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WEAVEonline - Ramapo College

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WEAVE ONLINE
Guide to:
Establishing Assessment Plans
and
Annual Reports
1
PURPOSE OF THIS GUIDE
This guide is intended to provide Ramapo
College WEAVE online administrative
users with clear and simple instructions for
completing annual reports and establishing
assessment plans and records.
2
WHAT IS WEAVE ONLINE?
Write expected outcomes/objectives
Establish criteria for success
Assess performance against criteria
View assessment results
Effect improvements through actions
WEAVE online is a subscription-based software application that lets faculty,
staff, and administrators monitor and assess the effectiveness of the
institution’s academic and administrative activities. The application supports
accreditation, program reviews, strategic plan tracking, and other important
quality assurance and quality enhancement activities. It also has a
document repository to store evidence and a report printing function.
3
PLEASE SAVE YOURSELF SOME TIME:
WATCH WEAVEONLINE TOURS
AND
READ WRITTEN INSTRUCTIONS BEFORE
BEGINNING
4
WHAT IS HAPPENING WITH LAST YEAR’S
SUBMISSION?
All 3-year planning and annual report data that was submitted last year
has been entered into WEAVE online for you.
Please view the information for your unit and make sure it is entered
properly. You may want to shear up your unit goals, objectives, and
measures after viewing in the WEAVE format. Please feel free to do so.
The information may look slightly different. It was entered to conform to
Weave’s model structure.
After verifying the 3-year plans submitted for cycle 2008-2009 you will
need to complete (for last year’s goals) the Finding &/or Action Plan.
5
Assessment Plans include statements of mission, goals, outcomes/objectives,
measures, and target achievement levels and will be finalized at the beginning
or very early in our assessment cycle.
September 2008 you submitted your first 3-year plan. You will now be
keeping or changing you plans for 2009-2010 and 2010-2011 and adding
your new plan for 2011-2012.
Four elements of the Assessment Plan:
Mission
Goals
Outcomes/Objectives
Measures & Achievement Targets
At the conclusion of an assessment cycle, additional information is added to the
Assessment Plan – findings, action plans, analyses, annual reports, supporting
documentation, etc. The Assessment Plan combined with these end-of cycle
additions constitutes and “Assessment Record.”
This is the first time you will be submitting the outcomes for your 2009
objectives and creating an assessment record.
Three elements of the Assessment Record:
Findings & Action Plans
Analyses
Supporting Documentation
6
PLEASE NOTE:
LOCAL NEWS – PLEASE CHECK THIS AREA OFTEN FOR IMPORTANT MESSAGES.
Local News is located on the “Home” page.
EDIT BUTTON – There is an edit button available in all areas so you can go back and make changes.
ENTRY STATUS BUTTON– Where you indicate to status of your entries as Draft/in progress or Final. Only indicate
Final after your supervisor has approved your plan.
EDITING LOG - Use the editing log (500 characters) to provide a track record of minor edits for data
that has been set to 'keep active’ and therefore persists through cycles.
APPROVED BUTTON – YES or NO
Completed by your supervisor For cycle 2008-2009 the “Approval “ button will indicate YES. For the 2009-2010 cycle your supervisor will have
to complete.
FEEDBACK FROM REVIEWER – Messages re your plan from your supervisor, changes requested, other suggestions,
etc..
ENTITY TREE – The Entity Tree shows the hierarchy of the individual organizational units (entities) within
WEAVE online. The placement of entities within the tree has an effect on the inheritance of Strategic Plan items and
User Roles. You are able to view the administrative structure on this screen. Permission has been granted to view
and comment on all entities reporting to you. If you have no areas that reporting to you access to your unit is all you
are granted. Black type (Italics): Administrative Entity that can enter data.
HELP BUTTON – For online help please click on the blue question mark on the right hand side of the screen ? The
“HELP” function is user friendly, quite complete and it is where I found the answers to my questions.
OK LET’S BEGIN WITH STEP #1
7
LOGGING IN –
YOUR USER NAME AND PASSWORD
1.
2.
3.
Go to WEAVE log in page
Click on “Reset Password”
Enter your WEAVE online ID
Online ID is your Ramapo email address without @ramapo.edu
Example: blanni@ramapo.edu
Online ID is: blanni
4.
5.
A temporary password will be sent to you be email.
Log in with temporary password and click on “Change
Password.” Create your own password for future use.
8
STEP #1 –
MISSION AND PURPOSE STATEMENTS
“Mission/Purpose” statements are expressions of the reasons your
program exists. To access the site for creating or editing your
mission/purpose statement, select the assessment cycle in which you
wish to work and the assessment “entity” (your unit). Once the correct
cycle and entity appear in the selection boxes, move your cursor to the
“Assessments” tab and click on “Mission/Purpose”.
PLEASE REMEMBER:
When crafting your mission statement try to be clear and brief. Make it easy to
remember and easy to communicate yet strong enough to inspire. Try to review
your statement at the onset of each assessment cycle in order to be sure the
activity of unit is being adequately reflected.
9
STEP #2 –
GOALS
To access the remaining elements of an Assessment Plan, again
click on the “Assessments” tab in the top menu bar and then
click on Goals.
PLEASE REMEMBER:
Goals brief, broad statement of intent that provide greater focus than mission
statements but not as much focus as objectives. Goals provide focus or vision for
planning. Goals are warm and fuzzy. They are non-specific, non-measurable, and
usually cannot be definitively attained. They exhibit clear relevance to the mission
statement, but remain non-specific and non-measurable. Goals are “aspirations.”
For example: Ramapo College’s Strategic Planning Goal #1,
Enhancing Academic Excellence. This is clearly related
to the mission statement, it is non-specific/non-measurable,
and it is clearly aspirational.
10
STEP #3 –
OUTCOMES/OBJECTIVES
To access the “Outcomes/Objectives” area of your Assessment
Plan, click on “Assessments” in the top menu bar. This will
forward you to the area for creating Goals, Outcomes/Objectives,
Measures and Achievement Targets.
PLEASE REMEMBER:
Outcomes and Objectives are realistic targets for programs. High quality outcomes are
Specific, Measurable, Achievable, Relevant, and Time-Referenced (S.M.A.R.T.) Where have
you seen this before? Outcomes and objectives are written in an active tense and use strong
verbs like “plan,” “write,” “conduct” and “produce.” Who is going to do what, when, why (what
will be demonstrated or achieved), and to what standard?
For example: Ramapo College’s Strategic Planning objective 1.5,
The College will increase access and support for underrepresented
students.
11
STEP #4 –
MEASURES AND FINDINGS
To access the “Measures and Findings” area of your Assessment Plan,
click on “Assessment” in the top menu bar. This will forward you to the
area for creating Goals, Outcomes/Objectives, Measures, and
Achievement Targets.
PLEASE REMEMBER:
Measures among the most frequently confused data elements in WEAVE. To help clarify what
we mean when we refer to measures keep in mind, measures are sources of evidence from
which you gain data or information to be used in verifying the extent to which you achieved your
objectives.
For example: Measures for objective 1.5 might be
the number of underrepresented students will increase
by 3% per year until the overall percentage reaches 30%
of the student body or the number of scholarships for
underrepresented students will increase by 10% per year
for 5-years, etc.
12
STEP #5 –
ACHIEVEMENT TARGETS
The option to establish “Achievement Targets” is presented in
the “Measures & Findings” area/ By clicking on the gray arrow
beside each measure you have created, you will see an “Add” or
“Edit Achievement Target” button for each outcome/objective
associated with that measure.
PLEASE REMEMBER:
An Achievement Target is nothing more than a well-crafted Outcome/Objective that
may also serve as your Achievement Target. In that case, you may copy and past
the appropriate Outcome/Objective in the Achievement Target text area.
Otherwise, simply state the outcome that you hope to achieve as verified by the
associated measure.
13
STEP #6 –
FINDINGS
The option to enter “Findings” is presented in the “Measures &
Findings” area. By clicking on the gray arrow beside each
Measure you have created, you will see all Outcomes/Objectives
and Achievement Targets for which the Measure is used.
PLEASE REMEMBER:
For each Objective with a Measure, Findings (or results) as evidenced by that
Measure must be entered. Your “Findings” should be added in the provided text
area, and you must indicated the extent to which you met your Achievement
Target. If the Achievement Target was “Not Met” or only “Partially Met,” you will be
required to develop an “Action Plan” to improve future results.
14
STEP #7 –
ACTION PLAN
The screen for developing the Action Plan for the unmet or partially met Achievement Target will have a
“Status” option. This refers to whether the Action Plan is planned, in progress, finished, on hold, or
terminated. The “Condensed Description” text refers to a title or label for the Action Plan being created.
The “Description” text box is the area in which you provide a full description of the Action Plan being
created. Target Date for Full Implementation” refers to the month and year during which the Action Plan
improvements will actually begin implementation – or at what point the corrective/improvement effort will
be initiated. “Target Date Description” provides you an opportunity to explain the reasoning associated
with the timing of your improvement efforts. “Priority” allow you to indicated the relative importance of
this improvement activity. Other information required includes the identification of the “Responsible
Person/Group,” “Additional Resources Needed” including human, technical or other resources,
and “Budget Amount Requested” (THIS IS WHERE SPIF FUNDS ARE REQUESTED) if
additional financial resources are required in conjunction with the proposed action.
You must complete an “Action Plan” for all “Outcomes/Objectives” that require
SPIF funding at the time of the development of your “Assessment Plan.” SPIF
funding requests will be collected when you develop your “Assessment Plan” and
should not appear in your “Budget Submission.”
15
STEP #8 –
ACHIEVEMENT SUMMARY/ANALYSIS
After completing entry of your findings and development of Action Plans for unmet,
partially met, or Achievement Targets requiring SPIF funds, the next step is to
respond to “analysis questions.” By clicking on the “Assessment” tab, you can
proceed to the Achievement Summary/Analysis entry screen. On this screen
you will find summary information regarding status (met, partially met, unmet) for all
Achievement Targets and “Analysis Questions.” Please respond to the Analysis
Questions. These questions are the “Annual Report” questions you answered last
year. Please note: minor changes have been made to the questions.
16
EXTRAS –
DOCUMENT REPOSITORY
There may wish to upload and store samples of assessment data. To access the
document repository, click the “Assessment” tab and select “Document
Repository” then click on the “Upload Document” button. The screen will refresh
revealing the “document repository” screen. Click on the “Browse” button to locate
the file you wish to upload. Enter a name for the file in “Document Name” text are.,
and provide a description of the file and its purpose in the “Description” text are.
Once the file has been uploaded, you will be asked to associate it with the
assessment element for which you want to use it as evidence or as a reference
material. Click on the “Expand All” button or the gray arrow to open the area(s)
containing the assessment element(s) with which you wish to associate the file,
then click on all assessment elements to which the file is to be associated – the file
may be associated with more than one element.
17
EXTRAS –
PRINTING YOUR REPORT
To access the area for printing reports, please click on the “REPORTS”
tab. This will take you to the Reporting page. When on this page you
must respond to:
Select CycleSelect ReportSelect One or More Entities-
(2008-2009) current or (2009-2010)
Full Assessment Report, etc.
Select your unit/area from the entity tree
Then click NEXT to move to the next screen. On the next screen you
must choose:
Reporting ParameterWhat you want include in report-
Goals (in separate section)
Goals (with outcomes/objectives)
Analysis Questions and Answers, i.e.
Then click RUN
18
THE END
GOOD LUCK TO EVERYONE!
Any Problems Please Do Not Hesitate to Contact
Babs Varano:
email - blanni@ramapo.eduGive
call - extension 7028
19
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