Planning and Priorities Committee Reports

University Council
Planning Commmittee
Request for Decision

Agenda Item #9.5

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PRESENTED BY: Lou Qualtiere, Chair, Planning Committee
DATE OF MEETING: May 20, 2004
SUBJECT: Structure for the Evaluation of Systematic Program Review
DECISION REQUESTED: That the current process for Systematic Program Review be reviewed by the method described below, consisting of a self study, external review team site visit and report, with comment and decision on recommendations by Planning Committee, and reported to Council by the Planning Committee. This review is to be completed and future directions/results submitted to Council by 30 April 2005.

Background:

Council mandated that "[t]he process of Systematic Program Review at the University of Saskatchewan will be reviewed using a mechanism to be determined by Council no later than June 30 2004; the responsibility for proposing to Council incremental changes for improving the review process prior to June 30 2004 will rest with the Planning Committee." What follows are the tasks to be completed, timeline and responsibilities and reporting structure for the review.

The structure of this review will parallel, as closely as possible, the SPR process itself. As such, a self study of the process will be prepared, data gathered from stakeholders in the process, external consultants will be brought in to conduct a site visit and make recommendations; the report will be discussed with Planning Committee, the SPR Overview Committee, the Provost and Vice President Academic, and the Dean of the College of Graduate Studies and Research. Recommendations on future directions will be submitted to Council jointly by the Provost and the Planning Committee.

Involvement in the Review:

Planning Committee, SPR Overview Committee, Provost and Vice President Academic, Dean of Graduate Studies and Research:

• these groups and offices, in collaboration, will provide direction and guidance to the review and will receive reports on progress and prospects. The Planning Committee and the Provost will recommend to Council changes and revisions to the SPR policies and process.
• Appoint external consultants/review team.

Systematic Program Review and Integrated Planning Offices:

• prepare self study in consultation and cooperation with Planning Committee. The Planning Committee has agreed to identify a member to assist in the self study preparation.
• nominate external consultants/review team.
• arrange the logistics for the external consultants/review team site visit.

External Consultants/ Review Team:

• will be responsible for reviewing self study documentation.
• will meet with various stakeholders on campus during a site visit.
• will meet with the Planning Committee for an exit interview.
• will write a report to the Planning Committee, SPR Overview Committee and the Provost and VP Academic and Dean of CGSR, deliverable one month after the site visit.

Deans, Program Heads, Self Study Contacts, Internal Review Team Members:

• will provide feedback on the SPR process via a survey and focus groups

Schedule for Review

	Timeline	Status	Contact
Self Study
Gather best practices information	March 2004	In progress; ongoing	SPR Office and IPO Offices
Survey of stakeholders: program heads, self study contacts.	May - July 2004	Survey drafted an will be online in the next few weeks	SPR and IPO Offices
Collect feedback through brainstorming sessions with Planning Committee and SPR Executive.	January 2004	Completed. Will conduct brainstorming with the Overview Committee scheduled June 3, 2004	SPR and IPO Offices
Collect feedback through focus groups: internal review team members, Deans, students	May - July 2004		SPR and IPO Offices
Collect feedback from past review team members (external and internal)	May - June 2004	ongoing	SPR Office
External Consultants/Review Team
Nominate external reviewers	May 2004	In progress	SPR/IPO Offices
Choose external reviewers	June 2004		Planning Committee and SPR Executive
Site Visit of the external reviewers	Fall 2004		Review Team
Report of the reviewers	One month after site visit		Review Team
Response & Determination of Future Directions
Prepare recommendations on the future directions of the SPR process	Spring 2005		VPA, Planning Cttee
Present results of the review to university community via town hall meeting	Spring 2005		VPA
Seek approval at Council	March 2005		Planning Cttee, VPA, IPO

Data Sources and Methodology for the Self Study:

Below are listed the sources of information that will be foundational for the self study to be prepared for the externals

• Online surveys of program heads and self study contacts. Transcripts of focus groups with those who have served as internal review team members and with students (GSA/USSU/ and discipline specific student societies).
• Feedback sessions with Planning Committee, SPR Executive and Overview Committee (SPR Executive session held December 19, 2003 and Planning Committee session held January 26, 2004). Overview Committee scheduled for June 3, 2004.
• Survey of practices at other institutions (USA, Canada)
• Comments from Review Team Reports about process improvements
• Suggestions from the SPR and IPO Offices about possible process and policy improvements.
• Budget information
• Information on organizational structure
• SPR policies and procedures