Data Collection Types and Use Cases

Administrative Division

Administrative Division review process.

Data collection forms cannot pull in data specific to the Administrative Division. The form will be comprised of usual survey question types (multiple choice, text boxes, document upload fields, etc.). There will be one form created per Administrative Division or per College Admin user - this is selected when scheduling the data collection.

An institution uses the Administrative Division data collection to capture an Institutional Effectiveness (IE) Plan for each division. Divisions submit objectives related to the IE plan, which they tie to an institution strategic outcome, with related assessment methods, criteria for success, and results for each objective.

Administrative Unit

Administrative Unit review process.

Data collection forms cannot pull in data specific to the Administrative Unit. The form will be comprised of usual survey question types (multiple choice, text boxes, document upload fields, etc.). There will be one form created per Administrative Unit or per Department Admin user - this is selected when scheduling the data collection. The heirarchy of the Administrative Unit can be utilized in the workflow (reviewers specific to the Admin Units and/or Admin Divisions)

An institution uses the Administrative Unit data collection form to capture an Institutional Effectiveness (IE) Plan for each administrative unit/division. Units submit objectives related to the IE plan, which they tie to an institution strategic outcome, with related assessment methods, criteria for success, results, and continuous improvement actions.

College

College review process.

Data collection forms cannot pull in data specific to the College. The form will be comprised of usual survey question types (multiple choice, text boxes, document upload fields, etc.). There will be one form created per College or per College Admin user - this is selected when scheduling the data collection.

At the beginning of the academic year, college leaders submit one or two broad annual goals for the college. Within those goals, they develop a list of outcomes and objectives that will help fulfill those goals. At the end of the academic year, the college reports on its actions and progress towards those objectives and goals.

Course

Course Review

Course Assessment Planning

Course data collections have the ability to pull in the course's Course Learning Outcomes.

An institution completes an annual course review including: a review of the CLOs (Course Learning Outcomes) with their related PLOs (Program Learning Outcomes) and ILOs (Institutional Learning Outcomes), assessment artifacts, and targets. Following the assessment, the course coordinator summarizes results and develops plans for continuous improvement.

Course Section

Course Section Review

Course Section Assessment Planning

Course Section data collections have the opportunity to pull in the course section's unique Course Learning Outcomes, Assessment Data, and Survey Results into the data collection forms. This allows Course Section Directors to reflect and report on that information specific to the course and course section.

Course Section Directors use the Course Section data collection to reflect on each course's CLOs (Course Learning Outcomes) and assessment data. The form asks for the current assessment being completed to measure each CLO and reflections on ways to improve the assessment to better evaluate the CLO, alongside reflections on course activities that support these CLOs and potential improvements.

In another use case, institutions use Course Section data collections to evaluate assessments related to Course Learning Outcomes (CLOs), capturing the average performance grade, descriptions of Assessment Instruments used, and representative samples of student work. The form is structured for faculty to submit assessment information for each CLO that is mapped to a PLO (Program Learning Outcome).

Department

Department review process.

Data collection forms cannot pull in data specific to the Department. The form will be comprised of usual survey question types (multiple choice, text boxes, document upload fields, etc.). There will be one form created per Department or per Department Admin user - this is selected when scheduling the data collection. The heirarchy of the Department can be utilized in the workflow (reviewers specific to the Departments and/or Colleges)

An institution utilizes the Department data collection to complete Mid-Cycle Reviews by examining evidence and supplemental reports in response to the previous Academic Program Review (APR) (conducted every 5 years). The review team comments on progress and submits areas for improvement across designated Program Dimensions (e.g., 12 institutional dimensions).

Additionally, departments complete their comprehensive 5-year Academic Program Review (APR) by uploading a Self-Study for review and feedback, formalizing and documenting the review process while using the workflow feature for an electronic record of review and approval.

Alternatively, department leaders submit broad goals at the start of the academic year, define supporting outcomes and objectives, and report on actions and progress at year-end.

Faculty Activity

Promotion and Tenure.

Data collection forms can have a link to the Faculty Portfolio for the faculty to visit and edit and/or for the reviewer to visit and review. There will be one form per Faculty member. The heirarchy of the faculty member can be utilized in the workflow (reviewer specific to the faculty's Department and/or College, in addition to an Institution

Institutions utilize the Faculty Activity data collection to conduct annual faculty reviews as well as Promotion and Tenure (P&T) reviews. Faculty members submit narrative reflections alongside the teaching, scholarship, and service activities documented in their Faculty Portfolio within the platform.

Institution

Used for Institution-level collection of data for items such as Self Studies and Strategic Plans.
*One form per Institution or one form per User

User roles: Assessment Office, Curriculum Office, Evidence Contributor, Institution Admin, Institution Committee, Institution Survey Admin, Provost Office, Self Study Institution Chair, Strategic Plan Institution Chair

While not widely deployed across existing client sites, this collection type can gather coordinated feedback from specific offices or governance user roles (e.g., Assessment Office, Provost Office, Curriculum Office) to develop, review, and maintain institutional Self-Studies, Institutional Effectiveness (IE) reviews, or Strategic Plans.

Program

Assessment Planning/Reporting

Program Review

Strategic Planning by Programs

*One form per Program.

Program data collections are unique in their ability to answer questions based on Program Learning Outcomes and their ability to relate to specific outcome sets. Institutions use Programs for both Academic and Administrative Annual Review and Assessment data collections.

Programs can be built to house their unique Program Learning Outcomes as well as be associated to various Outcome Sets (this is set on a Program by Program basis). Therefore, only the individual Program's outcomes and outcome sets will appear in their data collection form

The most frequently used data collection type across partner institutions. Most frequently, institutions use Program assessments to track measures (both assessment plans and results) and evaluate how they are used to measure and achieve Student Learning Outcomes (SLOs) and Program Learning Outcomes (PLOs).

In addition, Programs can be tied to Outcome Sets across any level of the hierarchy—including institutional strategic plans, Institutional Learning Outcomes (ILOs), and accreditor standards/outcomes. The Program data collection supports both academic degree programs (academic assessment / program review) and administrative programs/units.

Strategic Plan

Collection of data for a Strategic Plan as a whole

Multiple users collaborate on an entire Strategic Plan

Strategic Plan data collections can only be set up as One Form per User. Therefore, each User (Institution/College/Department Strategic Plan Chair) completes their own unique form.

An emerging data collection type that allows each user to view the full hierarchy of the Strategic Plan while remaining responsible for reporting on a specific objective. The Strategic Plan data collection preserves and displays the hierarchy in data exports, whereas Strategic Plan Objective reports only display the individual objective/sub-objective without the broader strategic plan hierarchy.

Strategic Plan Objective

Collection of data for individual Strategic Plan Objectives separately

Users are assigned Strategic Plan Objectives

Each strategic plan objective has its own data collection form or one form per person with the Strategic Plan Objective Editor role.

An institution uses the Strategic Planning Objective data collection to capture objective-level updates. Underneath each strategic planning objective is a set of questions related to the resources needed for the upcoming year to achieve the objectives. In addition, objective owners report on the results of the objective from the prior year and document planned changes and action items for the upcoming year.

User

Student based collection of data.

Very limited functionality at this time. User data collections only work for Continuous Practicum data collections. Once created, anyone with the Course Section Director role has the ability to create a form for any student in their course section. The workflow can only include Students and Course Section Directors at this time.

Designed for Continuous Practicum data collections so that faculty (with the Course Section Director role) can submit practicum evaluations, feedback, or practicum requests on behalf of individual students in their course sections.