A QUICK GUIDE TO DEVELOPING ANNUAL REPORTS Suzanne Simpson Marcie Behrens Eric Atchison Office of Institutional Research & Planning Delta State University June 2009

Guidelines For Annual Report Section I: Unit Information Section II: Learning Outcomes Section III: Goals Section IV: Data & Information Section V: Personnel Section VI: Curriculum, Degree, or Unit Additions/Deletions/Changes

Section I: Unit Information Select Type of Unit –Academic Unit –Administrative/Support Unit Enter Unit name according to organizational chart Change footer on page Save as (unit name)_Plan and Report_0809.doc

Section II: Learning Outcomes (or User Outcomes) Section is primarily applicable for academic, not administrative/support units Units that provide direct student learning –(i.e. Academic Support Services) If you are a non-academic unit, you can begin thinking of how to report specific user outcomes by creating a separate table for these beneath Learning Outcomes table –User Outcomes: (for example) IRP: Increase online request form usage by 50% SBS: Decrease student wait time per person for services If Academic outcome, indicate where possible how outcomes relate to General Education Purposes ( Appendix B, Guidelines ) Appendix B, Guidelines The four columns: Complete the cycle

Section III: Goals Relate all unit goals to Strategic Plan (SP) or quality enhancement plan (QEP) goals Goals for Current Year –Provide measures, indicators, and outcomes –MUST include last year’s “Coming Year goals” (or note why they aren’t included, measured, used) –Can be additional ones that came about after filing of last year’s report –Should show improvement of current unit achievements, efficiency or effectiveness Goals for Coming Year –Can be new goals and/or continuation of previous year’s goals

Section III: Goals Example Goals for Current Year Goal # 1: Collect and warehouse data important to Institutional Research and Planning and Delta State University 1.Institutional Goal which was supported by this goal: SP Goal # 3: The university community will benefit from better communication, effective operational and administrative systems, an optimal work environment, and a performance-responsive reward structure. 2. Evaluation Procedure(s): Using data harvested from Banner, databases will be created and housed electronically in Microsoft Access. Accuracy of data will be compared to previous reports. 3. Actual Results of Evaluation: Microsoft Excel Pivot Tables have resulted in quick, simple analysis. 4. Use of Evaluation Results: The staff will continue to use Excel Pivot Tables and Access Queries.

Section III: Goals Example Goals for Coming Year: Goal: Organize a social work alumni reception at the annual State NASW Conference to gain donations for student scholarships (continued from previous year) 1.Institutional goal supported by this goal: Previous year goal: SP #4 – Friends of Delta State University, along with the general public, will become more aware and more supportive of the institution. Coming year goal: SP # 5 – DSU, improving its image and impact, will increase and enhance outreach, service, and partnership initiatives, in the region and beyond 2. Evaluation Procedure: Note if the alumni event is organized. Have participants sign in to count how many people attend. Contact alumni and solicit donations. Count donations from contributors. 3. Expected results of evaluation: Increase communication and support with alumni group by raising at least $5,000 for student scholarships/awards. (Be specific!) 4. Anticipated or Intended Use of Evaluation Results: Increase communication by sending quarterly newsletter to alumni and continue to receive support from social work alumni association. Also, provide students with awards/scholarships from money raised.

Section IV: Data & Information Use unit data that demonstrate the achievements of the unit Use comparative data (demonstrate and analyze trends) –Enrollment by major, credit hour production, graduates, –Also financial data, scholarships, etc. (whatever gives a clear picture of your unit) –Suggestion is 3 to 5 year trends Demonstrate use of analysis in the goals, Section III

Section IV: Data & Information Example A Comparison of Enrollment by Major B Division Graduates by Major UndergraduateFall 2001 Sp 2002 Fall 2002 Sp 2003 Fall 2003 Sp 2004 Fall 2004 Sp 2005 Fall 2005 Sp 2006 Fall 2006 Sp 2007 Fall 2007 Sp*** 2008 ACC CIS FIN IRR Total Enrollment FallSpringFallSpringFallSpring Child Development Fashion Merchandising Nutrition/Dietetics Totals

Types of Data Examples only -- All units will not use all of these Degree/Major Information Graduates Credit Hour Production Grade Distribution Financial Aid Retention On-Off Campus Enrollment by Race First Time Students Average ACT Scores NSSE/FSSE survey results QEP Survey results Foundations of Excellence Surveys Faculty Course Evaluation Comparison Report Possible Sources: IRP, College Portrait, Graduation Survey

Section IV: cont Grants, Contracts, Partnerships, Other Accomplishments: Economic Development initiatives and/or impact: Diversity Compliance Initiatives and Progress: Committees reporting to unit (Committee records archived in _________ ):

Section V: Personnel Noteworthy activities and accomplishments: –(List specific achievements, awards, memberships) New position(s) requested, with justification: Recommended change of status

Section VI: Curriculum, Degree, Program or Unit Additions/Deletions/Changes Record any significant changes that are not captured within the outcomes in Section II or the goals in Section III for your program/unit Also, course additions, deletions, changes should be noted FINALLY -- * Save work * Send to administrator FINISHED!

Resources Graduation Survey College Portrait Information on Foundations of Excellence Annual Reports Strategic Plan IRP Home Page Mississippi Institutions of Higher Learning

Conclusion Request data? –If you know what data you need you can go to our website and fill out an online request form. –Please allow 48 hours processing time for our office to handle all requests How often? –No limit –We are here to support your needs

Contact Information Delta State University Office of Institutional Research and Planning Kent Wyatt Hall 234 Phone: Fax: Unit Plan & Report Guidelines: Unit Plan & Report Template: