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TracDat (Nuventive Improve) Manual

User’s Manual for Documenting Annual Assessment Reports for Degree and/or Certificate Programs at the University of Oklahoma

For the past two years, academic programs at the University of Oklahoma (OU) have relied on an institutional assessment template to document the annual program assessment reports. To make the process more manageable, effective and efficient, OU will be utilizing a new online assessment data management tool. The new software, called TracDat, is configured specifically to facilitate planning, reporting, and most importantly, continuous improvement of student learning in academic programs based upon the following OU 4-Step Program Assessment Process: [1]

Assessment PLAN

  • Step 1: Articulate 3-5 measureable student learning outcomes (SLOs) for each degree program.
  • Step 2: Identify at least one direct assessment method for each SLO.

Assessment RESULTS [2]

  • Step 3: Describe (on aggregate) actual results of student achievement for each SLO.
  • Step 4: Describe the current and/or planned use of assessment results for continuous improvement for each SLO.

While contents of the “Assessment PLAN” sections rarely change, modifications can be made by departments at any time as faculty see fit. Contents of the “Assessment RESULTS” sections, on the other hand, are expected to vary from one year to the next.

Besides allowing for systematic documentation of the above process, TracDat will enable departments to:

  • Update or make changes to any step of the assessment process, at any time; 
  • Archive and gain access to program assessment reports on-line, at any time;
  • Document assessment plans/reports, including any supporting documentation (such as rubrics, survey instruments, samples of student works, etc.);
  • Tie assessment results to actions taken by the department;
  • Develop and print reports at any time;Submit the annual report electronically.

The purpose of this document is to provide academic units with a basic introduction to TracDat so that you can submit your annual assessment report(s) electronically. The Office of Academic Assessment will continue to make information available about the many capabilities of the software to academic departments.
 



[1]
Degree programs with specialized accreditation should: (i) document all the SLOs prescribed by their accrediting agencies and, (ii) work with the Office of Academic Assessment to have their assessment processes customized in TracDat in accordance with assessment requirements of their accrediting agencies.

[2] TracDat is not certified to use any personally identifiable information. Therefore, no sensitive data should be entered or uploaded into TracDat. This means anything that can be used to identify individual students (student IDs or names), including results or grades identified by student name.

To access TracDat, type in the URL: https://oklahoma.tracdat.com/tracdat/

This will take you to the university single log-in screen.
Enter your 4x4 plus your password to access the system.

NOTE:  Only use Chrome, Firefox, or Safari to access TracDat.

TracDat System Help


This icon in the left corner of the menu will provide you general information about the TracDat System.

Institutional Instructions


This icon in the left corner of the menu will provide you additional assistance from the OU TracDat administrator. 

Selecting a Program (POA)


There are two different ways to select a program:

  1. Use the program drop-down menu and select the name of the program from the list.
  2. Click on the program drop-down menu and type in the name or part of the name of the program in the text box and then select the name of the program from generated list.

Left-Side Navigation Menu


Left menu items include following elements: Home, Assessment Unit, Unit Planning, Mapping, Reports, and Documents.

Home Menu

The Home page contains the Assessment Unit Planning Summary. The Assessment Unit Planning Summary shows the items that comprise the assessment plan and report.

  • The Outcomes and Assessment Methods constitute your plan.
  • The Results, and Use of Results constitute your results.

The numbers in the table represent the number of each element that have been entered into the system for the program.

Assessment Unit Menu


The Assessment Unit menu item contains four pages where the program assessment takes place.

  1. General information - General information about the program including college, department/school/division, assessment liaison, and mission.
  2. Assignments - Information about the status of program assignments, including the deadline, the assigned personnel, and description of the assignment.
  3. Personnel - Information about the personnel or assessment unit managers who have access to the program.

Unit Planning Menu


The Unit Planning menu item contains two pages where you will enter and edit program specific assessment items.

  1. The Plan page shows program Student Learning Outcomes (SLOs), with Assessment Methods for each outcome.

The Results page shows details regarding actual results of student performance in each SLO and descriptions of the use of assessment results for program improvement.

Mapping Menu


The Mapping menu item includes two pages.

  1. Outcome Mapping – This section is currently not in use by the University of Oklahoma.
  2. Curriculum Mapping – This section is currently not in use by the University of Oklahoma.

Reports Menu


The Reports menu item includes two pages:

  1. The Standard Reports page where you will be able to run reports containing information entered for the program.
  2. The Ad Hoc Reports page is where you will be able to run reports pulling only the information you want to use.

Documents Menu


The Documents menu item includes one page:

  1. The Document Repository page where you will be able to upload and see all of the documents associated with the program.

Entering General Information about a Program

Step #1
Click the Assessment Unit menu item to expand this section of the menu.

Step #2
Click General Information.

Step #3


Click on the icon shown in the image above to make changes to the information on this page. This is what you will see:

Step #3a
Edit each field using the text boxes and drop down boxes, as appropriate. 

Step #4
Save your edits using the yellow Save icon.

Adding and/or Editing Program Student Learning Outcomes (SLOs)

Step #1
Select Unit Planning menu item to expand this section of the menu.

Step #2
Click Plan.

Step #3
Click on the down arrow next to the heading labeled Outcomes to expand the list of outcomes.

  • 3a.  To add an Outcome, click the green plus icon next to the heading labeled Outcomes.
  • 3b.  To edit an Outcome, click the down arrow next to the heading labeled Outcomes to expand the list of Outcomes
  • 3c.  Then click the edit icon next to the Outcome that you wish to edit.

Step #4
In Outcome Name field, enter a brief description, one to two words, that briefly describes the outcome.  For example, if an outcome for the program is “Apply ethical principles to real life situations,” an appropriate outcome name may be “Ethical Principles.”

Step #5
In the Outcome field, enter the full description of the outcome.

Step #6
Using the drop down box next to Outcome Status, indicate whether the outcome is active or inactive, i.e., the program is no longer tracking this outcome.

Step #7
Select the Outcome Type that best describes the outcome from the dropdown menu.

Step #8
Save your edits using the steps below:

  • Click the yellow Save icon to remain on the same page.
  • Click the down arrow next to the yellow Save icon and select Save and Add New to add another outcome.
  • Click the down arror next to the yellow Save icon and select Save and Return to return to the Plan page.
     

Adding and/or Editing Assessment Methods

Step #1
Click the Unit Planning menu item to expand this section of the menu.

Step #2
Click Plan.

Step #3
Click on the down arrow next to the heading labeled Outcomes to expand the list of outcomes.

Step #4
Click on the down arrow next to the outcomes to which you would like to either add or edit an Assessment Method.

  • 4a.  To add an assessment method, click the green plus icon next to the heading labeled Assessment Methods.
  • 4b.  To edit an assessment method, click the down arrow next to the heading labeled Assessment Method to expand the list of Outcomes
  • 4c.  Then click the edit icon next to the Outcome that you wish to edit.

Step #5
The default is that the Active field is checked to indicate that the assessment method is Active. If the assessment method is no longer Active, i.e. the program is no longer using this assessment method, click on the box to uncheck this field.

Step #6
Select the Assessment Type from dropdown menu that best describes the method being entered in the Assessment Method field. (Note: by scrolling through the list, both direct and indirect methods are included).

Step #7
In the Assessment Method field, indicate the assessment method or means by which the quality of student learning for outcomes will be measured and assessed. The same method, such as a survey or a paper in a capstone course, could be used to assess multiple outcomes. If so, the method should be entered into the Assessment Method section for each outcome it is used to assess.

Step #8
In the Expected Target field, indicate the criteria that will be used to evaluate the quality of student learning for the assessment method. 

Step #9
Follow the steps below to save your edits.

• Click the yellow Save icon to remain on the same page.
• Click the down arrow next to the yellow Save icon and select Save and Add New to add another outcome.
• Click the down arrow next to the yellow Save icon and select Save and Return to return to the Plan page.

Reporting Results

Step #1
Select Unit Planning menu item.

Step #2
Select Results.  A list of all of the outcomes for the program will be listed.  The gray circles containing numbers next to the Outcome Category indicate how many results have been entered for each outcome.

Step #3
Click the down arrow next to the Outcome to which you would like to add or edit results and interpretations. This will expand the outline to show the Assessment Methods associated with this Outcome.

Step #4
Click on the down arrow next to the outcomes to which you would like to either add or edit an Assessment Method.

  • 4a.  To add an assessment method, click the green plus icon next to the heading labeled Assessment Methods.
  • 4b.  To edit an assessment method, click the down arrow next to the heading labeled Assessment Method to expand the list of Outcomes
  • 4c.  Then click the edit icon next to the Outcome that you wish to edit.

Step #5
The Result Date field automatically generates with the current date; however you can change this date by clicking on the field and selecting a different date from the calendar that pops up or typing in a date (using the MM/DD/YYYY format).

Step #6
In the Result field, provide a brief description of students’ actual performance (on aggregate) for the specific SLO and method. The following information should be included: (1) Description of the students who were assessed: description of the sample, whether the data includes multiple required courses, etc.  It is expected that all students, or a representative sample, will be included in the assessment data collected, depending on the size of the program; (2) Summary of the qualitative and quantitative information collected with the indicated method: for example, mean examination scores, item analysis of embedded test questions, summary of rubrics scores, summary of survey data, or findings from focus groups or interviews; (3) Summary and interpretation of the results: In what areas do students perform very well or not so well? What do the results mean for your program?

Step #7
In the Reporting Period field, select the academic year in which the results were collected.

Step #8
In the Result Type field, indicate whether established criteria were met using one of four options [Inconclusive, No Result, Target Met, Target Not Met].

Step #9
In the Number of Students Assessed field, indicate the number of students assessed with that Assessment Method in the specified Academic Year.

Step #10
Save your edits

  • Click the yellow Save icon to remain on the same page.
  • Click Save and Add New from the dropdown menu to add another result for the same outcome and assessment method.
  • Click Save and Return to return to the main Results and Interpretation page. Use this option if you need to add results for another assessment method for the same outcome or for another outcome.

Reporting Use of Results

Step #1
Select Unit Planning menu item.

Step #2
Select Results.  A list of all of the outcomes for the program will be listed.  The gray circles containing numbers next to the Outcome Category indicate how many results have been entered for each outcome.

Step #3
Click the down arrow next to the Outcome to which you would like to add or edit Use of Results. This will expand the outline to show the Assessment Methods associated with this Outcome.

Step #4
Click the down arrow next to the Assessment Method that is associated with the Result that you would like to add Use of Results.

Step #5
To add Use of Results, click the green plus sign in the bar labeled Use of Results.  

Step #6
In the Use of Results field, provide information about how the findings were evaluated, reviewed, and shared within the program (faculty, advisors, and students).

Step #7
Save your edits

  • Click the yellow Save icon to remain on the same page.
  • Click Save and Add New from the dropdown menu to add another result for the same outcome and assessment method.
  • Click Save and Return to return to the main Results and Interpretation page. Use this option if you need to add results for another assessment method for the same outcome or for another outcome.

Relating a Document

Step #1
Click the Unit Planning menu item to expand this section of the menu.

Step #2
Click Plan.

Step #3
Click the arrow next to Outcomes to expand the list of outcomes. 

Step #4
Click the arrow next to the Outcome to which you would like to either add or edit a related document.

Step #5
Click on the arrow next to the Assessment Method to which you would like to relate a document.

Step #6
Click the green tool icon to generate a new screen where you can add or change Related Documents.

Step #7
In the new screen, if you have documents that have already been uploaded, they will be listed under the Document Repository field.  If this is the case, click on the documents you would like to relate and drag it to the white area in the Related Documents field. If you need to upload documents, you can do so by clicking the in the Document Repository field. This will open a window where you can relate a file or multiple files at once.

Step #8
To upload a document from your computer, under the Files field, click the area where it says, “Click to browse for files” and it will allow you to upload a document from your computer. Find the appropriate file and click “Open.” This will put the file underneath the Files section. Type a description of the file in the Description field.

Step #9
You can also include websites in the Document Repository by typing information under the Urls field. To do this, type a descriptive name in the Name field, copy and paste the Url address to the Url field, and type a brief description into the Description field.

Step #10
When you are finished uploading files, click the Save and Relate icon in the top right. This will automatically relate all your new files to that assessment method without you having to drag and drop them under Related Documents.

Step #11
After checking that all the files you want to relate are located under Related Documents, click the Complete icon in the top right to return to the Plan page.  (See prior illustration)

Running the Four Column Report

This report shows the Outcomes for each selected Assessment Unit, along with any Assessment Methods, Results, and Use of Results for each Outcome. The report is displayed in a four column layout. In addition, any reportable fields from the General Information page display at the top of the report.

NOTE: This can also be done for Summary Units  (that is, colleges, schools or large divisions of a college).

Step #1
Click the Reports menu item to expand this section of the menu.

Step #2
Click Standard Reports.

Step #3
Click Assessment: Assessment Unit Four Column.

Step #4

  • Layout
    • Select the Format (Required): the options are PDF, Word and HTML
    • Type in a Name (Required) and Subtitle (Optional) for the report
  • Filter
    • Use the following fields to select the information that will be shown on the report:
      • Outcome Statuses – only include Active, Completed, or Inactive methods
      • Outcome Types – if your program has completed Outcome Mapping, you can select a subset of Outcomes.
      • Assessment Types – if the report should only contain a particular type of assessment (e.g., Direct – Examination), filter by selecting one or more options in this dropdown field
      • Result Date Between – to only include results from a particular date range
      • Reporting Period – select one or multiple academic years
      • Result Types – only include Inconclusive, No Result, Target Met or Target Not Met results
  • Options
    • Check the box next to the following options to further customize the report:
      • Include Outcomes With No Results
      • Include Assessment Methods with no Results
      • Include Inactive Assessment Methods
      • Include Fields With No Data
      • Include Annual Updates

Step #5
Click Open Report to download your report. The report, in the selected format, will be opened in a separate window.

Step #6
Click Return to return to the Standard Reports page.

Creating an Assignment for Personnel (Liaison)

Step #1
To begin, click on the Unit Planning menu item to expand this section the menu.

Step #2
Once selected, click on Plan.

Step #3
Click the arrow next to Outcomes to expand the list of outcomes.  Then, click the arrow next to the outcome for which you would like to create an assignment.

Step #4
Click on the arrow next to Assessment Methods to expand the outline.

Step #5
Click the green wrench icon next to Assignment to generate a new screen where you can create an assignment.

Step #6
Customize your assignment

a.     Assign To – select one person or hold the CTRL key to select multiple personnel
b.      Due Date – click on the date field(s) and select the date you want the assignment completed from the calendar, or type in a date (using the MM/DD/YYYY format)
c.      Subject – edit the text to reate the desired subject line for the assignment email Notes/Instructions – edit the text to give the assignee(s) instructions or notes that will assist them with completing the assignment
d.     Repeats – select how often you want this assignment repeated; the options are: Once, Monthly, Quarterly, Semi-annually, and Annually
e.      Provide – select the amount of information or documentation you want the assignee(s) to provide for the assessment method
f.       Put Documents in – select where you want related documents to be placed; options are either Assignee(s) may choose Repository Folder or General
g.     Email Assignment to Assignee(s) – check the box if you want the assignee(s) to receive an email with their assignment • Send CC to Person Assigning – check the box if you would like to receive a copy of the email to the assignee(s)
h.      Send CC to Person Assigning – check the box if you would like to receive a copy of the email to the assignee(s)

Step #7
Save your edits:  Click on the yellow Save icon.  NOTE:  If you do not see the personnel for the assignment, you will need to assign them to the program.

Managing and/or Editing Existing Assignments

Step #1
To begin, click on the Assessment Unit menu item to expand this section of the menu.

Step #2
Once selected, click on Assignments to generate a new screen where you can view and manage all assignments for the program.

Step #3
Under Assignment Statuses, choose the status for the assignments you want to view.  The choices are Overdue, Complete, and Incomplete.

Step #4
Edit/manage Assignments:

  • To edit any assignments, you can click on the edit (pen) icon. A new screen will appear with all of the original fields for the assignment which you may edit.
  • To delete any assignments, click on the delete (trashcan) icon. Click okay at the next prompt to confirm deletion.
  • To resend emails or send reminder emails to assignee(s), check the box on the left beside each assignment, click Send at the top right, and then click Send again when you are prompted to do so again.
  • To send emails to assignee(s) for all assignments, click on the very top checkbox under the column Send Checked. This will check all boxes in the column. Next press Send at the top right, and then Send again after the prompt.

Assigning Personnel to a Program

Step #1
To begin, click on the Assessment Unit menu item.

Step #2
Once selected, click on Personnel.  You will see all personnel currently assigned to the program on the page that appears.

Step #3
To assign someone new, click the green wrench icon which will take you to a new screen.

Step #4
Click the name of the desired personnel from the left box Available Personnel.  You may find them more easily by typing their name into the Filter text box. You may also highlight multiple people at once by holding down the CTRL key while clicking on their names.

Step #5
Select the appropriate role for highlighted personnel from the Selected Role drop down box. There are four options:

  • Assessment Unit - Read Only: Users may view only program information
  • Assessment Unit Manager (Graduate): they are able to edit all information for the graduate program
  • Assessment Unit Manager (Undergraduate): they are able to edit all information for the undergraduate program Email Only: this is an option that allows for emailing assignments

Step #6
Click the single arrow to move the highlighted personnel to the right box, Selected Personnel.

  • Once the person’s name is in the Selected Personnel box, you may remove it by clicking on the name in the Selected Personnel box and then clicking the single arrow button, which moves it back to the Available Personnel box.

Step #7
Save your edits:  Click on the yellow Save icon.