Student Affairs Assessment Planning Guide

This guide is meant to provide a helpful, step-by-step process that can be followed to easily design and implement an assessment project. For the Student Affairs Assessment Planning Guide click here.

The following Student Affairs Assessment Protocol Guide was developed to:

• guide staff in determining proper assessment methods and access to student data if needed
• prevent survey fatigue through coordinated sampling methods
• protect confidentiality through standards of practice; and
• create a body of knowledge across Student Affairs with respect to the student experience
  

Who should follow the Student Affairs Assessment Guide?

All staff and faculty working in an administrative role wishing to assess student learning and development outcomes to evaluate programs and services should follow this protocol. As mentioned above, the protocol will assist in developing an overall assessment plan. Some plans will need approval from the Director of Assessment, while others will not require approval.

Approval Needed:

• A random sample of students is required for the assessment or you wish to solicit students for participation who have not interacted with your program.
• You wish to use results or student data for scholarly purposes (i.e. publications, conference presentations).

Approval of Protocol Not Needed:

• When participants are solicited to participate as a result of participation in a program and/or accessing a service.

Projects not requiring approval have the responsibility to ensure the following:

• It should be evident to the student that the invitation to participate was generated as a result of their participation in a program and/or accessing a service (i.e. they are not part of a random sample).
• Confidential information must be kept confidential and handled as required by FERPA.
• Students should not be unduly surveyed or receive repeated requests to participate in evaluation/assessment – particularly from the same source.

Review of Protocols Needing Approval

If a project requires review, the SA Assessment Planning Guide should be submitted to the Director of Assessment. Project requests will be reviewed on a monthly basis, facilitated by the Director of Assessment. Once the panel has made a decision, applicants will be notified of the status of their request via email. The review will approve, deny or request revisions.

Accessing Student Data

Email addresses can be obtained through the Registrar's Office or through a staff member with access to Banner or Data Warehouse.

Internal Review Board (IRB) Approval

• IRB approval for Student Affairs staff is facilitated through the Director of Assessment and Research.
• It is required that you obtain IRB approval for a survey if you are planning to utilize the results outside of the university – at a conference, publication or a report that is shared outside of the University.
• The IRB approval process can take some time.  If you are planning to utilize your results outside the University, please allow yourself plenty of time to gain IRB approval.
• If you believe you need IRB approval, please consult with the Director of Assessment and Research. 
• If you have any questions regarding these campus-specific processes, please contact IRB or the Director of Assessment and Research.