REGENTS ONLINE DEGREE PROGRAMS (RODP)

 

RESPONSE TO SACS SUBSTANTIVE CHANGE VISIT
Conducted February 3 – 6, 2003

RECOMMENDATIONS AND SUGGESTIONS

 

 

  1. Recommendation 1:         
    Use the results of evaluations to improve the educational programs, services, and operations. (p. 18)

  2. Recommendation 2:         
    Use the results of evaluations to improve administrative and educational support services.  (p. 19)

 

    1. Spring 2003:

                                                               i.      Provide each campus CAO with a feedback report summarizing
4-week survey results for the system and for that institution.

 - The director of training will update RODP Student Services Survey according to the SACS-TBR Chair’s recommendations and post the survey in the RODP-WebCT Classes (completed on February 24, 2003)

 - The executive director will inform faculty members and RODP Campus Contacts to encourage students to complete the survey.
(completed on Feb.24, 2003)

 - RODP students will have fifteen days from the posting of the survey to complete the survey. [completed March 8, 2003]

                                                             ii.      Require feedback on improvement from campus and RODP staff recommending improvements; campus will send results from the RODP Student Service Improvement Form to the associate vice chancellor for academic affairs-RODP [meeting scheduled April 10th with RODP Campus Contacts and Distance Education Deans]

- The director of training will summarize the results of the survey and share findings with the executive director and associate vice chancellor-RODP. [April 9, 2003]




- The associate vice chancellor for academic affairs-RODP will share with the vice chancellor for academic affairs and the RODP Oversight Committee regarding the program results and to obtain recommendations for a system wide improvement plan. [April 14, 2003]

- The executive director will forward to the CAOs the system summary and the summary for their respective campus. [April 17, 2003]

                                                          iii.      Distribute the results of the improvement plan for system and campuses to RODP Curriculum, Oversight, Distance Education committees, campus contacts, librarians, admissions/records directors, Academic, Faculty, and Student Services Sub-councils. Post the system report on web page. (Executive Director RODP)
[May 1, 2003]

    1. Revise 4-week survey to include some questions in common with the campus enrolled student survey used for Performance Funding.
      [completed Feb. 14, 2003]


    2. Identify for campuses those RODP Student Services Survey related questions that are similar to those that are noted on the “Campus Enrolled Student Survey” so that campuses may compare responses from the two reports. [April 25, 2003]



    1. Beginning Fall 2002 and repeating each semester:

                                                               i.      The executive director will send each instructor, immediate supervisor,
and the associate vice chancellor for academic affairs-RODP the results
of the RODP Course Evaluation (administered the 10th week of each
semester) for each section.
[April 9, 2003]

                                                            ii.      Feedback for course improvements for each section will be completed by the appropriate RODP instructor using results from:

a. formal RODP Course evaluation
b. informal surveys
c. informal student feedback
d. student performance data:
    (grades, achievements, retention, withdrawal rate,
     a comparison if possible with the instructor’s traditional
     on-ground course)
e. consultation with other faculty teaching that same RODP course
f. consultation with other faculty teaching that same course traditionally





                                                          iii.      The RODP instructor will review his/her RODP Course Improvement recommendations with his/her immediate supervisor. Both instructor and supervisor will sign the RODP Course Improvement Plan noting recommendations for professional development and course improvements/enhancements and submit to: associate vice chancellor for academic affairs-RODP
[April 30, 2003]

                                                           iv.      The Associate Vice Chancellor for Academic Affairs-RODP reviews all course improvement reports and:

1.      contacts chief academic officers regarding any related issues that will have a major impact on the delivery and teaching of the course

2.      coordinates with the executive director plans to address the recommended program changes

3.      coordinates with the director of training areas for faculty training and professional development

4.      present results and improvement plan to vice chancellor for academic affairs and RODP Oversight Committee

5.      prepares summary report for system

6.      Maintain a copy of each course improvement at system level

7.      Request an update of the course improvement plan during the scheduled annual review and update of the course of those
instructors teaching the sections.
[May 5, 2003]

    1. The associate vice chancellor for academic affairs-RODP distributes System Improvement Reports to Academic Sub-council, RODP Oversight Committee, Curriculum Committee, Distance Education Committee, Faculty Sub-council, Admission and Records Sub-council, Student Affairs Sub-council, Library Committee
      [May 12, 2003]


    2. The Associate Vice Chancellor will collect the campuses’ evaluation tools used to assess RODP support services, courses, and faculty specific to the respective campus. [April 25, 2003]






      Associate Vice Chancellor will ensure that campuses have an RODP “check of improvement” plan and procedures that is incorporated within the campus institutional research and evaluation for campus effectiveness.

         - Each campus will identify their “check of improvement” and chart or outline the process for identifying, implementing, and assessing the RODP improvements and forward information to associate vice chancellor-RODP [SACS Campus RODP Representative]

         - The associate vice chancellor-RODP will request an annual update of
      the campuses “RODP Check of Improvements” and identify any system wide impacts. [May, 2004]

         - The associate vice chancellor-RODP will share the campuses “Check of Improvements” with vice chancellor for academic affairs and the
      RODP Oversight Committee  [May 15, 2003]


  1. Suggestion 1:        
    Minimize overlap and maximize collaboration in assessment and evaluation.

 

    1. Plan a process that will result in recommendations to the Oversight Committee regarding one system of faculty evaluation for RODP faculty
      or at least some consolidation of the two       (campus/RODP) evaluations
      with a systematic timeline. [Fall 2003]

      -The sub-committee for RODP Evaluation and Assessment will review
      the campuses faculty evaluation tools and procedures and make recommendations to the RODP Oversight Committee
      [Chair, associate vice chancellor for academic affairs-RODP] [Fall 2003]

 

  1. Suggestion 2:
    Institutional involvement should be equitably distributed in terms of number of courses taught. This is one way RODP can demonstrate compliance with the spirit of the 25% rule, which says that “for degree completion, at least 25 percent of semester credit hours must be earned through instruction by the institution awarding the degree.” (pp. 25-26)

 

Look at fall 2002 and spring 2003 home school enrollment and course development figures.  Identify the correlations, especially differences, and set benchmarks for minimum numbers of courses per institution. 

- Curriculum Committee should take into account when approving courses or developing new programs those campuses with low course development
involvement.  [To be monitored by executive director]
[Spring / Summer / Fall 2003]




  1. Recommendation 3:         
    Colleges and Universities demonstrate that faculty at the associate degree level have completed at least 18 graduate semester hours in the teaching discipline and hold at least a master’s degree, or hold the minimum of a master’s degree with a major in the teaching discipline.  In exceptional cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation in the above areas.  Such cases must be justified by the institution on an individual basis.  It is the responsibility of the institution to keep on file for all faculty members documentation of academic preparation…  (p. 41)


  2. Recommendation 4:         
    Colleges and Universities demonstrate that faculty at the baccalaureate degree level have completed at least 18 graduate semester hours in the teaching discipline and hold at least a master’s degree, or hold the minimum of a master’s degree with a major in the teaching discipline.  In exceptional cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation in the above areas.  Such cases must be justified by the institution on an individual basis.  It is the responsibility of the institution to keep on file for all faculty members documentation of academic preparation…  (p. 43)

 

    1. Notify campuses of the 20 faculty members and get needed information from them in paper. 

      - Campuses will receive an official letter from Academic Affairs regarding
      the names and the required documentation for each of the noted instructors.
      [April 17, 2003]

    2. Campuses must update RODP Faculty Roster to coincide with faculty credentials.

       - TBR-IT staff will modify the RODP Online Roster to allow corrections and modifications.       [completed March 17, 2003]

    3. - Campuses must forward the updated faculty documentation to associate vice chancellor for academic affairs-RODP by [April 30, 2003]

 









  1. Recommendation 5:         
    TBR institute a process of review of faculty qualifications to guarantee that RODP faculty members are qualified according to SACS standards.

 

A.                 Put process in writing. 

                                                              i.      Credentials of course developer must accompany every proposal.
 
- Course proposal will not be accepted if the faculty’s credentials
are not submitted or if that faculty member is do not meet the faculty qualifications according to SACS. [April 8, 2003]

 -The vice chancellor for academic affairs-RODP will review and initial file for SACS approval and maintain a copy of the faculty credentials for the central RODP file. [April 30, 2003]

                                                            ii.      Each semester the Campus RODP SACS Representative will enter all new faculty and any new courses taught by a continuing RODP faculty member into the roster and ensure with documentation
(official transcripts, SACS Exceptions to the Standard Documentation, etc.) that the faculty members meet the SACS qualifications.
[May 9, 2003]

Ø      CAO will identify the campus representative responsible for this task [April 18, 2003]

                                                          iii.      Campus will send copies of credentials to the associate vice chancellor for academic affairs-RODP prior to the start of the summer semester [May 16, 2003]

                                                           iv.      The associate vice chancellor for academic affairs-RODP will review, initial, and keep credentials on file.  If there are questions, the associate vice chancellor for academic affairs-RODP will contact the appropriate CAO. [May 16, 2003]

B.                Arrange for updating RODP roster each semester.  Revise roster.

Ø      TBR IT will modify the roster to allow corrections.

Ø      Campuses will enter new RODP instructors into the roster.

Ø      Campuses will update the RODP Instructors’ course teaching to reflect any new courses

 

- TBR-IT will modify roster to allow corrections.
[completed March 14, 2003]

C.                The executive director will update RODP Oversight Committee of the recommendations for approval. [April 8, 2003]





  1. Recommendation 6:         
    Colleges and Universities develop and evaluate formal policies and procedures for the Virtual Library to ensure quality of services at all institutions. (pp. 54-55).

Ø      To convene the RODP sub-committee of library directors to develop formal policies and procedures related to the Virtual Library and to identify immediate needs for the Virtual Library in servicing RODP students] [Peter Nerzak, Scott Cohen, Yilda Blinkly, etc.]
 [completed March 3, 2003]

Ø      To develop an evaluation instrument and procedures for assessing the Virtual Library both system wide (RODP) and on the local campus. [Peter Nerzak, Chair]  [April 7, 2003]

Ø      To implement an annual assessment of the quality of services of the virtual library at the system level and at all the institutions
[Determined by Library Directors]
[completed: RODP Course Evaluation Survey April 1, 2003]
[Campus Evaluation Survey June 13, 2003]

Ø      To summarize recommendations from the various evaluations to establish an implementation plan with measurable objectives for the system and for the campuses (RODP Library Sub-Committee: Peter Nerzak, Chair) [June 1, 2003]

  1. Recommendation 7:         
    Colleges and Universities demonstrate regular and systematic evaluation of the library and other learning resources.  (p. 54)

Ø            To develop assessment questions regarding the virtual library and other learning resources (such as digital media) as noted in recommendation #6. [May 1, 2003]

 

Ø            To develop a systematic evaluation schedule for assessing the virtual library and other learning resources.  [Library Directors] [May 1, 2003]

Ø            To administered the evaluation instrument for the virtual library as recommended by the Library Directors [June 1, 2003]

Ø            To provide a summary of the results with recommended improvements and an implementation plan [RODP Library Sub-group] [June 15, 2003]






  1. Recommendation 8:         
    Colleges and Universities demonstrate a formal process for getting library passwords to students easily and accessibly.

 

Ø            Get a small (3-4) subgroup of library directors to formalize the process for RODP Library Passwords and to outline the library services for RODP Students. [Peter Nerzak, Chairperson]
 [completed March 4, 2003]

Ø            Outline a communication plan for informing students both system wide and on the local campuses [May 12, 2003]

Ø            Assess the procedures for easy access in obtaining the passwords.
(This could be incorporated into the RODP Student Services Evaluation Survey)
[June 12, 2003]

 

  1. Suggestion 3:        
    TBR monitor the advising load of RODP campus contacts to ensure reasonableness and equity. 

 

A.                 RODP Executive Director will survey RODP Campus Contacts  at least once a year and obtain information related to:  

                                                              i.      The number of RODP students advised and the estimated of FTE

                                                            ii.      Percentage of time to perform RODP duties by the RODP Campus contact

                                                          iii.      Suggestions for improvement from the RODP Campus Contacts
[April 10, 2003]

                                                           iv.      Post feedback from the RODP Campus Contacts and update the FAQs (Frequency Asked Questions and Answers)  on the RODP Website http://www.tn.regentsdegrees.org/faqs/faqs.htm (see Suggestion #4) [May 1, 2003]

Ø      Executive Director will administer a survey Spring 2003
[April 10, 2003]

 

B.                RODP Executive Director will review and discuss specific problems with associate vice chancellor for academic affairs-RODP and the academic officer as appropriate regarding campus student services issues.
[April 11, 2003]

C.                RODP Executive Director will prepare summary report for RODP Oversight Committee, associate vice chancellor – RODP, and Vice Chancellor of Academic Affairs  [April 11, 2003]

 

  1. Suggestion 4:        
    RODP staff regularly monitors and update web page links to ensure currency and access.

A.                 Help Desk Coordinator will assume this responsibility
[completed March 1, 2003]

B.                Invite and encourage campus contacts and RODP instructors to inform us regarding updates and corrections for the RODP Website.
The RODP Help Desk Coordinator will survey the RODP Campus Contacts each semester for updates for the website.
[April 10, 2003]

  1. Suggestion 5:        
    RODP staff regularly monitors the adequacy and stability of the technical system that supports RODP

A.                 A sub-committee consisting of TBR and campus IT and WebCT System Administrators, and faculty will be appointed to evaluate the adequacy and stability of the technical system under the current contract and make recommendations for the future. The vice chancellor oversees the committee and forward recommendations to the chief academic officers.
[in progress / Spring 2003]

 

  1. Suggestion 6:        
    TBR staff should address issues of consistency among institutions at the central staff level.     [RODP Oversight Committee]

 

  1. Suggestion 7:        
    TBR staff should provide an Information Security Officer at the system level. 

 

A.                 RODP and TBR IT staff will address duties and security issues
[Academic Affairs and Information Technology]

  1. Suggestion 8:        
    Strongly suggest that the RODP implement the common academic calendar by fall 2004.

A.                 RODP will adhere to the Common Committee starting Fall 2003

B.                Approval from Curriculum Committee [February 6, 2003]

C.                Approval from RODP Oversight Committee [February 6, 2003]

D.                Confirmation e-mail notifying campuses [March 17, 2003]

 


Response Plan and documentation of completed items due to SACS July 5, 2003.