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Information regarding program reviews can be found on the University Curriculum Council web page at: http://www.ohio.edu/facultysenate/committees/ucc/program-review.cfm. Included are self-study forms and guidelines, information regarding the restructured academic review process, and much more.
Spring Prior to the Academic Year for Review
The UCC Program Review Committee (PRC) chair sends an e-mail notice to deans and chairs, directors, and coordinators of programs scheduled for review during the next academic year. The e-mail may include information including: the date that self-studies are due to the UCC and other information.
The PRC chair sets up an informational meeting for deans and chairs, directors, and coordinators of these programs. The associate provost for faculty and academic planning (APFAP) (Howard Dewald, email@example.com) is invited to attend.
During this meeting the committee chair announces the date that self-studies will be due in the UCC office (Laura Tuck, firstname.lastname@example.org) and provides information and instruction on how to prepare and submit the self-studies.
Summer Prior to the Academic Year for Review
Programs complete self-studies and select three persons to put forward as possible external reviewers.
The PRC chair selects an internal reviewer for each program under review. S/he then provides a list of these individuals, their contact information, and their assignments to the APFAP and to the UCC Office.
Second week of September (approximately)
Programs submit self-studies via email (Microsoft Word or PDF), along with the names and contact information for three persons put forward to serve as external reviewers, to the APFAP Office (Anita Leach, email@example.com) and the UCC office.
The PRC chair and the APFAP will set up a meeting for internal reviewers where they will receive instructions and a copies of the self-studies assigned for their review.
Third week of September
In consultation with the PRC chair, the APFAP selects and contacts external reviewers. S/He then provides the UCC office, and the internal reviewers with the names and contact information for the external reviewers who have agreed to serve.
As external reviewers agree to serve, the APFAP office staff sends packets to the external reviewers containing: a letter of agreement, a copy of the self-study, a non-employee travel expense submission form, a map of Ohio University’s Athens campus (unless the program is at a regional campus), and contact information for the internal reviewer and others as appropriate.
Fourth week of September – Fall Semester Closing
Internal reviewers work with external reviewers; deans; chairs, directors, and/or program coordinators; and others as appropriate to schedule the site visits and the visit schedule. (See “Requirement for External Reviewer Site Visits” below.) If visits cannot take place by November 30, the internal reviewer must contact the PRC chair and the APFAP to communicate the circumstances that require an extension.
The APFAP office covers the cost of travel and the $1,000 stipend for up to two external reviewers and general expenses related to the visit. For example, the office will cover the cost of: one external reviewer for programs with undergraduate components only, one external reviewer for programs with graduate components only, or two external reviewers for programs with both undergraduate and graduate components. General expenses related to the visit might include the cost of pizza and drinks for a meeting with the external reviewer and students from the program or the cost of meal meetings if schedule constraints necessitate meetings over meals. General expenses usually average $300. Contact Anita Leach (firstname.lastname@example.org, 3-9877) for information.
End of Fall Semester
With few exceptions, all site visits by external reviewers should be completed.
External reviewer reports, in electronic format, are due in the APFAP office (email@example.com) no later than one week after the site visit unless there are extenuating circumstances.
As the external reviewer reports are received, the APFAP office sends electronic copies to the appropriate internal reviewer (to incorporate into his/her report); the dean; and the chair, director, or program coordinator (for their information); and to UCC office.
Upon receipt of the external review, the internal reviewer has two weeks to write a draft report, incorporating the information in the external review, and a graduate summary if applicable, and submit it to the dean and chair, director or coordinator for comment and to the APFAP (firstname.lastname@example.org) and UCC (email@example.com) offices.
Deans and chairs, directors, or program coordinators have two weeks from the receipt of the internal reviewer's draft report to respond with comments. These comments should be in the form of a memo or letter, on hard copy with signature. These comments will be attached to the report.
The UCC office sends the report, with the comments from the dean and chair, director, or program coordinator to the Graduate Council for review at their next meeting. The Graduate Council sends a written response to as soon as possible after this review to the APFAP (firstname.lastname@example.org) and UCC (email@example.com) offices.
The UCC office sends the draft review, including the graduate summary and written responses from deans and chairs, directors, or program coordinators, to the UCC, at their next meeting, for review.
Upon approval, the UCC office sends the final document to the APFAP office (firstname.lastname@example.org) for submission to the Ohio University Board of Trustees.
NOTE: Chairs, Directors or Coordinators may attend Graduate Council and UCC meetings when their programs' reviews are being discussed and should definitely attend the Board of Trustees University Academics Committee meeting at which their reviews are being submitted.
The site visit is a critical component of the review process. It allows the reviewers to place the information provided in the self-study in context and to meet with faculty and students to discuss and clarify the information provided by the self-study. The external and internal reviewers should work together as a team throughout the visit, and the internal reviewers should accompany the external reviewer, to the extent possible, during the site visit. The external reviewer is expected to provide discipline related expertise, and the internal reviewer is expected to provide information regarding Ohio University.
The internal reviewer, external reviewer, and the department or program under review must build a site visit schedule that includes the following:
The Office of the APFAP covers the cost one external review for each undergraduate or graduate program under review. If a program has both an undergraduate and a graduate component, the office will cover the cost of two reviewers; one for each. Costs covered include external reviewer stipend of $1,000 (after reviewer report is submitted); travel, lodging, and meals for the external reviewer; and meal meeting costs, within reason. Departments should make every effort to book flights, hotel rooms, etc. as early as possible, using university policies for employee travel as a guide, to ensure availability and reasonable rates. The APFAP office will provide an account number to charge. To obtain the account number, the person handling these transactions should contact Anita Leach (email@example.com).
Department staff are responsible for contacting the external reviewer to obtain a completed I-9 and any other forms necessary so that the staff can process expenses, travel reimbursements, and the stipend. Transactions should include the program name and the words "program review" or similar language in notes and description sections so expenses can be tied that particular review.
External Reviewers who live relatively close to Athens (usually under 200 miles) often choose to drive to Athens using their personal vehicle. In these cases, the reviewers will be paid mileage at the current university rate. Rental car expenses will be reimbursed. Reviewers are expected to rent a sub-compact or compact car. Upgrades are not allowable unless a written explanation of legitimate need is provided to the APFAP office or the upgrade is provided free of charge by the rental agency. Send requests to Anita Leach (firstname.lastname@example.org).
Only coach class tickets will be purchased. If there are extenuating circumstances requiring an upgrade, the external reviewer must cover the cost or provide a written explanation of need before tickets are purchased. The upgrade must be pre-approved. Send request to Anita Leach (email@example.com).
Transportation to Ohio University from Port Columbus International Airport
Transportation to and from Port Columbus International Airport can be provided by Ohio University Transportation Services if a car rental is not feasible. Chairs, directors, and other persons close to the programs under review are discouraged from transporting external reviewers themselves. However, members of the review committee may do so. They will receive travel expense reimbursement per university policy.
Lodging and Meals
Reservations for the external reviewer may be made at the Ohio University Inn or at another facility in the immediate area. The review committee is responsible for arranging transportation to and from the hotel. While the APFAP office covers the cost of the room and meals taken at the hotel, personal phone calls and other personal charges will not be covered.(If meal meetings are scheduled at the OU Inn, arrangements can be made to bill those meals to the external reviewer’s room. See details on meal meetings below.)
The UCC representative and the chair, director or coordinator may wish to organize some meetings for the external reviewer around meals or refreshments. For example, a breakfast or dinner meeting of a core group consisting of the external reviewer, the UCC representative, and the department chair, school director, or program coordinator may be appropriate the night before, or the morning of, the first day of the on-site review. A luncheon scheduled with this core group to which several faculty from the unit being reviewed are invited would also be appropriate. For larger groups, students for instance, lighter refreshments such as cookies and punch would be considered appropriate.
Travel Reimbursements to the External Reviewer
Department staff should contact the external reviewer to provide him/her with information regarding the process for obtaining reimbursement.
*External Reviewer Reports and Stipend
The stipend will be processed, by the program, once the external reviewer submits the site visit report.
APFAP Office Contact information:
Patrick Barr-Melej, Faculty Fellow, Office of the Associate Provost for Faculty and Academic Planning, firstname.lastname@example.org
Howard D. Dewald, Associate Provost for Faculty and Academic Planning, 311 Cutler Hall, 1 Ohio University, Athens, Ohio 45701 (email@example.com).
Anita Leach, Executive Assistant for Faculty and Academic Planning, 310 Cutler Hall, 1 Ohio University, Athens, Ohio 45701 (firstname.lastname@example.org)