Alabama Agricultural and Mechanical
Division of Academic Affairs
Academic Program Review Process
October 18 and 19, 2007
Why Review Academic Programs?
It is required by the Southern Association of Colleges and
Schools (SACS) as specified in Core Requirement 2.5 under
“The institution engages in ongoing, integrated, and institution-wide
research based planning and evaluation processes that incorporate a
systematic review of programs and services that (a) results in
continuing improvement, and (b) demonstrates that the institution is
effectively accomplishing its mission.”
“The institution identifies expected outcomes for its educational
programs and its administrative and educational support services;
assesses whether it achieves these outcomes; and provides evidence
of improvement based on analysis of those results.”
Why Review Academic Programs?
“The institution demonstrates that each educational program for
which academic credit is awarded (a) is approved by the faculty and
the administration, and (b) establishes and evaluates program and
“The institution identifies college-level competencies with the
general education core and provides evidence that graduates have
attained those competencies.”
Highlights of SACS Institutional
Establish mission and goals
Engage in institution-wide planning and
Assess the quality of:
– Student learning at all levels
– Research and service functions
– Administrative processes and educational
Describe the methods for analyzing results
Use results to improve processes
Components of AAMU Academic
Program Review Process
A. Review Cycle- 4 years (Initially 3 years)
B. Submission of a self study report
C. External review
D. Action plan
E. Implementation of action plan
(Demonstrate the use of results for improvement)
AAMU Academic Program
Cycle #1 2007-2008
Cycle #2 2010-2011
Cycle #3 2013-2014
Cycle #4 2017-2018*
Cycle #5 2021-2022
*Cycle 4 will return schools/departments to a
staggered four (4) year review cycle.
2007-2008 ACADEMIC PROGRAM
September 20, 2007 Academic Program Review
Guidelines provided and
schools/departments assigned to
October 18 & 19, 2007 Orientation sessions held for
Deans, Chairs, Directors, and
OIPRE provides baseline data to
units undergoing review.
October 22-26, 2007 Units organize for self-study.
October 29, 2007- Units conduct self-study.
January 18, 2008 Self-Study Reports due in
(copies to OPIRE/Dean’s Office)
January 28- External Unit Review Teams conduct
February 15, 2008
External Unit Review Teams’ Reports
February 23, 2008 due.
February 25- Unit reviews URT Report, Self-Study
March 21, 2008 Report and develops multi-year action
Multi-year Action Plan submitted to
April 1, 2008 Academic Affairs, OPIRE and Dean’s
AY 2008-09 All Units implement Annual Action
All Units provide report showing
April 30, 2009 results of Action Plan Implementation.
(Closing the loop.)
*Units with special accreditation must develop, submit and implement
multi-year action plans along with units completing self study reports.
Steps In The Process
Step I-Unit notified of requirements for
Academic Program Review.
Step II-Orientation Session held for all Units.
Step III-OPIRE provides data to Unit for review
Step IV-Unit organizes for conducting self-study.
– Who will do what, when, how?
– Milestones established
– All constituents included
– Review/discuss standards
– Seek clarification
Step V-Self-Study Prepared
– Draft reviewed internally.
– Dean approves submission.
– Copies submitted (electronic and hard copy) to the
Office of Academic Affairs, OIPRE, and Dean’s Office.
– Transmitted with cover memo.
Step VI-External Unit Review Team Established
– Unit makes recommendations to the Dean.
– Office of Academic Affairs schedules team visit and
– Team members are provided with copies of self-study
Step VII-Unit receives external team’s report.
– Reviews External Unit Team’s Report and Self-Study.
– Develops list of areas needing improvement.
Step VIII-Multi-Year Action Plan Developed
– Plan includes actions to address areas of weakness
for each year up to next full review.
Step IX-Annual Action Plan Implemented
Step X-Unit provides accomplishment report on Annual
The Self-Study Report
1.0 Program Mission
2.0 Program Planning and Assessment
3.0 Organization, Governances and Resources
7.0 Facilities and Support Services
8.0 Off Campus, Continuing Education and
10.0 Trend Analysis
Performance Standards and
Using the form provided, include a brief narrative response.
Respond to interpretive questions.
Add other information
1.0 Program Mission, Goals and Objectives
-Describe these and their relationships to the School/University’s
-How are the Unit’s missions, goals, and objectives reviewed?
-When was it last reviewed?
-How was the feedback used?
Performance Standards and
2.0 Program Planning and Assessments
-How does the unit carry out planning?
-Is there an Advisors Board? How is it used?
-How is planning connected to budgeting?
Step VI – External Review Process
•To provide an objective assessment of the unit.
•Comprised of 3-5 persons external to the unit
recommended by Department Chair, School Dean and the
Office of the Provost and Vice President for Academic
•Consist of persons from other academic departments
and/ or persons with appropriate expertise from outside
•A team member will serves as chair of the review team.
Function of the External Review Team
A. Review the self-study report.
B. Engages in additional discovery of information as necessary.
C. Assesses the degree to which the self study report demonstrates
compliance with the standards/indicators in Appendix 2 of the
D. 1 ½ to 2 day process – on site visit.
E. Review files and other documents supporting the self study.
F. Interviews dean, chairs, faculty, alumni and other key stakeholders as
G. Identifies additional strengths and recommendations for quality
H. Prepares a draft report and conducts a debriefing meeting with the
faculty, department chair, school dean and the Provost and Vice 16
Discusses issues of compliance with standards
using the outline in Appendix 4 of the guidelines.
Recommendations to the unit for improvement
and identify best practices.
Submit final report within 14 business days of
the site visit.
Copies of the final report will be maintained by
the department, school, OPIRE and the Office of
Step VIII – Multi-Year Implementation
•Part of Continuous Quality Improvement (CQI)
•Unit develops action plan for continuous improvement based on the
recommendation of the External Unit Team’s Report and the Self-Study.
•Consider recommendations from all sources in the review – internal
•Develop objectives tied to each standard.
•Create action plans and tasks required to accomplish these
•Complete Implementation Action Plan Form (see Appendix 5 of the
Guidelines for template.)
•Submit action plan to OPIRE and the Office of Academic Affairs
-Due April 1st
Developing Multi-Year Action Plan
1. Create a list of all areas needing
2. Link each area with a standard.
3. Identify the Academic year in which the
Unit will address these areas.
4. Identify expected resutls of actions taken
5. Assign to an Annual Implementation
Examples of Multi-Year Actions
1. Program’s mission needs review and updating
Expected Outcome: Goals/Objectives will include
2. Several Centers (Name) are no longer viable as
independent structures (Standard 3.0)
Expected Outcome: A revised internal administrative
structure will be established.
3. Regular student feedback on the program’s admissions
process is not obtained/used (Standard 6.0)
Expected Outcome: A survey of freshman (or a specific
cohort of students) will be developed and administered
on an annual basis.
Step X - Documentation of Action Plain
(Closing the Loop)
Each year on April 30, the Unit submits a report to the School Dean, The
Office of the Academic Affairs and OPIRE that outlines and demonstrates
how they have incorporated the results of the review process in improving
the quality of their academic programs
Such a report should include:
•A record of unit’s progress toward achieving goals and objectives in the
Annual Implementation Action Plan.
•Specific examples of how the feedback from the Review Process was used
by the Unit.
Alabama A & M University
Annual Reporting Form
Closing the Loop
Y of last review:
Progress towards achieving Specific examples of the use Use of Results for
Unit goals established based
on recommendations from goals of recommendations from Improvement
the Review the Review
Question and Answer
For answers to additional questions
The Office of the Provost and Vice
President for Academic Affairs
The Office of Institutional, Research,
Planning and Sponsored Programs