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Annual Program Reporting Process

In fall of 2021, the Provost’s Office will resume its annual program reporting process in which specific metrics will be reported for all bachelor’s programs and for terminal (those that do not lead to a PhD at WVU) and non-professional master’s degree programs. An export of the Qualtrics survey is available as a Word document but this process relies heavily on logic so that export contains every possible response which well exceeds what any particular program will have to complete. 

This annual program reporting is part of the Board of Governors (BOG) program review process and will help the Provost’s Office support academic units and their faculty working towards program improvement. The goal of this reflective exercise is to empower department chairs and program faculty to use data to inform curricular change and improve student success.

Programs participating in this process will be able to address a significant portion of the "Student Enrollment, Retention, Persistence, and Graduation History" section of the BOG program review through the attachment and summary of these annual reports. Programs who are submitting their five-year Board of Governors program review will not have to submit this annual report for that same academic year.

Department chairs and program faculty will use EAB’s Academic Performance Solutions (APS) platform and the Program Analytics tab to report on at least two metrics each spring:

  • Three-year Trend in Program Enrollment
  • Program Retention: Program retention, as differentiated from institutional retention, is a measure of program-level persistence – how many students who were in the program last year and could have returned this year, did so. It is a one-to-one comparison of students from fall-to-fall and does not count students who have graduated or new enrollees to the program, regardless of where they originated.
Training sessions on WVU's annual reporting process will be held annually in September or October moving forward. EAB has also provided a step-by-step guide specific to WVU's reporting process.

This year, there are two options for training.

Option 1: Wednesday, October 6th, 3 - 4:30pm via Zoom: https://eab.zoom.us/j/93823497144
Option 2: Thursday, October 7th, 11 - 12:30pm via Zoom: https://eab.zoom.us/j/96609081262

An export of the Qualtrics survey is also available for programs to review. Note: This export contains all the survey logic which means it will look much different than the actual survey individual users encounter. Most programs will simply report their 3-year enrollment trend, fall-to-fall program retention and, if necessary, their action plan.
EAB serves more than 1400 schools, colleges, and universities by providing research and technological solutions that address enrollment management, student success, and institutional operations and strategy. Data from APS have been part of the data provided to programs for their BOG program reviews. APS uses WVU's data directly from Banner and displays those data in a range of dynamic visualizations. Faculty can access APS via the Portal with their single sign on.

Programs will be sorted into one of four broad categories based upon their performance relative to institutional benchmarks at their particular degree level. Programs that are underperforming relative to a benchmark in one or both metrics will be asked to provide a concise action plan using other metrics in APS to address questions such as:

  • Why is the program experiencing a decrease in enrollment specific to students who are new to the institution?
  • Why are so many students who aren't persisting in the program leaving for another specific program at WVU or why are those students leaving WVU altogether?
  • What courses or levels of courses (200, 300, 400, etc) serve as impediments to progression in the degree?
  • Are upper-level students (those with 60+ credits) able to graduate from the program in a timely manner?
  • What external conditions may be affecting the program?
As this process is a part of BOG program review, programs that are severely underperforming and unable to improve may be asked to provide additional data and program context to help explain the data submitted in their annual report.

Contact

Questions about the annual program reporting process can be directed to Assistant Provost for Curriculum and Assessment at louis.slimak@mail.wvu.edu.

Programs interested in learning more about what JobsEQ has to offer and what the information means for their program can submit a request for a JobsEQ report and consultation.