ADMINISTRATIVE UNIT ASSESSMENT:

DIFFERENT PURPOSES, DIFFERENT MEASURES

October 4, 2012

Elaine W. Kuo, College Researcher, Foothill CollegeMallory Newell, College Researcher, De Anza CollegeRobert Pacheco, Dean, MiraCosta CollegeGail Shirley, Planning Coordinator, MiraCosta College

ResourcesDocuments and links are available at:

<URL HERE>

Today’s TopicsAdministrative Unit Assessment

Administrative Unit Objectives/Outcomes

Assessment Measures/Methods Program Review and AUOs

Best Practices Examples, Models

Designing AUOs

What is an Administrative Unit?

Foothill and De Anza CollegesA unit, department, program or office that

provides services to any individuals in order to directly or indirectly maximize student success.

MiraCosta CollegeA department/program providing operational services and organizational support to assist the district in advancing its Mission Statement.

What are Outcomes?The results, consequences, or impact of a course

of action

What are Outcomes Statements?Specific, focused, measurable written statements that

○ identify intended results, ○ specify activities undertaken, and ○ may specify target groups if applicable

What does an Outcomes Statement look like?

In its simplest form:○ [intended result] through [actions] for [target group, if

applicable]

AUOs?

AUOs?

AUOs?

We know about Student Learning Outcomes, but . . .

ACCJC and AUOs …..

ACCJC does not define what an AUO statement is, should look like, or how to assess it, yet….they are still recommending that colleges define and assess their AUOs:

“To meet the standard at the level of proficiency by 2012, the team recommends that the college accelerate the implementation of the SLO, SSLO and AUO assessment cycle at the course, program and institutional levels”

- ACCJC Recommendation, De Anza College

What is an AUO? Generally speaking . . .An Administrative Unit Outcome Statement is a

concrete, measurable statement expressing the expected achievement level (target) of a specific action.

Using the identified Assessment Method, actual achievement will be determined by comparing the resulting data to the expected achievement level (target).

Assessment results inform Program Review, during which the Administrative Unit:Analyzes the dataReviews and ReflectsDevelops a plan(s) in response to the data

What is the purpose of AUOs?

Create a tie to the college mission, core values, institutional goals, major planning documents, and/or division/department objectives

Specify what the unit intends to accomplish

Produce assessment data to determine if performance matches learning or service/operational expectations

Inform Program Review

How are colleges applying AUOs?

The answer may differ among colleges.

At Foothill and De Anza Colleges, AUOs are written statements about what clients will experience, receive understand or learn as a result of a given service. The term “Client” refers to anyone who receives the service.

At MiraCosta College, AUOs are Administrative Unit Objectives with Outcome Statements, focusing on the operational services and organization support the unit provides.

How we define AUOs at our campuses…….

The colleges we represent defined AUOs differently in ways that fit the framework of our institutional planning and program review processes:

1. Learning based outcomes 2. Service/operational based outcomes

However, it is important to remember that the essence of assessment remains the same: self-reflection, evaluation, plan, implementation

Foothill & De Anza

A learning based definition:

AUOs are overarching, clear, and assessable statements that identify what a student will be able to know, do or feel at the successful completion of a specific procedure, activity, or service.

A learning based example:

Financial Aid: "Students seeking additional funding to help pay college costs will find the scholarship offerings, identify scholarships which match their academic qualifications and successfully complete a scholarship application for consideration."

Foothill & De Anza

Examples of AssessmentA learning based example:

The financial aid office will administer an annual survey in the fall by emailing all students who filed a FAFSA the previous year. The results will be discussed at a department meeting for improvement purposes and changes in services provided.

Example Questions:

How did you hear about scholarships at Foothill / De Anza College?“50% of respondents indicated that they heard about scholarships at Foothill / De Anza College

from Financial Aid Website, 13% heard from their Instructor, 10% heard from College Support Programs (EOPS, DSS, Puente, etc), 10% heard from their friends, 8% heard from Scholarship Listserv, 5% heard from Classroom Presentation, and 4% heard from Advertisement.”

Did you have difficulty scanning documents that you needed to attach to your application (such as transcripts, letters of recommendation, and essays)? 

“21% of respondents had difficulty scanning documents that they needed to attach to their application, 53% didn’t have difficulty, and 26% had a little difficulty.”

Foothill & De Anza

Additional examples of assessment

Administrative Unit Objectiveswith Outcome Statements

A service/operational based definition:

Administrative Unit Objectives are specific, S.M.A.R.T. benchmark statements, written at the department/program level, that advance the Administrative Unit in achieving broader Division Objectives, Action Plan tasks, and, ultimately, the Institutional Objectives and Institutional Goals of the District.

MiraCosta

Administrative Unit Objectives with Outcome Statements (continued)

A service/operational based definition:

Administrative Unit Objective Outcome Statements are concrete, measurable statements expressing the expected achievement levels (targets) of Administrative Unit Objectives.

MiraCosta

Examples of AUO statements and assessment......Two service/operational based examples:

AUOs written for the Strategic Plan, MiraCosta’s short-term plan that identifies initiatives to achieve Institutional Goals over the 10-year span of the Comprehensive Master Plan.

Operational AUOs designed to improve operational effectiveness, address an operational or organizational issue, and/or advance the Administrative Unit in achieving broader Division Operational Objectives.

MiraCosta

HUMAN RESOURCES 2011- 2012

MCCCD Mission Statement: The MiraCosta Community College District mission is to provide educational opportunities and student-support services to a diverse population of learners with a focus on their success. MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves. (adopted by the board on 9/20/2011)

Inst. Objective

ID # (in the

Strategic Plan)

Action Plan ID # (in the

Strategic Plan)

Action Plan Target Date(s)

(in the Strategic Plan)

Responsible Party (as indicated in the

Strategic Plan)

BAS Division Objectives Related to

the Strategic Plan

Administrative Unit Objectives Related to

the Strategic Plan Action

Plans/Division Objectives

Administrative Unit Objective

Outcomes Statement

Assessment Method(s), Measure(s)

Assessment Schedule (Timeline)

Assessment Results

compared to Outcomes Statement

Status (met, unmet, in progress)

Additional Notes (if any)

III.1

III.1.1 Oct 2011 Supt/Pres

Facilitate district efforts to centralize institutional planning and accreditation.

III.1.2: Develop selection committee, recruit candidates, and recommend finalists to the supt/pres

Oct-Dec 2011 HR Director

Administrative Unit Outcome Statement: A concrete, measureable statement expressing the expected achievement level (target) of an Administrative Unit Objective.

Administrative Unit Objectives: specific, S.M.A.R.T. benchmark statements written at the department/program level that advance the Administrative Unit in achieving broader Division Objectives, Action Plan Tasks (in the Strategic Plan), and, ultimately, the Institutional Objectives and Goals that guide the District in advancing its Mission Statement.

Assessment Method (Means of Assessment): the specific tool identified and used to gather information and data that track progress toward and/or achievement of an Administrative Unit Outcome Statement. The assessment method should match the intended outcome. There are "Direct" and "Indirect" assessment methods. Direct assessment methods are quantitative (examples: timeline, usage report, error rates, cost, productivity, efficiency, tests, rubrics); Indirect assessment methods are qualitative (examples: panel interviews, questionnaires & surveys, focus groups, observations, perceived satisfaction, perceived timeliness, perceived capability).

Assessment Schedule (Timeline): specifies the timeframe in which a plan/course of action will be assessed and who will administer the assessment.

Assessment Results Compared to Outcomes Statement: gathered, documented information and data indicating the outcome of an Administrative Unit's actions are compared to the target set by the Administrative Unit's Outcome Statement. The results of this comparison indicate the status of an Administrative Unit's performance and whether or not changes need to be implemented in order to improve performance.

Examples of AUO statements & assessment related to the MiraCosta Strategic Plan......

HUMAN RESOURCES 2011- 2012

MCCCD Mission Statement: The MiraCosta Community College District mission is to provide educational opportunities and student-support services to a diverse population of learners with a focus on their success. MiraCosta offers associate degrees, university-transfer courses, career-and-technical education, certificate programs, basic-skills education, and lifelong-learning opportunities that strengthen the economic, cultural, social, and educational well-being of the communities it serves. (adopted by the board on 9/20/2011)

Inst. Objective

ID # (in the

Strategic Plan)

Action Plan ID # (in the Strategic

Plan)

Action Plan Target Date(s)

(in the Strategic

Plan)

Responsible Party (as indicated in the

Strategic Plan)

BAS Division Objectives Related to

the Strategic Plan

Administrative Unit Objectives Related

to the Strategic Plan Action

Plans/Division Objectives

Administrative Unit Objective

Outcomes Statement

Assessment Method(s), Measure(s)

Assessment Schedule (Timeline)

Assessment Results

compared to Outcomes Statement

Status (met, unmet, in progress)

Additional Notes (if any)

III.1

III.1.1 Oct 2011 Supt/Pres

Facilitate district efforts to centralize institutional planning and accreditation.

III.1.2: Develop selection committee, recruit candidates, and recommend finalists to the supt/pres

Oct-Dec 2011 HR Director

HR department staff will provide support to selection committee chair & members to ensure an efficient recruitment process.

All steps in the recruitment process are completed & finalist(s) are recommended to the superintendent president.

Timeline & Internal assessment by HR Director & chair of selection committee

1. By Oct 31, 2011 Job opening announced with application deadline by Nov 30, 2011. 2. Within 1 wk. of closing date applications released to committee. 3. Within 3 days of candidates ID'd by committee, HR Technician to schedule interview candidates. 4. Within 3 days of Finalists ID'd, HR Technician to schedule finalist interviews. 5. Within 3 days of preferred candidate ID'd HR Director to complete reference checks. 6. Within 1 day after ID'd by supt/pres HR Director to make formal job offer.

Examples of AUO statements & assessment related to the MiraCosta Strategic Plan......

Examples of Operational AUO objectives, statements and assessment....

BAS Division Objectives: Operational

Administrative Unit Objectives: Operational

Administrative Unit Objective Outcomes

StatementAssessment Method(s),

Measure(s) Assessment Schedule (Timeline)Assessment

Results compared to Outcomes

Statement

Status (met, unmet, in progress)

Additional Notes (if any)

Maximize the effectiveness of the operational infrastructure and processes that support the student learning environment.

Work with Director of Risk Management to Research, identify costs, and form a recommendation for acquiring an online chemical reporting and tracking program for district wide MSDS management.

An online comprehensive inventory management system is selected to collect and house Material Safety Data Sheets (MSDS) for all chemicals on district property.

2011-2012 - 1) Timeline: assist Dir. of Risk Management to research, identify costs, and select MSDS inventory management system. 2012-2013 - 1) Timeline: Seek funding. 2013-2014 - 1) Timeline: If funding is granted, target dates for purchasing and implementation. 2) Compliance with current federal, state, and local regulations.

2011-2012: By 3/1/2012 Risk Mgmt Director forms a committee to include Dir of Facilities to research available online MSDS inventory management systems. By 5/1/2012 Committee develops a final recommendation. 2012-2013: September 2012: Risk Mgm.t Director requests funding in a Program Development Plan during the annual Program Review process. If funded, Funding becomes available 7/1/2013. 2013-2014: By 8/31/2013: If funding is awarded, purchase and install online MSDS inventory management system. By 12/1/2013 MSDS for all chemicals on district property are housed in the online MSDS inventory management system.

WRITING AUOS

Writing an AUO Use the SMART model:

Specific: What is your unit’s intended outcome?Attainable: Is it reasonable?Measurable: Can it be assessed effectively?Relevant: Does it serve the needs of the

college? Does it align/support the institutional goals?

Time-bound: Is the time-frame clearly defined, with specific start and target dates?

WRITING EXERCISE - USING THE FOLLOWING

STEPS, WRITE: An Administrative Unit Outcome Statement

Handout

Step 1 Select an Administrative Unit and

identify one service provided it provides.

Step 2 Identify one objective or goal for the unit,

and write a statement that specifies the intended outcome (target). (hint: phrase the outcome as if it has already

occurred.)

Step 3 If using the learning based model, what should people

gain from this administrative unit? KnowledgeSkillsAttitudeBehavior

If using the service/organizational support model, considerEffectivenessEfficiency (cost savings measures, turn-around time,

improving processes)Level or volume of activityCompliance with external standards/regulationsClient satisfaction

Step 4 Use Active/Action verbs

Writing statements with active/action verbs○ Concrete○ Refer to a process○ Produce statements that are measurable

IdentifyProvide

CollectComplete

ImplementInvestigate

SelectModify

Schedule

Step 4 (continued) Avoid using static/stative verbs

state-of being or condition verbsProduce statements that are difficult to measure

reliably

BelieveLike

FeelKnow

NeedThink

Want

WRITE

ASSESSING AUOS

Assessment Assessment Timeline

What to measure?○ Select AUOs to assess on a regular cycle

When to measure?○ Depending on each institution’s cycle

Who will measure?○ Assign tasks○ Resources needed

Assessment Methods Assessment Methods

Direct (Quantitative)○ Timeline○ Error rates○ Productivity○ Cost

Indirect (Qualitative)○ Questionnaires/surveys○ Interviews○ Focus Groups○ Observations

Assessment Strategies Involve all stakeholders Work with what already exists Design efforts with assessment in mind Collect data from a targeted sample Work with other units that have similar

outcome statements

WRITING EXERCISE:Write an Assessment Method

and anAssessment Timeline

for your AUO

Handout

EVALUATION

EvaluationThe process of reviewing assessment results (data) against the stated criteria (the outcome statement).

Purpose: to draw conclusions that guidefuture action

PROGRAM REVIEW

Program ReviewTo Recap:

Assessment results inform Program Review

Purpose: to draw data-based conclusions that guide

future action

The End

Questions?