Program Review Program Review Archive

Uploading Six-Year Reports

  1. Confirm that your report follows  naming convention.

  2. Upload your report into Departmental Program Review Archives

Program Review Archives

The Program Review Archive is provided to give departments a common repository into which they can place their program review and assessment work. This archive facilitates our work by providing a common organizational structure, aiding the dissemination of institutional data, reducing misplaced documents, and smoothing leadership transitions.

File Naming Conventions

All file names should use the structure: Year-description-subdescription

2008-Annual Assessment Report
2008-Annual Assessment Report-Appendices 
2008-Annual Assessment Report-Response
2011-Alumni Survey
2011-Alumni Survey-Raw Data
2011-Alumni Survey-Interpreted Results

Structure of the Archive

The archive is a shared drive that contains a folder for each department. Your department’s folder should be used to store all of your departmental data so that it is readily accessible to anyone in your department.

The top level of the archive consists of five folders with the following names and contents.

Assessment Data

In most departments this folder should contain a subfolder for each learning objective. For some departments an alternate structure may be more workable. Whatever structure is used, make sure it is clear. This folder should contain

  1. Rubrics
  2. Benchmarks
  3. Assessment data
    1. When possible, store both raw and summarized data
    2. Make generous use of scanners
    3. Place GE-related data in the appropriate GE folder (this archive can be mapped separately)

Demographic Data

  1. Load Reports
  2. Student data
  3. Graduate profiles

Guiding documents

  1. Mission Statement and Student Learning Outcomes
  2. Multi-year Assessment Plan
  3. List of current projects with proposed timeline


Meeting notes documenting departmental discussions of assessment data and program review issues.


  1. Annual and Six-Year Reports
  2. Place appendices in a separate pdf file – one for each report.
  3. Responses to reports

When a six-year report has been completed, all the data and records should be moved into a subfolder labeled with the report year. Begin the next cycle with five empty folders. 

Accessing the Archive

Returning to the archive (on the same computer) 

The icon for the archive should be on the task bar at the bottom of your screen. Click it open. 

Accessing the archive for the first time (on a computer) 

  1. From the finder, select the 'Go' menu / Connect to Server.
  2. In the "Server Address :" box enter  smb://elc/elc/Shared/program_review/<your department> . To connect from off-campus use and browse to Shared/program_review/<your department>
  3. Memorize the path by clicking the "+" button to the right of the address box.
  4. Click the "Connect" button
  5. Enter your email name and password in the appropriate boxes of the Authenication window.
  6. Click the "OK" button
  7. Drag the icon for the new drive to your task bar at the bottom of the screen to dock it.

Returning to the archive (on the same computer) 

  1. If you checked the "Reconnect at logon" box, you are already connected and you can access your folder just like your C: drive.
  2. If you did not check the "Reconnect at logon" box, follow the directions below but, at step 4, select the archive from the dropdown list by the Folder box.

Accessing the archive for the first time (on a computer) 

  1. Double-click My Computer on your desktop 
    or click the Start menu and click on My Computer in the Start menu.
  2. Select Map Network Drive from the Tools menu at the top of the window .
  3. Choose an unused letter from the drop down list by the Drive box.
  4. In the Folder box, enter \\elc\elc\Shared\program_review\<your department> 
  5. Check "Reconnect at logon" if desired.
  6. Click Finish.
  7. Supply your email username and password when asked.