Stage 1: Self-Evaluation and Nomination of Reviewers
 ▪ Preparation and submission of the Self-Evaluation Report.
 ▪ Gathering of  statistical data with help from OIA and VP (Academic) & Provost.
 ▪ Nomination of potential reviewers.
 ▪ Approximately 9-12 months.

In consultation with the departmental council, or an equivalent body in cases where the program is not offered by a department, the unit head shall prepare a Self-Evaluation Report. This report shall be submitted by the unit within nine months of a request from the relevant Dean/Director to whom the unit reports and within twelve months of the Office of the Provost and Vice-President (Academic) initiating the review. During this period the unit head, in consultation with members of the unit, will also nominate potential reviewers for the external review.

Self-Evaluation Report (SER) Guidelines

In consultation with his/her colleagues, the unit head shall prepare a Self-Evaluation Report addressing the following issues, as appropriate.  An Executive Summary is also required.   It is strongly encouraged that the unit preview the document with the respective Dean/Director’s office prior to releasing it for external review. A suggested template for the report format can be found in the right-hand menu.

1 Program Description 
   1.1  Clearly state the objective of the program.
   1.2  List the areas of specialties offered within the program.
   1.3  Highlight novel or innovative features within the program.
   1.4  Indicate the extent to which the program responds to current or future needs of Manitoba and/or Canada.
   1.5  Indicate the extent to which the program operates in collaboration with other academic programs at the University of Manitoba.
   1.6  Indicate the extent to which the program enhances co-operation among Manitoba’s post-secondary institutions.
   1.7  Indicate the extent to which the program enhances the national and/or international reputation of the University of Manitoba.
   1.8  Identify the particular strengths of the program. For example, this program is known for its strength in areas A, B, and C within the discipline. Provide evidence.
   1.9  Indicate the extent to which the program compliments and strengthens other programs at the University of Manitoba.
   1.10  Describe the program under the following headings.
   
  1. Admission requirements
  2. Course requirements
  3. Evaluation procedures
  4. Thesis, practicum or comprehensive procedures and regulations (where applicable).
  5. Transferability of course credits from other post-secondary institutions.
   1.11  Provide a sample program listing for a typical student in the program, and a timeline for completion of his/her studies leading to completion of the program. Please refer to Table 1 in the Self-Evaluation Template.

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2 Human Resources 
   2.1  Academic appointments: using Table 2 in the Self-Evaluation Template, please list all academic staff members (including adjuncts) associated with the program, indicating specialization, academic rank and tenure status. This information may be supplemented by providing the Review Committee with access to faculty CV’s, or alternatively, the sample Faculty Data Form (Appendix B in the Self-Evaluation Template) and should be attached as an appendix to the report. Where supplemental data are provided:
   
  1. Members of the Review Committee should be advised in writing of the provisions of Article 37 of the UM-UMFA Collective Agreement 2010-2012, specifically Article 37.1;
  2. Faculty would be requested to provide a copy of their current CV (completion of a Faculty Data Form) for the purposes of addressing the requirements in (Program Description – see above), and informed that the Review Committee has been advised about the appropriate use of such information, pursuant to Article 37.
   2.2  Courses taught: for each of the past five (5) years. Using Table 3 in the Self-Evaluation Template, list the courses taught within this program (by year and term), the number of students registered in each course, together with the name and status of the instructor of each course (e.g. tenured or probationary, graduate student, non-student stipendiary appointee, etc.) See also 4.2 below.
   2.3  Staff retirements: indicate probable academic staff retirements over the next five (5) years. Discuss how these may affect the program, and what plans are in in place to maintain the quality of the program following the retirements.
  2.4  Support staff: indicate the role or participation in the program, if any, of clerical or technical support staff in the delivery or administration of the program. It would be useful to indicate position description, gender and fte status where possible.
  2.5  External support: indicate the participation in the program, if any, of individuals or groups external to the University of Manitoba, and indicate the rationale for their participation. List the credentials for each individual/group supporting their involvement.

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 3 Physical Resources
   3.1 Space: Describe the physical space in which students pursue this program of study/research. Include description of student offices, study carrels, study/reading rooms, rooms with computer facilities, laboratory space, and other teaching, research or study space as appropriate for this program.
   3.2 Equipment: Describe available and anticipated equipment in the following categories:
   
  1. Teaching: Instructional equipment used in delivery of courses/seminars in the program (e.g., video projectors, data projectors, other computer assisted instructional equipment).
  2. Research: Major research equipment accessible to undergraduate students in the program, and plans to upgrade this equipment during the next five years.
   3.3 Computer Resources: Describe facilities available to students in this program (desktop machines, laptops, scanners, printers, etc.), access to open computer areas, and the like.
   3.4 Library Resources:
   
  1. Evaluate existing resources available for use in this program.
  2. Evaluate pertinent resources added within the last five years.
  3. Evaluate pertinent new resources anticipated in the next five years.
  4. Evaluate services available to the program.

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 4 Students
   4.1  Using Table 4 in the Self-Evaluation Template, provide data on enrolment and degrees granted by this program over each of the past five years, under the following headings:
   
  1. Full time
  2. Part time
  3. Male
  4. Female
   4.2  Courses Taught: Program may benefit by collating the following for each of the past five years. Using Table 5 in the Self-Evaluation Template list the courses taught (by year and semester) within this program; provide the credit hours, the number of students registered in, and grade distributions (including VWs) for each course. Please indicate whether the course is new within the last five years. See also 2.2 (above).
   4.3  Describe national and/or international awards won by students in this program over the past five years.
   4.4  Provide projections of enrolment in this program over the next five years, and discuss the factors which are thought to be most important in this regard.

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 5 Additional Materials
While not required, it would be useful to provide some additional information to help the reviewers in their assessment. Some examples may include:
   5.1  Faculty or School strategic frameworks that address the role of the program(s) within the short-and long–term plans of the Faculty.
   5.2  Indigenous programming in respect to the University’s strategic planning framework.
   5.3  Additional metrics on teaching and enrolment (e.g. teaching loads by academic staff, undergraduate credit hours taught in the program, etc.).
   5.4  Data on student outcomes (changes to grade profiles, voluntary withdrawal numbers).
  5.5  Additional information on faculty and academic staff (e.g. information on teaching and supervision at the graduate level, research/administrative duties that may impact teaching loads of faculty and a demographic overview of academic appointments within the unit).
If there are any questions regarding the above or any other material you would like to incorporate into the Self-Evaluation Report, please contact the Undergraduate Program Analyst for further information.

NOTE:  Units undergoing a program review are reminded that historical course data is required for a maximum of five years.  Data on course enrolments and grade distributions (including VW’s) for that period can be requested from the Registrar’s Office.  As well, student statistics targeted for use in the program review process are available (in PDF and Excel spreadsheet format) within the Office of Institutional Analysis website: see http://umanitoba.ca/admin/oia/program_reviews/2064.htm.

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Nomination of External Reviewers

A review committee is required for every academic program review.  The review committee shall consist of:

     (i) Two external examiners, and
     (ii) An internal review from a cognate discipline within the University of Manitoba.


The review committee shall be chosen by the relevant Dean/Director from a list of nominations submitted by the unit head.The unit head, after consultation with members of the unit, will provide the Dean/Director with a list of five (5) potential external reviewers and three (3) potential internal (to the University of Manitoba) reviewers from an area not connected to the unit.  Please be advised that the unit head is not to approach potential reviewers.  The relevant Dean/Director will select and contact the reviewers from the list provided by the unit. 

The following information should be supplied to the Dean/Director for each nominee, taken from personal knowledge or biographical sources – see the Reviewer Nomination Form in the right-hand menu.

   1  Name of Proposed Advisor
   2  Academic Rank
   3  University Affiliation (include contact numbers)
   4  Year of Conferral University Discipline Degree
   5  Area (s) of specialization within discipline
   6  Experience/expertise relevant to service as a program reviewer (e.g. external reviewer of other academic programs, academic administrative experience, etc.)
  Recent scholarly activity (e.g. recent publications, research grants, etc.)
  Previous affiliation with the University of Manitoba, if any (e.g. as a student, employee, extensive collaboration with current academic staff, visiting professor, etc.)

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