TEMPLATE FOR THE INTERNAL REVIEWS OF DEPARTMENTS AND SCHOOLS. for

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1 SENATE COMMITTEE ON INTERNAL REVIEWS TEMPLATE FOR THE INTERNAL REVIEWS OF DEPARTMENTS AND SCHOOLS for BACKGROUND Internal reviews, as mandated by Senate, are intended to assist departments as they develop and improve the quality of what they do. These reviews are required by the Ontario government, and the University is audited at ten-year intervals to assure the Minister that they are being conducted as per the Senate policy. Responsibility for the reviews rests with the Subcommittee on Internal Reviews (SCIR), which reports to the Senate Committee on University Planning. An Internal Review Subcommittee, consisting of one faculty member of SCIR (selected by the Chair of SCIR) who will act as facilitator for the review process, and two consultants selected by SCIR (one external to the university and one from within the university but external to the department or school under review) will evaluate the department in order to identify (I) strengths and weaknesses of the department s undergraduate activity, including all of the specializations offered solely by the department, and courses offered by the department that support other programs either as core, restricted electives or service courses; (ii) immediate improvements that could be made; and (iii) future opportunities for quality enhancement. It will be the responsibility of the SCIR member of the Internal Review Subcommittee, in consultation with the Chair of SCIR, to ensure that all relevant units have an opportunity to comment on the department s programs, including relevant program committees and, in consultation with the student members on SCIR, to ensure that there is sufficient opportunity for student input. Where needed, information on graduate programs will be drawn from materials prepared by the department for the most recent OCGS review and from the Dean of Graduate Studies. The objectives of the department review include, but are not restricted to, an assessment of the following: (c) Consonance of the department s undergraduate offering(s) within the general framework of the University's mission and strategic directions. The appropriateness of the department s academic objectives and the structure for meeting its academic objectives. The appropriateness of the pedagogical and evaluation strategies and methods applied to the undergraduate program.

2 Internal Review Template - Departments 2 (d) (e) (f) The adequacy of the available human, physical, and financial resources to support the department's program. The departmental definition and application, where possible, of indicators to determine the outcomes of the program. The relationship of the department s undergraduate activities with its graduate and research programs. 2. OVERALL SCHEDULING The schedule of reviews was designed to accommodate departments, mesh with existing reviews (e.g., OCGS and external accreditation), and to keep workload to a minimum. The Chair of SCIR may make amendments to the schedule as appropriate, with changes being reported to SCIR for information. Each department, school, and program must be reviewed no less often than once every 10 years. 3. SELECTION OF CONSULTANTS To facilitate the selection process, the Department/School will be asked to submit to SCIR the names of six possible consultants (three from within the university and three from without). SCIR will normally select names from this list, but may consult further with the department chair, the dean of the college, the relevant program committees, or others as appropriate. At least one consultant must be from another University. 4. CONDUCT OF THE REVIEW 4.1 PROVISION OF MATERIAL The Chair of SCIR and the Internal Review Subcommittee will receive the information listed below prior to the consultants' visit. From the Department/School A very brief description of the department (one page maximum) including its history, structure and relationship with other academic units. A brief self-study prepared by the department/school (with participation by professors and students) which reflects on its activities and accomplishments, reaffirms or redefines its objectives, and describes how they relate to the mission of the University. The self-study should include an analysis of the perceived strengths and weaknesses of the undergraduate activities, together with the rationale and planning for future developments. It should also discuss how the undergraduate offerings are coordinated with the graduate, research and service activities. Progress along any of the University s strategic directions (research-intensiveness, learner-centredness, collaboration,

3 Internal Review Template - Departments 3 internationalism and open learning) and towards the department s/school s own agreed-upon strategic objectives will be important components of the self-study. (c) (d) (e) (f) (g) (h) (i) Accreditation briefs and reports of reviewers, as required. A summary table listing the names and qualifications of all faculty, including sessional instructors, together with a listing of the courses (graduate and undergraduate) they taught, together with the sessions in which they were offered over the previous two years; anticipated course/program changes; and T.A. and Lab. Technician support provided for the courses. Course outlines will be available to the committee upon request, as will be the full curriculum vitae of the faculty members, as per the previous OCGS appraisal with any relevant updating. A summary of the department s/school s teaching effectiveness based on student course evaluations (submitted in a form which does not identify individuals). Other outcome assessment indicators will be used, where available or appropriate (e.g., the percentage of students going to graduate or professional schools, the success of students in competitions, the percentage of students involved in collaborative ventures such as internships, etc.). A summary of the relationships (relevant to the undergraduate activities) with other University units (e.g. interdisciplinary courses, cross appointments of faculty members, and collaborative efforts with TSS and Open Learning), with other universities, and with other relevant external agencies. The department s/school s impression of how it compares with similar programs in other post-secondary institutions (this would include articulation agreements with colleges, etc.) in Canada, with information concerning the basis for the comparisons made. Enrolment projections accompanied by rationale if changes are predicted. A summary of the administrative and staff support in the department/school and the reporting structure. The Office of Resource Planning and Analysis will co-ordinate the collection of the following package of reports which will be supplied to the department/school: Information to be provided by the Budget Office: Report #1 - MTCU Actual Results compared to Annual Budget Report #2 - MTCU Base Budget Summary

4 Internal Review Template - Departments Report #3 - MTCU Established Position FTEs Information to be provided by Resource Planning and Analysis: Summary Table and Graph - Course Enrolments by Program of Students Enrolled Summary Report - Department Course Enrolment by Program Summary Detail Report - Department Course Enrolment by Program and Course Summary Table and Graph - Course Enrolments by Year Level of Course Summary Report - Department Course Enrolment by Year Level Summary Table and Graph Course Sections Taught (primary meeting type such as lecture, if available or other mode if lecture not used) Department Report Section Count and Average Section Size by Year Level University Summary Report (by College) Section Count and Average Section Size by Course Year Level Summary Table and Graph Student Faculty Ratios Summary Table and Graph Student FTEs Summary Table and Graph Faculty FTEs Department Report Student Faculty Ratios University Summary Report Student Faculty Ratios by College (c)information to be provided by Enrolment Statistics and Systems: Tables and Graphs - Department Specializations: Enrolment and Graduation Counts by Regular and Co-op options, where applicable Table and Graph Admission Cut-offs, Counts and Averages Post Graduation Survey Findings: graphs showing results for selected questions, from the most recent survey with comparative information for the overall program and college associated with the particular department as well as university overall The following will be supplied to the department/school by the Library: Library resources with comments on any special features of the collection. Members of SCIR will receive a copy of the department self-study document and will have access to the other materials noted above as necessary. 4.2 WORK OF THE SUBCOMMITTEE

5 Internal Review Template - Departments The Subcommittee will meet with the dean, the department chair or school director, and as many faculty, staff and students as possible. They will write a comprehensive and detailed report, based on available evidence. This report will be provided to the Chair of SCIR, the department chair or school director, and the college dean. The latter two individuals will provide feedback on any errors, and the subsequently corrected Subcommittee's report will be lodged with the Chair of SCIR. 4.3 WORK OF SCIR Prior to forwarding the report to SCIR, the Chair of SCIR will provide the corrected report to the Department Chair, College Dean and Provost for comment. If there are substantive concerns about the content of the report and its recommendations, the Chair of SCIR and the member of SCIR who served on the Internal Review Subcommittee will meet with the Chair, College Dean, and/or Provost, as appropriate, to determine whether amendments to the report are warranted. Regardless of whether changes are made, the administrators' comments will be forwarded to SCIR along with the final report. SCIR will receive the report and comments. SCIR may choose to accept the report and recommendations in whole or in part. If SCIR believes that further discussion or review is warranted it shall instruct its Chair to carry out those discussions on its behalf. 5. FINAL REPORTS TO SCUP AND SENATE SCIR will forward the final report in confidence, first, for comment to the Chair/Director and Dean, and subsequently, to the Senate Committee on University Planning (SCUP). The report will include an outline of the review process, the findings and recommendations of the review subcommittee, the Chair/Director s and Dean s responses to the findings, and a Provostial response. SCUP, in turn, will forward to Senate for information a short summary document which will present the findings and recommendations, a summary of the administrative response to the recommendations, and an indication of when and by whom the recommendations will be implemented. 6. FOLLOW-UP ON RECOMMENDATIONS INCLUDED in SCIR FINAL REPORT The person or group designated as being responsible for addressing each of the recommendations which are included in the SCIR Report will report to SCUP on their implementation, or reasons for choosing an alternative course of action, no later than one year following Senate s receipt of The SCUP summary. SCUP will make a report to Senate for information on actions taken. 7. REPORT TO THE BOARD OF GOVERNORS

6 Internal Review Template - Departments Each year, the Senate Committee on University Planning will prepare a summary report for submission to the Board of Governors. This summary report will include: (c) A status report on the reviews performed during the year in question. A presentation of the general principles, guidelines, and methodology used by the institution in the review of its programs. A summary of the outcomes of the reviews. The summary should include references to the programs strengths and weaknesses as well as the actions to be taken on the recommendations arising from their reviews. Original Nov/2004 Revised April 2006 t\scirshare\templates\departments & schools.