Administrative Unit Assessment: Different Purposes, Different Measures

1. October 4, 2012 Administrative Unit Assessment:Different Purposes, Different Measures Elaine W. Kuo, College Researcher, Foothill College Mallory Newell, College Researcher, De Anza College Robert Pacheco, Dean, MiraCosta College Gail Shirley, Planning Coordinator, MiraCosta College

2. Resources Documents and links are available at: <URL HERE>

3. Today’s Topics Administrative Unit Assessment • Administrative Unit Objectives/Outcomes • Assessment • Measures/Methods • Program Review and AUOs • Best Practices • Examples, Models • Designing AUOs

4. What is an Administrative Unit? Foothill and De Anza Colleges A unit, department, program or office that provides services to any individuals in order to directly or indirectly maximize student success. MiraCosta College A department/program providing operational services and organizational support to assist the district in advancing its Mission Statement.

5. 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]

6. We know about Student Learning Outcomes, but . . . AUOs? AUOs? AUOs?

7. 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

8. 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 data • Reviews and Reflects • Develops a plan(s) in response to the data

9. 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

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

13. 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

14. 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.

15. Foothill & De Anza 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."

16. Foothill & De Anza Examples of Assessment A 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.”

17. Additional examples of assessment

18. MiraCosta Administrative Unit Objectives with 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.

19. 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.

20. 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.

21. Examples of AUO statements & assessment related to the MiraCosta Strategic Plan...... 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. Administrative Unit Outcome Statement: A concrete, measureable statement expressing the expected achievement level (target) of an Administrative Unit Objective. 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. Assessment Schedule (Timeline): specifies the timeframe in which a plan/course of action will be assessed and who will administer the assessment. 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).

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

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

24. Writing AUOs

25. 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?

26. WRITING EXERCISE - USING THE FOLLOWING STEPS, WRITE: An Administrative Unit Outcome Statement Handout

27. 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.)

28. Step 3 • If using the learning based model, what should people gain from this administrative unit? • Knowledge • Skills • Attitude • Behavior • If using the service/organizational support model, consider • Effectiveness • Efficiency (cost savings measures, turn-around time, improving processes) • Level or volume of activity • Compliance with external standards/regulations • Client satisfaction

29. Step 4 • Use Active/Action verbs • Writing statements with active/action verbs • Concrete • Refer to a process • Produce statements that are measurable Provide Implement Identify Collect Investigate Modify Complete Schedule Select

30. Step 4 (continued) • Avoid using static/stative verbs • state-of being or condition verbs • Produce statements that are difficult to measure reliably Like Want Believe Know Feel Think Need

31. WRITE

32. Assessing AUOs

33. 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

34. Assessment Methods • Assessment Methods • Direct (Quantitative) • Timeline • Error rates • Productivity • Cost • Indirect (Qualitative) • Questionnaires/surveys • Interviews • Focus Groups • Observations

35. 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

36. WRITING EXERCISE:Write an Assessment Methodand anAssessment Timelinefor yourAUO Handout

37. EVALUATION

38. Evaluation The process of reviewing assessment results (data) against the stated criteria (the outcome statement). Purpose: to draw conclusions that guide future action

39. PROGRAM REVIEW

40. Program Review To Recap: • Assessment results inform Program Review • Purpose: • to draw data-based conclusions that guide future action

41. The End Questions?