Administrative Services Reviews: Getting Started in TracDat

Transcription

1 TracDat is a web based software that allows us to collect, track and report out on four components of YCCD s Institutional Effectiveness Review process: Administrative Service Reviews Academic Program Reviews Student Services Reviews Student Learning Outcomes Assessment. For District Services this translates to Administrative Unit Outcomes (AUOs) TracDat houses program review information, data, requests as well as recommendations regarding facilities, staffing, equipment, etc. Yuba Community College District purchased the program in December, 2010 for the purposes of meeting ACCJC SLO proficiency by 2012, as well as streamlining continuous quality improvement based on evidence from the reviews listed above. Fall 2013 is District Services (DS) inaugural use of TracDat for reporting our Administrative Services Reviews (ASRs). DS ASRs are due October 31, Molly Senecal from Woodland Community College was extremely gracious in allowing us to adapt the instructions she created for WCC in August 2012 for our purposes in reporting our DS ASRs. The instructions below include nine (9) steps for completing the process. 1. Login to with your username and password. Typically your username is your first initial and last name with no spaces (i.e. John Smith would be jsmith). To obtain your credentials please contact Dianne Detmold ext or ddetmold@yccd.edu 1

2 2. At the top of the page, go to Select Unit (circled) and select the program you want to review. Since both SLOs and Program Review options are shown, make sure you select the Program Recommendations option. We will cover SLOs (our AUOs) in another documentation manual and subsequent training. 3. The first page you see is your home page. This provides an overview of what is happening with your program. To start your Administrative Services Review, click on the Program/Unit tab (yellow arrow). 2

3 You will see the following page: In this example, the text boxes are complete. Because this is the first time District Services is using TracDat you will initially see only blank boxes. Spell Check Icon You will now be able to enter the first part of your program review (mission statement, program description, etc.) Program/Unit Name: This will display the unit you selected. Program Mission Statement: Please type your department s mission statement (SPVC I) Program Description: Please summarize your program structure (staffing levels) and the services your unit/department provides (SPVC III and IV) Year of Review: Type of Review: For the review, all District Services Units are completing a Self Study (4 year review). Executive Summary: Provide an overview of what has happened since the last review and the department s current status. Make sure to include appropriate data (i.e. number of students served, etc.)(spvc II and VI) Include a brief narrative of your administrative review process and team members (i.e., who worked on/completed this review?). 3

4 Future Goals and Program Direction: Summarize the programs goals and directions. These can be taken from the District Services Master Plan (SPVC V and VII). AUO Assessment Summary: Provide a summary of your unit AUO assessment results and how student learning and support was impacted. We will cover AUOs in a subsequent training; you may wish to leave this area blank. To do this, type TBC in the required field. Helpful tips: When you start typing, the save changes button (blue arrow) will change from grey to yellow. This means you have unsaved work. When the button is grey, that means your work has been saved. Please remember to save your work! Please note that all fields with an asterisk are required fields. You will not be able to save your information until all required fields are filled. If you start filling out this page and need to finish it later, you can type TBC or another prompt in the required field so you can save your work and come back later to finish the other fields. If you use Firefox as your internet browser, all of your text will automatically be spell checked by the browser. However, if you prefer IE (Internet Explorer) you can spell check by clicking on the spell check icon in the upper right hand corner (orange arrow). 4

5 4. To enter your recommendations, click on Program/Unit Recommendation (yellow arrow): Again because this is our first TracDat submission, you will have no recommendations and you will need to add new recommendations. Click on the Add New Recommendation button (circled). 5

6 5. Now you will be prompted to enter your recommendation. A B C D E A. Give your recommendation a name (i.e. M&O Staff) B. Type your recommendation (i.e. Hire new consolidated position for M&O ) C. Select the year you are making this request D. Select low, medium or high priority, and your request date E. Summarize the evidence you used to make this request. Helpful Tip: You can select more than one academic year by holding down the CTRL button while using the mouse to click on the academic years. This is helpful if you want to continue the same recommendation from a previous year. 6

7 6. The next step is to indicate how you plan to carry out your recommendation. Click on Plans of Action (orange circle): Select the recommendation you want to write an action plan for (black arrow) and click on the add new plan of action button at the bottom of the page (orange arrow). Now you will be prompted to enter your plan of action in the following text boxes shown on the next page. 7

8 B A C D E F A. Select the type of recommendation (Curriculum/SLO, Equipment/Technology, Facilities, Staffing Faculty, or Staffing Other) B. Type your plan of action for this recommendation C. Enter the budgetary impact (i.e., $55,000 per year) D. Enter the anticipated timeline for completion and the responsible party (this is the main contact person in the event questions arise or clarification is needed) E. Enter the location that applies to this request F. Select if the request is Perkins eligible, distance education (DE) related or Hispanic Serving Institution (HSI) related. This applies only to limited areas in District Services. You may leave these boxes blank. Please note: If there is no Asterisk next to the field, it is not a required field and you do not need to type TBC.. 8

9 Helpful Tip: Remember to save your changes! If you have supporting documentation (like quotes or data to support your request) and want to include it with your review, you can click on Relate Document (orange circle) at the bottom of the Plans of Action screen. This lets you upload a document, PDF or spreadsheet that will be associated with this recommendation. Neat! 7. To add a status, click on Status (yellow arrow): Initially, you will not have a status, so click on Add Status (circled.) Select the recommendation you want to add a status for (A), and click select again on the pop up box (B). 9

10 A B Here you will enter a status for your recommendation, select recommendation progress and the reporting year. Repeat steps 4 through 7 for all your recommendations. Once you have entered all your information for your recommendations, DSET will give you feedback on your recommendations via the add feedback button (circled). 10

11 The feedback screen looks like this: 11

12 DSET will enter their feedback, date and select an approval status (i.e. Approved, Approved Pending Funding, or Disapproved Please Revise.) 8. When all information is entered, you can run a report to produce a PDF report that will serve as your final end product for administrative services reviews. Go to Reports tab (orange circle), and make sure you are in Program/Unit sub tab (yellow highlighted tab). Select the Program Review Report (yellow arrow) and click run (black circle). When the report viewer opens, do not change any options; just click Open Report on the bottom of the page. Save the resulting PDF report to your computer and send it to Kuldeep Kaur, Dr. Jacques Whitfield or Dr. Kayleigh Carabajal as appropriate. 9. Once you have finalized your review save the Program Review Report PDF document to your document repository (last tab Save to Document Repository ) for future reference. Questions or need assistance? Call Renee Hamilton ext or rhamilto@yccd.edu 12

13 TracDat 101 How to save your completed report as a PDF 1. Access the Reports tab, and run Program Review Report. 2. At the Set Parameters tab leave everything as it is, and scroll to the bottom and click Open Report. OR 3. Download and save as needed. Alternatively, you can click on Save to Document Repository to save directly within TracDat.

14 YCCD SERVICES & NON INSTRUCTIONAL PROGRAM VITALITY CRITERIA (Draft 8/16/13) I. Vision (Maximum 10 points): a. Direct support for the vision and short term goals of the District (5 points) b. Services support student learning outcomes and assures equitable and appropriate student access (5 points) II. III. IV. Demand (Maximum 25 points): a. Impact on: (5 points) i. students ii. other college or district services b. Growing demand for service (5 points) c. Service includes requirements for other programs or services (interdependencies) (5 points) d. Impacts diverse student/staff population (5 points) e. External (i.e. outside of YCCD) demand for service (5 points) Service Quality (Maximum 25 points): a. Service uses faculty, staff and student input and other appropriate measures in order to improve the effectiveness of these services (5 points) b. Staff engagement in professional development (5 points) c. Established and implemented administrative unit outcomes, evaluation and service improvement plan (5 points) d. Demonstrated effective and consistent communication to appropriate constituents, district wide (i.e. updated website, agendas and minutes posted, etc.) (5 points) e. High quality services/technology/facilities central to student learning (5 points) Mandated Requirements/Compliance (Maximum 15 points): a. Compliance with federal, state and local codes and statutory regulations (15 points) V. Revenues (Maximum 15 points): a. High efficiency as measured by staff/time ratios and costs (5 points) b. Requires low level of resources (5 points) c. Generates significant resources to defray costs (5 points) VI. VII. Potential (Maximum 20 points): a. Service can grow with no new resources (5 points) b. Investment will create new and innovative ways to support district vision (5 points) c. Investment supports opportunities for greater collaboration and team approaches in the delivery of services (5 points) d. Investment will strengthen or support a variety of college programs and/or District Services programs and services (5 points) Other a. Other information not provided under previous categories [i.e. Affiliations/connections taking advantage of regional environment, etc.] (10 points) The following Services Quality criteria are under development pending further definition: College or district evidence and recognition of service effectiveness Staff engaged in innovative service techniques * Services are scored on a ratio of [points earned] / [points applicable]. Not all criteria listed will be applicable to each program.