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Electronic IDEA: Catalyst for Change

Electronic IDEA: Catalyst for Change. Ms. Theresa L. Wilson Instructional Technology Specialist Dr . Patricia Fitzgerald Interim Dean School of Health Sciences. IDEA Users Group Meeting Cleveland 10/9/08. Setting the Stage. Longtime IDEA site with well-established processes

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Electronic IDEA: Catalyst for Change

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  1. Electronic IDEA:Catalyst for Change Ms. Theresa L. Wilson Instructional Technology Specialist Dr. Patricia Fitzgerald Interim Dean School of Health Sciences IDEA Users Group Meeting Cleveland 10/9/08

  2. Setting the Stage • Longtime IDEA site with well-established processes • 2001: Laptop Initiative, Wireless Campus Network, WebCT , Instructional Technology Specialist • 2006+: New VPAA/Provost and OA

  3. Moving to Electronic • Once upon a time: Pilot I – The Four Explorers • Fall 2006: PT Department WebCT Survey Site • Spring 2007: Pilot II - PT, PA, OT • Summer 2007: IDEA User Group Meeting • Fall 2007: Presentations, Training,Mainstream Option

  4. Administering IDEAs VPOA sends IDEA email to faculty Faculty sends request to VPOA VPOA funnels requests into GW folder VPOA prepares and sends paper FIF and SRF to faculty ITS creates online survey (=>FIF), uploads roster, sends SRF link Faculty completes paper FIF, arranges administration Faculty completes FIF online, sets SRF link, arranges administration Students complete on paper, colleague returns forms to VPOA Students complete SRF online in the classroom using a laptop VPOA prepares paper forms for processing, scans SRF comments ITS sends summary of online surveys to VPOA VPOA sends completed paper forms and batch request to IDEA

  5. Disseminating Results • Turnaround time is about 2 weeks. • VPOA places results in a hierarchical file structure on a shared network drive with appropriate permissions assigned at each level. • “O” Drive • IDEA folder • Department folder • Faculty Member folder • Year folder • Individual documents

  6. Disseminating Results • The “O” Drive • Network shared drive • Rights • All Admin • All Faculty • All Staff • Specific Students

  7. Disseminating Results • The “IDEA” Folder • Rights • VPAA/Provost • (All Deans) • All Department Chairs and Program Directors • All Faculty • Specific Staff

  8. Disseminating Results • The “Department” Folder • Rights • VPAA / Provost • (Dean of School) • Department Chair or Program Director • Department Faculty • Specific Staff

  9. Disseminating Results • The “Faculty Member” Folder • Rights • VPAA /Provost • (Dean of School) • Department Chair or Program Director • Faculty Member • Specific Staff

  10. Disseminating Results • The “Year” Folder • Rights • VPAA / Provost • (Dean of School) • Department Chair or Program Director • Faculty Member • Specific Staff

  11. Disseminating Results • The “Results” • Rights • VPAA/Provost • (Dean of School) • Department Chair or Program Director • Faculty Member • Specific Staff

  12. Outcomes • Fewer resources expended > less paper, lower mailing costs, fewer processing hours, less time needed to complete FIF and SRF • More faculty and departments are taking advantage of additional questions option • More feedback from students via comments • More timely dissemination of results • Easier access to results

  13. Lessons Learned • Institutionalize the process • Build faculty confidence in the process • Pilot • Present • Train • Support • Build student confidence in the process • Persist • Be flexible

  14. What’s Next? • Move to BlackBoard and Jenzabar SIS should further streamline the electronic IDEA process • Strongly encourage use of electronic IDEAs by all • Restructuring from departments to schools -Schools take over responsibility for administration and cost of their own IDEAs • Moving to emphasize formative evaluation – view IDEA as a way to improve your teaching • Results from IDEA process impetus for change in Promotion & Tenure application process

  15. Promotion & Tenure Folder • The “O” Drive • Promotion Applications Fall 2008 • Applicant’s Folder • IDEA forms (selected by applicant) • Others (determined by applicant) • Teaching • Service – Institution and Community • Scholarship • Professional Development

  16. Promotion & Tenure Process Old process New process • Primarily electronic • Stored on network drive with hierarchical folder structure • Review can be done online from anywhere. Permissions on folders control access. • Folder contains some prescribed folders, others can be added • All on paper • Stored in file boxes and notebooks • Review conducted only in VPAA’s office

  17. Issues • Still need a place for artifacts that cannot be converted to digital format • Technology issues (ex: Faculty member does not save in pdf format) • Reviewers print documents and are not careful to protect them • Convincing people of the value of the change • Others…..

  18. Questions? Theresa L. Wilson, MEd Instructional Technology Specialist 191 Pasquerilla Library P.O. Box 600 Loretto, PA 15940-0600 Phone: (814) 472-2799 twilson@francis.edu Patricia Fitzgerald, PT, PhD, MPT, CSCS Interim Dean School of Health Sciences Suite 229, Stokes Building P.O. Box 600 Loretto, PA 15940-0600 Phone: (814) 472-3121 pfitzgerald@francis.edu

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