Internal Planning Timeline

Academic Program Review (APR) at A-State is a structured, multi-month process. This guide walks departments through each stage of preparation, consultant coordination, and post-review response, organized by timeframe, to help departments stay on track and meet Arkansas Division of Higher Education (ADHE) requirements.

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✅ Tips for Success

The Office of Academic Affairs recommends program leaders do the following to have a successful program review:

• Begin planning at least one year before their scheduled site visit.
• Build in buffer time for delays and proofreading.
• Recruit or appoint a program review steering committee of three to five faculty and the department chair
  • Having the department chair and a few key faculty collaborate to write the self-study report helps to share the work load, inform the department about the discoveries made during the self-study analysis, and prepare for the forthcoming site visit
  • Assign a steering committee member to manage website updates.
• Establish an internal timeline by setting the approximate date for the site visit and working backwards.
  • Use the Program Review Timeline Worksheet to customize your department’s calendar.
  • Faculty and department chairs are busy people and ADHE expects all documents to be submitted by within six weeks of the completed process or by June 1, whichever comes first

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? Timeline Overview

Use the timeline below to work backward from your anticipated site visit date.

? Program Review Timeline Worksheet (DOCX)

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One Year Before the Site Visit

Establish the Site Visit Date and Form Your Team

• Choose an approximate date for the site visit, ideally in the spring semester.
• Form a steering committee of 3–5 faculty members plus the department chair.
• Assign roles for writing, scheduling, and updating the department website.
• Review the previous APR and share it with the committee and potential consultants.

? Data Request Form (DOCX)

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150 Days Before the Site Visit

Submit Consultant Recommendations

• Complete the Consultant Recommendation Form and submit it to the Office of Accreditation and Assessment.
• Recommend four qualified out-of-state reviewers with disciplinary expertise.
• Avoid selecting close colleagues or collaborators to ensure objectivity.

? Program Consultants Recommendation Form Final (DOCX)
? Reimbursement Policy (PDF)

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120 Days Before the Site Visit

Secure Consultants

• Confirm participation of two reviewers:
  • One will conduct the site visit.
  • The second may serve as a reader and participate virtually.
• Coordinate with Academic Affairs to finalize consultant agreements.

? Suggested Site Visit Agenda – Face-to-Face (DOCX)
? Suggested Site Visit Agenda – Virtual (DOCX)

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60 Days Before the Site Visit

Submit Draft Self-Study Report

• Send a draft of the self-study to the Office of Academic Affairs for feedback.
• Use the A-State template to ensure alignment with ADHE expectations.

? Template for the ADHE Program Review Self-Study Template (DOCX)
? Guidebook for ADHE Program Review Self-Study (PDF)

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30 Days Before the Site Visit

Send Final Self-Study to Consultants

• Finalize the report and send it to both consultants.
• Include the previous APR as an appendix.
• Ensure the department website is up to date.

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14 Days Before the Site Visit

Finalize Site Visit Itinerary

• Coordinate meetings for the lead consultant with:
  • Faculty (without administration)
  • Students
  • Department chair and dean
  • External stakeholders (e.g., alumni, advisory council)
  • Office of Academic Affairs

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Site Visit

Host the Consultant

• Ensure all scheduled meetings occur smoothly.
• Provide access to relevant documents and facilities.
• Gather informal feedback from participants.

? ADHE External Reviewers Template (DOCX)

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30 Days After the Site Visit

Receive Consultants’ Report

• Consultants submit a written evaluation with findings and recommendations.
  • The findings will include key information for continued program improvement. These findings should be the basis for the program leaders' (dean, associate dean, department chair, and program faculty) response letter that includes a timeline and improvement plan.
• Share the report with the steering committee and begin drafting the institutional response.

? Post Review Planning Document (DOCX)

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Within 30 Days of Receiving the Report

Submit Institutional Response and Improvement Plan to the Office of Academic Affairs

• Collaborate with the dean, chair, and faculty to develop a strategic response.
• Include a timeline for implementation and address all consultant recommendations.

? 1-Year Progress Report Template (DOCX)

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Final Submission to ADHE

Deliver All Documents

• Submit the self-study, consultants’ report, and institutional response to ADHE within six weeks of the site visit or by June 1, whichever comes first.

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Follow-Up Reporting

The Office of Academic Affairs expects the following progress reports:

• 1 Year Later: Submit a progress report by May 15.
• 3 Years Later: Submit additional report if requested.
• 5 Years Later: Submit final report if required.

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? Example Timeline Summary

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? Resources

• Guidebook for ADHE Program Review Self-Study (PDF)
• Program Review Timeline Worksheet (DOCX)
• Template for ADHE Program Review Self-Study (DOCX)
• Self-StudyData TemplateRequest Form (DOCX)
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• Program Consultants Recommendation Form Final (DOCX)
• Reimbursement Policy (PDF)
• Suggested Site Visit Agenda – Face-to-Face (DOCX)
• Suggested Site Visit Agenda – Virtual (DOCX)
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• ADHE External Reviewers Template (DOCX)
• Post Review Planning Document (DOCX)
• 1-Year Progress Report Template (DOCX)