Using SPOL's Faculty Credentialing Module to Improve Institutional Practices and Processes
- 1. Using SPOL’s Faculty Credentialing Module to Improve Institutional Practices and Processes Tony Adam, Director of Institutional Assessment Leah Coleman, Coordinator of Institutional Assessment Blinn College SPOL User Conference Fort Lauderdale, FL October 16-19, 2016
- 2. Presentation Outcomes • Streamline the faculty credentialing process • Give immediate access to faculty information • Improve updating of faculty information • Improve program leader access to files • Utilize faculty and staff more efficiently • Publish SACSCOC Faculty Roster Form easily
- 3. Blinn College Basics • Four campus locations in southeast Texas • 19,000+ students • 120 academic and support programs • Academic transfer and workforce programs • 750 full-time and part-time faculty • Accredited by the Southern Association of Colleges and Schools Commission on Colleges
- 4. Blinn’s SACSCOC Schedule • Reaffirmation review and visit – 2014 • Reaccredited – June 2015 • Fifth-Year Interim Report Due – September 15, 2020 – Includes CS 3.7.1: Faculty Competence
- 6. Historic Process • Transcripts mailed to VPI office as part of hiring process • An administrative assistant scans documents and uploads pdfs to FORTIS • Process is concluded – no further comprehensive process for updating transcripts by VPI office or division offices
- 7. So What’s Wrong With Using FORTIS? • FORTIS – Does not post faculty program information (who teaches in what program) – Only captures pdf copies of transcripts and support documents (e.g., certification letters) – No linkage to Blinn courses – Special permission from IT required to download transcripts (users can only print copies) – Described as “antiquated” system by uploaders
- 10. FORTIS, SCREEN 3
- 11. So Apart from FORTIS, What’s the Problem? • SACSCOC Faculty Roster Form not automated • Final rush to complete SACSCOC Faculty Roster Form • No workflow process for updating faculty information within FORTIS – some updates sent to HR rather than VPI or not at all • VPI office may not have updated credentials if an instructor gets a different degree/certificate • Only one person enters all information – no backup if that person retires, leaves the institution, etc.
- 12. It’s Time To Toss the Old Process
- 13. Revised Process • Director of Institutional Assessment trains Division Operations Coordinators (DOCs) and deans, assistant deans, etc. in use of Credentialing Module. • Director of Institutional Assessment uploads class information every long semester to SPOL • DOCs enter faculty transcript information into module, including pdf of transcript • DOCs inform designated individuals (program coordinator, assistant dean, etc.) that instructor record is ready for credentialing • Designated individual links Blinn courses to transcript courses • VPI gives final approval to credentials
- 14. Approval Flow DOC DOC DOC PC PC PC PC PC PC DEAN DEAN DEAN Vice-President
- 15. Benefits of Revised Process • Connects courses taught every semester with faculty credentials • Distributes workload – each division can subdivide work and train multiple individuals • Division leaders can immediately upload or download transcripts and support documents • Divisions can update faculty credentials quickly and easily • Approval starts from the bottom up – clearer way to track and record process for individual faculty
- 16. Problems We Discovered Along the Way • Some transcripts difficult to read or interpret • Personnel changes require ongoing training of DOCs and program coordinators • Divisions have established different approval levels – some have the assistant deans approve, others have program
- 17. Future Issues • New VPI arrives October 2016 – we will need to discuss process with her and get her approval • Workforce faculty and academic transfer faculty report to separate vice-presidents – will this raise any problems? • Establish process for ensuring transcript uploads and approvals are done in a timely manner – DOCs have other responsibilities apart from credentialing • Establish process for credentialing across division lines – how do we inform a program coordinator in Division A that a faculty member in Division B might be able to teach a Division A course?
- 18. Questions
- 19. For more information: Tony Adam tony.adam@blinn.edu Leah Coleman leah.coleman@blinn.edu
Editor's Notes
- #5: Our pre-SPOL reports required lots of manhours. That also meant piles of paperwork stored in file cabinets or antiquated systems across campus. We knew we needed a better process for documenting faculty competence, especially since the current automated system is scheduled to disappear shortly.
- #6: Of course, designing a process can be a bit complicated, but we believe the new process will work better.
- #9: Here’s the first screen the user sees after logging in. All transcripts are uploaded under Academic Affairs.
- #10: These are your limitations for locating transcripts. Note that you can’t retrieve documents by division, program, course, or specialized certification.
- #11: Each piece of documentation must be printed or downloaded separately, although the Transcripts document type usually includes all relevant paperwork.
- #12: Completing the SACSCOC Faculty Roster Form tends to be a rush job for some divisions, verifying transcripts against teaching load. Additionally, after being hired an instructor might earn a degree or certification in a completely different field from his original hiring field. Without a process to consistently update credentials at a centralized point, the institution is perhaps not utilizing faculty to their strongest potential and faculty may not be rewarded adequately based on qualifications.
- #15: Depending on the size of a division, the process begins with the Division Operations Coordinator (the DOC) inputting the transcript information into the module. The program coordinator (in most cases) then links the transcript course with Blinn’s courses. The division Dean may then review the credentials before submitting them to the appropriate vice-president for final review. We’re still working through this process because of changes in the institutional organizational structure and new personnel coming on board.