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Academic Program Review

Academic Program Review Should:

  • Provide a concise, candid and thorough assessment of the program’s strengths and weaknesses,
  • Be forward looking and specific in its recommendations,
  • Be evaluative, not just descriptive with regard to the quality of faculty, students, curriculum, resources, teaching, scholarship and outreach,
  • Be data driven and outcome-based, and
  • Provide accountability to internal and external constituencies.

Review Cycle and Schedule
Programs will be reviewed every five to seven years.  Programs will be notified by the EVCAA one year before the external review team visit.  It is expected that all members of the program will be involved in the review.  Departments that have both undergraduate and graduate degrees will have both programs reviewed at the same time.  Exceptions may be allowed by the EVCAA due to requirements of accrediting bodies.  The principles that will inform whether an exception is made include reduction of duplication of effort, the need to conduct reviews of programs accredited by the same accrediting body at the same time, maintenance of a regular cycle of review, and optimum resource management. 


Self Study
The program department will prepare a Self-Study Report in advance of the visit of the external reviewers.  This report should describe the current state and future plans of the program, identify challenges the program faces, and briefly comment on its response to the last program review.  The Self-Study, guided by the outline below, should use historical data to review performance and quality, but at the same time, should be written with a forward-looking approach.  Over the next five years, to what does the program aspire and how is it positioned to realize those goals?  How are historical data being used as a basis for strategic changes?

The narrative of the report should be 20-25 pages; data can be embedded or included as tables in an appendix.  The Self-Study may be longer for those departments offering several programs being reviewed in the same year.  The document should be submitted to EVCAA in electronic format (flash drive or disc), but it should be formatted for printing if reviewers request a printed copy.  Faculty vitae and course syllabi should be included as appendices.

When program review is coordinated with accreditation, the content and format of the program accreditation report may be mandated by the accrediting agency. In this case, departments must provide a guide to where each of the following items is located in the Self-Study document as the department must respond to each of the items in the Self-Study even if the accreditation report does not require a particular item. 

Self-Study Outline

  • Mission and Goals of the department and programs
  • Faculty
    • 1. Academic and experiential background of the faculty
    • 2. Rationale for the size and composition of the program faculty
    • 3. Quantity and quality of the faculty to meet program objectives
    • 4. Extent of faculty turnover and changes anticipated for the future
    • 5. How the faculty composition reflects the diversity goals of the institution and what efforts are being made to recruit faculty from underrepresented populations.
  • Curriculum
    • 1. Undergraduate Program
      • a. Curriculum including learning outcomes and objectives, strengths and
        • weaknesses
      • b. Assessment including outcome measurement and resulting
        • programmatic changes
      • c. Relationship to other programs including Liberal Education
      • d. Advisement including advising model, load and assessment of
        • advisement
      • e. Program Viability including current and projected enrollments, recruitment
        • and retention, profile of student quality and diversity
    • 2. Graduate Program
      • a. Admissions including recruiting efforts, quality of applicants, and success
        • in enrolling top applicants
      • b. Curriculum including learning outcomes and objectives, strengths and
        • weaknesses
      • c. Assessment including outcome measurement and resulting
        • programmatic changes
      • d. Advisement Program
      • e. Program Viability including current and projected enrollments, recruitment
        • and retention, profile of student quality and diversity
  • Scholarship and Creative Activities
    • 1. Summarize the scholarly work of the faculty.  Comment on how this work
      • interfaces with the graduate and/or undergraduate programs and on future efforts to strengthen scholarship and creative activities.
    • 2. Summarize the history of sponsored funds for the program.  Comment on the
      • role that sponsored projects play in the graduate and/or undergraduate program and on future efforts to strengthen scholarship and creative activities.
  • Outreach
    • 1. Community Engagement including student involvement
    • 2. Relationship with local and regional organizations
  • Alumni Relations
    • 1. Placement of graduates
    • 2. Communication with alumni
    • 3. Development efforts
  • Resources including current status and adequacy
    • 1. Space
    • 2. Support staff
    • 3. Facilities and equipment
    • 4. Scholarships
  • Program administration
    • 1. Governance and committee structure including student involvement
    • 2. Effectiveness
    • 3. Relationship to collegiate and campus administration
  • 1-5 year Program Plan
    • 1. Summary of planning discussions, future directions
  • Challenges and Concerns
    • 1. These might be posed as questions to the Review Team

Appendices

  • Faculty C.V.s; 3-4 pages per current faculty member
  • Course Syllabi; one representative syllabus per course title
  • Assessment plan including learning outcomes
  • Historical data (to be provided by the Office of Institutional Research)
  • External Review Report from previous review
  • Other

Academic Program Review Timeline
The Program Review Schedule assigns to each program a specific semester during which the visit by external reviewers will occur.  The EVCAA will initiate the program review no later than one year prior to this visit.  The Administration Team (AT) is defined according to the level of program under review

  • Undergraduate program review:   EVCAA, Associate VCAA, and Dean
  •  Undergraduate and graduate program review: EVCAA, Associate VCAA, Associate VC for Graduate Programs, and Dean
  • Graduate program review: EVCAA, Associate VC for Graduate Programs and Dean.

 

Task

Time

 

 

 

1

EVCAA initiates program review

One year prior to visit

2*

External reviewers are selected and confirmed

Four months prior to visit

3

Program completes Self-Study and sends it  to AT members

Seven weeks prior to visit

4

AT members read Self-Study and create specific questions for reviewers.  The department may be asked for additional information and/or revisions.

Six weeks prior to visit

5

Dean sends Self-Study, questions and draft itinerary to external reviewers

Four-five weeks prior to visit

6

Department sends final review visit itinerary to external reviewers after approval by the Associate EVCAA and Dean

One week prior to visit

7*

External reviewers visit campus

 

8

External reviewers send its Report to the EVCAA

Four weeks after visit

9

EVCAA distributes Report to other members of the AT members for review prior to forwarding the Report to the department

One week after receipt of Report

10

Dean thanks external reviewers and completes reimbursement process

 

11

Department provides Departmental Response and Action Plan to report to AT members

Four weeks after department receives Report

12

AT members meet with department representatives

Three weeks after  Departmental Response is received

13

AT members provide an Administrative Summary to department

Four weeks after meeting

2* External Review Team Composition and Selection:  The external review team will typically consist of two members and, to the extent possible, be representative of program sub-disciplines, gender, ethnicity, and institution type. The department will send a list of at least five individuals to the Dean along with their C.V.s and rationale for their selection.  External reviewers should be from outside the University of Minnesota system, should not have a collaborative relationship with a current member of the program under review, and should not have served previously as a UMD academic program reviewer.  The program must inform the Dean of potential conflicts of interest and seek an exemption in compelling cases.  Selection of the external review team will be determined in consultation with the EVCAA.

When the external reviewers have been constituted with one member chairing the team, the Dean’s Office will work with them on potential dates for the on-campus visit.   Prior to finalizing the dates of the external visit, check with the AT members to make sure they are also available.  Then the Dean will extend a formal invitation to each external reviewer to come to campus to review the program.  The Dean’s Office is responsible for making hotel arrangements, coordinating travel schedules, and handling reimbursements.  External review team members should be informed that the following expenses will not be reimbursed:  long distance phone charges, alcoholic drinks and airline fees for changing air travel schedules.

7* External Reviewer’s Visit:  The Department is responsible for arranging the daily itinerary for each team member and meeting their transportation needs.  The review team should expect to arrive in Duluth in time for dinner on Day #1 and leave late morning/early afternoon on Day #3 depending on the actual schedule of meetings. The Department will forward the draft itinerary to the Associate EVCAA and Dean for approval prior to sending it to the external reviewers.  The draft itinerary should be sent to the reviewers prior to the purchase of airline tickets so that they can make travel arrangements compatible with the itinerary. 

Typical External Review Visit Itinerary
Day #1 Arrival in Duluth
Dinner with Administrative Team members
External reviewers meet as time permits

Day #2 and the morning of Day #3
Meeting with Dean
Meetings, individually or in groups, with the department head, faculty and students (undergraduate, graduate)
Meetings with appropriate individuals in related programs
Tour of department and related facilities
Dinner on Day #2 and the rest of the evening are set aside for the review team to work on draft report and exit meeting on Day #3.

Day #3 Complete meetings from Day #2
Exit meeting for external reviewers to present oral summary of findings to Administrative Team members
Depart Duluth

Funding

The Office of the EVCAA is responsible for honoraria, travel, lodging and meal expenses for review team members.  The department and/or collegiate unit are responsible for meal expenses for department members.  Expenses associated with preparing and distributing the Self-Study are borne by the department.

Questions?      

Please contact the Associate Vice Chancellor for Academic Affairs or the Associate Vice Chancellor for Graduate Programs.

Updated September 12, 2010

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Last modified on 01/22/13 09:27 AM
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