Academic Annual Report Guidelines. March 2008

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1 Academic Annual Report Guidelines March 2008

2 THE UNIVERSITY OF SCRANTON Annual Report Guidelines Academic Departments Purpose The University's electronic Annual Report system was implemented in This new system automated the existing paper-based system which began in the Academic Affairs division and expanded it to include all divisions of the University. The Annual Report system provides a tool for capturing and linking department-level planning, assessment, and budgeting activities. Information collected in the system is incorporated into division and University-level planning, assessment, and budgeting processes. The system is reviewed and improved each year by the Annual Report Advisory Group. Annual Report Access Terms Owner An Owner is the person responsible for submitting the Annual Report. An Owner is usually a director or department chairperson. The Owner must submit the Annual Report to his/her Dean or Division Head. Preparer A Preparer is the person completing the Annual Report for the department. In many cases, this is the same person as the Owner. The Owner, however, can assign Preparer rights to one additional person in their department in order to assist in the preparation of the Annual Report. Reviewer(s) A Reviewer is a person that the Owner designates to have the right to review the Annual Report. The Reviewer does not have rights to change information in the Annual Report, or submit it. The Receiver can also be a Reviewer, and multiple reviewers are allowed. Receiver A Receiver is the person who will receive the Annual Report once the Owner submits it. The Receiver must accept or decline the report for the process to be completed. Global Navigation Rules for the Annual Report System The Annual Report System can be accessed at or from the PAIRO web page at There is also a link to the Annual Report System through the My.Scranton portal under University Links.. You need to use Internet Explorer or Mozilla Firefox to access the Annual Report System. Do not use Netscape. When navigating through the system, use the Save, Delete or Return Buttons or the Return to Main Menu button which are located on the bottom of the data entry pages. Do not use the web browser back and forward buttons as they may lead to inadvertently losing your information. Help boxes are located throughout the system. Look for this symbol:

3 When objectives are rolled over from the previous year s report, the term crossover will be automatically selected in the Status Indicator box. In order to review a report, use the Review Report button located on the Main Annual Report page. You can print a copy of your Annual Report from this section. If you want to print a copy of the Annual Report without the text boxes, please refer to the directions in the Frequently Asked Questions located on the Annual Report web page. Each section offers an option for New, In Progress or Complete. Use this indicator to keep track of the status of each section. In addition, many sections have an optional space to write in any attachments you have for the corresponding section. Please note that the attachment(s) CANNOT be attached within the annual report system, and must be submitted separately to the Receiver. The system is open for new reports to be completed and submitted every year from April through August. Reports from prior years can be reviewed and printed at any time throughout the year. Guidelines The following guidelines are for use by department heads (Owners) in preparing their annual report. Worksheets are provided at the end of this outline for your convenience. It should be noted, however, that the worksheets cannot be submitted in substitution for the Annual Report. The Academic Annual Report has four sections as follows: I. Progress Report (current fiscal year) II. Revised Plans (next fiscal year) III. Proposed Plans and Budget Requests (2 years ahead) IV. Future Plans (beyond 2 years) I. Academic Progress Report (current year) A. Overview Provide a narrative summary of departmental highlights for the current year. Select the University Characteristics and Goals that your department most directly supports. This choice should help to guide your department s assessment plans and activities. See the Comprehensive Assessment Plan for more information. B. Status of Objectives and Related Accomplishments Objectives should be limited to projects that are related to the University s Strategic Plan or divisional/area tactical plans, such as the Academic Affairs Tactical Plan, or the program s own planning for new initiatives. Do not include routine or ongoing projects/activities where no change is expected to occur. For each program in your department, review the objectives submitted in last year s annual report and update as needed. For each objective, provide its status, related accomplishments for this year, Dept/Units with Collaborative Role (if applicable), and its link to the University s Strategic Plan and/or Tactical Plan. As appropriate, list new objectives that were not reported during the last submission of the annual report.

4 C. Personnel Activity List activities/achievements in such areas as professional contributions, community service, and continuing education. Please provide a listing of activities/achievements in the following areas: Scholarly Author/Editor/etc. Professional External Committees/Boards/Memberships Professional Internal University Committees/Boards/Memberships Professional Conferences/Training/Workshops/webinar/etc. Continuing Education Audit class or attend class, workshop, etc. for CEU or credit Mission-Related University Retreats/trips Mission-Related Community Volunteer Instructional Teach/Instructor D. Scholarly Achievements Faculty members in your department can enter their Annual Faculty Scholarly Activities online at Please open this link by using Internet Explorer rather than Netscape - it will not work in Netscape. Once you arrive at the login page, simply enter your username and PIN. From there, select your department from the dropdown menu and proceed to enter your scholarly activities. Instructions are available by clicking on the little information icon toward the top-left side of the page. If you have further questions about the Faculty Scholarly Activities portion of the annual report, please contact the Office of Research Services at Please note that you will not need to enter information again in the Annual Report if you use the Faculty Scholarly Activities system Important: If your preparer (i.e. secretary) will be entering this data for faculty members then they need to enter the information in the Annual Report System, not the Annual Faculty Scholarly Activities System. E. Assessment Activities Intended Outcomes for academic programs are statements that describe what students should be able to know, think, or do upon completion of the program. For each program, review the intended outcome(s) submitted in last year s annual report and update as needed, including the Means of Assessment, Type of Measurement, and Criteria for Success. For each outcome, provide Results or Progress and Use of Results for future planning. II. Revised Plans (next year) A. Overview Provide a narrative summary of departmental plans for the next fiscal year. B. Objectives Objectives should be limited to projects that are related to the University s Strategic Plan or divisional/area tactical plans, such as the Academic Affairs Tactical Plan, or

5 the program s own planning for new initiatives. Do not include routine or ongoing projects/activities where no change is expected to occur. For each program in your department, review the objectives submitted in last year s annual report and update as needed. For each objective, list Dept/Units with Collaborative Role (if applicable), and its link to the University s Strategic Plan and/or Tactical Plan. As appropriate, list new objectives that were not reported during the last submission of the annual report. C. Personnel Status Identify special staffing situations that may occur during the next year, e.g. retirements, leaves, alternate staffing patterns. Briefly explain your proposed plan of action to accommodate this situation; also list the staff affected by this situation. D. Assessment Plans Intended Outcomes for academic programs are statements that describe what students should be able to know, think, or do upon completion of the program. For each program, enter the intended outcome(s) to be assessed in the next year, including the Means of Assessment, Type of Measurement, and Criteria for Success. III. Proposed Plans and Budget Requests (2 fiscal years ahead) A. Objectives Objectives should be limited to projects that are related to the University s Strategic Plan or divisional/area tactical plans, such as the Academic Affairs Tactical Plan, or the program s own planning for new initiatives. Do not include routine or ongoing projects/activities where no change is expected to occur. For each program in your department, enter planned objectives for 2 fiscal years ahead. These objectives should coincide with your program s budget requests. B. New Position Requests Identify and explain the need for new positions. In the justification, please identify staff schedules, workload, and planned leaves of absence, if applicable. Identify, as appropriate, the link to a Strategic Plan and/or a Tactical Plan if this request supports one or both. Do not request replacement positions here. NOTE: This does not include replacement positions. C. Service and Supply Line (710) Requests Please indicate the specific 710 account and amount requested due to extraordinary events (over $1,000) or circumstances. Refer to the University s Chart of Accounts for account numbers and descriptions. Identify, as appropriate, the link to a Strategic Plan and/or a Tactical Plan if this request supports one or both. D. Capital Budget Requests List capital equipment requests in this space. Capital equipment is defined as having a purchase price of $500 or greater and a useful life of more than two years. Also, use this

6 space to request any new or continuing lease purchase agreements. Personal computers are excluded from this category and are dealt with in a process separate from the Annual Report. Justification is required for each request. Requests that do not include justification will be eliminated during the capital equipment review process. Each request will be entered into the capital equipment review process once, so division heads do not have to duplicate requests already made by departments in their division in their Annual Report submission. Enter First year/maint agreement This field requires a dollar amount. If maintenance is included as part of the purchase price for the first year of acquisition, enter $0. If the equipment purchase requires an additional maintenance agreement or anticipated maintenance expenses, please enter the corresponding dollar amount. Enter Second year/maint agreement This field requires a dollar amount. If the equipment purchase requires subsequent years of maintenance agreement or anticipated maintenance expenses, please enter the corresponding dollar amount. E. FIP Requests: The Facilities Improvement Plan (FIP) covers requests for alterations, furnishings, finishes, renovations, and improvements that affect the physical structure or existing plan of the facility. The FIP supports capital projects and projects related to the Strategic Plan, as well as requests from departments to support mission and goals requirements. Due to the scope of most FIP projects, they are usually accomplished through contracts with outside contractors and vendors. At times, University employees will be used to accomplish projects of limited scope. FIP requests will be prioritized by Vice Presidents at a later date. FIP requests will be compiled during the budget development process that begins in early fall. Vice Presidents and the Financial Management Committee (FMC) will review and approve requests in the following spring timeframe. As part of the review and approval process by Vice Presidents and the FMC, departments may be contacted for additional documentations, sketches, floor plans or renderings. IV. Future Plans Beyond 2 Fiscal Years A. Future Plans Summary: This is an optional section to indicate longer-term initiatives planned by your department.

7 March 2008 I. Progress Report (current year) Annual Report Worksheets For Academic Departments A. Overview for Provide a narrative summary of departmental highlights for the current year. In addition, select the University Characteristic(s) and Goal(s) your Department most directly supports in fulfillment of the University s mission. B. Status of Objectives and Related Accomplishments for Objectives should be limited to projects that are related to the University s Strategic Plan or divisional/area tactical plans, such as the Academic Affairs Tactical Plan, or the program s own planning for new initiatives. Do not include routine or ongoing projects/activities where no change is expected to occur. For each program in your department, review the objectives submitted in last year s annual report and update as needed. For each objective, provide its status, related accomplishments for this year, Dept/Units with Collaborative Role (if applicable), and its link to the University s Strategic Plan and/or Tactical Plan. As appropriate, list new objectives that were not reported during the last submission of the annual report. Objectives (previously listed) Status Accomplishments Departments/Units with Collaborative Role Strategic Plan Theme Tactical Plan Theme Objectives (new/additional) C. Personnel Activity for For faculty and staff in your department, list name, job title and activities in the following areas: scholarly, professional activity/contributions, continuing education and missionrelated service activities for the timeframe.

8 Name and Job Title Activity Type Activity D. Faculty Scholarly Achievements Faculty members in your department can enter their Annual Faculty Scholarly Activities entered on-line at Please open this link by using Internet Explorer rather than Netscape - it will not work in Netscape. Once you arrive at the login page, simply enter your username and PIN. From there, select your department from the drop-down menu and proceed to enter your scholarly activities. Instructions are available by clicking on the little information icon toward the top-left side of the page. If you have further questions about the Faculty Scholarly Activities portion of the annual report, please contact the Office of Research Services at Please note that you will not need to enter information again in the Annual Report if you use the Faculty Scholarly Activities system Important: If your preparer (i.e. secretary) will be entering this data for faculty members then they need to enter the information in the Annual Report System, not the Annual Faculty Scholarly Activities System. If using the Annual Report to report Faculty Scholarly Achievements: Record here only scholarly publications (articles, books) for which you were the author or co-author. Record here papers published in proceedings. If the paper was also presented, include place and date of conference in parentheses. Do not list separately under presentations. Publication dates must be between June 1, May 31, DO NOT INCLUDE: publications in press, under review, or published after 6/1/08 (save those for next year's list) letters to the editor publications in non-scholarly sources Type Author(s) Title Date Location/Source Comments

9 E. Assessment Activity for Intended Outcomes for academic programs are statements that describe what students should be able to know, think, or do upon completion of the program. For each program, review the intended outcome(s) submitted in last year s annual report and update as needed, including the Means of Assessment, Type of Measurement, and Criteria for Success. For each outcome, provide Results or Progress and Use of Results for future planning. Intended Outcome Means of Assessment Type of Measurement Criteria for Success Results or Progress Use of Results (future planning)

10 II. Revised Plans for A. Overview for : Provide a narrative summary of departmental plans for the next fiscal year. B. Objectives for : Objectives should be limited to projects that are related to the University s Strategic Plan or divisional/area tactical plans, such as the Academic Affairs Tactical Plan, or the program s own planning for new initiatives. Do not include routine or ongoing projects/activities where no change is expected to occur. For each program in your department, review the objectives submitted in last year s annual report and update as needed. For each objective, provide its status, related accomplishments for this year, and its link to the University s Strategic Plan and/or Tactical Plan. As appropriate, list new objectives that were not reported during the last submission of the annual report. Objective Departments/units with collaborative role Strategic Plan Link Tactical Plan Link C. Personnel Status for : Identify special staffing situations that may occur during e.g. retirements, leaves, alternate staffing patterns. Briefly explain your proposed plan of action to accommodate this situation; also list the staff affected by this situation. Explain Special Staffing Situation Identify Proposed Plan of Action D. Assessment Plans for : Intended Outcomes for academic programs are statements that describe what students should be able to know, think, or do upon completion of the program. For each program, review the intended outcome(s) submitted in last year s annual report and update as needed. List the intended outcome(s), the Means of Assessment, Type of Measurement, and Criteria for Success for the next fiscal year.

11 Intended Outcome Means of Assessment Type of Measurement Criteria for Success

12 III. Proposed Plans and Budget Requests for A. Objectives for : Objectives should be limited to projects that are related to the University s Strategic Plan or divisional/area tactical plans, such as the Academic Affairs Tactical Plan, or the program s own planning for new initiatives. Do not include routine or ongoing projects/activities where no change is expected to occur. For each objective, provide its status, related accomplishments for this year, and its link to the University s Strategic Plan and/or Tactical Plan. As appropriate, list new objectives that were not reported during the last submission of the annual report. Objective Departments/units with collaborative role Strategic Plan Link Tactical Plan Link B. New Position Requests for : NOTE: This does not include replacement positions. Fac Staff F-T P-T Position Title Annual Salary Strategic Plan Link Tactical Plan Link Justification for new position(s): (A) $ Total Budget Requested (B) (C)

13 C. Service and Supply Requests for : Extraordinary service and supply line budget request (710 accounts). Please indicate the specific 710 account and amount requested due to extraordinary events or circumstances (over $1,000). Refer to the University s Chart of Accounts for account numbers and descriptions. In addition, link to a Strategic Plan and/or Tactical Plan. Organization Account # Amount Strategic Plan Link Tactical Plan Link Justification for Service and Supply Requests: (A) (B) (C) D. Capital Equipment Requests for : Use this space to request funding for the purchase of new and/or replacement equipment costing $500 or more with a useful life of more than two years. Also, use this space to request any funding for new or continuing lease agreements. Do not use this space to request personal computers. Personal computers are requested in a separate process. Justification is required for each request. Requests that do not include justification will be eliminated during the capital equipment review process. Year 1 Maintenance This field requires a dollar amount. If maintenance is included as part of the purchase price for the first year of acquisition, enter $0. If the equipment purchase requires an additional maintenance agreement or anticipated maintenance expenses, please enter the corresponding dollar amount. Year 2 Maintenance This field requires a dollar amount. If maintenance is included as part of the purchase price for the second year of acquisition, enter $0. If the equipment purchase requires subsequent years of maintenance agreements or anticipated maintenance expenses, please enter the corresponding dollar amount.

14 E. FIP Requests for : The Facilities Improvement Plan covers requests for alterations, furnishings, finishes, renovations, and improvements that affect the physical structure or existing plan of the facility. The FIP supports capital projects and objectives listed in the President s Initiatives as well as requests from departments to support goals and mission requirements. Due to the scope of most FIP projects, they are usually accomplished through contracts with outside contractors and vendors. At times, University forces will be used to accomplish projects of limited scope. FIP requests will be prioritized by Vice Presidents at a later date. FIP requests will be compiled during the budget development process that begins in early fall; Vice Presidents and the Financial Management Committee will review and approve requests in the following spring timeframe As part of the review and approval process by Vice Presidents and the Financial Management Committee, departments may be contacted for additional documentation, sketches, floor plans, or renderings. All fields must be completed prior to submission. New Request Start Date Complete Date Contact Person & Extension Scope of Work IV. A. Future Plans Beyond Briefly explain any future plans for your department beyond May 31, 2010 (Optional)

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