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					Alabama Agricultural and Mechanical
            University
        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
    institutional effectiveness.

   “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.”


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         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
    learning outcomes.”

   “The institution identifies college-level competencies with the
    general education core and provides evidence that graduates have
    attained those competencies.”




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         Highlights of SACS Institutional
              Effectiveness Criteria
   Establish mission and goals
   Engage in institution-wide planning and
    evaluation
   Assess the quality of:
     – Student learning at all levels
     – Research and service functions
     – Administrative processes and educational
       support services
   Describe the methods for analyzing results
   Use results to improve processes
                                                  4
     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)




                                                               5
         AAMU Academic Program
             Review Cycles
 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.

                                                 6
    2007-2008 ACADEMIC PROGRAM
          REVIEW TIMELINE
   September 20, 2007         Academic Program Review
                                Guidelines provided and
                                schools/departments assigned to
                                cycles.
   October 18 & 19, 2007      Orientation sessions held for
                                Deans, Chairs, Directors, and
                                Coordinators.
                                OIPRE provides baseline data to
                                units undergoing review.
   October 22-26, 2007        Units organize for self-study.
   October 29, 2007-          Units conduct self-study.
    January14, 2008
   January 18, 2008           Self-Study Reports due in
                                Academic Affairs
                                (copies to OPIRE/Dean’s Office)



                                                                  7
                     Timeline Continued
    January 28-                               External Unit Review Teams conduct
                                                onsite visits.
     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
                                                plan.
                                               Multi-year Action Plan submitted to
    April 1, 2008                              Academic Affairs, OPIRE and Dean’s
                                                Office.*
    AY 2008-09                                All Units implement Annual Action
                                                Plan.
                                               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.
                                                                                         8
            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
  and use.
 Step IV-Unit organizes for conducting self-study.
    –   Who will do what, when, how?
    –   Milestones established
    –   All constituents included
    –   Review/discuss standards
    –   Seek clarification


                                                      9
             Process Continued
   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
      appoints chair.
    – Team members are provided with copies of self-study
      in advance.

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            Process Continued….
   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
  Action Plan



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            The Self-Study Report
Standards/Indicators:
 1.0       Program Mission
 2.0       Program Planning and Assessment
 3.0       Organization, Governances and Resources
 4.0       Faculty
 5.0       Curriculum
 6.0       Students
 7.0       Facilities and Support Services
 8.0       Off Campus, Continuing Education and
            Distance Learning
 9.0       Miscellaneous
 10.0      Trend Analysis

                                                      12
        Performance Standards and
                Indicators
Tips:
 Using the form provided, include a brief narrative response.
 Respond to interpretive questions.
 Add other information


     Examples
    1.0 Program Mission, Goals and Objectives
       -Describe these and their relationships to the School/University’s
       mission.
       -How are the Unit’s missions, goals, and objectives reviewed?
       -When was it last reviewed?
       -How was the feedback used?



                                                                            13
  Performance Standards and
      Indicators Cont……
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?




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      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
Affairs.
•Consist of persons from other academic departments
and/ or persons with appropriate expertise from outside
the university.
•A team member will serves as chair of the review team.

                                                          15
        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
   guidelines.
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
   necessary.
G. Identifies additional strengths and recommendations for quality
   enhancement.
H. Prepares a draft report and conducts a debriefing meeting with the
   faculty, department chair, school dean and the Provost and Vice      16
                Final Report
 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
  Academic Affairs.

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     Step VIII – Multi-Year Implementation
                   Action Plan

•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
and external
•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
                                                                      18
 Developing Multi-Year Action Plan
1.   Create a list of all areas needing
     improvement.
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
     for improvement.
5.   Assign to an Annual Implementation
     Plan.
                                              19
 Examples of Multi-Year Actions
1.   Program’s mission needs review and updating
     (Standard 1.0)
     Expected Outcome: Goals/Objectives will include
     measurable indicators.
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.

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                                Process
        Step X - Documentation of Action Plain
                   Implementation
                       (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.

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                                Alabama A & M University
                                 Annual Reporting Form
                                    Closing the Loop
Year:                                                        ear
                                                            Y of last review:

Department:

Person Reporting:


                               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




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Question and Answer
       Session



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For answers to additional questions
             contact:
The Office of the Provost and Vice
President for Academic Affairs
                  and
The Office of Institutional, Research,
Planning and Sponsored Programs


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