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IRP Annual Report 2011-2012

Fiscal Year 2012 (July 1, 2011 to June 30, 2012)

Department of Institutional Research and Planning

Name of department chairperson or director: Dr. Ebenezer Kolajo


1. Departmental Mission Statement

The University of West Georgia’s strong commitment to "Educational Excellence in a Personal Environment" is central to the mission of the Department of Institutional Research and Planning. The Department has, as its primary mission, the collection of data (from both internal and external sources), and timely analysis, distribution, and presentation of information for use in planning, decision-making, and policy formulation at the University.

The Department is also responsible for ensuring the accuracy of vital University statistics and for reporting these data to a broad spectrum of stakeholders including regulatory entities, management, faculty, private organizations, parents and the general public. Another major function of the Department is to respond to diverse requests for data from members of the University community and to assist with research and analysis.

Institutional Research and Planning also serves as records custodian for the University of West Georgia. In this capacity, it promotes an efficient administration and management of State governmental records in compliance with the Georgia Records Act and the Georgia Open Records Act. Institutional Research and Planning also advises departments on appropriate records keeping techniques and guides in developing records retention schedules.

2. Departmental Goals for This Reporting Year

During fiscal year 2011-2012, the Department of Institutional Research and Planning pursued the following goals:

3. Assessment Summary of Departmental Goals Addressed This Academic Year

One of the assessment methods used was a survey approach. IRP conducts a survey of the university community to determine their opinions about the staff, the services provided, and to solicit suggestions for continuous improvements. The results showed favorable opinions of the office personnel and services. However, a reasonable proportion of respondents did not know about the office's responsibilities and functions. Some even confused the office's functions with other unrelated offices. Link to full results: 2012 IRP Survey Results

Another assessment measure was based on the level of IRP web site usage. From March 2011 to March 2012, 756 unique visitors used the IRP web site with toal visits of 5,430, which resulted in 21,198 page views. The increasing use of the web site has reduced telephone inquiries for data from 415 in FY 2011 to 325 in FY 2012, a 22% decrease. The web site is continually updated to provide needed information for evidence-based decision making across the campus.

4. Changes/Improvements Made as a Result of Assessment

Based on assessments various initiatives were undertaken, including (1) a snapshot of enrollments, titled "Enrollment at a Glance", is sent to academic departments every semester to provide a quick review of enrollment characteristics by colleges; (2) a weekly report , titled "Did You Know?" is contributed to the university’s daily electronic newsletter — The Daily Report. This report is popular and widely read by the university staff and faculty, and it generates more and more questions stimulating the use of data for decision making. Of the 2012 IRP survey respondents, 75 percent indicated that they read "Did You Know?" very often or occasionally.


The Strategic Plan (2010-2015) is designed to shape the University of West Georgia for the next five years in such a way as to place it as a destination university, particularly among peer universities in the state of Georgia and among those universities in the nation granting doctoral degrees in programs that balance liberal arts education with professional preparation.

5. Identify the strategic plan goals pursued by your department during this academic year:

No. Institutional Strategic Plan Goals (SPG) (2010-15) Check the SPG pursued Indicate your Departmental Initiatives that correspond to applicable institutional SPG
Every undergraduate academic program will demonstrate a distinctive blending of liberal arts education, professional competencies, and experiential learning, preparing students to be ethically responsible and civically engaged professionals in the global economy of the 21st century.    
Every undergraduate student will be advised to take advantage of one of multiple available learning communities. Learning communities that are available to students will include communities organized by living arrangement, by year in program, by other co-curricular associations – Honors Program, Advanced Academy, Band, Athletics, Debate, or program in the major.    
The University will endeavor to increase enrollment in and graduation from graduate programs, including doctoral programs, that have as their mark a practical professional purpose, experiential learning opportunities, and an intellectual program informed by a foundation of liberal education.
The University will maintain an environment that is safe and conducive to learning.


(1) Disseminated 2011 NSSE results for use in institutional assessment; (2) Developed a 5-year data report for each academic department to facilitate program review, strategic decision making, and continuous improvement of programs; (3) Participated in developing the QEP and associated activities for SACS; (4) Completed an analysis of sophomores to gain insights for improvements; (5) Served in Course Withdrawal Committee and completed an analysis of D-F-W grades to inform decision making on course withdrawals policy; (6) Completed a five-year grades analysis (Fall 2007-Fall 2011) to examine grade trends; (7) Participated in the National Study of Instructional Costs and Productivity for comparative analysis of teaching loads, efficiency and productivity; (8) Participated in the Consortium for Student Retention Data Exchange for benchmarking; (9) Analyzed the Third Multicultural Festival Survey on behalf of the Office of Institutional Diversity; (10)Conducted a survey of 2012 Graduating Seniors, in collaboration with Career Services Department and the Registrar’s Office, to assess student perceptions of UWG, as well as their post-graduation plans; and, (11) Supported various disciplinary accreditations efforts.
The University community will provide a balanced variety of cultural, recreational, leisure, and informal education programming opportunities for faculty, staff, and students that enhance the quality of campus life.



All units will strive to improve the compensation and working environment of faculty and staff in order to recruit and retain the best individuals.    
The University will endeavor to increase our overall enrollment to 14,500 by the year 2015.
With our enrollment growth, West Georgia will remain committed to the following targets of academic quality: faculty-student ratio of 18 to 1; average class size of 29; full-time to part-time faculty ratio of 4.4 to 1.


Tracked institutional Key Performance Indicators (KPIs) to monitor institutional progress and effectiveness in specific areas. Provided Dashboards for KPI and Academic Programs Dashboards for key performance indicators are provided on the IRP website, as well as five-year data by department. This information enables easy access to pertinent data needed for various reports and for program reviews.
West Georgia will develop several new facilities to improve quality along with meeting capacity demands due to enrollment growth    
Capital Campaign: The Development Office will prepare for a capital campaign to assist in meeting the long-term needs of the University of West Georgia.    
Communication and Marketing: The Office of University Communications and Marketing (UCM) will internally and externally promote the missions and goals of the strategic plan. This will be achieved by aligning the institution's integrated marketing plan (advertising, visual identity standards, web presence, media relations, etc.) with the strategic plan. X IRP Website Visits - From March 2011 to March 2012, 756 unique visitors used the IRP website with total visits of 5,430 which resulted in 21,198 page views. The increasing use of the website has reduced telephone inquiries for data from 415 in FY 2011 to 325 in FY 2012, a 22 percent decrease.
Community Relations: The University will engage the local community educationally, culturally and recreationally.


Support for Departmental Goal 1 - Contribution to the 2010-2015 Strategic Plan Implementation: (1) Completed the 2010-2011 annual report for the University to reflect the implementation status of the 2010-2015 Strategic Plan; (2) Presented to PAC an update on the strategic plan to highlight the progress made, drawbacks, and necessary revisions to the plan; (3) Shared the Strategic Plan update with the Faculty Senate Strategic Plan Committee and suggested revisions to the plan; (4) The Faculty Senate approved suggestions to revise four goals (namely, Goals 2, 3, 7 and 8) in the 2010-2015 Strategic Plan for pragmatic reasons; and, (5) Serve in the Committee developing Strategic Plan FY 2015-2020.

Support for Departmental Goal 3 - Completed multiple mandatory reports to the BOR as required: (1) Coordinated the submission of seven IPEDS reports by specified deadlines; (2) Participated in the University System of Georgia/BOR Completion Summit in Athens to develop plans for the State’s College Completion agenda; (3) Provide data needed for the Complete College Georgia Initiatives; (4) Produced the Annual Fact Book 2011-2012; (5) Completed NCAA Athletic Interests and Abilities Survey under Title IX for submission to the Office of Civil Rights; (6) Completed 71 assorted surveys pertaining to institutional or program rankings, as requested by various agencies, such as the U.S. World News and Report; (7) Responded to 141 open records requests in fulfillment of the Georgia Open Records Act; (8) Made two presentations to the University community, together with an IT staff, on Data Protection and Security of Records during the Data Security Awareness in April 2012.

Support for Departmental Goal 5 - (1) Increasing Institutional Research Visibility on Campus: The results of a campus-wide survey of IRP conducted in April 2011 showed that some respondents did not know about IRP and its activities. In response the Department began on August 1, 2011, to write a snippet (captioned "Did You Know?") in the UWG Daily Report to inform the University community about its activities as related to institutional data and analysis, as well as other education-related issues. The goal was to stimulate data-based decision making across the campus, as well as referring readers to the IRP website for additional information. We have received compliments from various quarters for this effort. The 2012 IRP survey of the University community confirmed that more than three-quarters of the respondents read “Did You Know?” very often or occasionally. (2) Contribution to UWG Visibility Regionally and Nationally: (A) Presented a paper at the Southern Association for Institutional Research Conference in Atlanta, October 2011; (B) Facilitated a session at the Southern Association for Institutional Research held in Atlanta, October 2011; (C) Reviewed papers for the Center for Student Retention and Data Exchange’s National Symposium on student retention held in November 2011; (D) Served as a Reviewer and Facilitator for the Association for Institutional Research’s Conference in June 2012; (E) Presented a poster session at the Association for Institutional Research Forum in New Orleans, June 2012.

Teaching - Taught Principles of Microeconomics (EC 2106) in Economics Department, Spring 2012.

6. Describe some notable achievements toward selected goal(s) during this academic year.

Southern Association for Institutional Research Award - In October 2011 at the annual SAIR conference, the UWG IRP Department received 3 awards. The UWG Fact Book for 2010-11 won a Second Place award for Best Fact Book and UWG's publication's "Just the Facts" won second place for Best Mini Fact Book category. The IRP website won second place for Best IR Website.

7. What resources could have helped you achieve or exceed your goals for the year? How would you have used them to facilitate/improve the work of your department?

Need additional funds to fill a vacant position in the department and for restructuring staff positions.

8. List any changes to the structure or substructures of your department implemented during reporting year.


9. List any additional comments about your department this reporting year.

Support for Departmental Goal 4

Contribution to Improving Graduation Rates

Professional Development Activities

SAS Training