Program Reviews and Program Monitoring: Guidelines for the Collection of Statistical Data

Table of contents

1. Introduction and Assistance
2. Student data from the Data Warehouse
3. Pivot Tables
4. SELT data
5. Staff-related data
6. Summary of information requirements and sources

1. Introduction and Assistance

This page is designed to supply the steps and information needed to collect the statistical data required for the completion of the "Background Information" sections of the five-year Program Review Faculty Submission proforma.

The statistical information focuses on student and staff characteristics related to the program under review. It is derived from several sources, including the University's Data Warehouse, student/staff statistical data, and Faculty-sourced information.

If you require assistance with the completion of the proforma and obtaining data, please contact Wayne Pritchard, Manager, Quality and Reviews, or ring him on ext. 35902.

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2. Student data from the Data Warehouse

A Data Warehouse template is used for the completion of most of the student statistical information, which is accessible to staff who have completed the Student Profiling training for the Data Warehouse. The template needs to be completed for each program individually and has been designed so that by selecting the relevant program on each worksheet, the information is compiled automatically. Once the worksheets have been compiled, the workbook is exported to Microsoft Excel.

To access the Data Warehouse source report, you will need access to the Student Profiling section of the Data Warehouse. You will need to have full access to the Data Warehouse, which involves the completion of the following training components:

• Introduction to the Data Warehouse;
• Student Profiling in the Data Warehouse - Part 1 (Course Enrolments); and
• Student Profiling in the Data Warehouse - Part 2 (Award Progress).

If you do not have access, you will need to attend Data Warehouse training (training dates can be found on the training web site).

In addition, for equity statistics, it is necessary to have completed the Student System "Express Reports" training as well.

Click here to connect to the Data Warehouse, then select the 'Program Review and Monitoring' workbook.

Once the information has been compiled, it is necessary to then export it to a spreadsheet, which can then be opened using Excel. Please note that you need to enable macros when opening the file to ensure that it works correctly.

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3. Student data from pivot tables

Additional student statistical data required for completion of the Faculty Submission is available in pivot table format.  By selecting the relevant program, this data is compiled automatically and can be copied into a new workbook for formatting. This data is also attached as an appendix to the Faculty Sumbission proforma.

Pivot tables will need to be manipulated to include the correct parameters for each program under review.

Instructions on using pivot tables may be found here.

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4. SELT data

SELT data is provided by the Centre for Learning and Professional Development (CLPD). The Review Officer will provide the CLPD with a list of the courses that comprise the program(s) under review (taken from the current University Calendar), and the CLPD will generate the SELT data and provide it to the Executive Officer to the review panel in the Quality and Reviews, who will forward it to the person preparing the Faculty Submission proforma in the School/Faculty.

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5. Staff-related data

The Faculty Submission proforma also includes a section on staff-related data. The staffing data that is available in S&P pivot tables is related to organisational units and not programs. To access the relevant data, a program area will need to identify the individual staff members that are associated with the program as the starting point for data collection.

The completed worksheets for each of these categories are included with the proforma as attachments.

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6. Summary of information requirements and sources