ACK Evaluation Policy and Procedure

ACK Evaluation Policy and Procedure

ACK Evaluation Policy and Procedure

PURPOSE

To ensure that clear guidelines are available regarding evaluations of students, staff and other ACK stakeholders.

SCOPE

  • This document applies to all students registered at ACK, staff and for wider purposes with other stakeholders where feedback is desired to improve ACK services and facilities. Evaluations may be in the medium of paper-based surveys; electronic surveys, and/or student focus groups.
  • This Policy does not cover minor surveys undertaken by students and/or staff for restricted purposes such as within classes for learning and assessment.

POLICY STATEMENT

  • For the purposes of continuous improvement, ACK is committed to on-going evaluations of students, staff and other relevant stakeholders to ensure the highest possible standards of services and facilities.
  • The rights and privacy of faculty and students involved in the process should be respected. Student responses must be kept anonymous and confidential.
  • Evaluation processes should not be perceived as an administrative necessity but as an opportunity necessary for critical reflection and improvement. This should be reflected in the design, promotion, conduct and analysis of the evaluations.
  • Student Evaluation of Teaching (SET) follows the following general principles:
    • Feedback from students based on actual experiences provides valuable insight about the perceived effectiveness of the scholarly environment at the College and is an important evidence-based source that informs unit and curriculum design, individual teaching practice and staff development, among others.
    • SET should be regarded as one of many sources of information and must not be used in isolation to evaluate the effectiveness of teaching, learning and curricula. Interpretation of results must take into account the influence of contextual factors.
    • Surveys should be conducted for each instructor and for each unit taught by the instructor. Surveys must take place once every semester including the summer semester and be part of the performance management system.
    • Academic Council members, the Teaching and Learning Center and Line Managers for individual instructors should have access to SET results as part of the academic quality assurance processes.
  • General student feedback with regard to non-academic matters is through the General Student Survey Form (ACK.FO.VPAC.43. 02).
  • General Student Surveys must take place once every semester including the summer semester.
  • Specific Student feedback on particular topics may be obtained through separate surveys or focus groups as approved by the President.
  • Specific Student feedback surveys or focus groups may be undertaken at suitable times as determined and approved by the Senior Manager of Office of the Vice President Academic Affairs.
  • Alumni Evaluation is to be undertaken through the Alumni and Career Placement Center as approved by the Manager – Alumni and Career Placement Center.
  • Alumni Evaluations may be undertaken at suitable times as determined and approved by the Manager of Alumni & Career Placement Center.
  • Surveys for other stakeholders are to be approved by the President.

CONTROL OF PROCESS

For Student Focus Groups

  • The assigned interviewer should be provided open-ended questions to guide the focus group. The interviewer should undertake a briefing session with the Teaching and Learning Center staff who will review the suitability of questions prior to conducting the focus groups.
  • The interviewer will develop a schedule of student focus groups to be undertaken, in collaboration with Schools and Departments.
  • The interviewer will be assigned a note-taker or will electronically record interview.
  • Interview notes will be transcribed or summarized by interviewer to enable analysis of results for reporting.
  • Relevant Dean/Head of Department shall send an email to all relevant students summarizing positive aspects of training identified in feedback and areas where improvements have been made as a result of constructive suggestions in feedback.
  • The reports are sent to the Senior Manager – Teaching and Learning Center, the Deans of Schools, the Vice President Academic Affairs and the President.

For SET surveys

  • Surveys are administered through Senior Manager of Teaching and Learning Center through the below process:
    • Senior Manager of Teaching and Learning Center contacts IT to establish the survey online for each instructor and the unit.
    • Senior Manager of Teaching and Learning Center establishes the start and end dates for surveys for each department. The survey is conducted over a period of one (1) month towards the close of semester to allow for the student to reflect for the entire period of teaching. SET surveys for summer semesters will be conducted towards the close of semester to allow for the student to reflect for the entire period of teaching.
    • Departments prepare their survey schedule according to the dates set by Senior Manager of Teaching and Learning Center indicating when surveys may be conducted during the class time, thus ensuring that all students have the opportunity to undertake the SET survey anonymously and confidentially each semester.
    • Based on information provided by the Departments, a daily schedule is determined for each surveyor. Surveyors will visit classrooms to conduct surveys accordingly. Students will complete the surveys through link accessible on their own mobile phones or alternative methods. Alternative methods may include:
      • On a hard copy of survey;
      • In a computer labs if available and have students conduct surveys for all of their instructors all at one time;
      • By Tablets (brought to class, tablets owned by ACK);
      • On their own time (the surveyor will demonstrate how to access and do the surveys and request students to do on their own outside of class).
    • All students are provided by email directions on how to complete their surveys.
  • Once surveys are completed, Senior Manager of Teaching and Learning Center will request IT to send the collected data to Senior Manager of Teaching and Learning Center who analyses the results and prepares reports for the Vice President – Academic Affairs summarizing general and specific action items and provide follow up with relevant Heads of Department and faculty members until all outstanding matters are finalized. Interim reports of progress with regard to general and specific matters to be submitted to Vice President Academic Affairs on a monthly basis. The final analysis report is provided to the Deans of Schools/Head of Departments, the Vice President – Academic Affairs and the President.
  • Senior Manager Teaching and Learning to ensure that signed reports from relevant Dean of School/Head of Department and faculty member are obtained within nominated deadline and where appropriate follow up meetings and action is taken as indicated on any reports.
  • Relevant Dean of School /Head of Department shall send an email to all relevant students summarizing positive aspects of training of unit identified in feedback and areas where improvements have been made as a result of constructive suggestions in feedback.
  • Survey results are fed into the Annual Performance Review process.

For student surveys other than SET

  • Senior Manager - Office of the Vice President Academic Affairs to liaise with Academic Heads, Senior Manager - Student Affairs and other relevant Departmental Heads to undertake a general student survey of students (other than SET) at least once each year.
  • Content of general student survey to be submitted by Senior Manager Office of the Vice President Academic Affairs for approval by Vice President Academic Affairs and President prior to distribution to students.
  • Senior Manager Office of the Vice President Academic Affairs to establish and circulate the process for distributing and collecting general student survey within designated time.
  • Senior Manager Office of the Vice President Academic Affairs to manage the analysis of general student survey results and prepare summary reports in relation to each college Department area for review by Vice President Academic Affairs and the President.
  • Senior Manager Office of the Vice President Academic Affairs to distribute feedback from general student surveys to the relevant college Departmental Heads and where appropriate request responses and arrange follow up meetings.
  • Upon completion of above process, Senior Manager Office of the Vice President Academic Affairs to prepare final report to Vice President Academic Affairs summarizing general and specific action items and proposed actions by relevant Heads of Department. Interim reports of progress with regard to general and specific matters to be submitted to Vice President Academic Affairs on a monthly basis until all outstanding matters are finalized.

For all other surveys

  • Senior Manager Office of the Vice President Academic Affairs to liaise with relevant Departmental Heads or committee/advisory board to undertake a specific surveys of stakeholders not covered by surveys in Sections 4.1 to 4.3 above.
  • Content of other surveys to be submitted by Senior Manager Office of the Vice President Academic Affairs for approval by Vice President Academic Affairs and the President prior to distribution to relevant stakeholders.
  • Senior Manager Office of the Vice President Academic Affairs to establish and circulate the process for distributing and collecting other surveys within designated time.
  • Senior Manager Office of the Vice President Academic Affairs to manage the analysis of other survey results and prepare summary reports in relation to each relevant college Department area for review by Vice President Academic Affairs and the President.
  • Senior Manager Office of the Vice President Academic Affairs to distribute feedback from other surveys to the relevant college Departmental Heads and where appropriate request responses and arrange follow up meetings.
  • Upon completion of above process, Senior Manager Office of the Vice President Academic Affairs to prepare final report to Vice President Academic Affairs and the President summarizing general and specific action items and proposed actions by relevant Heads of Department. Interim reports of progress with regard to general and specific matters to be submitted to Vice President Academic Affairs and the President on a monthly basis until all outstanding matters are finalized.

For Alumni Evaluations and Alumni Employer Evaluations

  • Manager of Alumni and Career Placement Center to liaise with relevant parties for surveys to be undertaken at least annually.
  • Manager Alumni and Career Placement Center to establish and circulate the process for distributing and analysing surveys at designated time.
  • Manager Alumni and Career Placement Center to manage the analysis of survey results and prepare summary reports for review by Vice President Academic Affairs and the President.

TERMS AND DEFINITIONS

  • Evaluations: May be online or hardcopy surveys and/or student focus groups used to obtain college wide information from students, staff and other relevant stakeholders for the purpose of improving services and facilities at ACK.
  • Student Evaluation of Teaching (SET) Survey: Refers to a standardized instrument to obtain student feedback on the teaching performance and educational provision at ACK.
  • Student Focus Groups: Are group interviews with students by an objective party (this may be an Academic Advisor, faculty or a staff member from Teaching and Learning Center or Student Affairs).
  • Alumni: Stands for a group of people who have graduated from a school or University.
  • Alumni Feedback Survey: Is an online survey that will be taken by ACK Alumni. The purpose of the survey is to obtain feedback from Alumni.
  • Alumni Employer Evaluation Survey: Is a survey that will be distributed to the Human Resources department in the companies which hired ACK Alumni. The purpose is to get feedback on how well ACK alumni are doing at work and the extent to which ACK has prepared alumni to be successful in the real world.

ATTACHMENTS

  • ACK SET Form (ACK.FO.VPAC.43.01) - System Generated
  • ACK General Student Survey Form (ACK.FO. VPAC.43. 02) - System Generated
  • ACK Alumni Evaluation Form (ACK.FO. VPAC.43. 03) - System Generated
  • ACK Alumni Employer Evaluation Form (ACK.FO. VPAC.43. 04) - System Generated

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