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BACKGROUND
The university piloted the departmental performance review process in Spring 2003 at the request of the Vice President of Student Development & Enrollment Services (SDES). This review is similar to the state mandated program review process for academic programs, in that it is a self-study which reflects on the former year's activities in the area of budget, staffing, and primary functions. The focus of the process is to evaluate the mission and strategic goals of the department. The concentration is also an evaluation of the primary activities of the department, which are essential to delivering the services to undergraduate and graduate students who attend the university. The primary functions are reviewed by considering the purpose and goals and examining five major elements: constituencies, demand, meeting the demand, competitive advantage, impact on first-year retention and impact on student learning. A schedule is used to identify the departments that participate in the departmental review process during a three-year period. The review is evaluated at the conclusion of each year to determine how effective this tool is for determining the productivity and value of specific functions within the division. The evaluation includes feedback from the department, unit and division heads.
PURPOSE
The purpose of the departmental performance review is to examine the quality and productivity of departments in the Student Development & Support and other university administrative and support divisions. The primary goal is to determine which major aspects or functions of the department to enhance, reduce, maintain, eliminate, outsource, reorganize, re-engineer and/or study further. To accomplish this goal, department members complete self-studies of their departments and undergo a review by the unit head and the division head. The final recommendations are made to the Vice President of the division.
The department review examines UCF's services within the respective division on a three-year rotation to consider key performance indicators and department processes and information. Other areas of the university may choose a different time for review cycles. The review is done to determine the "direction" in which the department is heading and to reveal opportunities for "redirection." A fundamental benefit of the review process is the opportunity to conduct a comprehensive examination of department trend data and information from each department. This process is intended to encourage improved management practices and decision-making.
PROCESS
Beginning in the spring semester, the department begins the process of completing components of the self-study using the templates provided by Academic Affairs. Each department has an individualized schedule to allow for approximately five (5) meetings with the divisional coordinator of the review process and a representative from the office of Operational Excellence & Assessment Support (OEAS). Other departments set the schedule with OEAS personnel. The department has specific elements of the review to be completed prior to each meeting. At each meeting, the scheduled component of the self-study is reviewed to ensure that the information entered is complete, accurate and comprehensive. Additionally, the department head or his or her designee has a chance to clarify any issues and to pose questions about future review expectations. At the conclusion of each session, the department head is given the next steps to take to complete the required sections of the study. In addition to the scheduled meetings, the department head is encouraged, to request meetings with the divisional coordinator of the review process, or a representative from OEAS if deemed necessary.
After the department head has completed and submitted the self-study, the unit head conducts an evaluation of the self study and develops recommendations for each of the departments under review. The unit head's evaluation is related to centrality, demand and cost effectiveness. Following the unit head's evaluation, the division head conducts an evaluation and further recommends courses of action. The final results of the review are presented to the Vice President of the respective division for final recommendations.
Spring
Summer
Fall
The departmental review considers:
The review evaluates each department's service, program and activity in these areas:
The self-study results in the following types of recommendations:
The unit head's evaluation considers:
When appropriate, the division head makes a final decision on approval of all recommendations.
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