Prioritization of Academic and Administrative Programs Academic and Administrative Author Training September 30 – October 1, 2014 Prioritization Overview • Steering Committee Co-Chairs – Anny Morrobel-Sosa, Provost & Senior Vice President for Academic Affairs – Vincent Clark, Vice President of Administration & Finance • Website – main communication medium – – – – http://www.lehman.edu/program-prioritization/ Working Groups, membership Resources, FAQs, Working Timeline (2014-2015) Open Forum – October 20, 2014 Work to Date - 1 • Data Support Team – Co-Chairs: Bethania Ortega, Yvette Rosario – Consensus review data sources, validity, accuracy, reliability – Multiple meetings + meetings with Task Forces & Steering Committee • Communications Team – on-going – Joseph Tirella, Dawn Ewing-Morgan, David Stevens Work to Date- 2 • Academic Programs and Services Task Force – Co-Chairs: Dene Hurley, Richard Finger – Multiple meetings and review of documents (since April 2014) – Identification and Selection of analysis criteria & questions to programs - over 15 iterations of the program analysis form • Administrative Programs and Services Task Force – Co-Chairs: Raymond Galinski, Liesl Jones – Multiple meetings and review of documents (since April 2014) – Identification and Selection of criteria & questions to programs - over 10 iterations of the program analysis form Review of Prioritization Process Why Program Prioritization?? • Maintain financial stability through uncertain times Why Program Prioritization? (continued) ? • Identification of opportunities to: • Strengthen programs • Reduce expenses • Increase revenues What is Program Prioritization?? • Structured assessment of all programs that consume or generate resources • Using pre-selected criteria • Focused on centrality to mission & effective use of resources • Data-driven Success Requires? • Respect for existing governance process • Not replacement for…. • But assist in decision-making • All activities (academic, administrative) are included • Use of objective, consistent criteria • Same process/methodology uses to assess all programs • Transparency in communications, reporting Program Analysis Forms? • All programs will receive pertinent information for analysis • Analysis should be conducted by Chairs/Directors • input from all stakeholders is encouraged • Electronic submission and reporting Review, Rate, Report Program Analysis Form • Prepared by Chairs/Directo rs, faculty, Deans Task Force • • Review and application of rating rubric Provide reports and ratings to Steering Committee Steering Committee • • Review report and ratings Provide final recommendations to the President President Final conclusions in time for 2015/2016 Planning 11 Lehman College Author Training Dene Hurley, Co-chair, Academic Task Force Richard Finger, Co-chair, Academic Task Force Johann Lindig, Managing Partner, Academic Strategy Partners Julie Naster, Partner, Academic Strategy Partners Agenda Opening Session Ground Rules Training Session Close Individual Questions Opening Prioritization Timeline o Overview of working timeline Process orientation o Where we are in process? • Data is being uploaded into Prioritization Plus software (software discussed later) • Rating rubric (in progress) completed by Oct. 15 • Electronic program analysis Forms available Oct. 15 • Forms must be submitted by 12:00 p.m. Dec. 1 Session Ground Rules Our purpose is to help you understand the evaluation criteria to assist you in completing the evaluation form Walk through form by section (criteria, then instructions) – address questions in each section Academic Criteria Criteria Description Weight TBD 2. External Demand for the Program Original intent of the program/service and evolution of program/service Level of interest and participation in the current program/service 3. Internal Demand for the Program The magnitude to which this program/service is needed by other University programs/services. TBD 1. History and Development TBD 4. Program Support and Staffing The quality of resources necessary to support the program/service TBD 5. Quality Outcomes and Program Assessment 6. Program Size, Scope and Productivity The extent of program/service performance. TBD Breadth and depth and the efficiency measures of outputs and inputs TBD 7. Revenues and Expenditures Revenue and other resources generated. All costs and other expenses. Aspirational goals. 8. Opportunity Analysis and Impact TBD Academic Program Analysis Form How to complete the Forms Complete as a group o Share information o Complete Forms together Review forms before submitting Submit to Deans for review prior to final submission of program analysis form Characteristics of a Good Form Concise and Succinct – (Word limits for each section) Respond to relevant data and tables Minimize “prose”, opinion, and anecdotal evidence Straight-forward, honest picture of program Close Electronic Forms will be available on 10/15/14 Questions can be emailed to [email protected] Additional trainings will be scheduled after 10/15/14 Complete Forms online by 12/01/14 Completed Program Analysis forms will be available on Lehman Prioritization website after 12/01/2014 Questions? Using Prioritization Plustm The Prioritization Plustm system: o Provide an orderly way to keep track of responses. o Manages who has access to what and when. o Insures that you are all looking at the same thing. o Allows you to work anywhere with a browser. Access the System Use the URL www.prioritizationplus.com Your email will be your username Your password will be provided by your support team. Change your password and don’t share it! Access Control Only Authors and Reviewers have access to your drafts until they are approved. Deans are “Reviewers” Note: Lehman Support Team has access to your drafts in order to provide assistance as needed. Support team information will be provided when the software is made available Levels of Program Analysis Form Three Levels on one form • Program • Criterion • Criterion Question You will have access to all the programs for which you are an Author. All of the work is done at the Question level. Navigate the Outline - Example Prioritization Plus Resources Training videos – available in Prioritization Plus Author Training guides – available in the Prioritization Plus Writing Team Multiple Authors can be assigned to a single program. One Reviewer is assigned for each program. All have the same writing privileges. Work together! Approval When complete the Reviewer marks the program as Approved. Only then is the write-up available for publishing and to the Task Force. Questions?