TracDat Administrator Annual Operating Assessment Guide TracDat Version 5 OPAR OFFICE OF PLANNING, ASSESSMENT AND RESEARCH Administrative and Educational Support (AES) Units
Table of Contents F INTRODUCTION...3 USES OF TRACDAT...3 ACCESSING TRACDAT:...4 HOME PAGE...6 HOW TO CHANGE YOUR DEFAULT PASSWORD...8 HOW TO RESET YOUR PASSWORD...9 PHASE I- Annual Assessment Plan... 10 I. Selecting Your Unit... 10 II. Adding the Mission and Vision... 11 III. Adding Your Objectives... 12 IV. FILTERING OBJECTIVES... 13 V. Adding Means of Assessment... 15 VI. To Upload a New Document or Relate an Existing Document... 16 VII. Adding Activities... 18 VIII. Relating Goals... 19 IX. Adding Documents to TracDat... 20 PRINTING A COPY OF YOUR PLAN... 20 PHASE II - Results... 21 I. Adding Results... 21 II. Adding an Action Plan for Improvement... 23 Reports... 24 TRACDAT VIDEO TUTORIALS... 26 GLOSSARY OF TERMS... 27
INTRODUCTION Clark Atlanta University s institutional assessment framework consists of ongoing assessment processes for both academic programs and administrative and educational support units. Each unit of the institution is responsible for entering and maintaining their Annual Operating Action Plan and Assessment Results on the TracDat system. This manual serves as a step-by-step guide to aid all TracDat program administrators (Division Head, Deans, Chairs, and Managers) with the submission of their annual plan, means of assessment, and use of results for continued improvement. Please contact your TracDat Administrator in the Office of Planning, Assessment and Research if you have questions about this manual or if you require additional TracDat assistance. TracDat System Administrators: Dr. Tia A. Minnis Executive Director for Assessment and Institutional Effectiveness Office of Planning, Assessment and Research (OPAR) 404-880-6294 tminnis@cau.edu USES OF TRACDAT TracDat is an innovative and comprehensive electronic system for the process of institutional planning and assessment. TracDat is used to manage and document data results for continuous improvement with Academic Programs and Administrative Support Services. It allows for the development of Action Plans and follow-up to align with assessment results. TracDat also provides for customization of budget requests for objectives and outcomes link to continuous improvement. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 3
ACCESSING TRACDAT: TracDat can be accessed in three Ways: CLICK THE PICTURE 1. Click the following link using Ctrl + Left Mouse Click: http://cauvmtracdat/tracdat 2. Type http://cauvmtracdat/tracdat into the browser 3. Access the CAU Homepage Select Offices and Resources Click on Office of Planning, Assessment, and Research Click on Institutional Assessment Click on TracDat Select http://cauvmtracdat/tracdat OPAR TRACDAT Electronic Assessment, Planning and Reporting System 4
Log on to TracDat: Enter Username and Password NOTE: If this is your first time logging in, your username is the initial of your first name plus your last name (e.g. John Smith s Username would be jsmith), and your default password is clark. CLICK THE PICTURE **USERS MUST BE ON THE CAU NETWORK TO ACCESS TRACDAT** OPAR TRACDAT Electronic Assessment, Planning and Reporting System 5
HOME PAGE The first screen on TracDat, the Home Page provides a summary of all program activity. The Home Page serves as a dashboard showing the Administrative Unit Planning Summary and the Course Planning Summary-Owned and Not Owned (Not Applicable to AES Units). The Selected Unit dropdown box will show all programs available to the administrator. **If you have multiple accounts, you can now search by typing the unit name in the Search box. When selected, the bell in the top right corner shows any overdue tasks and tasks assigned to the TracDat user. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 6
The Navigation Pane, located on the left side of the TracDat Screen, is broken into eight main tabs and each tab has a number of sub-tabs: Home Administrative Unit Administrative Unit Course Planning Mapping Reports Documents Settings OPAR TRACDAT Electronic Assessment, Planning and Reporting System 7
HOW TO CHANGE YOUR DEFAULT PASSWORD STEP ONE: Select the Profile Icon in the top right corner of the screen STEP TWO: Click the Change Password button at the bottom of the screen TracDat Manual OPAR TRACDAT Electronic Assessment, Planning and Reporting System 8
STEP THREE: Type your Current Password STEP FOUR: Then type your New Password and Confirm the password STEP FIVE: Click Save and Return HOW TO RESET YOUR PASSWORD Please contact Ms. Michelle Allen via: o Email: Send request to mallen@cau.edu with the subject: TracDat Password Reset; or o Telephone: (404) 880-8655 OPAR TRACDAT Electronic Assessment, Planning and Reporting System 9
PHASE I- Annual Assessment Plan I. Selecting Your Unit STEP ONE: Selecting Your Unit: Select the Administrative name from the drop down menu if assigned more than one program; if only one program is assigned it will be the only option to choose. **If you have multiple accounts, you can now search by typing the unit name in the Search box. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 10
II. Adding the Mission and Vision STEP ONE: Click the Administrative Unit menu option on the left side of the screen STEP TWO: Select General Information on the Sub Menu option and Select the Edit icon. STEP THREE: Enter your unit s Mission and Vision. STEP FOUR: To save your work: Click yellow Save button, then the click Return button Select the drop arrow on the yellow Save button, click Save and Return Mission and Vision OPAR TRACDAT Electronic Assessment, Planning and Reporting System 11
III. Adding Your Objectives STEP ONE: Select the Administrative Unit (Planning) menu option on the left side of the screen STEP TWO: Select the Admin Assessment Plan Sub-Menu option and click the Add Objective icon STEP THREE: Type the Following Information Additional steps required to complete a New Objective: Type the Objective Name Type description in the next text box titled Objective Click Active or Inactive Objective Status Click the Types of objective box Click Calendar Icon select a Start Date > Beginning of the assessment period Click Calendar Icon select an End Date > End of the assessment period Enter amount of funds requested for this outcome if included in the submitted preliminary budget for the year To save your work: o Click yellow Save button, then the click Return button or; o Select the drop arrow on the yellow Save button, click Save and Return or; o Select the drop arrow on the yellow Save Button and click Save and Add New to continue entering annual objectives **Click question mark to the right of the text box if additional information is needed** IMPORTANT: DO NOT DELETE OBJECTIVES PREVIOUSLY ENTERED When the Admin Assessment Plan sub-menu is selected, you will be given a list of all objectives previously entered for your program. The status of each objective will also be listed along with the option to edit, copy, or delete the objective. The objectives from previous years should not be deleted. You can, however, filter these objectives to limit which objectives you see on this screen based upon the objectives status. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 12
IV. FILTERING OBJECTIVES TracDat Manual STEP ONE: While in the Admin Assessment Plan sub menu, select the filter icon in the top left corner of the screen; it will highlight the filter icon in red. To show only active objectives, Click in the Objective Status box and select Active. Only objectives classified as Active will be shown. STEP TWO: To exit Filter Screen, click Admin Assessment Plan. You can clear your filter option at any time to show hidden objectives. Simply select the Filter Icon then select Clear Filter. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 13
Objectives can also filtered by Objective Type. Select the filter icon in the top left corner of the screen; it will highlight the filter icon in red. To show only Student Learning or Administrative outcomes, Click in the Objective Type box and select outcome type you wish to see. Only the selected objective type will be shown. You can clear your filter option at any time to show hidden objectives. Simply select the Filter Icon, then select Clear Filter. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 14
V. Adding Means of Assessment STEP ONE: Select the drop arrow on the objective for which you would like to add a Means of Assessment. This will display submenus for Assessment Method, Activities, and Related Goals. STEP TWO: Select the Add Assessment Method Icon on the Assessment Method Sub-Menu option and select Add Assessment Method. Additional steps required to complete Adding a New Means of Assessment: Select an Assessment Method Tool from the drop down menu Type the Assessment Method > How will the tool be administered Click the Criterion box and type desired quantitative or qualitative measurement Click Assessment Schedule > When will the assessment tool be administered OPAR TRACDAT Electronic Assessment, Planning and Reporting System 15
STEP FOUR: To Save Your Work: TracDat Manual Click yellow Save button, then the click Return button or; Select the drop arrow on the yellow Save button, click Save and Return or; Select the drop arrow on the yellow Save Button and click Save and Add New to enter additional Means of Assessment. STEP FIVE: To review existing Means of Assessment, click the drop arrow on the objective you attempting to review VI. To Upload a New Document or Relate an Existing Document STEP ONE: Select the drop arrow on means of assessment that you wish to review; this will reveal the Related Documents and Assignment sub-menu STEP TWO: To Upload a New Document, select the Upload New Document icon on the Document Repository Box STEP THREE: Click in the Click to browse for files and select the file you wish to upload OPAR TRACDAT Electronic Assessment, Planning and Reporting System 16
STEP FOUR: To save your upload: TracDat Manual o Click yellow Save and Relate button to relate the file to this objective or; o Select the drop arrow on the yellow Save Button and click Save and Add New to upload another document to this objective or; o Select the drop arrow on the yellow Save button, click Save and Close if you have uploaded all of the desired files STEP FIVE: To relate a document in the depository to the objective, click and drag the document in the depository to the Related Documents box OR click the drop arrow next the document and select Relate Document o Click Complete to return to the Admin Assessment Plan. *Documents can also be added to the repository by selecting the Documents menu option and select the Upload New Documents Icon on the Documentary Repository Box. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 17
VII. Adding Activities TracDat Manual STEP ONE: Click the drop down arrow on the objective pertaining to the Means of Assessment and then select the drop down arrow on the Assessment Method to show Activities and Related Goals. STEP TWO: Select the Add Activity Icon STEP THREE: Type the activity Task Name and Description of the activity STEP FOUR: To save your work: Click yellow Save button, then the click Return button or; Select the drop arrow on the yellow Save button, click Save and Return or; Select the drop arrow on the yellow Save Button and click Save and Add New to enter additional Activities OPAR TRACDAT Electronic Assessment, Planning and Reporting System 18
VIII. Relating Goals STEP ONE: While still in the Administrative Assessment Plan with the Means of Assessment drop arrow selected, click the Add Related Goals Icon. (Departmental Goals and Program Goal or Standards can also be added if available see administrator for these options) STEP TWO: From the drop down menu, select the current Strategic Period. Select the appropriate strategic priority for the corresponding objective by checking in the box that aligns with both the strategic priority and the objective STEP THREE: Click Save Changes Click yellow Save button, then the click Return button or; Select the drop arrow on the yellow Save button, click Save and Return OPAR TRACDAT Electronic Assessment, Planning and Reporting System 19
IX. Adding Documents to TracDat TracDat Manual STEP ONE: Click the Documents menu option on the left side of the screen STEP TWO: To Upload a New Document, select the Upload New Document icon on the Document Repository Box STEP THREE: Click in the Click to browse for files and select the file you wish to upload STEP FOUR: To save your upload: o Click yellow Save and Relate button to relate the file to this objective or; o Select the drop arrow on the yellow Save Button and click Save and Add New to upload another document to this objective or; o Select the drop arrow on the yellow Save button, click Save and Close if you have uploaded all of the desired files Under this menu option plan owners are able to create folders, add documents, view documents, edit documents, or delete documents Under Document Repository and select the drop arrow next to your account number Select Add Folder Type New Folder Name (i.e. Assessment) > Click Save Click the New Folder Name (Assessment) Click the Upload New Documents icon on the repository box Select the correct folder destination for this file Click Browse and Select the document > Click Open Type Name and Description > Click Save or Save and Add New to continue uploading files PRINTING A COPY OF YOUR PLAN You can print a copy of your plan by running a Phase I Assessment Plan Report (See Page 21) OPAR TRACDAT Electronic Assessment, Planning and Reporting System 20
PHASE II - Results STEP ONE: Selecting Your Unit: Select the Administrative name from the drop down menu if assigned more than one program; if only one program is assigned it will be the only option to choose. **If you have multiple accounts, you can now search by typing the unit name in the Search box. I. Adding Results STEP ONE: Select Admin Assessment Unit menu option on the left side of the screen, select Results. STEP TWO: Select the Add Results icon on the Means of Assessment for which you wish to add results. (The number in the circle indicates the number of results entered for that outcome) Click the box in the Result Date box, Select the day the results were actually collected Type in the Results box a summary of the assessment results Select the corresponding assessment year OPAR TRACDAT Electronic Assessment, Planning and Reporting System 21
Click drop down menu Result Type > Select Criterion Met or Criterion Not Met Type in Use of Results > Use of results should contain information on how you plan to use your results for the next academic year To save your work: o Click yellow Save button, then the Click Return button or; o Select the drop arrow on the yellow Save button, click Save and Return to enter results for other Means of Assessment or; o Select the drop arrow on the yellow Save Button and click Save and Add New to enter additional Results for this Means of Assessment I. Adding Action Plan for Improvement STEP ONE: While still in Results sub-menu> Click add Plan of Action for Improvement icon on the Plan of Action sub-menu. (This will only appear after results have been entered) OPAR TRACDAT Electronic Assessment, Planning and Reporting System 22
II. Adding an Action Plan for Improvement STEP ONE: Click the Add Plan of Action for Improvement Icon on the Plan of Action for Improvement Sub Menu Click the box in the Action Date box, Select the day the results were actually collected, press Tab on your keyboard to exit the date box. Type the Plan of Action for Improvement Select Yes if the Plan of Action impacts the budget Enter Proposed Requested Amount > Please add whole numbers only, no characters or decimals Type Planning Based Budgeting Description OPAR TRACDAT Electronic Assessment, Planning and Reporting System 23
Click Save Changes o Click yellow Save button, then the Click Return button or; o Select the drop arrow on the yellow Save button, click Save and Return to enter results for other Means of Assessment or; o Select the drop arrow on the yellow Save Button and click Save and Add New to enter an additional Action Plan for this Result. Reports STEP ONE: Click the Reports Menu option on the left navigation pane, select Standard Reports. Select the report you would like to run (e.g. Assessment Impact by Unit Objectives, Assessment Plan, Unit Assessment Report Four Column, Assessment Impact by Tasks, etc.) This page allows you to either print all data entered or to sort/filter the data into a specific report > In order to print a report with only the objectives that were met during the academic year under Objective Status highlight Objective Met; likewise in order to view a report where the objectives were marked a needs improvement, click on Progress and select Needs Improvement etc. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 24
Click the Open Report button at the bottom of the screen or select the drop arrow to Download as Zip or Save to Document Depository. Print or Save the report as a pdf OPAR TRACDAT Electronic Assessment, Planning and Reporting System 25
TRACDAT VIDEO TUTORIALS The links below provide video tutorials on changing your password, entering your assessment plan (Phase I) and entering your assessment results (Phase II). Please note that TracDat has been configured to meet the institution s specific vocabulary and needs, therefore, some of the tabs shown in the videos may not be available on your TracDat screen or, they may be labeled differently, the steps however are all the same. The video tutorials are intended to give you a general idea of how TracDat works. Select the tutorial you would like to view from the list below: How to change your password How to Enter Your Unit Assessment Plan Entering Assessment Results Please contact your TracDat Administrator in the Office of Planning, Assessment and Research if you have questions about the videos, or if you require additional TracDat assistance. TracDat System Administrator Dr. Tia A. Minnis Executive Director for Assessment and Institutional Effectiveness Office of Planning, Assessment and Research (OPAR) 404-880-6294 tminnis@cau.edu Michelle Allen Academic Assessment and Accreditation Evaluation Program Coordinator Office of Planning, Assessment and Research (OPAR) 404-880-8655 mallen@cau.edu OPAR TRACDAT Electronic Assessment, Planning and Reporting System 26
GLOSSARY OF TERMS MISSION STATEMENT: A brief concise statement that articulates the Purpose of your academic department and the primary function or service provided to your stakeholders VISION STATEMENT: A description of what your academic department hopes to achieve or accomplish in the future. It should serves as a guide for choosing current and future courses of action. OBJECTIVE: A brief concise statement in measurable terms that describes the department s intent to function or improve its services; indicating what the department would like to accomplish. This statement is specific, measureable, attainable, but aggressive, results oriented, and time bonded. MEANS OF ASSESSMENT: Assessment Method - A systematically designed process to gather information/data related to a specific outcome that allows us to determine if the outcome was met. (Quantitative or Qualitative / Direct or Indirect) Criteria for Success - Establishes a specific indicator for accomplishment of the outcome and overall target for the student s performance. RELATED COURSES: Specific course whose content is used to introduced, reinforce, and/or assess a particular learning outcome. RELATED GOALS: Appropriate institutional, school, departmental and/or external agency goal related to the SLO RESULTS OF ASSESSMENT: Includes a summary of the assessment outcomes, including major findings and assessment data. ACTION PLAN: Identified methods for continuous improvement based on the results of the assessment. The Action Plan should include activities to be implemented for the next academic year to bring about identified improvements. OPAR TRACDAT Electronic Assessment, Planning and Reporting System 27
ICON GLOSSARY: ADD EDIT COPY TRASH OPENS A INFORMATION BAR WITH TIPS AND HINTS FOR NAVIGATING EACH PAGE ADD OPAR TRACDAT Electronic Assessment, Planning and Reporting System 28