies supervisor that report is completed; or, if position is a direct report, notifies Vice President IEPR accepts approved reports from VPs and posts them on IEPR Web site Institutional Effectiveness, Planning and Research (IEPR) works with unit heads, supervisors, and VPs upon request Vice President reviews AARs from direct reports for quality, completeness and follow through on changes directed toward improvement; works with unit heads to resolve any problems; consults with IEPR as needed; reviews AARs of non-direct reports and accepts report or requests revisions; approves final versions of AARs and notifies IEPR by e-mail Supervisor/Director reviews AAR for quality, completeness and follow through on changes directed toward improvement; works with unit head to resolve any problems; consults with IEPR for assistance as needed; notifies VP by e-mail that report is ready to be reviewed

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