The Periodic Review Report at the Community College:

Opportunities for Collaborative Institutional Renewal

Valarie Avalone, Director of PlanningDr. Michael McDonough, Provost and VP, Academic Services

Goals To challenge the task-oriented perception of

the review process; To identify concrete strategies that will yield

benefits beyond the immediate need of completing the report;

To plan a PRR process that promotes meaningful and productive campus-wide collaboration and renewal.

About MCC Comprehensive community college founded

in 1961 in Rochester, NY; Serves over 38,000 credit/noncredit students

ing 80+ degree and certificate programs; 70% of students enrolled in transfer

programs; 36% of students under 20 years old; 32% of students identified

as underrepresented.

About MCC Challenges and Opportunities

The urgency of college readiness and the linked demand of the completion agenda;

The changing dynamics of the regional population;

Shrinking local and state support; A college faculty and professional staff in

transition.

The PRR: A Four-Stage Approach

Plan – develop a team, a timeline, and a process;

Act – gather information; Evaluate -- decide what should go into the

report; Draft – scaffold the report around

the standards.

Stage I: Plan – Building A Team

The PRR Team poses significant challenges. In ideal terms, it functions as 4 teams in one:

Alignment > to share information Consultative > to support decision making Coordinating > to foster communications Authoritative > to make decisions

Stage I: Plan – Building a Team

Composition and characteristics are crucial: Cross divisional; Mix of new, veteran, and senior staff; Campus-wide credibility; Familiarity with wide range of internal and

external stakeholders; Specific knowledge base; Institutional authority.

Stage I: Plan – A Timeline

Preliminary Work Team Appointment PRR Requirements Collect Essential Data Draft Report Institutional Review Edit Report Prepare Executive Summary Final Review (President & Board of

Trustees) Submit to Commission

January – SeptemberJuneSeptember – NovemberSeptember – NovemberDecember – FebruaryMarchApril

AprilApril – May

June 1

Stage I: Plan – A Process

Five operational policies should guide the PRR: Stability; Direction; Structure; Leadership; Resources

Stage I: Plan – A ProcessThe PRR process requires: An analysis of the current strategic plan

(progress, evidence, and assessments); A comprehensive response to both MSCHE

recommendations and institutional recommendations;

A recognition that the institution confronts new challenges and opportunities

Stage II: Act

The actions of the PRR Team reflect institutional change since the Self Study, the Evaluation Team Visit, and subsequent report. The purpose of the PRR is to establish and demonstrate a culture of evidence.

Stage II: Act

This process will promote: A culture of evidence from multiple

sources; A culture of authentic collaboration; An attitude of RENEWAL

Stage III: EvaluateStudent Success Institutional Success

Course Learning Outcomes Department Assessments

General Education Outcomes

Program Outcomes

Stage III: Evaluate

These evaluations must be Comprehensive; Systematic; Consistent; Sustained; Broadly Communicated

Stage IV: Draft

As the PRR process unfolded, we adopted a five-step process to the writing task:

1. Assemble (scaffold) a comprehensive (and lengthy) first draft.

2. Revise for length, voice, and purpose.3. Circulate.4. Edit to incorporate

appropriate feedback.5. Review.

Lessons Learned You can never have too much data; You can’t begin too early; You can’t spend too much time planning

(and you plan from the end); Picking the right committee members is

crucial to success; You must resource the

committee

Lessons Learned You must return to the language of the

standards; You must design a timeline (and incorporate

some flexibility); You must open doors for the team; You can never have too long a first draft; You must have the lone writer.

Questions ?