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Committee on Undergraduate Program Review

Minutes of the meeting of December 10, 2003

Guests present: A. Kirkman

The approval of minutes from the November 12^th meeting is postponed until the January meeting when CUPR can review Ephraim Schechter's revisions pertaining to the preliminary SACS report.

"Comments From the Provost's Office" will be removed from future agendas and announcements when necessary will be posted in its spot.

• New Business:
• Closing the Loop Review Team changes
• Loop teams will be changing to reflect changes in CUPR involvement and changes in the Undergraduate Assessment office staff. 
• Update on UAPR Mini-Grant Reports
• It was recommended to CUPR to encourage colleges and departments to apply for a UAPR Mini-Grant. The site to view those that have received an award and to read a report of what they've accomplished because of the award please go to http://www.ncsu.edu/provost/academic_programs/uapr/resources/recipients.html
• Undergraduate Affairs and the Committee on Undergraduate Academic Program Review awards special mini-grants for projects that support the University's Undergraduate Academic Program Review process. Faculty submitted proposals according to a full-campus announcement of these supporting funds. (see http://www.ncsu.edu/provost/academic_programs/uapr/resources/UAPRminigrants.html for more information.)
•  It is always open for applications, but recommended to apply early in the fiscal year to ensure the funding could be spent before the end of the fiscal year . 
• We've received reports thus far from Soil Science, Foreign Languages and Literatures (theirs is available at the site above), and the Department of Mathematics.  We've yet to receive reports from the Department of Computer Science, the College of Natural Resources, and the Department of Statistics. 
• Marcia Gumpertz suggests sending reminders and notices to UG Assessment Coordinators about the grants.

• Review next assignment letter
• CUPR was asked if they would like to change the due date from September to November 15^th for the next submission, allowing for more time for faculty to be involved in the conversation.
• CUPR's concern with making it in November was interference with the holidays and exams causing CUPR's response to be delayed.  CUPR also had concern with this next assignment paralleling the schedule for portfolio review. 
• Jo Allen expressed that she would like to see a movement where one date sticks as a due date to CUPR, whatever the assignment, to keep everything clear and to have the administrative follow up easier.  CUPR felt that the May/August dates had stuck and whatever the due date will work to get it in at that time. 
• A suggestion was made to announce the college/department can submit at anytime but also state the deadline by which it needs to be turned in.  They hope that this will help CUPR not to get all the submissions at one time.
• Marilee Bresciani suggests CUPR can negotiate different due dates based on the college/department's needs if necessary.  However, we would list the May 15/November 1 dates as deadlines in the memo.
• Jeannette Moore voiced concern that CUPR is leaving colleges out of the process because the reports have been sent directly to CUPR and the college is therefore not "in the loop" to review and understand program plans.
• To summarize, CUPR would like to keep just one set date, whatever date is chosen, and include a phrase in the assignment letter about submissions being taken in at any time (but also include the due date).
• It was suggested to cc: UG Assessment Coordinators in the letter.
• It was suggested to remove "assignment" from the letter subject and change to "2004 Assessment Updates."
• CUPR also suggests having time put into the review process for the College Assessment Teams to see the updates and what their college has submitted.  Such language will be incorporated into the letter.
• Bresciani asked CUPR whose report CUPR can use as an example for those that request to see one as a guide for what to submit.  Several CUPR members suggest Foreign Language and Literature's.
• CUPR will review and finalize the next assignment letter next meeting.

• Old Business:
• Guidelines:
• Concern: CUPR stated that some folks that are doing their portfolios now on campus may have the old version of guidelines and wouldn't know to check the site again for any updates.
• Suggestion: Date the guidelines with an "effective as of" posting.
• Jo Allen has revised some of the language of the guidelines for clarification and continuity throughout the document (i.e., uniform process laid out).
• Part 1: Reviews the process: Where documentation goes; who's reviewing it; what you need to submit; etc.; Part 2: Assessment part (mandatory); Part 3: Further suggestions for the department/college/program (What would be useful to them).
• Parts 2 & 3 will be discussed in January's CUPR meetings and the newest version to be reviewed will be sent out in advance to prepare CUPR for discussion)
• Suggestion: On page 2, 1.4.3: Need to add more to review route to include the college assessment team before going over to the department for review.
• Concern: On page 3, 1.8.1.1, 3^rd bullet: CUPR relayed that the college assessment teams are not comfortable about commenting on the "quality" of another department's program.  Suggestion: Ask who in the department/college makes decisions about quality? How are they doing this? Etc.
• Suggestion: On page 2, 1.8: State that different people review different parts, and below is who reviews what.
• Concern: CUPR doesn't want to reflect that review of quality level stops at CUPR review; it goes throughout process.
• Concern: What if someone just submits their assessment work and doesn't deal with the other two parts?

• Will review questions to re-administer the UAPR survey next year at a later CUPR meeting.

The meeting was adjourned at 1:30pm.  The next CUPR meeting will be Wednesday, January 14, 2004, TSC Blue Room, 11:30-1:30pm.

    Have a wonderful holiday!