Development and Distribution of Draft Reports

Committees with web sites:

1.  Data collected by principal committee members should be recorded by (a) establishing the related must statement(s); (b) describing how the data collected satisfies, does not satisfy, or exceeds the requirements of the must statement(s); and (c) putting all of this information, including recommendations and/or suggestions, charts, graphs, etc. into the format and style prescribed by the DSC Self-Study Editorial Guidelines.

2.  The completed report(s) will be entered onto the committee web site and will be reviewed by the entire committee.  Evaluation of committee reports should include the following:

A.  Has everything in the report been evaluated in regard to its relationship to the College=s mission statement?

B.  Are all relevant must statements satisfied? If so, is a "suggestion" appropriate to improve an operation beyond the requirements of the must statement? If not, what will be the committee=s response to such a situation?

C.  Are any recommendations and/or suggestions detailed and incontestable?

D.  Does the report include descriptions of activities that go well beyond satisfying must statements B cases of exceptional merit?

E.  Are the locations of all data, records, authorities, etc. specifically detailed down to office, file, book, page number?

F.  Have all must statement responses been evaluated and cleared by the DSC Self-Study Must-Statement Auditor?

3.  When corrections, additions, and deletions have been completed, this portion of the committee=s report will be transmitted to the DSC Self-Study web-site for inclusion in the master copy of the Self-Study Report.

Committees without web sites:

1.  Follow the instructions in #1 above.

2.  Follow the instructions in #2 above.

3.  The completed portion of the report will be sent to all principal committee members as an e-mail attachment for review and correction.

4.  When the principal committee is satisfied that this portion of the report is complete, it will be saved to a computer disk, and the committee chair will send a copy to DR. Henry Codjoe for entry into the master copy of the DSC Self-Study Report.

 

Network Communication within and between Principal Committees and Others

1.  Communication within and between principal committees should be by e-mail, with attachments as required, or by campus mail. Copies of all communication having to do with procedure, data collection problems, or reporting problems should be kept in files maintained by the respective committee chairs.

2.  Communication with the Self-Study Director, the Must-Statement Auditor, the General Editor, and the Director of Institutional Research and Planning having to do with procedure, data collection problems, or reporting problems should be by e-mail or by campus mail. Copies of all such correspondence and responses to it will be maintained by the receivers.

3.  Communication with administrators about any DSC Self-Study matters should be by e-mail or by campus mail, with copies to the Self-Study Director.

4.  Communication about procedure, data collection, and reporting should be done by telephone only when expediency is imperative. When such correspondence takes place, a summary of the problem and the outcome of the conversation will be recorded in notation and filed as specified in 1, 2, or 3 above.