institutional effectiveness - tracdat basics contact ... · institutional effectiveness - tracdat...

Institutional Effectiveness - TracDat Basics Contact: [email protected] 1

TracDat Guide Includes the Following Areas: 1. Logging in to TracDat (p. 1) 2. Selecting an Assessment Report (p. 2) 3. Navigation Menu and Common Icons (p. 3) 4. Viewing/Editing the Assessment Plan (p. 4) 5. Adding Results (p. 5) 6. Adding Use of Results for Improvement (p. 6) 7. Adding Follow-ups (p. 7) 8. Editing or Deleting Results, Use of Results, or Follow-ups (p. 8) 9. Curriculum Maps and Strategic Maps (p. 8) 10. Creating Reports (p. 9) 11. Adding Documents (p. 10) 12. Creating Assignments (p. 11) 13. Checking Report Completion/Review Status (p. 12) 14. Program and Course Data Dashboards (p. 13) 15. Assessment Hub Resources for Contacts, Help and Information (p. 14)

Log-in to TracDat: Go to the web at: tracdat.fiu.edu Please do not use the Microsoft Edge browser. You may automatically be logged in. If you are not automatically logged in, enter your AD username and log-in as you would for your e-mail account. Click on Assessment Portal icon on the Assessment Hub main page to view your report (see screenshot).

View reports

mailto:[email protected]


Selecting Assessment Report Select the unit or program you want to access from the top white, drop-down menu bar. When the dropdown list is too long, you can type in one word that identifies your report. Do not type in spaces (e.g., “2001” [course number for WHO 2001], “international” [part of program title for International Business] The default page is the Home screen with a summary of the report you selected. Please note: if you cannot find an assessment report or you would like to add another person to view or edit a report, please use the New User Request Form link on the top menu of the Assessment Hub.

Select

New User Form



Navigation Menu

• Help Information: Green and purple icons – Provide information about the page you are on.

• Activity Log: Orange icon – Provides a log of the changes made to the report and who made them.

• Filter options where relevant: Blue icon – Provides the option to filter information viewed. Allows view of inactive/archived outcomes and methods.

• Home provides a summary of all outcomes, methods, results, use of results, and follow-up; red flags indicate missing information

• Assessment Unit includes General Information (e.g., mission, course info), assignments (allows user to assign tasks), and Personnel (user list)

• Assessment Planning includes the assessment plan (Outcomes and Methods only) and the assessment results (Results, Use of Results, and Follow-Ups)

• Mapping includes a mapping of outcomes to strategic planning and in curriculum maps to courses (only available for SLOs)

• Reports allows you to generate a four-column report of your assessment and a printable curriculum map (if available)

• Documents stores documents you upload to your report

Common Icons

1. Missing information

2. Add a new item

3. Manage icon to edit or add information

4. Edit section of the form

5. Copy item to create a duplicate

6. Delete item. Cannot be reverted.

Help Info

Activity Log and Filters

Select Unit

Menu

Opti

Submit

New

Assess

ment

Plan ons

Report Summary - Click blue links to go directly to each component



Viewing/Editing the Assessment Plan Viewing Assessment Plans Option 1: In the Home Screen click on any Outcome name or Method number to go directly to the outcome. Option 2: In the Menu, click on Assessment Planning → Assessment Plan Adding, Modifying or Archiving Outcomes and Methods

To change any Outcomes or Methods, please click on the Submit New Assessment Plan icon on the Assessment Hub main page. On the Submit New Assessment Plan website, follow the steps indicated to submit the changes to the assessment plan:

1. Download the appropriate template 2. Complete the template 3. Use the form to submit the template 4. Review the status of the submission and the

assigned reviewer on the dashboard included in the website Submit New Assessment Plan



Adding Results Option 1: In the Home Screen click on the number under the results column to go directly to the outcome.

• Click on the to add Results to a particular Method

Option 2: In the Menu, click on Assessment Planning → Results

1. Select an Outcome and expand it using the arrow.

2. Select a Method to add Results (may only have one Method)

3. Click on next to the instrument to add a Result

4. The form will have four fields to complete: a. Results Date: Today’s date. Leave as is. b. Results: enter Results, including whether

or not criteria were met, percentile by which the criteria were met, total numbers of assessments gathered, means, and other relevant information

c. Reporting Period: Select the academic year when results were collected

d. Criterion Status: Select the percentile by which the criterion was met

5. Click on the yellow Save icon when finished or wish to save progress

6. To return to the previous screen, click on the grey Return icon or click on the arrow next to the Save icon to select Save and Return



Adding Use of Results for Improvement Option 1: In the Home Screen click on any number under the Use of Results for Improvement column to go directly to the page.

• Click on the to add Use of Results for Improvement to particular Results


1. Select an Outcome and expand it using the arrow 2. Select a Method to add Use of Results (may only

have one Method) 3. Under each Result, there is a header called Use

of Results for Improvement, click on the to add data

4. The form will have two fields to complete: a. Date: Today’s date. Leave as is. b. Use of Results for Improvement: enter

improvement strategies the program will implement in an attempt to increase student/program performance in this particular outcome

5. Click on Save when finished or wish to save progress




Adding Follow-Ups

Option 1: In the Home Screen click on any number under the Follow-ups column to go directly to the page.

• Click on the to add Follow-Ups to particular Use of Results for Improvement


1. Select an Outcome and expand it using the arrow 2. Select a Method to add Follow-Ups (may only

have one Method) 3. Under each Result, there is a header called

Follow-Up, click on the to add data 4. The form will have two fields to complete:

a. Date: Today’s date. Leave as is. b. Follow-Ups: enter a follow-up on whether

the improvement strategies previously planned were actually implemented

5. Click on Save when finished or wish to save progress




Editing or Deleting Results, Use of Results, or Follow-Ups To edit a section, click on the pencil and paper icon. The next step would be to edit the form and save the revisions. To delete a section, click on the trashcan icon and verify. This is not reversible. Thus, we do not recommend deleting any content unless it was placed there in error.

Mapping Tools Outcomes Mapping Links Outcomes to specific competencies or strategic plan areas of emphasis. Curriculum Mapping (only available for SLOs) Describes what outcomes are being covered across required courses in the program. These are required for baccalaureate programs for the Academic Learning Compacts and optional for other programs. For help in creating a curriculum map, please contact us at [email protected].




Creating Reports 1. Click Reports in the left navigation menu 2. Click Standard Reports 3. Click on the name of the report you need to

generate (reports vary by type of form accessed) 4. Select the Layout.

a. Formats include PDF, Word, Excel b. Report Title will be the title appearing at

the top. You can make this more specific. c. Report Subtitle appears under the Title d. Report Logo: the standard is the APA logo

5. Select filters. Not selecting a filter means that all information will be downloaded to the report. Each of the filters corresponds to one of the fields of the report. Choose the ones that need to be included to narrow down the scope of the report.

6. Options allow for users to further filter report 7. Click Open report



Adding Documents 1. Click Documents in the left navigation menu 2. Click Document Repository 3. If nothing else has been added, the standard

folder is labeled: General 4. To rename folder or add another folder, hover

over folder, on the right an icon with a downwards arrow appears. Click on this icon to see further options.

5. Using the same menu, you can share folders with other reports you have access to (e.g., share a folder between a masters and doctoral program)

6. To add a document, select the folder, click on the

, and wait for the pop-up 7. Follow instructions to add a file or a website

location 8. Click Save



Creating Assignments

Assignments allow users to assign themselves or other people who have access to a report to complete the Results for a particular Method or to complete the Follow-Up for a particular Use of Results.

1. Choose a method or Use of Results to create an assignment

2. Under the section, there should be an Assignment area, click on the wrench icon to access the tool

3. Select the person to be assigned (can select self or other person with access)

4. Select due date to enter data 5. For Subject and Notes/Instructions, you can

customize or leave the default messages 6. Select how often the assignment will recur 7. Select what needs to be collected 8. If documents need to be stored into the

Document Repository within TracDat, select the folder they need to be placed in

9. Select options to send an e-mail to the assignees and/or CC additional people in the e-mail (Note: E-mail will not be sent unless this option is selected)

10. Click Save



Checking Report Completion/Review Status Click on the Report Status icon on the Assessment Hub main page to check the completion status of assessment reports or to view the progress of the report through the review process. Once the link is opened: Quantitative Review: Provides listing of fields completed by academic year and outcome. Follow the instructions to look-up the reports. This dashboard only provides information on whether data were entered, but not on the quality of the data. Qualitative Review: Provides information on the status of the reports as they are being reviewed and redlined by the IE team. Relevant information includes:

• Unit Report Writer: Person in charge of entering data into TracDat

• Reviewer: IE team member assigned to review report

• Report Status: Status of the review of report (reviews relate to the last assessment due date)

• Due Date: Deadline for completing revisions made by IE team

• Redlined Report: Attached report with feedback from IE if reviewed

Note: You can expand the qualitative review table for better viewing or download a CSV file (viewable in Excel). See arrows indicating links to these functions.



Program and Course Data Dashboards Click on the Program/Course Metrics icon for access to data dashboards including:

• Standard PO Dashboard: Data from AIM filtered by program and modality of the commonly used Program Outcomes

• Exit Survey Dashboard: Data from AIM filtered by program and modality of the Exit Survey students take as a part of their graduation application process.

• Downloadable documents: o Standard Program Outcome examples o Undergraduate Exit Survey questions o Graduate Exit Survey questions



Assessment Hub Resources for Help and Information The Assessment Hub provides access to many assessment resources. Some of the resources have been covered in other parts of this guide. Here is a summary of the icons and links included:

Top Menu Links Provide shortcuts to many of the icons on the Assessment Hub main page. Additional links include:

• Sample for SACSCOC – lists the programs, courses, and units that will be included in the 2020 sample for SACSCOC

• New User Request Form – Form for adding users to view or edit assessment reports

Icons (listed from left to right)

• Assessment Portal – View/edit reports

• Submit New Assessment Plan – Modify/add/remove outcomes and methods

• Program/Course Metrics – Data dashboards for metrics, exit survey, and other measures

• Report Status – Check report completion status and see qualitative review process

• FAQs & Tutorials – Information and tutorials about assessment and TracDat

• Deadlines & Events – Events and due dates

• Contact Us – Contact info of IE team and request consultation form

• Feedback – Submit feedback about services and resources

• IE Website – Links to the assessment website with more resources and information

Top Menu
