Conducting the Self-Study (Fall and Winter Term)

September / Faculty Return to Contract

Institutional Research will provide any additional data that was requested by the Program Review Leader the previous Spring.

By Week 10 of Fall Term

Program Review Leader coordinates completion of the self-study using this self-study template. 

The self study includes the development of a major curriculum map for each degree included in the self study; use this template to complete the major curriculum map.

Planning the External Review (Fall Term)

By Week 3 of Winter Term

Program Review faculty identify potential external reviewers; Program Review Leader forwards a ranked list of 2-3 potential reviewers to the Associate Provost. 

Upon receipt of the ranked list, the Associate Provost will extend an invitation to the external reviewer and notify the Director of Academic Affairs once the external reviewer is confirmed. The Director of Academic Affairs will complete a Professional Services Contract for the external reviewer; be aware, the contract process can take up to three months to complete. The contract includes an honorarium of $1000 for the virtual external review.

Upon confirmation of signed contract

Program Review Leader will be notified once the contract is complete. At this point, they will coordinate with the external reviewer to arrange the schedule for the virtual site visit. 

The schedule includes, but is not limited to:

• Review of self-study prior to visit 
• Meeting with Provost or representative for WOU mission context 
• Meetings with Program Review Leader and all Program Faculty 
• Class observations and online course reviews 
• Student focus groups or interviews 
• Debrief meeting with Dean and Division Chair, as appropriate

Conducting the External Review (Winter or Spring Term)

Two weeks prior to scheduled external review

Program Review Leader provides the external reviewer with copies of their self-study and the external review guidelines.

During the external review

Associate Provost, Dean, and Program Review Leader meet with the external reviewer. 

Program Review Leader ensures that the external reviewer meets with all other relevant stakeholders per established review schedule.

Two weeks after the external review

Program Review Leader receives the complete draft report from external reviewer, for fact check.

Preparing and Submitting Executive Summary (Spring Term)

Upon receipt of the external review report

Program Review Leader responds to the external reviewer report, if any clarifications are needed. 

Program Review Leader develops the Executive Summary by integrating the findings and recommendations from the self study with those from the external reviewer’s report. 

The Executive Summary is submitted to the College Dean for review, and to the Associate Provost of Academic Effectiveness to be archived and made publicly available on the Academic Effectiveness Program Review webpages.

Developing a Strategic Action Plan (Fall and Winter Term)

Fall Term

Program Review Leader meets with the program faculty to discuss the review and recommendations from the Executive Summary, and develop a draft of the Program Strategic Action Plan.

Once the draft of the Action Plan is complete, the Associate Provost for Academic Effectiveness facilitates a meeting for representatives of the department and college — faculty, department head/program coordinator, division chair, and dean — to discuss the plan. The aim is to achieve consensus about the proposal and receive the dean’s signed approval of the plan itself.

Week 1 of Winter Term

Associate Provost provides the  summary of completed Program Reviews to the Provost.

The Provost reports the Program Review summaries to the WOU Board of Trustees at the first ASAC meeting of Winter Term, and to the Faculty Senate at their first meeting in January.

Assessing Progress (annually)

Week 7 of Winter Term

Each year, program faculty should revisit the approved strategic action plan and

1. provide a brief update on the progress made toward achieving each strategic priority, using the action plan template; 
2. provide an assessment of at least one Program-level Student Learning Outcome (PLO). 

What may have seemed important during program review may change over time and you should not hesitate to modify your priorities as new conditions emerge.