Is your Program Review due in the upcoming year? Here is what you need to know and steps to take.
Download the current version of the Program Review Template (see left column).
Gather the data - Academic Programs
Faculty Chairs should request and obtain the ODS program review data set from the Office of Academic Affairs. Other relevant data sources include eLumen, Tableau, SLO and PLO assessment results, and analysis and Annual Unit Plans. CTE programs should also use Perkins/VTEA and Launchboard data.
Gather the data - Administrative Units
Authoring managers or directors should have all of key performance indicators and administrative outcome results in hand, which should have been assessed the prior year.
Attend the Program Review Training in the Fall (you’ll receive an invitation).
September – December
The responsible party writes the Program Review document. The data is the foundation. Build the narrative around the story that the data tells.
The responsible party should consult with the overseeing administrator early in the process for input about the Program Review.
CTE Program Reviews should be presented to their advisory committee for feedback.
Input from any other important stakeholders, including department members, is recommended during this process.
Program Reviews are evaluated and approved during the Spring term through the following process:
Submission. The Program Review is submitted to the Program Review Chair (Suzie Ama) at the beginning of Spring semester or at least 7 days prior to a scheduled meeting. (See the link to Meeting Dates in the left column.) The Program Review Committee evaluates the completeness and appropriateness of the document, using a rubric that is provided to responsible parties during the September training.
First Program Review Committee Meeting. During the first review, the Program Review Committee meets with the responsible party to discuss its findings and make recommendations for improvement.
Revision. The responsible party makes recommended changes, working with Sylvia Sotomayor if help is needed with formatting.
Resubmission. The responsible party submits revised Program Review to Suzie Ama at least 7 days prior to a scheduled meeting.
Second Program Review Committee Meeting. The Program Review Committee meets with the responsible party to verify that changes were made. If so, the Program Review is approved. If not, further recommendations are made, and Steps 4-6 are repeated. Occasionally, a Program Review will be ready for final approval at the first meeting, and Steps 4-6 are not necessary. Usually, 2 meetings are needed for a Program Review to be approved.
Academic Senate. If the Program Review pertains to an academic program, the responsible party submits the program review to the Academic Senate, and the proposer presents a summary of key findings to the Academic Senate, which votes to affirm. If the Program Review is not academic, skip this step.
College Council. The responsible party submits the Program Review to the college President or Academic Senate President for presentation at the following College Council meeting. College Council votes to approve or not approve.
Publishing. After approval from College Council, the responsible party submits the document to Sylvia Sotomayor for publishing to the college web site.