Responsibilities of the Office of Institutional Research

1.  The Office of Institutional Research (IR) is responsible for maintaining data useful to decision-making throughout the college.

2.  Data from the IR Office should be requested on a Self-Study Data Request form, a copy of which should be in the relevant file in the Self-Study Office.

3.  Collected data from other sources should be maintained in good form and made available to the IR Office at the conclusion of the self study or as requested prior to the completion of the self study.

4.  The IR Director is a useful consultant concerning data collection and analysis issues.

5.  The IR Director, with the Self-Study Director, provides orientation to data collection and analysis for key members of each principal committee and on-going support in the self-study process.


Responsibilities of the Steering Committee

1.  Provides leadership for the project.

2.  Assists in developing an organization for the self-study.

3.  Provides assistance and arranges for resources for the self-study.

4.  Develops and implements the self-study plan.

5.  Provides assistance with the editorial guidelines.

6.  Helps develop the Self-Study Manual.

7.  Develops and conducts an orientation for the principal committees.

8.  Catalogues and indexes pertinent institutional data for the self-study.

9.  Serves as a clearinghouse for the development and administration of the self-study data-gathering instruments.

10.  Coordinates the activities of the various self-study committees and formulates inter-committee communication.

11.  Mediates jurisdictional questions and reconciles conflicting viewpoints.

12.  Monitors the progress of the self-study.

13.  Reviews draft reports and recommends revisions.

14.  Compiles the various committee reports into a meaningful and coherent final report.

15.  Provides progress reports to the Commission on Colleges Office.

16.  Provides the means for communicating the progress of the self-study to the institution (newsletter, bulletin, or column in the campus newspaper).

17.  Provides for a college-wide view of the draft of the self-study report.

18.  Assists with preparations for the COC Committee visit.

19.  Assists with the development of a plan for follow-up and the implementation of the self-study recommendations.


Responsibilities of Principal Committees

1.  In the course of a committee's work, a potential overlap may be observed between its assigned criteria and those of another committee. In such instances, the committee chair should bring the overlap to the attention of the Steering Committee Chair and chair(s) of the other committee(s) involved. Information or data from the primary principal committee should be shared with the other committee chair(s) as well. (Depending on the data, the appropriate time might be as data are collected, or following analysis, draft, or finalization of the write-up on the criteria.)

2.  The committee continually informs the Steering Committee (through its Chair) on process, progress, problems, concerns, etc. Committee chairs should communicate regularly by e-mail on the functioning of their committees so that excellent work can be recognized and problems can be documented and resolved. Such reports may address any of the following areas:

a.  issues affecting committee effectiveness, including difficulties with committee members or group process, lack of resource people or available data, and other roadblocks;

b.  suggestions for improving the overall self-study process;

c.  exceptional performance by committee members (at least once each semester).

3.  The committee maintains records of its work through minutes, sources of data, compilation of original data, and data analysis.

4.  The committee chair maintains one hard copy of all minutes.

5.  Minutes are e-mailed to the Self-Study Director.

6.  Committee members plan and conduct the study of their assigned area, collect data, analyze data, and draft and revise the report.


Summary of Record Keeping Responsibilities

The following documents and records are to be kept by each committee chair in hard and digital form with a copy sent to the Self-Study Director:

· minutes of each meeting (template)

· data collection instruments

· all data collected

· data analysis

· data interpretation

· drafts of committee reports