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ROAR and TracDat: Using Databases to Track Data & Align Goals at the Rohrbach Library ROAR - Rohrbach Online Assessment Reports TracDat from Nuventive Presented by: Ruth Perkins, Krista Prock, Dan Stafford, & Karen Wanamaker For more information: libguides.kutztown.edu/ARL2012 Our Assessment Journey 2008 Program Review • No library assessment plan • No central storage for library data • Disorganized and missing data • Assessment push from Middle States Accreditation Team ARL Visit & Planning • We Needed Help! • Called in the pros from ARL for advice • Formed an Assessment Committee • Focused on organization and learning about assessment Organizing our Data • Determined what information we needed • Looked at data needed for internal and external reports • Decided on the best format • Simplified the library’s strategic plan • Began to create formal library annual reports • Developed ROAR (see panel at right) Fitting into a Bigger Assessment Picture • Need to link our library goals to both the university and state system • e Pensylvania State System of Higher Education (PASSHE) bought TracDat for use at each of the 14 universities • TracDat was introduced to us in December 2011 • Library goals, objectives, and documents are uploaded to TracDat (see panel at right) Statistics Assessment Planning Accreditation Teamwork ink Assessment Why we have it: ROAR was developed by library technician Dan Stafford as a way for us to gather, store, and manipulate our library statistics for assessment and reporting purposes. Background/Goals of ROAR: Major: • Gather all statistics together in one collection area • Provide for remote access (via Virtual Private Network) • Save time by automating the creation of new worksheets and reports • Standardize look and feel of reports • Familiarity of users with Excel Minor: • As ROAR was being developed the university was switching to a content management system, so we were not able to use the web server to develop an alternate solution • Ability to create reports from varying date ranges. (Academic, fiscal, calendar years, etc) Future directions for ROAR: • Statistics for all departments will be loaded in the same timeframe— currently, some start in April, some in May, etc • Automatic archiving of data greater than 5 years old • Create reports for different timeframes (calendar, academic, fiscal years) • Integrate new statistical groups as they develop. Ex: Technology support team was added aſter the original groupings How ROAR feeds TracDat: • Data, charts, and reports from ROAR can be added to the documents in TraDat. • Documents in TracDat can then be linked to our assessment objectives and results Sample Charts from ROAR Why we have it: PASSHE purchased a license for all member universities. How we use it: TracDat, Nuventive’s assessment management system, is used in the assessment of institutional effectiveness at Kutztown University. It serves as a central place to collect the goals and objectives for all units on campus. Annual Assessment Plans and Reports for Non-instructional Programs • In September, each non-instructional program submits a report of the previous year’s assessments and an assessment plan for the upcoming academic year. • Reports and plans can be reviewed by the appropriate division vice-president • Members of the KU community who are responsible for their program’s assessments can access TracDat • Our assessment committee enters the library’s goals, objectives, & means of assessment. ese goals and objectives come directly from the library’s strategic plan. • TracDat can produce reports that were formerly built by individual units in spreadsheets or word documents. • We can store documents here (i.e. annual reports, ROAR statistics, data from user studies / surveys) Funding: e University ties funding to its strategic plan, so using TracDat to show how our goals and objectives link to university goals and objectives could help us secure funding for our efforts. Screen Shots from TracDat Future Upgrade: Kutztown University may move to the TracDat SharePoint Option from Nuventive in the future. is option integrates TracDat with Microsoſt’s SharePoint. FTE Increasing & Library Staff Decreasing Building Usage Increasing Circulation of Materials Decreasing Reference Questions by Location Reference Questions by Day Reference Question Duration Library Assessment Plan Objectives Library Assessment Results

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Page 1: ROAR and TracDat: Using Databases to Track Data & Align ... · ROAR and TracDat: Using Databases to Track Data & Align Goals at the Rohrbach Library ROAR - Rohrbach Online Assessment

ROAR and TracDat: Using Databases to Track Data & Align Goals at the Rohrbach Library

ROAR - Rohrbach Online Assessment Reports

TracDat from Nuventive

Presented by: Ruth Perkins, Krista Prock, Dan Stafford, & Karen Wanamaker For more information: libguides.kutztown.edu/ARL2012

Our Assessment Journey

2008 Program Review

•Nolibraryassessmentplan•Nocentralstorageforlibrarydata•Disorganizedandmissingdata•AssessmentpushfromMiddleStatesAccreditationTeam

ARL Visit & Planning

•WeNeededHelp!•CalledintheprosfromARLforadvice•FormedanAssessmentCommittee•Focusedonorganizationandlearningaboutassessment

Organizing our Data

•Determinedwhatinformationweneeded•Lookedatdataneededforinternalandexternalreports

•Decidedonthebestformat•Simplifiedthelibrary’sstrategicplan•Begantocreateformallibraryannualreports

•Developed ROAR (see panel at right)

Fitting into a Bigger Assessment Picture

•Needtolinkourlibrarygoalstoboththeuniversityandstatesystem

•ThePensylvaniaStateSystemofHigherEducation(PASSHE)boughtTracDatforuseateachofthe14universities

•TracDatwasintroducedtousinDecember2011•Librarygoals,objectives,anddocumentsareuploadedtoTracDat(see panel at right)

StatisticsAssessmentPlanning

Accreditation

Teamwork

ThinkAssessment

Why we have it:ROARwasdevelopedbylibrarytechnicianDanStaffordasawayforustogather,store,andmanipulateourlibrarystatisticsforassessmentandreportingpurposes.

Background/Goals of ROAR:Major:•Gatherallstatisticstogetherinonecollectionarea

•Provideforremoteaccess(viaVirtualPrivateNetwork)

•Savetimebyautomatingthecreationofnewworksheetsandreports

•Standardizelookandfeelofreports•FamiliarityofuserswithExcel

Minor:•AsROARwasbeingdevelopedtheuniversitywasswitchingtoacontentmanagementsystem,sowewerenotabletousethewebservertodevelopanalternatesolution

•Abilitytocreatereportsfromvaryingdateranges.(Academic,fiscal,calendaryears,etc)

Future directions for ROAR:•Statisticsforalldepartmentswillbeloadedinthesametimeframe—currently,somestartinApril,someinMay,etc

•Automaticarchivingofdatagreaterthan5yearsold

•Createreportsfordifferenttimeframes(calendar,academic,fiscalyears)

• Integratenewstatisticalgroupsastheydevelop.Ex:Technologysupportteamwasaddedaftertheoriginalgroupings

How ROAR feeds TracDat:•Data,charts,andreportsfromROARcanbeaddedtothedocumentsinTraDat.

•DocumentsinTracDatcanthenbelinkedtoourassessmentobjectivesandresults

Sample Charts from ROAR

Why we have it:PASSHEpurchasedalicenseforallmemberuniversities.

How we use it:TracDat,Nuventive’sassessmentmanagementsystem,isusedintheassessmentofinstitutionaleffectivenessatKutztownUniversity.Itservesasacentralplacetocollectthegoalsandobjectivesforallunitsoncampus.Annual Assessment Plans and Reports for Non-instructional Programs• InSeptember,eachnon-instructionalprogramsubmitsareportofthepreviousyear’sassessmentsandanassessmentplanfortheupcomingacademicyear.

•Reportsandplanscanbereviewedbytheappropriatedivisionvice-president

•MembersoftheKUcommunitywhoareresponsiblefortheirprogram’sassessmentscanaccessTracDat

•Ourassessmentcommitteeentersthelibrary’sgoals,objectives,&meansofassessment.Thesegoalsandobjectivescomedirectlyfromthelibrary’sstrategicplan.

•TracDatcanproducereportsthatwereformerlybuiltbyindividualunitsinspreadsheetsorworddocuments.

•Wecanstoredocumentshere(i.e.annualreports,ROARstatistics,datafromuserstudies/surveys)

Funding: TheUniversitytiesfundingtoitsstrategicplan,sousingTracDattoshowhowourgoalsandobjectiveslinktouniversitygoalsandobjectivescouldhelpussecurefundingforourefforts.

Screen Shots from TracDat

Future Upgrade: KutztownUniversitymaymovetotheTracDatSharePointOptionfromNuventiveinthefuture.ThisoptionintegratesTracDatwithMicrosoft’sSharePoint.

FTEIncreasing&LibraryStaffDecreasing

BuildingUsageIncreasing

CirculationofMaterialsDecreasing

ReferenceQuestionsbyLocation

ReferenceQuestionsbyDay ReferenceQuestionDuration

LibraryAssessmentPlanObjectives

LibraryAssessmentResults

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