Elements of the Program Review 

Self Study 

1. Programs are notified in early fall that they will be reviewed. Programs receive written notification from the Graduate Council that they are scheduled for review during the upcoming academic year. Chair of Program Evaluation Committee schedules meeting for all programs that are scheduled to be reviewed to explain procedure.
2. Programs due for review conduct a self-study. The self-study should be a detailed self-examination of all aspects of the program, including a description of the program’s admission and graduation requirements, services provided to students, student demand, faculty involvement, faculty expertise (e.g., publication rates; teaching expertise), data on student’s progress toward degree and graduation rates, and all other aspects of the program that would assist a reviewer in understanding the program. Areas of particular strength should be noted, as should areas that could benefit from reviewers’ comments and suggestions for modification. In order to comply with Southern Association of College’s and Schools’ (SACS) accreditation requirements, each self-study should also contain information about how students’ progress in the program is assessed, and how the results of that assessment are used to make modifications to the program when necessary.
3. Self-Study is turned in to Dean’s Office of College housing program by January 15. Dean’s office submits report to Chair of Graduate Council Committee on Program Evaluation by January 31. Chair of Program Evaluation Committee assigns a member of the committee to supervise the review. This individual contacts the Chair of the Department housing the program being reviewed by March 15.

 

Site Visit

1. Reviewers for site visit are nominated.Program nominates two members of an outside review team to invite to campus to conduct an outside review of program. If possible, the reviewers should be from comparable institutions with comparable programs. Individuals who have some experience in the administration of graduate programs (e.g., a current or former Graduate Advisor of Record or Graduate Program Chair; a current or former Department Chair) are preferable as they may have a broader range of knowledge about the variables that can affect the success of graduate programs.
2. Names of nominated site visit reviewers are submitted to Dean’s office for approval. If approved by Dean’s office, names of nominated site visit reviewers are submitted to Chair of Graduate Council Program Evaluation for approval. If approval is given by Chair of Graduate Council Program Evaluation Committee, program may contact reviewers and invite to participate in site visit. Program is responsible for paying travel expenses and a small honorarium ($250 is typical) to reviewers.
3. Once reviewers agree to participate in site visit, they should be sent a copy of the self-study and any other materials about the program that would assist them in gaining a thorough understanding of it.
4. Site visit schedule is developed by program in consultation with Dean’s Office and Program Evaluation Committee member assigned to participate in it. The site visit should be planned for one day. It should begin with a meeting that includes the member of the Graduate Council Program Evaluation Committee member assigned to it, so that the reviewers can learn what information the Graduate Council would like to learn from the visit. During the course of the visit, the reviewers should be scheduled to meet with the Chair of the Department housing the program (if program is housed in a Department), the Dean of the College housing the program (if program is housed in a College), the Graduate Advisor of Record and/or Chair of the Graduate Studies Committee, members of the graduate faculty, a representative population of graduate students, and any other individuals thought to be relevant to contributing to reviewers’ understanding of the program. Reviewers should also be given a tour of any relevant facilities, shown relevant equipment, etc. Reviewers may ask for additional materials during the visit, and every effort should be made to accommodate their requests. The site visit team should have about one hour at the end of the day to discuss their impressions and begin developing a report. There should then be an exit interview attended by the reviewers, the Graduate Advisor of Record and/or Chair of the Graduate Studies Committee, the Department Chair, and the member of the Graduate Council Program Evaluation Review Committee assigned to the program where reviewers share their impressions.

 

GPEC Report on the External Review

1. Reviewers will submit a formal report discussing their impressions and making recommendations to the Graduate Council four weeks after the site visit. Upon receiving the report, the Graduate Council Program Evaluation Committee will send a copy to the program. The program will be invited to submit a written response to the Program Evaluation Committee within two weeks. The members of the Program Evaluation Committee will then construct a report summarizing the reviewers’ comments, the self-study comments, and the written responses from the program that includes a short summary of program strengths and weaknesses and recommendations. This report will be submitted to the members of the Program Evaluation Committee for approval, and if approved, will be placed on the agenda for the meeting of the Graduate Council, where it will be presented and approval will be requested. Once the report is placed on the Graduate Council agenda, the program will be notified, and representatives of the program will be invited to attend the meeting.
2. If report is approved by Graduate Council, it will be submitted to the GraduateSchool and to the Office of the Provost. Programs may wish to discuss recommendations directly with their Department Chair, Dean, and/or the Office of the Provost.

 

Final Report of Recommendations (Follow Up Report)

1. A follow-up meeting will be scheduled for the next academic year. During this meeting the program representatives will meet with representatives of the Program Evaluation Committee to discuss the recommendations made by the Graduate Council, and steps that have been taken to implement them. A summary of this meeting will be submitted to the Program, the Department, College, Graduate School, and Office of the Provost.