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Duke University – WEAVEonline User Manual

1. 1 In the above steps a measures was created and associated with one of more outcomes objectives Once created these measure outcome objective pairs will be the basis for entering Achievement Targets Assessment Results Findings and Action Plans 2 For each measure outcome objective pair you will enter an Achievement Target 3 After selecting the cycle and entity select the Assessments tab from the top navigation bar Click on Assessment Essentials within the Assessments menu and navigate to Measures amp Findings at the bottom of the screen 4 Toaddan achievement target you will first need to use the expansion triangles to expand a measure or use the Expand All button on the right side of the page Add Expand all Collapse All Measures amp Findings D 1 Measure 1 Related OutcomesObjectives 1 gt 2 Measure 2 Related OutcomesObjectives 1 D 3 Measure 3 Related OutcomesObjectives 1 2 5 After expanding the measures you will see the details of the measure followed by and Edit button Below the Edit button you will see the Achievement Targets and Assessment Results Findings subheading then the associated outcomes objectives as well as one of more Add Achievement Target and Remove Association buttons 26 Duke University WEAVEonline and Assessment User Manual ee Add Collapse All Measures amp Findings b 1 Measure 1 Related OutcomesObjectives 1 b 2 Measure 2 Related OutcomesObjectives
2. Choosing a cycle string ex 2009 2010 will keep the mission purpose active until the end of the chosen cycle Entry Status Is your data entry In Progress or Final i If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None ii Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries iii Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final iv Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save Duke University WEAVEonline and Assessment User Manual Add Mission Purpose Mission Purpose Current content uses 30 of 40 000 available characters gt ayy 25 H B O B Z U Z E i A Font Name 8 9 MH Mw Il uy m fea If desired use the next box for the relationship to an institutional mission or external professional statement Additional Information Current content uses 0 of 4 000 available characters Yh Ss 2 BH O O O Bz ule z A gt Fontname gt uy m KIER mi ane HI f Aa Established in Cycle 2008 2009 Active through Cycle 2
3. This role only has access to the select an entity tab and the reports tab This role cannot access any assessment data directly An individual with external reviewer role cannot be assigned any other roles in the same entity Group Owner Group Owners have read write access limited to creating groups and standards Group Owners can only access Standards and Groups for Standards in the Admin Function They cannot enter or view any assessment data Curriculum Map Owner Curriculum map owners have read write access limited to creating and updating curriculum maps for the units that they are associated Data Upload This role has read write access limited to uploading data to the system Only Home and Admin Tools tabs can be accessed with admin tools limited to curriculum mapping functions STRATEGIC PLANS Strategic Plans can be entered for any entity within the first five levels Strategic Plans entered here will be visible and available for association with the Outcomes Objectives area under Assessments Instructions for entering Strategic Plans 1 Navigate to Strategic Plans under Admin Tools 2 Activate the entity for which you would like to enter a strategic plan by clicking on it If there is not an existing Strategic Plan the Add Initial Strategic Plan button will appear you may have to scroll to the top of the page 3 Click Add Initial Strategic Plan and the following screen pop up Add Strategic Plan Elem
4. 1 3 Measure 3 Related OutcomesObjectives 1 2 Source of Evidence Evaluations Evaluations Established in Cycle 2008 2009 Entry Status Final Last Updated by Jess Thornton on 9 11 2008 Established by Jess Thornton on 9 11 2008 Edit Measure Achievement Targets and Assessment Results Findings Outcome Objective 1 Add Achievement Target Objective 1 Outcome Objective 2 Add Achievement Target Objective 2 6 Click on Add Achievement Target 7 The measure outcome objective pair for which you will be adding an achievement target is shown at the top of the screen Add Achievement Target for this Measure Outcome Objective combination Measure Measure 3 Outcome Objective Objective 1 Achievement Target Current content uses 0 of 20 000 available characters 7A 4 BIO Or Bf UL 3 se i A Font Name a 2 02 Q Established in Cycle 2008 2009 Active through Cycle Keep Active v Entry Status Draft In progress Final Save Cancel 27 Duke University WEAVEonline and Assessment User Manual 8 Achievement Target Enter the achievement target for this measure i e what score rating etc do you hope to see from the measure outcome objective pair Character Limit 20 000 displays on Detailed Assessment Report 9 PLEASE NOTE Each measure outcome objective pair can only have one achievement target per cycle 10 Established in Cycle From the pull down menu choose
5. Outcomes Objectives Measures Achievement Targets and Assessment Results Findings Action Plans can also be added on this page 3 PLEASE NOTE Measures cannot be added until at least one Outcome Objective has been added Goals Goals have not yet been added a Add Expanaatt Collapse all Outcomes Objectives D 0 Objective 1 Not Ready for Review Measures amp Findings Add Measures and Findings have not yet been added 4 Inthe blue band with the title Measures amp Findings click on Add to enter Outcomes Objectives 5 Onthe Add Measure page you will enter a Source of Evidence Choose the type of measure that best describes the tool you will be adding to assess the Outcomes Objectives The measures are sorted into three columns Academic Direct Academic Indirect and Administrative i Hover over a type of measure for a fuller description 24 Duke University WEAVEonline and Assessment User Manual ii If your measure is not listed choose Other choice at the bottom of the appropriate column iii The Source of Evidence is listed on the Detailed Assessment Report Condensed Description A shortened description similar to a title Character Limit 50 displays on Detailed Assessment Report Description A complete description of your measurement tool or approach Character Limit 250 000 displays on Detailed Assessment Report Associate this Measure with Outcomes Objectives Associate the measure with
6. Selecting yes or no tags the outcome objective for reports ii All student learning outcomes are selected for the Student Learning Outcome Report The Detailed Assessment Report lists the student learning outcomes before the non student learning outcomes f Associate this Outcome Objective with Each outcome objective can be associated with available Goals Standards General Education Core Curriculum items Institutional Priorities and Strategic Plans i Goals if applicable were entered in Assessment Essentials Goals for this entity Once an outcome objective has been associated with a goal s this relationship can be viewed on the main Assessment Essentials page ii Standards General Education Core Curriculum items Institutional Priorities derived from Duke s Mission and Strategic Plans are set up and maintained primarily by the WEAVE Administrator but are available for your association on the Outcome Objective Add and Edit pages 22 5 Duke University WEAVEonline and Assessment User Manual iii To make associations 1 Click Open to Select to open the list of possible associations 2 Add a check by clicking in the box for all applicable associations 3 Leave the selection list open if you have made new or additional selections 4 Clicking Undo and Close with collapse the selection list and recent changes will not be saved g Associations An additional text field is available to add any other associations
7. administrative rights this must be done by accessing the hierarchy under Admin Tools Hierarchy Entity Tree then clicking on the entity The answer to will it be assessed should be yes If it isn t right click on the entity to edit and change the Status What level of access should give to new users This answer depends on what you want the user to do in the system We suggest a limited number of WEAVE administrators in any area so please assign roles below the level of WEAVE administrator Entity administrator is the next level down They have read write access to all data entry and some administrative functions If the person does not need any administrative functions they can be assigned the role of Entity Write amp Review This role is primarily for assessment data entry The only other role that we think would be beneficial is that of External Reviewer This role is read only and only has access to the reports section For a full list of roles and access levels see page 16 How do allow external people to view my information in WEAVEonline Since WEAVE is authenticated with Shibboleth all users are required to have a Duke University Net ID It is possible for external users to be given a temporary Net ID but this must be done through OIT It is possible to create reports in WEAVE that can be saved as a PDF file then shared electronically My Unit Entity has an extensive strategic plan how do enter that in the
8. appropriate measures and criteria Once you establish your unit s objectives the next step is to define and identify the sources of evidence you will use to determine whether you are achieving expected impacts You must detail what will be Duke University WEAVEonline and Assessment User Manual measured and how it will be measured Measures are most commonly tools or methods that are implemented to reflect the objective Common types of assessment Attitudinal measures of satisfaction from those you serve Direct counts of unit service External validation neutral party auditor professional standards In addition to identifying measures achievement targets must be set An achievement target specifies what level your measure must reach in order to signify your objective was met ASSESS PERFORMANCE Step 3 Conduct assessment activities Put your assessment plan into action This step involves collecting information on your measures VIEW ASSESSMENT RESULTS Step 4 Analyze the findings from your assessments Once your unit has collected evidence or results see what they tell you about your program Summarize your findings in narrative form in the system Consider asking the following questions Based on these findings can you say that you met partially met or did not meet your objectives What does that tell you What can you infer from the data Do the measures findings give you a complete picture of th
9. b Use Expand All Collapse All and or the expansion triangles to view the summaries 3 Analysis Questions Analysis Questions are developed at Duke Check with your WEAVE Administrator if you have any questions about the Analysis Questions Currently the Analysis Question asks for feedback about WEAVEonline a Click the Expand All button or the expansion triangles in order to see the Add Answer button b Click the Add Answer button and enter the answer within the text editor field Character Limit 400 000 c Entry Status Is your data entry In progress or Final i If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None ii Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries iii Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final iv Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details d Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save e Once an answer has been added you may choose to Edit Answer or Delete Answer ANNUAL REPORTING 1 After selecting the cycle and entity select the Assessments tab from the top navigation bar Click on Annual Reporting 2 Annual
10. by clicking the Delete button and agreeing to the disclaimer This is a permanent deletion and will affect all cycles where this goal is present In other words if this goal was carried over from a previous cycle a better option than deleting would be to adjust the Established in and Active Through Cycle information b Editing Log use the editing log Character Limit 500 does not display on any reports to provide a track record of changes that have been made to a specific entry The editing log is not carried forward from cycle to cycle 7 Reordering The first goal entered will have a default number of zero The second goal will have a default number of one Any goal added to a previous cycle and kept active will come in as a zero as well To renumber click Reorder in the blue band titled Goals The goals will now be numbered consecutively starting with the number 1 b If reordering is needed you may drag and drop items to their correct locations If item three needs to be between one and two you would drag it until you see a dotted line appear at the desired location and then drop c Click Save to keep your changes 8 PLEASE NOTE Editing a Goal that exists over several cycles will update that goal in each of those cycles If significant changes exist from one cycle to the next consider altering the Active Through Cycle so that Established and Active Through Cycles are the same In the next cycle create a new goal A
11. for this outcome objective that have not already been listed These additional associations do appear in the Detailed Assessment Report h Entry Status Is your data entry In progress or Final i If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None ii Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries iii Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final iv Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details i Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save When editing an Outcome Objective note that two additional items are available a Delete If the outcome objective was entered in error you may delete it by clicking the Delete button and agreeing to the disclaimer This is a permanent deletion and will affect all cycles where this outcome objective is present In other words if this outcome objective was carried over from a previous cycle a better option than deleting would be to adjust the Established in and Active Through Cycle information b Editing Log use the editing log Character Limit 500 does not display on any reports to provide a track
12. on the top of the navigational bar are tailored for your specific role within the application Note A tabs are not visible to all users Contact the WEAVEonline Administrator if you have questions a Home Returns you to this page b Admin Tools Only WEAVEonline Administrators and Entity Administrators have access to this area Administrative functions such as creating and modifying users entities and other options are maintained within this tab of the application c Select Cycle and Entity The first step in selecting and entering assessment data is choosing a cycle and entity d Assessments All assessment data is house under this top navigation tab Mission Purpose Goals Outcomes Objectives Measures Achievement Targets Annual Reports and the Document Repository e Reports Report menu PLEASE NOTE There are some additional navigation tips to make working in WEAVE a little easier a Please do not use the browser navigation i e the back button to move around the WEAVE system only use the navigation provided within the system b If you ever receive an error screen please contact the WEAVE Administrator Also to prevent further errors please close the browser window and start a new session of WEAVE Duke University WEAVEonline and Assessment User Manual Step by Step Entering and Editing Data Select Cycle and Entity 1 The first step in entering assessment data is to select the cycle and the entity in whi
13. sections mentioned in point 2 will be described in detail below 15 Duke University WEAVEonline and Assessment User Manual MISSION PURPOSE 1 After selecting the cycle and entity click the Assessments tab on the top navigation bar You will be directed to the Mission Purpose data entry page 2 If no mission purpose currently exists click the Add Mission Purpose button If a mission purpose statement already exists view or click on Edit to make changes 3 On the Add Mission Purpose page see below for screenshot you will enter a f Mission Purpose Actual statement for the entity Character Limit 40 000 displays on Detailed Assessment Report Additional Information Add any additional information regarding the mission purpose statement for this entity For example you could list the web address source or how this entity s mission purpose statement relates to the mission goals or priorities of the institution Character Limit 4 000 displays on Detailed Assessment Report Established In Cycle In what cycle was the Mission Purpose established This defaults to the current cycle unless a mission purpose was created and set to keep active in a previous cycle Active Through Cycle How long should this Mission Purpose statement stay active potentially continuing to future cycles See note below screenshot Choosing keep active will allow this mission purpose statement to be viewed in future cycles
14. system We suggest uploading the document into the document repository see page 18 and associating it with your mission In addition you should place condensed descriptions of your strategic plan in the strategic plan section of WEAVEonline see page 17 How do delete information have entered in the Assessment area For missions objectives measures action plans etc choose to edit the selection Toward the top of the data entry screen there will be a button that gives you an option to delete your selection The next screen is precautionary it will ask if you really want to delete the item and all associations Once an item is deleted it must be re entered manually to be put back in the system Do not delete items that have been carried over from another cycle Please refer to page 12 to learn about cycles The login page looks weird and don t know my password What have done wrong 49 Duke University WEAVEonline and Assessment User Manual Sometimes if the page you went to was bookmarked at the wrong place or if you timed out of your session you may see a WEAVE login page instead of a Duke Net ID page Please use the following link to access WEAVEonline http app2 weaveonline com duke login aspx 50
15. the cycle when this achievement target was first established 11 Active Through Cycle From the pull down menu options choose how long the achievement target should remain active 12 Entry Status Is your data entry In progress or Final a If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None b Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries c Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final d Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details 13 Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save 14 Select Remove Association if the outcome objective associated with this measure was added by mistake Removing this association will result in the deletion of this measure outcome objective association Also any achievement target level and assessment results findings associated with the pair will be deleted 15 PLEASE NOTE Editing a achievement target that exists over several cycles will update that achievement target in each of those cycles If significant changes exist from one cycle to the next consider altering the Active Through Cycle so that Establ
16. using goals objectives should be linked to goals o Measures can be added by clicking on the add button The add measure button will only be active if there are existing objectives in the unit Measures cannot be added until there are objectives for them to link Existing measures can be edited by expanding the selection and clicking on the edit button Each measure must be linked to at least one objective but can be linked to multiple objectives o Within the measure selection Achievement Targets must be set With the measure entry expanded click on add achievement target You will be provided with a text box to enter achievement targets o Once you have completed data collection for each Measure please add your Findings Expand the Measure selection and click on edit Select add new finding e Once findings have been entered you can begin Action Planning based on your findings Action Planning should be used if objectives are not met or are only partially met Still in the Assessment area click the Action Plan Tracking tab on the menu to the left To enter new action plans click add enhancement actions To edit existing plans expand the selection and click edit Duke University WEAVEonline and Assessment User Manual Introduction In spring 2008 Duke University introduced the assessment process and WEAVEonline This process was made a requirement of continuing accreditation with the Southern Association of Colleges and Scho
17. 008 2009 Entry Status Draft in progress Final 4 PLEASE NOTE An entity can only have one Mission Purpose statement per cycle Editing a Mission Purpose that exists over several cycles will update the mission purpose in each of these cycles If major changes are made from one cycle to the next consider altering the Active Through Cycle so that Established and Active Through Cycles are the same see illustration below A new mission purpose can then be entered in the next cycle Cycle 2007 2008 2008 2009 2009 2010 Mission 1 Est 2007 2008 Est 2007 2008 Est 2007 2008 Keep Active Keep Active Keep Active Mission 2 Est 2007 2008 Est 2008 2009 Est 2008 2009 Active Thru 2007 2008 Keep Active Keep Active Duke University WEAVEonline and Assessment User Manual ASSESSMENT ESSENTIALS OVERVIEW 1 The Assessment Essentials page is where Goals Outcomes Objectives Measures Achievement Targets and Assessment Results Findings are added Action Plans can also be added on this page This is where you will enter the majority of your assessment data 2 After selecting the cycle and entity select the Assessments tab from the top navigation bar Click on Assessment Essentials within the Assessments menu 3 The background color for Assessment Essentials pages changes for easy visual reference a Current cycle Blue Background b Previous cycle Yellow Background c All cycles prior to previous cycle Grey Backgr
18. 3 which includes logging in and basic navigation e Entering and Editing Assessment Data pages 14 to 36 which includes detailed instructions for entering all of your entity s information e Reports pages 37 to 38 e Admin Tools pages 39 to 48 Duke University WEAVEonline and Assessment User Manual Step by Step Getting Started Logging In 1 Follow the WEAVE link http app weaveonline com duke login aspx to the Duke Net ID login page If the login page is not the Duke Net ID page but instead a WEAVEonline page which requests your WEAVEonline ID and your password please close the browser window and reopen Confirm that the address is correct 2 Bookmark the login page prior to entering your Net ID Bookmarking pages past the login will not return you to the correct location 3 Your login is your Net ID and password If you have trouble logging in please contact the WEAVE system administrator at weave support duke edu Home page Logout Email Admins Help Duke University WEAVEonline assessment management system Home Admin Tools Select Cycle and Entity Assessments Reports Local News WEAVEonline Thank you to everyone for their hard work completing 07 08 FY assessment information We have h ne ie opened the 08 09 FY cycle and have copied over your objectives from the previous year Instructions captures an assessment cyc for using WWEAVEonline can be found on the Duke Assessment Webpa
19. Add Enhancement Action button ii An Action Plan added from the Action Plan Tracking page can be associated with a Measure Outcome Objective pair by clicking on the Edit Measure Objective button and selecting the appropriate choices or the Action Plan can stand alone 4 Toadd an Action Plan enter the following information a Status The current status of the Action planned in progress finished on hold terminated 30 Duke University WEAVEonline and Assessment User Manual b Condensed Description A shortened description similar to a title Character Limit 50 displays on Detailed Assessment Report PLEASE NOTE This is a required field c Description A complete description of your action plan Character Limit 20 000 displays on Detailed Assessment Report d Target Date A date when the Action Plan will be fully implemented MM YYYY PLEASE NOTE When editing if you do not have a date in the section the application will insert1 1 Please delete the 1 1 prior to saving e Target Date Description A more general description of the target date ex Fall 2010 f Priority The priority level of this Action Plan High Medium or Low g Responsible Person Group Person s or Group s responsible for ensuring this Action Plan progresses h Additional Resources Needed Provide details as to what resources are needed to complete this Action Plan i Budget Amount Requested Provide whole dollar amount for the above reso
20. Duke University WEAVEonline and Assessment User Manual http app weaveonline com duke login aspx 15 September 2008 The purpose of this handbook is to provide administrative and academic units a resource for developing and implementing effective program assessment plans and managing those plans through WEAVEonline The handbook provides an overview of the assessment process at Duke University and basic reference materials for program staff in developing meaningful and manageable missions goals outcomes and assessment measures Any feedback on this handbook and its contents is welcome and should be directed to Jessica Thornton in Institutional Research at or 919 684 0731 Duke University WEAVEonline and Assessment User Manual Duke University WEAVEonline and Assessment User Manual Table of Contents Quick Start Guide 4 Introduction 6 The Assessment Cycle 8 Step by Step Instructions for using WEAVEonline 11 Getting Started 12 Entering and Editing Data 14 Reports 37 Admin Tools 39 Appendix Frequently Asked Questions 49 Duke University WEAVEonline and Assessment User Manual Quick Start Guide Welcome to WEAVEonline Duke University s new web based assessment management system WEAVEonline will enable both academic programs and administrative departments to post and manage their assessment plans and reports Following is a guide to get started in WEAVEonline Access WEAVEonline at http app weaveonline com duke login
21. J Vice President for Student Affairs PLEASE NOTE Entities of higher level numbers must be positioned under entities of lower numbers In other words a Department level entity cannot be the parent of a College level entity 41 Duke University WEAVEonline and Assessment User Manual Once created entities can be re positioned by dragging and dropping To do this select the entity you wish to move holding your mouse down highlight underline the appropriate parent and then release your mouse to drop the entity Instructions for adding entities to the Hierarchy 1 Right Click if you are using a Mac Control Click on the entity under which you wish to add a lower level Then choose Add Lower Level At the top of the page and editable User Information box will appear Please enter information for the following areas a h Entity Name A unique name Character Limit 150 that describes the unit entity department Entity names cannot be duplicated in WEAVEonline so please be descriptive Entity Level Select from the pull down menu one of the seven levels on the WEAVE hierarchy WEAVE will limit the available levels dependent on the level of the parent entity i e if you are adding a level below an entity on level 5 you will only be able to add to level 6 and 7 Established in Cycle Select the cycle in which you first want this entity to appear Active Through Cycle Select the cycle through which you wish to ha
22. ONS This screen allows you to associate users with your entities and then assign them an appropriate role for each area to which they have access In order to fully activate a user in the system they must not only be entered into the system but they must be given a role within a specific entity in the hierarchy There are three separate windows under User Entity Associations 1 Add User Entity Associations 2 View Edit by Entity and 3 View Edit by user 43 Duke University WEAVEonline and Assessment User Manual Admin Tools Subscriber Information Institutional Priorities General Education Core Curriculum Cycle Information Subscriber Duke University User Information Standards Groups Add User Entity Associations tions Seite Rete Roles 1 Check one or more entities 2 Select a role Approver Show Through Top Executive Area v Hide Inactive Entities yes O No Users 3 Search for a user Legend e Black type Academic Entity that can enter data Black type italics Administrative Entity that can enter data pr o Gray type ademic Entity that 0 e a 5 Ad ntity notenter Then check one or more users i e Smith John Red type Currently Inactive Entity O Duke University Cancel Save C Director of Athletics Add User Entity Associations allows you to connect users with entities 1 Navigate to the Add User Entity Associations page 2 Follow the s
23. Report The Annual Report Sections are determined by Duke Administration for the purpose of gathering information in areas of interest to those in leadership advisory or governance roles or to the public a Each Annual Report prompt is shown in black with an Add Details button directly below b Click the Add Details button and add your response within the text editor field Character Limit 750 000 c Entry Status Is your data entry In Progress or Final 33 Duke University WEAVEonline and Assessment User Manual 3 Annual Report responses are presented in reports bearing the same name as the prompts These are located under the Annual Reports section DOCUMENT REPOSITORY 1 After selecting the cycle and entity select the Assessments tab from the top navigation bar Click on Document Repository 2 The Document Repository acts like a folder to hold electronic files for each entity Once uploaded your documents can be associated with all assessment areas from Mission Purpose through Assessment Results Findings and Action Plans and on to Analysis Questions and Annual Reporting These areas become available for document associations once you enter data in them The exceptions are that you can load and associates files with Analysis Questions and or Annual Report sections before you enter data 3 Individually identifiable information such as examples of work that include the students names sh
24. SSESSMENT ESSENTIALS OUTCOMES OBJECTIVES 1 After selecting the cycle and entity then select the Assessments tab from the top navigation bar Click on Assessment Essentials within the Assessments menu 2 Within Assessment Essentials you will enter data for Goals Outcomes Objectives Measures Achievement Targets and Assessment Results Findings Action Plans can also be added on this page 3 In the blue band with the title Outcomes Objectives click on Add to enter Outcomes Objectives 21 Duke University WEAVEonline and Assessment User Manual Goals Goals have not yet been added Outcomes Objectives Outcomes Objectives have not yet been added Measures and Findings You must have an Outcome Objective to add Measures 4 On the Add Outcome Objective page you will enter a Established in Cycle From the pull down menu choose the cycle when this outcome objective was first established b Active Through Cycle From the pull down menu options choose how long the outcome objective should remain active c Condensed Description A shortened description similar to a title Character Limit 50 displays on Detailed Assessment Report d Description The outcome objective in its entirety Character Limit 400 000 displays on Detailed Assessment Report e Student Learning Outcome Is the outcome objective described a student learning outcome If so choose yes Otherwise leave the default no i
25. T ESSENTIALS GOALS 1 After selecting the cycle and the entity select the Assessments tab from the top navigation bar Click on Assessment Essentials with the Assessments menu 2 Within Assessment Essentials you will enter data for Goals Outcomes Objectives Measures Achievement Targets and Assessment Results Findings Action Plans can also be added on this page 3 Goals In the blue band with the title Goals click on the Add to enter Goals Goals Add gt _Reorder_ SE Goals have not yet been added Outcomes Objectives Outcomes Objectives have not yet been added Measures and Findings You must have an Outcome Objective to add Measures 4 Goals are an optional step they can be turned off and on by your WEAVE Administrator If goals are turned off you will see the following message The option to turn on or turn off your entities goals can be reversed at any time Duke University WEAVEonline and Assessment User Manual Student Services does not use Goals as part of the Assessment process To change this setting please click on the Email Admin link above and inform your WEAVEontine Administrator of your Goal preference 5 On the Add Goal page see below for screenshot you will enter 20 a Condensed Description A shortened description similar to a title Character Limit 50 displays on Detailed Assessment Report Description The goal in its entirety Character Limit 4 000 displays on Deta
26. ady have stratgic plans and the can be found on the group s webpage or within annual report docuMeNtS nnnmnnnnnnnnnnnnnnnn gt There is a space limit of approximately three pages here Itis a text box only so it will not keep any formattings Additional Information Use this space to refer to a webpage or document Established in Cycle 2007 2008 Entry Status Final Last Updated by Jess Thornton on 7 7 2008 Established by Linda Franzoni on 5 9 2008 Accessibility Privacy Statement www duke edu Assessment Webpage at Duke 2 The Assessments tab opens a menu that includes all of the areas for assessment data entry including a Mission Purpose Data entry for the mission purpose of the entity b Assessment Essentials Data entry for the following fields Goals Outcomes Objectives Measures Achievement Targets Assessment Results Findings Action Plans c Action Plan Tracking Shows all Action Plans for the entity sorted by status Data entry for Action Plans and Action Plan notes d Analysis Questions 1 Provides a summary of assessment results findings sorted by achievement targets met not met and partially met 2 Data entry fields for Duke s Analysis Questions e Document Repository A repository for documents for this entity 3 Working from top to bottom the first step in adding assessment data is the Mission Purpose section All of the
27. aspx please bookmark this URL Your Net ID and password will allow you access to WEAVEonline Although before you can access WEAVEonline you must be assigned a role by a system administrator If you have trouble accessing the site please contact system admin at weave support duke edu or Jessica Thornton at jessica thornton duke edu e You should now be on the WEAVEonline Homepage There are active links to different areas within WEAVE on the top of the page Each area is discussed briefly below o Admin Tools is an area that varies by the assigned role of the user This area allows you to add to your hierarchy add standards and apply standards to groups see page 11 o Select Cycle and Entity allows you to identify and activate an entity within the university so that you can move on to assessment In order to enter assessment data an entity must be chosen You must also choose a cycle Two cycles are open at one time You will only be able to access entities for which you have been given permission by a WEAVEonline administrator o Assessments directs you to a user interface for data entry which will be addressed further later in this document see page 9 o Reports directs you to a report menu in order to summarize assessment data see page 17 e To begin entering assessment data a cycle and entity must be chosen or activated That is done by clicking on the Select Cycle and Entity tab on the top of the page and then selec
28. ation your creative input and engagement will be required to articulate your unit s objectives to develop an assessment program that will enable you to monitor your unit s progress with respect to those objectives over time and to formulate improvements where the need for such appears In some cases this will be merely a matter of making explicit shared understandings already well known within your branch of the organization You can choose the granularity of your planning and assessment processes within your respective organizations WEAVE supports drill downs and roll ups within organizational hierarchies This handbook is designed not only to introduce you to WEAVEonline but also to provide a basis for conducting assessment It will address how WEAVEonline formats the assessment cycle and provide step by step instructions for entering assessment data into the program Duke University WEAVEonline and Assessment User Manual What is assessment As defined by the American Association for Higher Education assessment is an ongoing process aimed at understanding and improving performance It involves e Making our expectations explicit e Setting appropriate criteria and high standards for quality e Systematically gathering analyzing and interpreting evidence to determine how well performance matches those expectations and standards e Using the resulting information to document explain and improve performance A good assessment process can a
29. ave to close the Add User Window Click Save Add New to add another user or click Cancel if you do not wish your changes to be saved d PLEASE NOTE To finish the process of adding a new user to the system please see User Entity Associations 3 Edit or Inactivate Users There are two ways to edit user data by the View Details button on the main page or the Edit button on the User Table a To edit by View Details button i Type the user s last name in the text box the system will auto fill with possible users ii Once the user s name is selected click View Details ii User Information will then display v Click Edit User to change any of the user information Click Inactivate User to inactivate the user v Click Save to save changes and close or click Cancel if you do not wish your changes to be saved b To edit from the User List i Click List All Users to display the User Table ii Click Edit to the left of the user s name that you wish to edit iii You can edit any of the information of click Inactivate User to inactivate the user 40 Duke University WEAVEonline and Assessment User Manual iv Click Save to save changes and close or click Cancel if you do not wish your changes to be saved HIERARCHY ENTITY TREE WEAVEonline uses the word entity to refer to any part of the hierarchy The top entity is Duke University There are six levels underneath Duke University making 7 Levels total Each area i
30. ch you want to work 2 The Select Cycle and Entity tab is located in the top navigation bar Once clicked the available entities in the current cycle are displayed Logout Email Admin Help Duke University A TANTA OA assessment management system Home Admin Tools Select Cycle and Entity Assessments Reports 2008 2009 Campus Services Cycle 2008 2009 v Sort Alphabetical Show Through Select a level v 1 Select a cycle 2 Select an entity 3 Goto the Assessments top tab Available Entities Show Content amp Duke University Legend Director of Athletics e Black type Academic Entity that can enter data amp eV i Biack type italics Administrative Entity that can enter data e Gray type Academic Entity that cannot enter data Gray type Italics Admi Entity that cannot enter data Financial Services Human Resources Office of Information Technology Provost SAMPLE Senior VP Public Affairs amp Govt Relations g Vice President for Alumni Affairs and Vice President for Institutional Equity iJ Vice President for Student Affairs 3 Cycle All available cycles can be selected through the Cycle drop down menu Background colors for cycles are as follows a Current cycle Blue Background b Previous cycle Yellow Background c All cycles prior to previous cycle Grey Background 4 The entities showing in the hierarchy can change from cycle to cycle Check with you
31. dard has been entered it can be edited or inactivated deleted by right clicking on the description similar to the entity tree SUBSCRIBER NEWS This section controls the news that is shown on the WEAVE homepage Although some users may have access to this information i e WEAVE System Administrators it should not be altered ANALYSIS QUESTIONS This section allows the institution to ask questions to the individual conducting assessment activities Often these are about what users learned from assessment findings what they think the information means to their area and what future actions they will take Vote These questions are entered at the institution level therefore individual items can be seen across the university The fact that these questions can be seen across the university should not discourage you from using them There has not been a protocol created for these questions yet ANNUAL REPORT SECTIONS This page allows some customization to the Annual Report production within WEAVE Note Any changes will be activated across the entire university 48 Duke University WEAVEonline and Assessment User Manual Appendix Frequently Asked Questions Why is the assessment tab that should be at the top of the screen not there Make sure that the entity that you have active is identified as being assessed If you do not have administrative rights contact an administrator If you have
32. e objective EFFECT IMPROVEMENTS Step 5 Use your results This last step involves using your findings to either create action plans or to revise your objectives for the upcoming year During this step you should consider the following What future actions will you take What changes have you make or will you make based on assessment results This is the most essential part of the assessment loop Not only do you assess what it is that your unit does but you make changes based on the assessment you conducted Action plans are not restricted to those objectives that were met or satisfied If in the process of conducting assessment unexpected results were found action plans can be created to address that Duke University WEAVEonline and Assessment User Manual Step by Step Instructions for Using WEAVEonline Tips for using this Step by Step Guide Items in this Guide are color coded to help you along the way All references to buttons within the WEAVEonline systems are in blue bolded print references to reports are in green bolded print Additional Notes are in orange bolded print This Step by Step guide is strictly composed of technical instructions If you have questions about content please refer to The Assessment Cycle page 8 or contact the WEAVE Administrator You can read the entire instruction section or individual sections as needed Sections are broken into the following areas e Basics pages 12 to 1
33. e so the historical data can be referred to easily 6 Upon opening Assessment Essentials after data have been entered you will see that goals outcomes objectives and measures are collapsed The following viewing options are available a Expand All Expands all data points in a chosen section b Collapse All Collapses all data points in a chosen section Duke University WEAVEonline and Assessment User Manual c Expansion Triangles Use the expansion triangles to expand or collapse individual entries 7 Reordering The first goal outcome objective or measure entered will have default number of zero The second will have a default number of one Any item added to a previous cycle and kept active will come in as a zero as well To renumber click Reorder a The items will now be numbered consecutively starting with the number 1 b If reordering is needed you may drag and drop items to their correct locations A dotted line will appear to notify you when to drop the item c Click Save to keep your changes 8 PLEASE NOTE Editing a goal outcome objective measure or achievement target that exists over several cycles will update that element in each of those cycles If significant changes exist from one cycle to the next consider altering the Active through Cycle so that the Established Cycle and the Active Through Cycle are the same Then create a new entry in the following cycle with the new wording ASSESSMEN
34. endent on the level of the parent entity i e if you are adding a level below an entity on level 5 you will only be able to add to level 6 and 7 Established in Cycle Select the cycle in which you first want this entity to appear Active Through Cycle Select the cycle through which you wish to have this entity active If you choose Keep Active the entity will continue to carry over in future cycles If you choose a year string ex 2008 2009 then the entity will end in the given year Will it be assessed Check the box if assessment will be carried out for this entity Not all entities are assessed some serve as placeholder for lower levels Main Focus on Learning Outcomes Check this box if the entity is an academic unit leave it unchecked if it is an administrative unit Degree Type if academic program Select an option from the drop down menu that reflects the degree awarded to students in this program Hide Goals Check the box if you would not like to use goals in the assessment process 3 Click Save to save changes or Cancel to leave without saving changes To delete an entity 1 Right Click if you are using a Mac Control Click on the entity you would like to delete Select Modify 2 The Delete button is below the entity information when clicked it brings you to a disclaimer page Please read the disclaimer carefully Deletions are permanent and data cannot be recovered USER ENTITY ASSOCIATI
35. ent Return to Top Code 0 Description oe in 2008 2009 v essere through Not Currently Inactivated v i Save Add New 46 Duke University WEAVEonline and Assessment User Manual 4 Enter the following information a Code A positive integer that represents the order in which the strategic plan will appear Description A condensed description of the strategic plan element Character Limit 300 Established in Cycle The year the strategic plan first appears Active Through Cycle The year through which the element appears oa 70 o If you have more strategic plan elements to enter at the same level click Save Add New If you are finished or want to add lower levels click Save You can click Cancel to close without saving 5 After the Strategic Plan Element appears on the screen right click or control click for Macs to Modify Add This Level or Add Lower Level The functionality works like the Entity Tree INSTITHONAL PRIORITIES This page allows you to add or view edit priorities that are important to the institution as a whole Note Institutional Priorities can only be added at the highest level of the organization i e at the top entry of the hierarchy GENERAL EDUCATION CORE CURRICULUM This page allows you to add or view edit General Education outcomes objectives or Core Curriculum elements that exist across the institution as a whole GROUPS FOR STANDARDS T
36. ent In other words if this measure was carried over from a previous cycle a better option than deleting would be to adjust the Established in and Active Through Cycle information Editing Log use the editing log Character Limit 500 does not display on any reports to provide a track record of changes that have been made to a specific entry The editing log is not carried forward from cycle to cycle 25 Duke University WEAVEonline and Assessment User Manual 7 Reordering The first measure entered will have a default number of zero The second measure will have a default number of one Any measure added to a previous cycle and kept active will come in as a zero as well To renumber click Reorder in the blue band titled Measures amp Findings a The measures will now be numbered consecutively starting with the number 1 b If reordering is needed you may drag and drop items to their correct locations If item three needs to be between one and two you would drag it until you see a dotted line appear at the desired location and then drop c Click Save to keep your changes 8 PLEASE NOTE Editing a measure that exists over several cycles will update that measure in each of those cycles If significant changes exist from one cycle to the next consider altering the Active Through Cycle so that Established and Active Through Cycles are the same In the next cycle create anew measure ASSESSMENT ESSENTIALS ACHIEVEMENT TARGETS
37. evels f Remove Click this button to remove a given user from the active entity 4 To add a new user from this view click the Add a New Record button and select a user from the pull down menu View Edit by User allows you to select a user and list all roles and access levels for that user 1 Navigate to the View Edit by User page 2 Select a user by typing their name last name first in the text box WEAVE will auto fill PLEASE NOTE to enter a new user you most go to User Information 3 Once a user is activated a hierarchy will display at the bottom of the page specifying the user s roles under the entity with which the role is associated 4 Over of thea role to view inheritance information To edit the user s role for an entity click on the entity to display the Definition Inheritance Chart at the top right of the screen Click on the red X to remove roles and the green plus sign to add roles 6 Click Save to save changes There are 9 available roles within WEAVEonline Each of the roles is described below in order of access WEAVE System Administrator Full access to everything within WEAVE WEAVE Administrators can be assigned to an entity at which point they cannot access information or perform administrative functions outside of the assigned entity For example if a person were assigned as WEAVE System Administrator at the level of Human Resources they could add new entities below Human Resources add new users and as
38. evising a mission statement be sure to address what your program does and how it adds to the University Here are a few questions for you to consider in formulating the mission of your unit What is the primary function of your unit What are the core activities involved What should those you serve experience after interacting with your unit Most units within the university already have an articulated mission and or vision statement These statements are normally a couple sentences long and can be found on unit homepages or in annual reports Duke University WEAVEonline and Assessment User Manual Step 1b Identify your unit s goals Optional Goals are an intermediary step between Mission Statements and Objectives Goals can be broad or long term They are usually not directly measurable this is what separates goals from objectives Since goals are optional they may or may not be a part of your unit s assessment plan Step 1c Define your unit s objectives Objectives are directly measureable statement of what your unit will attempt to accomplish or improve upon objective focus upon a desired outcome Here are three categories of objectives 1 Outcome statements concern gains you want those you serve to make 2 Process statements concern the accomplishments of your units function such as level or volume of activity efficiency with which you conduct the process or compliance with external standards 3 Satisfaction s
39. ge link at the bottom of the in which you Screen Write expected outcomes objectives External Reviewers please click here for instructions on using VWWEAVEonline P ga S WEAVEonline News Effect Establish F i F improvements criteria for Please be aware that WEAVEonline has scheduled routine maintenance from 11am through sations DIGOR to 1pm Eastern time every Sunday WEAVEonline will be unavailable during these times We apologize for any inconvenience J View Assess The WEAVEonline community continues to grow There are now subscribers in Alabama California assessment performance Colorado Georgia Illinois lowa Kentucky Louisiana Michigan Mississippi Missouri Nebraska results against criteria New Mexico New York North Carolina Oklahoma Ohio Oregon Pennsylvania Puerto Rico South ed Carolina South Dakota Texas Virginia West Virginia Wisconsin and Wyoming Accessibility Privacy Statement www duke edu Assessment Webpage at Duke The home page displays news items as well as a top navigational bar that you will use as you move through the application These news items tabs include 1 Local News Information from the WEAVE administrator at Duke Look here for deadlines workshops new resources links etc 2 WEAVEonline News Developments from Centrieva Corporation the company behind WEAVEonline for all subscribers 12 Duke University WEAVEonline and Assessment User Manual Navigation Tabs The tabs
40. he bottom of the page PLEASE NOTE By default documents are established in the cycle in which you are currently working see red cycle entity information at the top of the screen and they are set to Keep Active This means that if you upload a document in 2008 2009 it will not show up in the previous cycle unless you edit its established in date It will however show up in future cycles Document Master List Once a document has been added to the repository you will see the Document Master List screen 2008 2009 Human Resources Document Management Document Name Upload Date View Delete Duke University and Health System Workforce Strategic Plan 3 12 2008 Tf 2007 BOT Report for HR 5 24 2008 i All Documents View all documents Caution Do not store documents in WEAVEonline that contain individually identifiable information Remove such references before uploading the document a Each document active in the chosen cycle will be listed by default in the repository If you wish to see all documents regardless of their cycle click on All Documents b To view the details of a document click on the document name The Document Details page will open showing the title description upload date name and the associations for the selected document 2008 2009 Human Resources Document Detail View Title 2007 BOT Reportfor HR Description this document illustrates how DukeCorporate HR reaches it s objectives Current Doc
41. his page allows you to create reference groups for standards A group may actually be a single program that uses a given set of standards An example would be all engineering degree programs complying with standards outlined by the accrediting agency ABET Groups are created by clicking the add new group button You will then be prompted to enter a group description To define a group s membership select an entity from the hierarchy then drag and drop one or more programs onto the group to make an association Note and entity must be defined at level 7 in order to be added to a group for standards Once the group is created and membership is established the standards for that group can be entered in the system STANDARDS This page allows you to add edit standards for a particular group To add new standards select the group to which they will apply from the drop down menu if the group is not visible go back to the 47 Duke University WEAVEonline and Assessment User Manual Groups for Standards page to create one Once a group is selected click the Add Initial Standard button and a screen will appear to enter standards The Code field must be changed to a positive integer and will affect the order in which the standards appear on the standards list For description enter a short description 100 character limit From this point standards can continue to be entered at the same level or at lower levels Once a stan
42. iled Assessment Report Established in Cycle From the pull down menu choose the cycle when this goal was first established Active Through Cycle From the pull down menu options choose how long the goal should remain active Entry Status Is your data entry In progress or Final i If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None ii Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries iii Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final iv Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save Add Goal Condensed Description used in reports 50 char max Description Current content uses 0 of 4 000 available characters aaa Ba I Oe 2 BF U amp BE SE SS 2S An ontnam Bi Mh ha f a Established in Cycle 2008 2009 v Active through Cycle Keep Active Entry Status Draft In progress Final Duke University WEAVEonline and Assessment User Manual 6 When editing a goal not that two additional items are available a Delete If the goal was entered in error you may delete it
43. ished and Active Through Cycles are the same In the next cycle create a new achievement target ASSESSMENT ESSENTIALS ASSESSMENT RESULTS FINDINGS 1 After selecting the cycle and entity select the Assessments tab from the top navigation bar Click on Assessment Essentials within the Assessments menu and navigate to Measures amp Findings at the bottom of the screen 2 Inthe previous sections you created a measure associated that measure with one or more outcomes objectives and created an achievement target for the pair Measure Outcome Objective pairs are the basis for entering Assessment Results Findings and Action Plans 28 Duke University WEAVEonline and Assessment User Manual 3 Toadd Assessment Resutlts Findings first use either the expansion triangles or the Expand All button Source of Evidence Evaluations Evaluations Established in Cycle 2008 2009 Entry Status Final Last Updated by Jess Thornton on 9 11 2008 Established by Jess Thornton on 9 11 2008 Edit Measure Achievement Targets and Assessment Results Findings Outcome Objective 1 Remove Association Objective 1 vw Achievement Target Fina Achievement Target for Measure 3 Objective 1 pair Established in Cycle 2008 2009 Edit Achievement Target Add Finding Outcome Objective 2 Add Achievement Target Objective 2 4 After expanding a measure view your achievement target then click Add Finding see above 5 On the Assessment Res
44. nswer three related questions 1 What are we trying to do 2 How well are we doing it and 3 How are we using what we discover to improve what we will do in the future That is assessment is not just about measuring results but about continuous improvement in the long term The concept of assessment or quality enhancement is at the heart of the SACS philosophy of accreditation SACS expects each institution to engage in an ongoing program of improvement to demonstrate how well it fulfills its stated mission and to document quality and effectiveness The following standard spells out the details of SACS expectations and can be found on the Web WWW SACSCOC Org The institution identifies expected outcomes for its educational programs including student learning outcomes for educational programs and its administrative and educational support services assesses Whether it achieves these outcomes and provides evidence of improvement based on analysis of those results Duke University WEAVEonline and Assessment User Manual The Assessment Cycle Wite expected outcomes Erect improvements Fsabiish criteria for success View assessment results l ssess performance WRITE EXPECTED OUTCOMES Step 1a Write a Mission Statement for your unit Your program s mission statement links the program to your division or school and ultimately the overall mission of Duke University In formulating or r
45. nt target shouldhave an Action Plan developed in order to improve 37 Duke University WEAVEonline and Assessment User Manual results in futurecycles This report highlights any Assessment Results Findings thatare in need of an Action Plan 38 Duke University WEAVEonline and Assessment User Manual Step by Step Admin Tools Depending on your role in the WEAVE system you may be able to access the WEAVEonline Admin Tools Tab at the top of the page Not all of the following information will be available to all users The Admin Tools Menu will be shown on the right side of the screen and the following items will may be available SUBSCRIBER INFORMATION This section contains information about Duke University as a subscriber for WEAVEonline Although some users may have access to edit this information i e WEAVE System Administrators it should not be altered CYCLE INFORMATION This section contains information about the yearly fiscal cycles at Duke University Again although some people may have access this information should not be altered USER INFORMATION The User Information page has four functions 1 User Search allows you to look at the details for a specific user 2 Add New User allows you to add new users to the system 3 View details allows you to view details on any users at this point you can also edit and deactivate Logout Email Admin Help WEAVEonline D
46. ols Explicit processes of institutional self improvement have been introduced and made a requirement of accreditation with the Southern Association of Colleges and Schools SACS Additionally there is a national trend toward these explicit processes referred to as assessment To both demonstrate compliance with SACS expectations and to ensure that we do have in place processes for substantive institutional improvement over time we are asking every major administrative and educational support unit to develop and document an appropriate annual planning and assessment process To facilitate this work the university has adopted a proven on line tool WEAVEonline Departments and programs that have been doing assessment all along will find it easy to transfer or summarize their work in WEAVE Units that have not yet adopted a planning and assessment process will find that WEAVE offers a step by step process for developing one tailored to the mission of each unit We expect this planning and assessment process to become a regular part of our annual budget and performance review cycles What is WEAVEonline WEAVE is an online assessment tool designed to aide academic institutions through the process of self assessment It not only walks the user through an easy five step process but it includes many other features such as the ability to produce reports and to include external standards While WEAVE will simplify and facilitate the process of document
47. one of more Outcomes Objectives Once a measure has been associated with an outcome objective this relationship is shown on the main Assessment Essentials page Measures can be associated with multiple objectives and objectives may have more than one measure Established in Cycle From the pull down menu choose the cycle when this measure was first established Active Through Cycle From the pull down menu options choose how long the measure should remain active Entry Status Is your data entry In progress or Final i If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None ii Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries iii Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final iv Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details h Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save 6 When editing a Measure note that two additional items are available a Delete If the measure was entered in error you may delete it by clicking the Delete button and agreeing to the disclaimer This is a permanent deletion and will affect all cycles where this measure is pres
48. ote was added and the date of the most recent update 7 Action Plans can be viewed within several reports see Reports section for more detail a User Reports Detailed Assessment Report Includes Condensed Description Description Priority Responsible Person Group Additional Resources Needed and Budget Amount Requested for any Action Plan established within the chosen cycle Sort Reports Resources Requested Included the above in chart format sorted either by entity or by priority for only those actions with Additional Resources Needed and or Budget Amount Requested Sort Reports Comprehensive Planning All Action Plans Includes all the above in chart format sorted either by entity or by priority for all actions whether or not additional resources are sought ANALYSIS QUESTIONS amp ACHIEVEMENT TARGET SUMMARY 1 After selecting the cycle and the entity select the Assessments tab from the top navigation bar Click on Analysis Questions 32 Duke University WEAVEonline and Assessment User Manual 2 Achievement Target Summary The top of the Analysis Questions page includes an Achievement Target Summary In the summary you will see a list of all Assessment Results Findings for the chosen cycle and entity sorted by whether their targets were not met partially met or met a Each summary includes the Measure Outcome Objective condensed descriptions the Achievement Target and the Assessment Result Finding
49. ould neo be posted in the repository 4 The repository is cycle based You can control what cycle the document should be available and you can control at what cycle the document should no longer be available A document only needs to be loaded once 5 To place a document in the repository click the Upload Document button a Step 1 Upload Document i Select Document Select the document you wish to upload using the Browse button to find the file on your computer PLEASE NOTE THE FOLLOWING 1 The maximum file size is 20MB 2 Documents within the repository should not contain individually identifiable information 3 In order to open view a document in the repository a person will need to have the correct application on the computer i e if you upload an SPSS document only people with SPSS on their computer will be able to open that document For this reason you may wish to save an less common document types as PDFs ii Document Name Consider providing a name that will help others understand the timing purpose of the document ex 08 09 English 301 Rubric Character Limit 128 iii Document Description Optional description of the document Character Limit 256 iv Click Save amp Continue b Step 2 Create Associations i Check any and all components of your entity s assessments that you wish to have associated with this document 34 Duke University WEAVEonline and Assessment User Manual ii Click Save at t
50. ound 4 Select View At the top right of the screen you will see a Select View button Selecting your view allows you to narrow your view to the outcomes objectives and or measures on which you would like to concentrate a By default all Outcomes Objectives and Measures are selected b Reset All Clears your selections and returns the settings to the default c See Selected View Once you have chosen what your selected view click See Selected View This hides non selected items d Hide Minimizes the Select View Menu e Please Note The application does not automatically select the measures that have been associated with outcome objectives or vice versa For example if you choose Outcome Objective 1 and it is associated with Measure 1 you need to select both 5 Copy Associations from XXXX XXXx If the entity appears in more than one cycle this button will be at the top right screen after the first cycle a When a new cycle has been opened all items Goals Outcomes Objectives Measures and Achievement Targets that are active will be visible in the new cycle b Clicking this button will re associates Goals with Outcomes Objectives Outcomes Objectives with Measures and Measures with Achievement Targets as well as with any relevant General Education Core Curriculum Institutional Priorities Standards and Strategic Plans c Clicking on the button with also bring forward and Assessment Results Findings from the previous cycl
51. planned in progress finished on hold terminated Click on an Action Plan to edit the Action Plan of add Action Plan Notes To concentrate on Action Plans with specific status es use the View Action option and un check the statuses you do not want to view 6 Action Plan Editing and Notes As you Action Plan develops and progress is made you will want to return often to this section cycle after cycle to update your plan and to leave notes regarding the progress of the plan and or and issues that arise Tracking allows you to close the loop on your assessment plan taking your Assessment Results Findings and allowing them to direct your improvement processes To edit an Action Plan or to add or edit and Action Plan Note a b Navigate to Action Plan Tracking Click on the Action Plan for which you wish to make edits or add notes This will bring you to the Action Plan Detail page On the Action Plan Detail page use the radio buttons to toggle between the View Options Action Plan Detail or Action Plan Notes To edit you Action Plan choose the Action Plan Detail view and then click Edit Plan at the bottom of the page To add or edit and Action Plan Note toggle to the Action Plan Notes The screen refreshes automatically to the Action Plan Notes page Click Add Note enter a note into the text field and click Save or select Edit Note make your changes and click Save WEAVEonline automatically saves the date the n
52. r WEAVEonline Administrator to make sure you are working in the correct cycle Sort Alphabetical Removes all levels and lists all available entities in alphabetical order 6 Show Through Expands the hierarchy to the depth requested in the drop down menu there are seven levels in the hierarchy from Institution through Program You can also expand the hierarchy by using the plus signs to the left of the entity 7 Entities in black type are available for data entry Availability to you is based upon the user and entity roles assigned by your WEAVEonline Administrator 14 Duke University WEAVEonline and Assessment User Manual 8 Click on entity to select it for data entry The selected cycle and entity name will now display in red at the top left of the screen Assessments 1 Once the cycle and the entity have been selected and the selected entity is in red at the top left of the page click on the Assessments tab in the top navigation bar Logout Email Admin Help Duke University AY ANY A OE assessment management system Home Admin Tools Select Cycle and Entity Assessments Reports 2008 2009 SAMPLE Mission Purpose Assessment Essentials ae EERE Mission Purpose Action Plan Tracking Analysis Questions Annual Reporting Description Document Repository The Strategic Plan can range from a couple of sentences to a couple of paragraphs This is a statement of who your group is and what they do Most groups alre
53. record of changes that have been made to a specific entry The editing log is not carried forward from cycle to cycle Reordering The first outcome objective entered will have a default number of zero The second outcome objective will have a default number of one Any outcome objective added to a previous cycle and kept active will come in as a zero as well To renumber click Reorder in the blue band titled Outcomes Objectives a The outcome objective will now be numbered consecutively starting with the number 1 23 Duke University WEAVEonline and Assessment User Manual b If reordering is needed you may drag and drop items to their correct locations If item three needs to be between one and two you would drag it until you see a dotted line appear at the desired location and then drop c Click Save to keep your changes 7 PLEASE NOTE Editing an outcome objective that exists over several cycles will update that outcome objective in each of those cycles If significant changes exist from one cycle to the next consider altering the Active Through Cycle so that Established and Active Through Cycles are the same In the next cycle create a new outcome objective ASSESSMENT ESSENTIALS MEASURES 1 After selecting the cycle and entity then select the Assessments tab from the top navigation bar Click on Assessment Essentials within the Assessments menu 2 Within Assessment Essentials you will enter data for Goals
54. ree step process a Choose the cycle b Choose the type of report and c Choose the entity entities for which you want to run the report 4 Click Run 5 PLEASE NOTE You must have pop ups allowed in order to run reports The report will print in a pop up window AVAILABLE REPORTS User Report Detailed Assessment Report A formatted report of all assessment data including Mission Purpose Goals Outcomes Objectives Measures Assessment Results Findings Action Plans Analysis Question responses and Annual Report section responses coming soon Audit Report Data Entry Status Details A summary of data entry progress for each major area within WEAVEonline Mission Purpose Goals Outcomes Objectives Measures Assessment Results Findings Action Plan Analysis Questions and Annual Report Audit Report Outcomes Objectives that Need Measures All Outcomes Objectives should be associated with one or more measures This report highlights any Outcomes Objectives in need of an association Audit Report Measures that Need Findings When data is complete for a cycle all Measure Outcome Objective pairs should include Assessment Results Findings If not this report highlights any Measure Outcome Objective pairs in need of Assessment Results Findings Audit Report Findings that Need Action Plans When data is complete for a cycle all Assessment Results Findingsthat did not meet or only partially met the achieveme
55. s described below 1 Level 1 Institution The only entity at this level is Duke University 2 Level 2 Top Executive Area This level reports to the President Level 1 Vice Presidents the Provost and the Director of Athletics Level 3 Subordinate Executive Area The level represents entities that report to Level 2 Level 4 Major Area College Division Level 5 Other Area School Subdivision Level 6 Department SOY er ee w Level 7 Program Admin Tools Subscriber Information le Information Subscriber Duke University User Information Hierarchy Entity Tree User Entity ociations s 1 x Er s oclations Hierarchy Entity Tree Show Through Top Executive Area v Strategic Plans r Right click on an entity to view edit Institutional Priorities GA OR add Peep eies Hide Inactive Entities Yes O No General Education Core Curriculum beso Standards Groups e Black type Academic Entity that can enter data Black type Italics Administrative Entity that can enter data S ews Items eat En A Aiia Ld eE iter data A Questions e Red type Currently Inactive Entity Annual Report Sections Entity Tree Duke University Director of Athletics B Executive Vice President Campus Services Financial Services Human Resources Office of Information Technology J Provost SAMPLE Senior VP Public Affairs amp Gov t Relations J Vice President for A airs and Vice President for Institutional Equity E
56. sign roles within HR pose analysis questions and set Strategic Plans However they cannot perform any of these actions outside of Human Resources Entity Administrator This role has read write access and can access all available tabs on the top of the page Partial administrative access at the level of the entity assigned and all lower levels that roll up to that entity An Entity Administrator can add new users but cannot add new entities to the hierarchy Other than limited administrative functions this role has full access to assessment data and entry capabilities An individual assigned the role of entity administrator cannot be assigned any other roles in the same entity Entity Write and Review This role has read write access and can access all tabs except for Admin Tools An individual assigned the role of entity write and review cannot be assigned any other roles in the same entity Entity Review Only This role has read only access and can access all tabs except for Admin Tools An individual assigned the role of entity review only cannot be assigned any other roles in the same entity 45 Duke University WEAVEonline and Assessment User Manual Approver Approvers have read write access and can only access the tabs Home and Assessments They cannot perform any administrative functions and can only view assessment information in a read only format External Reviewer This is a read only role
57. tatements describe how those you serve rate their satisfaction with your unit s processes or service When formulating goals it may be helpful to think in terms of the end result or outcome That is once the goal is completed what change would you expect to see The outcomes could be improvements to processes increases or decreases in activities or changes in responses from internal or external customers Additionally objectives should be SMART SMART is an acronym that is often used to determine how well an objective is formulated A good objective is a SMART objective when it is Specific Be clear about what your unit plans to accomplish as well as when where or how For example we will expand our services does not specify how or by how much or for how many customers the services will be expanded Words such as develop encourageand enhance lack specificity Measureable Quantify your objective as to targets and benefits so that your unit can determine if it has reached the objective Achievable Know the objective is something that your unit can accomplish It is fine to accomplish your objective in incremental steps over several years Realistic Make sure the objective is something that can be done practically in a specific time frame or for a specific amount of money Time Bound When will the objective be done Tie the objective to a specific time frame ESTABLISH CRITERIA FOR SUCCESS Step 2 Determine
58. teps below to create an association a Check one of more entities from the Entity Tree WEAVEonline automatically selects subordinate entities i e if the box for Executive Vice President is selected then all entities that fall under Executive Vice President are also selected by default Boxes can be manually unselected Select a role from the pull down menu Roles are described below Specify a user either by typing the person s last name or click List All Users then choose the user from the list Click Save to save changes and Cancel to close without saving View Edit by Entity allows you to list all users with access to a specific entity 1 Navigate to the View Edit by Entity page 2 Activate an entity by clicking on it and scroll down to the Role Grid generated at the bottom of the page a shortcut to the bottom of the page is to hold the Control and End button on your keyboare 3 The Role Grid displays the following information a b G d 44 Entity The active entity User The name of the user associated with the activated entity Role The user s role within the entity Inherited From If there is text that implies that the user was assigned at a higher level and therefore has access to all lower levels Duke University WEAVEonline and Assessment User Manual e Apply to Lower Levels If the user is assigned at the level of the active entity this column will specify if that applies to lower l
59. ting the cycle and entity with which you wish to work Once an entity is selected the Assessment tab on the top of the page opens the user interface for data entry and management e Inthe Assessment section along the navigation pane to the left select the Mission Purpose tab to create or review your program mission statement Click the add button to create a new statement and the edit button to revise an existing statement Either option will result in a text box Within the text box text can be cut and pasted from external documents although formatting will not transfer Duke University WEAVEonline and Assessment User Manual e Select the Assessment Essentials to enter the assessment data On the screen there are information boxes in the following order Goals Objectives Outcomes and Measures Findings Each of the areas will be addressed below o Goals are optional They are the highest level of program objectives Goals can be added by clicking on that add button Goals can be edited by expanding the selection and then clicking the edit button There is also an option to disallow goals this option is reversible at any time If you would like to de activate or activate goals please contact a WEAVEonline administrator o To enter new Objectives Outcomes click on the add button To edit existing objectives expand the selection and click on the edit button Once objectives have been added or edited save the changes If you are
60. uke University assessment management system Home Admin Tools Select Cycle and Entity Assessments Reports Admin Tools Subscriber Information Cycle Information Subscriber Duke University User Information Hierarchy Entity Tree User Entity Associations gt Strategic Plans User Search Add New User Institutional Priorities General Education Core Curriculum i e Smith John View Details List all Users Standards Groups Annual Report Sections 39 Duke University WEAVEonline and Assessment User Manual 1 User Search If you wish to search for a user and View Details on that person you have two choices a Begin to type the user s last name into the text box WEAVEonline will auto complete you can click on the user s name and then click on View Details b Click on List all Users The User Table will display at the bottom of the screen the table lists users alphabetically by last name 2 Add New User a Click Add New User b Enter information for the following fields i First Name ii Last Name iii WEAVEonline ID This field is for the user s Net ID followed by duke edu For example if John Smith s Net ID is smith999 then his WEAVEonline ID is smith999 duke edu iv Email Address v Phone Number optional vi Active The default is for all users to remain active You can inactivate users here Once inactivated they will not be able to access the system c Click S
61. ult selection for all entries c Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final d Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details 11 Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save 12 Add Action Plan Once a finding has been added the Add Action Plan button will be available Please see Action Plan Tracking Section for more information ACTION PLAN TRACKING 1 An Action Plan should be created when improvements are being planned or implemented that will benefit the Mission Purpose Goals and or Outcomes Objectives 2 Any finding that is not meeting or only partially meeting the Achievement Target for a Measure Outcome Objective pair should have an Action Plan An Action Plan should show how you are taking the data gained from the assessment process and applying this knowledge to improve either student learning or other mission driven services or functions 3 An Action Plan can be created in two places within the application a Assessment Essentials i Measures amp Findings after an assessment result finding has been entered the Add Action Plan button becomes available b Action Plan Tracking i An Action Plan can also be added from the Action Plan Tracking page by clicking the
62. ults Findings page review both Achievement Target and Measure Outcome Objective pair Finding Achievement Target for Measure 3 Objective 1 pair Measure Measure 3 Objective Objective 1 6 Add Assessment Results Findings in the text editor field Character Limit 750 000 displays on Detailed Assessment Report 7 Achievement Target Make a determination as to whether assessment results for this measure outcome objective pair met your expectations partially met your expectations or your expectations were not met by clicking the appropriate toggle button Achievement Target Met Partially Met Not Met a This displays on the Detailed Assessment Report b The achievement target determinations are also presented on the Analysis Questions page within the Achievement Target Summary 8 PLEASE NOTE It is recommended that if the Achievement Target is less than met and Action Plan be developed it improve future results see below for more details 29 Duke University WEAVEonline and Assessment User Manual 9 Established in Cycle From the pull down menu choose the cycle when this finding was first established 10 Entry Status Is your data entry In progress or Final a If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None b Select In Progress if more discussions or additions are needed In Progress is the defa
63. ument Associations Mission Uploaded 5 24 2008 Uploaded By Clifton Teague Caution Do not store documents in WEAVEonline that contain individually identifiable information Remove such references before uploading the document 35 Duke University WEAVEonline and Assessment User Manual c Click Edit to modify the title description or associations or the established cycle or active through status After you have made the edits click Save d Click the view icon to open the document both on the Document Detail page and the Document Master List page and click the delete icon on the Master List page to remove the document from the repository e Copy Associations A document that is set to stay active will automatically be listed in the repository for an entity in each subsequent cycle To create the associations between the document and the specific assessment areas in a subsequent cycle you can i Manually add these associations see c above or ii Click on Copy Associations choose the document by putting a checkmark in the box to the left of the document name and click Copy 36 Duke University WEAVEonline and Assessment User Manual Step by Step Reports CREATING REPORTS 1 Reports can be run at any point in time regardless of cycle or entity From any page chose Reports at the top of the screen 2 You may only run reports for entities to which you have been given access 3 Running a report is a th
64. urces if applicable j Established in Cycle The Established in Cycle date defaults to the current cycle If this Action Plan was actually established in a previous cycle choose the correct cycle from the drop down list k Active through Cycle From the pull down menu options choose how long this Action Plan should remain active i Cycle String ex 2008 2009 The Action Plan will only be visible until the end of the cycle chosen ii Keep Active The Action Plan will remain active indefinitely moving forward automatically to each new cycle Entry Status Is your data entry In progress or Final i If no data is entered and Cancel is clicked at the bottom of the page the entry status will remain at None ii Select In Progress if more discussions or additions are needed In Progress is the default selection for all entries iii Select Final if your data entry is complete You will still be able to edit your entry after clicking Final but eventually all entries should be marked as final iv Status can be tracked using Audit Reports such as the Data Entry Status Overview and Data Entry Status Details m Cancel Save Click Cancel if you do not want your changes to be saved otherwise click Save 5 Once added Action Plans can be viewed and edited by selecting Action Plan Tracking 31 Duke University WEAVEonline and Assessment User Manual Action Plans are sorted by their status
65. ve this entity active If you choose Keep Active the entity will continue to carry over in future cycles If you choose a year string ex 2008 2009 then the entity will end in the given year Will it be assessed Check the box if assessment will be carried out for this entity Not all entities are assessed some serve as placeholder for lower levels Main Focus on Learning Outcomes Check this box if the entity is an academic unit leave it unchecked if it is an administrative unit Degree Type if academic program Select an option from the drop down menu that reflects the degree awarded to students in this program Hide Goals Check the box if you would not like to use goals in the assessment process 3 Click Save to save this entity click Save Add New to add another entity at this same location Click Cancel if you would not like to save your changes Instructions for Editing the Hierarchy 1 Right Click if you are using a Mac Control Click on the entity you would like to edit Select Modify 2 Revise the Entity Information as needed 42 a Entity Name A unique name Character Limit 150 that describes the unit entity department Entity names cannot be duplicated in WEAVEonline so please be descriptive h Duke University WEAVEonline and Assessment User Manual Entity Level Select from the pull down menu one of the seven levels on the WEAVE hierarchy WEAVE will limit the available levels dep

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