Using SPOL’s Faculty Credentialing Module to Improve Institutional

Practices and ProcessesTony Adam, Director of Institutional Assessment

Leah Coleman, Coordinator of Institutional AssessmentBlinn College

SPOL User ConferenceFort Lauderdale, FL

October 16-19, 2016

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

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

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

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

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

FORTIS, SCREEN 1

FORTIS, SCREEN 2

FORTIS, SCREEN 3

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.

It’s Time To Toss the Old Process

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

Approval Flow

DOC DOC DOC

PC PC PC PC PC PC

DEAN

DEAN DEAN

Vice-President

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

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

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?

Questions

For more information:

Tony Adam tony.adam@blinn.edu

Leah Coleman leah.coleman@blinn.edu