Program Review Process at Southern Illinois University Carbondale

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Explore the comprehensive program review process at SIUC's Office of Associate Provost for Academic Programs, covering IBHE requirements, conducting virtual visits, learning outcomes, overview of the process, and schedules for on-site reviews. Gain insights into the verification of self-study information, involvement of various constituencies, and tips for successful virtual reviews.

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PROGRAM REVIEW CONDUCTING A VIRTUAL VISIT SOUTHERN ILLINOIS UNIVERSITY CARBONDALE OFFICE OF ASSOCIATE PROVOST FOR ACADEMIC PROGRAMS

LEARNING OUTCOMES At the end of this tutorial/workshop, attendees will: Be cognizant of IBHE s requirement for program review Have a working knowledge of the process used for program review at SIUC Understand that the on-site review is for the verification of information in the self-study report Review different constituencies that could be involved with the on-site review Consider options for developing the itinerary and utilizing Zoom Brush up on tips for successful virtual reviews

OVERVIEW OF PROCESS Parallels processes used for accreditation Select Reviewers Reviewers Report Dean s Report IBHE Report Self Study Site Visit Nominate Reviewers Early March Self Study is due August 15th Site Visit Prior to Following March

IBHE REQUIREMENT FOR A REVIEW The Illinois Board of Higher Education (IBHE) requires each degree program be reviewed on an eight year cycle (https://www.ibhe.org/assets/files/ProgramReviewGuidelines.pdf) Exceptions to this requirement are new programs, which are reviewed three years after approval. Degree-specific accreditations meet the requirement of the IBHE-mandated review provided that they are reviewed at least every eight years.

OVERVIEW OF THE PROCESS The purpose of the on-site review is to verify the evidence provided in the self-study This is primarily done through interviews with a range of constituencies Faculty Students Provost Dean Vice Chancellor for Research Advisory board Collaborative or support programs Tours of facilities (virtual, videos, labelled pictures)

OVERVIEW OF SCHEDULE DAY ONE Starting at 9 am, the following meetings can be scheduled for 40 or 20 minutes with 5-10 minutes in between Dean of College and Associate Provost for Academic Programs-Welcome and charge Faculty meetings groups or one-on-one depending on size of program Provost VCR Schedule time for the reviewers to have a lunch break Schedule a longer time to meet with students as a group One-on-one with dean One-on-one with Director/Chair Wrap scheduled meeting up around 4:30, followed by a team meeting for reviewers only DAY TWO Starting at 9 am, provide a tour of your facilities. Alternately, you can provide a short video or labelled photos to the reviewers 10 am to noon finish interviews Schedule a lunch meeting for the reviewers to finalize their initial findings 1:00 pm exit meeting with Dean and APAP

ZOOM MEETINGS Options One room with host, guests in waiting room - requires Zoom license through CTE New rooms scheduled for each meeting SIUC background (https://siu.edu/facultystaff/)

TIPS FOR VIRTUAL REVIEWS Virtual nature of review requires special attention to communication. Communicate with program faculty, staff, students, and the review team early, effectively, and often. Schedule times for review team meetings, breaks, and lunch. Use video at all times to show you are engaged unless there is a bandwidth problem. Orient your device so there is a clear and well-lit view of your face. The light source should be in front of you. Avoid being backlit, which means you should not have a light or window behind you. Take a cue from newscasters, make sure your face takes up no more than one-third of the screen. Declutter your workspace. Minimize open tabs, close email alerts, and put your phone on silent. This will also help with your focus during the meeting. Better quality is generally achieved using a headset or clip-on microphone. These avoid an echo of your voice on an open speaker. Mute you microphone if you are in a larger group. Practice active listening. Do not hesitate to nod with approval just as if the person were in front of you. Maintain an open body posture. Do not be afraid to lean in when someone is sharing something interesting. Others?

SUMMARY Finalize dates now. Decide how you will use the virtual meeting room (one versus many) Schedule meetings with administrators as early as possible. There are alternates for administrators that are not available. Share itinerary with all participants. Electronic versions should contain Zoom links. Use passwords and waiting room(s). Host or key staff person should obtain cell phones of all participants in case there is a technical glitch.

CHECKLIST Submit self-study report (SSR) by August 15 (extensions have been granted under present circumstances) Distribute the SSR to all program faculty Establish dates of visit Prepare itinerary including scheduled meetings with administrators Provost and Vice Chancellor for Academic Affairs (3-7648), Meera Komarraju Vice Chancellor for Research (3-4551), Gary Kinsel Director, Extended Campus (3-4033), Julie Dunston Director, University Core Curriculum (6-5555), Jyotsna Kapur Dean of the Library (3-2522), John Politz Honors Program (3-2824), Jyotsna Kapur Center for Teaching Excellence (3-2258), Karla Berry Submit a copy of the SSR to Dean, reviewers, and the APAP office

CHECK OF UNDERSTANDING Program review is required every eight years by IBHE. True False The purpose of the on-site review is to validate information presented in the self-study. True False There is an SIUC background that is available for Zoom meetings. True False Successful reviews involve a broad base of constituencies. True False For virtual visits, communication prior to the visit should be kept to a minimum. True False

CHECK OF UNDERSTANDING - ANSWERS Program review is required every eight years by IBHE. True False The purpose of the on-site review is to validate information presented in the self-study. True False There is an SIUC background that is available for Zoom meetings. True False Successful reviews involve a broad base of constituencies. True False For virtual visits, communication prior to the visit should be kept to a minimum. True False

LEARNING OUTCOMES At the end of this tutorial/workshop, attendees will: Be cognizant of IBHE s requirement for program review Have a working knowledge of the process used for program review at SIUC Understand that the on-site review is for the verification of information in the self-study report Review different constituencies that could be involved with the on-site review Consider options for developing the itinerary and utilizing Zoom Brush up on tips for successful virtual reviews