TRACDAT Manual for Documenting Student Learning at Henderson State University

Transcription

1 TRACDAT Manual for Documenting Student Learning at Henderson State University Fall 2011

2 Table of Contents Introduction 1 Uses of TracDat 1 TracDat Login 2 TracDat Logout 3 Home Screen 4 Screen Navigation 4 Selecting Assessment Unit 5 Entering Information on Program/Unit 8 Plan and Document: Assessment Plan 11 Assessment Results in TracDat 14 Making Changes in TracDat 17 Maintaining a Historical Record in TracDat 18 TracDat Terminology 19 TRACDAT MANUAL

3 Introduction The manual is a step-by-step guide to assist TracDat users at Henderson State University on the different function of TracDat. TracDat is an assessment management tool designed to meet the assessment and planning needs necessary to overcome common assessment obstacles. TracDat allows for institution-wide viewing of assessment plans and uniform reporting across departments. Each Unit is responsible for entering/maintaining their Action Plans and assessment results in TracDat. The TracDat manual provides step-by-step instruction on all functions provides a wide assortment of information to ease the learning process. It shows how to log in, enter plans and data, run reports etc. Please contact the Office of Assessment and Research if you have questions about this manual or if you would like additional TracDat assistance. System Administrator: Wrenette Tedder, Director of Assessment Womack 111 (870) tedderw@hsu.edu Uses of TracDat TracDat can be used to manage and document the following institutional effectiveness activities at Henderson: Manage assessment plans Manage action plans Show strengths and weaknesses Document student learning objectives and results Document planning objectives and results Link to the University mission, vision, and goals Access to Strategic Planning & Assessment related reports TRACDAT MANUAL 1

4 TracDat Login Logging in to TracDat: 1. Go to the Office of Assessment webpage from or by typing 2. Click on the TracDat link TracDat Link 3. Enter Username & Password Contact the Office of Assessment and Research ( ) if you need username and password. TRACDAT MANUAL 2

5 TracDat Logout Logging out of TracDat: 1. Click on the logout link [log out ] in the upper right hand corner of the toolbar. Logout Button TRACDAT MANUAL 3

6 Home Screen The Home Screen is a new feature which serves as a dashboard showing when my assignments are due, overdue unit assignments, assessment plan summary, and observation summary. Dropdown Box Dropdown Box will show all your programs. Select the program you want to work on. TracDat Navigation The Navigation Bar is located across the top of the TracDat Screen. TracDat is broken into five main areas: Assessment Unit Assessment Plan Observations Reports Documents TRACDAT MANUAL 4

7 Under the Home tab the summary tab will show your dashboard of information. The calendar tab allows for you to enter activity due dates and the profile tab is where you go to change your password and address. Make sure any changes you make are saved by selecting Save Changes. Selecting Assessment Unit Once you have selected Assessment Unit, you will select the Assessment Unit tab. Under the General tab you will be able to place your mission statement. GENERAL TAB: 1. Mission Statement: Insert/Type mission of college/unit into the mission statement box 2. Vision Statement: Insert/Type vision of college/unit into the vision statement box (only include if already developed) 3. Scroll to the bottom of page and click SAVE TRACDAT MANUAL 5

8 Mission Statement GOALS TAB: 1. College/Unit Name: Select the College/Unit from drop-down box 2. Goal Type: Select from the drop down menu the one that best describes the university goal that links with this goal 3. Program/Department Goal: Type each goal in the College/Unit Goal box 4. Order: Order the goals in numerical order (if you do not enter a number the system will place the goals in the order you entered them into the system) 5. SAVE after typing each goal. Goal Type Goal Box Order Edit/Save TRACDAT MANUAL 6

9 RELATED GOALS TAB: 1. Select the correct unit/college 2. College/Unit Goal: Choose Goal 1 3. Related To: Select from drop-down box. 4. Check all of the University goals that apply to Goal 1 5. SAVE 6. Continue with all other college/unit goals College/Unit Goal Select From Drop-Down Box Check all that apply to goal. PROGRAMS/DEPARTMENTS TAB: 1. Make sure all programs/ departments are selected that directly report to this area. 2. SAVE Check all that apply to this goal. TRACDAT MANUAL 7

10 Entering Information on Program/Department This section is for the academic programs and nonacademic department. Once logged into TracDat select the SETUP button on the side menu. Then select Program/Department Setup. Program/ Department Setup Program/ Department Type Mission Statement INFORMATION TAB: 1. Program/Department Name: Select the program/department name 2. Program/Department Type: Select the type of program/department: Academic or Administrative 3. Mission Statement: Type program/department mission statement 4. Vision Statement: Type program/department vision statement (if already developed) 5. SAVE TRACDAT MANUAL 8

11 GOALS TAB: 1. Select the program/department from drop-down box 2. Goal Type: Select from the drop down box the one that best describes the university goal that links with this goal 3. Program/ Department Goal: Type each goal in the program/department goal box (SAVE after each goal) 4. Order: Order the goals in numerical order (if you do not enter a number the system will place the goals in the order you entered them into the system) 5. SAVE after typing each goal. RELATED GOALS TAB: Program/ Department Type Enter Goal into Box Order Edit/Save 1. Select the correct unit/college 2. Program/Department Goal: Select one goal at a time 3. Related To: Select from drop-down box 4. SAVE 5. Continue with other goals needing to be related Program/Department Goal Select From Drop-Down Box Check all that apply to goal. TRACDAT MANUAL 9

12 FACULTY/STAFF TAB: 1. Add faculty/staff contact information and their role in student learning outcomes assessment. 2. SAVE Contact Information Role Save/Edit COURSES TAB: 1. Enter all courses offered by the program. 2. Number: Enter Course Number 3. Course Name: Enter Course Name 4. Description: Enter description (as in Catalog) 5. Syllabus: Attach word document of syllabus. 6. SAVE 7. Continue until all courses are entered. TRACDAT MANUAL 10

13 PLAN AND DOCUMENT: ASSESSMENT PLAN Assessment Plan Objectives Objective Name: Abbreviated Name Objective: Full Name Status: Inactive/Completed Start/Finish Date Review Process OBJECTIVES TAB: 1. Objective Name: Click Add New from dropdown box (unique names for each objective) Type in an abbreviated name (keep length to area of box) 2. Objective: Type in the full name 3. Planning Process: Who and how often objective is assessed and review process. 4. Status: Boxes should not be checked until objective: is no longer being addressed in your plan, check the inactive box has been accomplished, check the completed box 5. Start Date: Type date objective becomes active 6. End Date: Type date objective has been completed or becomes inactive 7. SAVE 8. Repeat until all are entered TRACDAT MANUAL 11

14 ASSESSMENT METHOD TAB: 1. Objective Name: Choose your first objective from the drop-down box. 2. Assessment Method: Type key performance indicator 3. Type: Type in Indirect or Direct (see list) 4. Order: Order the measures in numerical order (if you do not enter a number the system will place the measures in the order you entered them into the system) Type: Indirect/Direct Measurement Link Criterion 5. Criterion: Type the level at which you will be happy or the point at which you would consider it successful 6. Schedule: Type the assessment schedule (frequency of assessment, when) 7. How will you use this data? Type in who will use data, when and how the data will be used. 8. Measurement Link: Click on the Add Document Link and attach measurement file or webpage (example: rubrics, survey, etc.) 9. SAVE 10. Repeat the process for each objective. Objective Name Assessment Method Schedule Order SAVE/CANCEL Measurement Link Link: Webpage or File SAVE/CANCEL TRACDAT MANUAL 12

15 RELATED COURSES TAB: 1. Objective Name: Choose from drop-down box. 2. Select the courses that support the objective by placing a check in the box by each course number/name. Objective Name 3. SAVE 4. Repeat the process Select courses related to objective RELATED GOALS TAB: 1. Objective Name: Choose from drop-down box 2. Related to: Henderson State University, College, Division, etc. 3. Check all that apply (Note: This is exactly the same linkage as you did under Unit Setup, Related Goals Tab) 4. SAVE 5. Repeat the process Objective Name Related To: Select the University/Division to Relate Each Objective Select Goal(s) SAVE/CANCEL TRACDAT MANUAL 13

16 This section provides step-by-step instructions for recording results of assessment into TracDat. STEPS TO OBSERVATION SCREEN: ASSESSMENT RESULTS IN TRACDAT 1. Login to TracDat 2. Navigation Bar: Select Plan and Document 3. Plan and Document Tab: Select Observations 4. Select Observation Tab Observation Name Related Objective Observation Summary Assessment Method Select One: Strength or Limitation TRACDAT MANUAL 14

17 OBSERVATION TAB: Observation Name Related Objective Observation Summary Assessment Method Select One: Strength or Limitation 1. Observation Name: Select Add New Name result (The name should be something that will trigger what it represents and should be short TracDat will automatically insert into the result name the objective it corresponds to and the date the result was entered once the result is saved.) 2. Related Objective: Choose from drop-down box the objective which corresponds to the result. 3. Observation: Type a brief summary (You may attach documents containing the data, but make sure you indicate that there are attachments.)---you must still have a summary even if you have attached the data. 4. Assessment Method: Choose from drop-down box to show what was used to obtain the results being reported. 5. Observation Type: a. If you meet your criterion or if the result was positive select Distinction/Strength. b. If you did not meet your criterion or if the result was negative select Problem/Limitation. 6. Resolved: a. If a result was been labeled as a Problem/Limitation, but now has been corrected or if a result has met your criterion RESOLVED i. Enter date resolved b. If the objective has not been resolved or if you did not meet your criterion then it is NOT RESOLVED. 7. Date: Enter date result was obtained. 8. Notes: Additional notes can be entered into this box. 9. SAVE TRACDAT MANUAL 15

18 REMEDY AND FOLLOW UP TAB: 1. Observation Name: Select from the dropdown list the result you want to add follow-up information. 2. Date: It automatically inserts the current date. 3. Remedy: Type the changes that will occur due to the observation. 4. Save Date: Current Date Remedy: Changes being made Observation Name Save RELATED DATA TAB: 1. Observation Name: Select from drop-down list for which you would like to attach data. 2. Type: URL, File, Group Date a. URL- click the button to the left of URL and type the link in the box beside web link. Select type: URL or FILE Type Web Link Browse for file b. File- click the button to the left of FILE and click browse to upload file. c. Group Data- THIS WILL NOT BE ABLE TO BE USED 3. SAVE TRACDAT MANUAL 16

19 MAKING CHANGES IN TRACDAT This section provides step-by-step instructions for making modifications in TracDat. TracDat should be updated on a regular basis to have up-to-date plans and data. EDITING/DELETING DATA: TracDat screens are set up the same throughout and can be editedd and deletedd in the same way. Follow these steps on any screen: Edit: 1. Navigate to the page you would like to make a change. 2. Click EDIT to the right of the item. 3. Type new information into the location. 4. SAVE Edit/Delete Delete: 1. Navigate to the page you would like to make a change. 2. Click DELETE to the right of the item. 3. Verify what is to be deleted and click OK. EDIT BUTTON can be found on various pages in TracDat. Click on the button Edit Button TRACDAT MANUAL 17

20 MAINTAINING A HISTORICAL RECORD IN TRACDAT It is very important to maintain a historical record in TracDat. Departments that are changing their plans will indicate area that are No Longer in Use, but DO NOT DELETE! The Planning Process box under the Objective Tab (Assessment Plan) can detail year-to-year changes. Select the status by checking either Inactive (no longer in use) or Completed. Type details on year-to-year changes. DO NOT DELETE OLD DATA TRACDAT MANUAL 18

21 TRACDAT TERMINOLOGY Assessment Plan: Used at the Department to record Objectives, relate the Objectives to Goals at various organizational levels, document assessment, measure and relate department courses (Activities in a Non-Academic Department) to the Objectives. Assessment Plan Review Process: Used to document how and how often the assessment plan will be reviewed. Assessment Process: Schedule of assessment tasks and activities. Assessment Method: Used to document how attainment of the department will be measured. Assessment Method Criterion: Standard of achievement for an assessment method. External Unit: Organizations outside of the institution to which assessment data needs to be related (Higher Learning Commission, NCATE, AACSB, and other accrediting bodies). Feedback Loop (How will you use this data?): How the results of the assessment efforts will be used to impact the department. Goal Type: Allows institutions to classify goals into categories (Academic, Strategic, Financial, etc.). Goal: A component of the organizations or departments mission statement. Measurement Link: Used to store any document or URL that related to a specific Assessment Method. Mission Statement: A clear statement of an organizational units intended accomplishments. Objective: An intended student learning outcome stated in measurable terms. Objective Name: Brief name of an Objective. Observation: A conclusion or hypothesis derived from the analysis of assessment data. Observations can be based on formal, informal, quantitative or qualitative data samples. Observation Data Source: The source of the data that was used to make an observation. Observation Name: Brief name given to an Observation. TRACDAT MANUAL 19

22 Observation Level: Whether the observation relates to a department or a course. Observation Type: Used to classify an Observation as a problem/limitation or distinction/strength. Remedy: An intervention that is being proposed to remedy the noted problem/limitation. Related Data: Provides a means of retaining and managing data that supports an Observation. Schedule: When and how often each measure will be taken. TRACDAT MANUAL 20