UNTHSC TracDat Academic Degree Program Update Guide TracDat Organizational Performance Assessment Checklist for Degree Programs

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1 TracDat Organizational Performance Assessment Checklist for Degree Programs 1. Enter Assessment Results for Past Year Performance Measures Enter quantitative or qualitative results for each Performance Measure. Upload supporting documentation for any Assessment Results as needed. 2. Enter Action Plans to Close the Loop for Each Performance Measure Based on Assessment Results, enter an Action Plan to be taken to further or maintain achievement of Performance Measures in support of Program Outcomes. 3. Review and Revise Mission and Vision Review degree program Mission and Vision to ensure they are current and support UNTHSC mission, vision, and values. 4. Review and Revise Program Outcomes Mark any Program Outcomes that have been achieved, or are otherwise no longer applicable, as Inactive and enter an End Date. Make minor edits to existing Program Outcomes. Enter any new Program Outcomes for next fiscal year. For Program Outcomes that are new or carried over, be sure to add the next fiscal year as an Assessment Year by holding the Control Key and clicking on the appropriate fiscal year. 5. Review and Revise Performance Measures and Targets Mark any Performance Measures that are no longer needed as Inactive. It is best not to edit existing Performance Measures and Targets, as edits will affect previous cycles as well as current and future. Current Performance Measures and Targets can be copied and then edited and assigned to the next assessment cycle. Enter Performance Measures and Targets for any new Program Outcomes. Upload supporting documentation for any Performance Measures as needed. 6. Print Reports Print and/or save a Unit Assessment Report Four Column and/or Assessment Plan for your unit. Print hard copies and/or save pdf files to document your organizational performance assessment information. 1

2 Table of Contents Login and General Navigation p. 3 Step 1: Enter Assessment Results for Past Year Performance Measures p. 4 Step 2: Enter Action Plans to Close the Loop for Each Performance Measure p. 5 Step 3: Review and Revise Mission and Vision p. 7 Step 4: Review and revise Program Outcomes p. 8 Step 5: Review and Revise Performance Measures and Targets p. 9 Step 6: Print Reports p. 12 2

3 Login The URL for the UNTHSC TracDat login is: Enter your Username (UNTHSC EUID) and TracDat Password. Your TracDat password is not the same as your UNTHSC password. If you need help with logging in or any other TracDat assistance, contact Doug Mains (x0473) or Marc Foster (x0370) in the Office of Strategy and Measurement. Help Click on the yellow Question Mark in the upper right corner of the screen for tab specific help throughout TracDat. Click on the blue Question Mark next to a data field for context-specific help. General Navigation Tabs: Clicking on the appropriate Tab will get you to the major area, e.g., Home, Degree Program, Assessment Plan, Assessment Results, Reports, or Documents. Sub Tabs: Each of the Tabs has sub tabs where you will enter specific information, e.g., for Assessment Plan, Sub Tabs include Program Outcomes and Performance Measures. Filter: Click on the Funnel Icon to apply viewing filters to Program Outcomes (Active/Not Active, Assessment Years) or Assessment Results (Active/Inactive, Assessment Years, Reporting Cycles, Result Status, Assessment Result Date). Filter ON message will appear in red font to show that filter has been applied. Tabs Funnel Icon Sub Tabs Help 3

4 Step 1: Enter Assessment Results for Past Year Performance Measures Click Assessment Results Tab at top of page Select Degree Program Assessment Date Enter Assessment Results Result Status Reporting Cycle Related Documents Add Action Save Changes Return To enter a new Result: Select appropriate Degree Program from Selected Program drop-down box at top of page. Click Add Assessment Result on bottom of page to add a new result. Click on Select next to the Program Outcome for which you want to enter results. Click on Select next to the Performance Measure for which you want to enter results. Enter Assessment Results in the text box. Enter Assessment Result Date by Clicking on the calendar icon and Selecting the appropriate date. Select appropriate Result Status: Target Met, Target Not Met, or Inconclusive. Select appropriate Reporting Cycle in the drop-down box. Click on Save Changes to save your edits. Click on Return to enter additional results or go to Step 2 if you need to enter Actions to Close the Loop. 4

5 Step 2: Enter Action Plans to Close the Loop for Each Performance Measure To enter an Action Plan to Close the Loop: Click on add Action Plan (right side of screen in previous screen shot for entering Performance Measure). Enter/edit the Action Plan(s) in the text box. Enter/edit Action Date. Click on Save Changes to save your edits. Click on Return to enter additional results unless you need to Upload Supporting Documentation. Enter Action Date Enter Action Plan Save Changes Return Add Follow-up to Action Plans Click on add Follow-up to Action Plans to enter follow-up information that supports an Action Plan. Enter/edit follow-up information in text box. Click on Save Changes to save your edits. Click on Return to enter additional results. 5

6 To Upload Supporting Documentation: Click on Related Documents. Click on Relate Document (right side of screen) Select Document Source from menu (New Document, Document From Repository, Previously Related Document). Browse your computer to find and select the document to be uploaded if the document is not already in the document repository. Enter a Name for the document. Select Repository Folder. Click on Relate Document to save. Do not attach any documents with individual student, staff or faculty information of a sensitive nature. Click on Return to enter additional results. Related Documents Relate Document 6

7 Step 3: Review and Revise Mission and Vision Click on Degree Program Tab at top of page. Review and revise Mission statement. Review and revise Vision. Click on Save Changes at bottom of page. Mission Vision Save Changes 7

8 Step 4: Review and Revise Program Outcomes Click on Assessment Plan Tab at top of page. Click on Program Outcomes sub tab to add new or edit existing Program Outcomes. Program Outcomes are assessed through Performance Measures and supported by Actions to Close the Loop. You can use the arrows to the left of each Program Outcome to change the display order up arrow to move up and down arrow to move down. Enter Program Outcome Program Outcome Name Assessment Years Start & End Dates Program Outcome Status Program Outcome Type Save Changes Return Add New Program Outcome: Click on Add New Program Outcome. Enter Program Outcome in text box. Highlight the appropriate Assessment Years for the Program Outcome. Select multiple years by holding the Control key. Select Active for Program Outcome Status. Enter Start Date for Program Outcome. Leave End Date blank until Program Outcome Status is Inactive. Select Student Learning Outcome or Program Performance Outcome for Outcome Type. Click on Save Changes to save your edits and Click on Return to go back to the Program Outcomes screen. Edit Existing Program Outcome: Click on Edit to edit an existing Program Outcome. Edit Program Outome in text box. If a current Program Outcome is to be carried over, Highlight the appropriate Assessment Years for the Program Outcome. Select multiple years by holding the Control key. If a current Program Outcome is not to be carried over, Select Inactive for Program Outcome Status. Enter End Date for any Inactive Program Outcomes. Click on Save Changes to save your edits and Click on Return to go back to the Program Outcomes screen. 8

9 Step 5: Review and Revise Performance Measures and Targets Add New Performance Measure: Click on Performance Measure sub tab Program Outcome Name Performance Measure Type Performance Measure Description Target Notes Active Check Box Save Changes Relate Document Return Select the Program Outcome Name from the dropdown box at the top of the screen to move from one Program Outcome to another. Once you select the Program Outcome, you will see existing Performance Measures and Targets for that Program Outcome. Click Add New Performance Measure to enter a new Performance Measure. Select the Performance Measure Type from the drop-down list. Enter a Performance Measure Description in the appropriate text box. Enter the Target for the Performance Measure in the appropriate text box. Enter any Notes you wish to keep related to the Performance Measure and/or Target in the appropriate text box. Click on Relate Document to link electronic files to your Performance Measure. Click on either New Document, Document From Repository, or Previously Related Document and then browse to select the document. Do not attach any documents with individual student, staff or faculty information of a sensitive nature. Click on Save Changes to save your edits. Click on Return to go back to the Performance Measures screen. 9

10 Edit an Existing Performance Measure: Click edit (on the right side of the screen) to revise an existing Performance Measure. To change the order in which the Performance Measures appear use the arrows to the left of the Performance Measure to move them up/down. Edit the Performance Measure Description in the appropriate text box. Edit the Target for the Performance Measure in the appropriate text box. Edit any Notes you wish to keep related to the Performance Measure and/or Target in the appropriate text box. Click on Relate Documents to link electronic files to your Performance Measure. Click on either New Document, Document From Repository, or Previously Related Document and then browse to select the document. Do not attach any documents with individual student, staff or faculty information of a sensitive nature. Click on Save Changes to save your edits and Click on Return to go back to the Performance Measures screen. Uncheck the Active Checkbox to inactivate a Performance Measure Edit Copy 10

11 Note regarding Targets: If you are using the same Performance Measure and adjusting the Target, do the following: Click copy (on the right side of the screen) to revise an existing Performance Measure. Check the Program Outcome Name to which the Performance Measure is to be copied. Click on Save Changes. You will now see two identical Performance Measures with different dates for Date Added. Click on edit for the previous Performance Measure Uncheck the Active box Click Save Changes. Click on Return to go back to the Performance Measures screen. Click on edit for the new Performance Measure. Edit the Performance Measure Description in the appropriate text box. Edit the Target for the Performance Measure in the appropriate text box. Edit any Notes you wish to keep related to the Performance Measure and/or Target in the appropriate text box. Click on Relate Document to link electronic files to your Performance Measure. Click on either New Document, Document From Repository, or Previously Related Document and then browse to select the document. Do not attach any documents with individual student, staff or faculty information of a sensitive nature. Click on Save Changes to save your edits. Click on Return to go back to the Performance Measures screen. 11

12 Step 6: Print Reports Click on the Reports tab UNTHSC TracDat Academic Degree Program Update Guide Click on run to access the desired report. Report descriptions are provided on the screen. Assessment Plan and Unit Assessment Report Four Column are your standard reports. In the Set Parameters tab (shown below), select any filters for the report. Assessment Plan Program Outcome Status: Active Assessment Years: Select Year Uncheck all boxes except Hide Inactive Performance Measures Click on the Preview Report tab to view a mock-up of the report. Click on Open Report at the bottom of the page to create the report. Report Parameters Open Report Save to Document Repository 12

13 Unit Assessment Report Four Column Program Outcome Status: Active Assessment Years: Select Year(s) Check Hide Inactive Performance Measures Click on the Preview Report tab to view a mock-up of the report. Click on Open Report at the bottom of the page to create the report. Report Parameters Open Report Save to Document Repository Saving Reports After creating an Assessment Plan or Unit Assessment Report, you can save it in the desired format (pdf, html, or rtf). Your report can be saved locally on your computer, on a shared drive, or under Documents in TracDat. To save reports in TracDat, Click on Save to Document Repository on the bottom of the Set Parameters page and follow the instructions to save the report within TracDat. 13