EXECUTIVE SUMMARY



AMERICAN UNIVERSITY OF BEIRUTSELF-STUDY REPORT[MONTH YEAR]Written in preparation for the [UNIT NAME] Review[DATE OF REVIEW VISIT]Contributions by:[NAME, TITLE][NAME, TITLE][NAME, TITLE]Table of Contents TOC \o "1-3" \h \z \u EXECUTIVE SUMMARY PAGEREF _Toc32839794 \h 4I. THE UNIT PROFILE PAGEREF _Toc32839795 \h 51. Brief History PAGEREF _Toc32839796 \h 52. Mission PAGEREF _Toc32839797 \h 5a. Unit Mission PAGEREF _Toc32839798 \h 5b. Alignment with University Mission PAGEREF _Toc32839799 \h 53. Unit Structure and Governance PAGEREF _Toc32839800 \h 5a. Organizational Chart PAGEREF _Toc32839801 \h 5b. Governance and Policies PAGEREF _Toc32839802 \h 5c. Morale, Attitude and Culture PAGEREF _Toc32839803 \h 54. Unit Contribution to the University PAGEREF _Toc32839804 \h 6a. Unit Contribution to University Strategic Plan PAGEREF _Toc32839805 \h 6b. Unit Contribution to Teaching PAGEREF _Toc32839806 \h 6c. Unit Contribution to Research PAGEREF _Toc32839807 \h 65. Entities Served PAGEREF _Toc32839808 \h 6II. Services and Functional Responsibilities PAGEREF _Toc32839809 \h 61. Required Functions of the Unit PAGEREF _Toc32839810 \h 62. Unit Operational Processes PAGEREF _Toc32839811 \h 63. New Projects and Initiatives PAGEREF _Toc32839812 \h 6III. Internal and External Collaboration PAGEREF _Toc32839813 \h 61. Collaboration inside the unit PAGEREF _Toc32839814 \h 62. Collaboration with other units PAGEREF _Toc32839815 \h 63. Collaboration with the community and professional organizations PAGEREF _Toc32839816 \h 7IV. Unit Planning and Assessment PAGEREF _Toc32839817 \h 71. Unit Planning Process PAGEREF _Toc32839818 \h 72. Unit Vision and Goals PAGEREF _Toc32839819 \h 73. User Satisfaction PAGEREF _Toc32839820 \h 74. Unit Outcomes/ Objectives PAGEREF _Toc32839821 \h 75. Unit Outcomes/Objectives Assessment and Action Plan PAGEREF _Toc32839822 \h 77. Benchmarking PAGEREF _Toc32839823 \h 8a. Standards and Best Practices PAGEREF _Toc32839824 \h 8b. Comparison with Peer Entities PAGEREF _Toc32839825 \h 8V. Report on Improvements PAGEREF _Toc32839826 \h 81. Unit Strengths PAGEREF _Toc32839827 \h 82. Unit Weaknesses PAGEREF _Toc32839828 \h 83. Needs Assessment PAGEREF _Toc32839829 \h 84. Issues and Challenges PAGEREF _Toc32839830 \h 85. Response to Previous Recommendations PAGEREF _Toc32839831 \h 86. Past Accomplishments PAGEREF _Toc32839832 \h 8VI. Existing Unit Resources PAGEREF _Toc32839833 \h 81. Human Resources PAGEREF _Toc32839834 \h 82. Space and Facilities PAGEREF _Toc32839835 \h 93. Equipment and Technology PAGEREF _Toc32839836 \h 94. Other Resources and Assets PAGEREF _Toc32839837 \h 105. Budget PAGEREF _Toc32839838 \h 10VII. Additional Needed Resources PAGEREF _Toc32839839 \h 101. Human Resources PAGEREF _Toc32839840 \h 102. Space and Facilities PAGEREF _Toc32839841 \h 103. Equipment and Technology PAGEREF _Toc32839842 \h 114. Other Resources and Assets PAGEREF _Toc32839843 \h 125. Budget PAGEREF _Toc32839844 \h 12VIII. Recommendations and Action Plan PAGEREF _Toc32839845 \h 12APPENDICES PAGEREF _Toc32839846 \h 13EXECUTIVE SUMMARYIn one page, summarize the major highlights included in self-study report and describe the process of writing this report. Mention the main contributors to the report. Indicate the main purpose of this report and the major recommendations resulting from it.I. THE UNIT PROFILE1. Brief HistoryMention the main milestones of the unit since its existence. 2. Missiona. Unit MissionInclude your unit mission and where it can be found and how it is communicated to the unit staff and constituents.b. Alignment with University Mission Describe how your unit mission is aligned with the University mission.AUB Mission Statement:The American University of Beirut (AUB) is an institution of higher learning founded to provide excellence in education, to participate in the advancement of knowledge through research, and to serve the peoples of the Middle East and beyond. Chartered in New York State in 1863, the university bases its educational philosophy, standards, and practices on the American liberal arts model of higher education. The university believes deeply in and encourages freedom of thought and expression and seeks to foster tolerance and respect for diversity and dialogue. Graduates will be individuals committed to creative and critical thinking, life-long learning, personal integrity, civic responsibility, and leadership.3. Unit Structure and Governancea. Organizational ChartWhat is the unit’s organizational structure? (Include your organizational chart showing all the subunits and the reporting hierarchy).Is this form of organization appropriate to meeting the unit’s goals and objectives?b. Governance and PoliciesList any policies and procedures related to your unit. Who is responsible for updating and implementing them? Assess whether these policies and procedures are up to date according to the Policies and Procedures Review Committee (PPRC) guidelines. Where can these policies and procedures be found?Include an assessment of the unit’s compliance with applicable governing regulations, professional standards, and internal policies and procedures. Do you need to add more policies and procedures?c. Morale, Attitude and CultureDescribe the attitudes and perceptions of unit personnel in relation to the work environment. What is the general morale, attitude, values, and culture of the unit? You can make use of Employee Satisfaction Survey results.4. Unit Contribution to the Universitya. Unit Contribution to University Strategic PlanProvide evidence of goals accomplished and yet to be accomplished and describe how they will specifically support AUB institutional mission, goals and strategic priorities and initiatives. What changes do you want to make to improve your unit’s contributions to the University?b. Unit Contribution to TeachingHow does your unit contribute towards meeting the teaching needs of the students and faculty?c. Unit Contribution to ResearchHow does your unit contribute towards advancing research at AUB?5. Entities ServedTo what groups/individuals are the unit services directed to? (Example: students, staff, faculty, alumni, patients, donors, other units, etc.) How does the unit make beneficiaries aware of available services?II. Services and Functional Responsibilities 1. Required Functions of the Unit List all the functions/services provided by your unit. Who is responsible for implementing and overseeing these functions?2. Unit Operational ProcessesDescribe any internal processes performed by your unit. Example: Book acquisition process, student elections process, etc. You may include in the appendix samples of your work portfolio for assessment of the quality of work produced.3. New Projects and InitiativesMention any new projects and initiatives that were started by your unit. How do these projects and initiatives serve AUB?III. Internal and External Collaboration 1. Collaboration inside the unitHow do different groups/entities collaborate within the unit? Is there a defined process for communication within the unit? Are duplicate or parallel services offered inside the unit? Describe any overlap and discuss what changes might be indicated (e.g., centralization, coordination, elimination of duplication).2. Collaboration with other unitsFor services provided by the unit in conjunction with other units within the university, please describe the relationship. How is the work coordinated between or among units? How can such relations be facilitated? Are duplicate or parallel services offered elsewhere in the university?Describe any overlap and discuss what changes might be indicated (e.g., centralization, coordination, elimination of duplication).3. Collaboration with the community and professional organizationsIn what ways does the unit contribute to the larger community (including partnerships with professional organizations, peer universities, non-profit organizations and other community members)? Please provide evidence.IV. Unit Planning and Assessment1. Unit Planning ProcessPlease describe your unit planning process. How does the unit make decisions, set priorities, plan strategically, and assess its functions and services?2. Unit Vision and GoalsState your unit’s vision and list the key goals that need to be achieved to fulfill your vision.3. User SatisfactionHow does your unit measure satisfaction of stakeholders?Please include a summary of the results of satisfaction surveys used to evaluate services, or data collected from affected constituents to provide feedback on performance, as applicable, over several planning, assessment and evaluation cycles.Please include all satisfaction results in the Appendix.4. Unit Outcomes/ ObjectivesBased on your Strategic Plan and/or Unit Outcomes Assessment Report, please list your unit’s objectives and/or unit outcomes.Please include your unit outcomes assessment reports with the results in the Appendix.5. Unit Outcomes/Objectives Assessment and Action PlanFor each objective and/or outcome identify:a) The key performance indicators that are used to determine how well the unit meets the objective and/or the outcome b) The intended target or level of performance with respect to these Key Performance Indicators c) The frequency at which data is gathered d) The frequency at which results are analyzed, conclusions drawn, and, as needed, improvements identified and enacted.Based on assessment and user satisfaction results, list the actions needed to improve efficiency, effectiveness, and unit performance. Indicate whether these actions have been implemented, are in progress, or are planned to be initiated in the future. How are these actions linked to resource allocation requests?7. Benchmarking a. Standards and Best PracticesIs your unit a member of any professional organization? Mention professional bodies that your unit relies on to stay up-to-date with standards and best practices relevant to your services. Are there any foreseen modifications that may be needed to meet standards?b. Comparison with Peer EntitiesIdentify a group of peer entities (from local, regional, or international institutions) and describe the data that was collected and used for comparison. Compare your unit structure, services and resources with this group of peer entities.How does your unit meet current and potential future trends? Are there any foreseen modifications that may be needed in light of this comparison?V. Report on Improvements 1. Unit Strengths Identify the positive aspects of the unit’s operation. What are the strengths of your unit as identified by external sources, faculty, staff, students or other stakeholders?2. Unit Weaknesses Identify areas in which the unit needs improvement. What are the weaknesses of your unit as identified by external sources, faculty, staff, students or other stakeholders?3. Needs AssessmentHow does the unit learn about needs of its stakeholders and obtain feedback regarding service delivery?Are there services that your stakeholders need which the unit cannot provide?What would the unit need to be able to provide these services?4. Issues and ChallengesDescribe the issues and challenges hindering potential improvement.5. Response to Previous RecommendationsDescribe changes the unit has made in response to prior internal or external reviews or assessment results and the impact of these changes on the delivery of services and/or the alignment of services with institutional priorities.6. Past Accomplishments What are the unit's notable accomplishments over the past years?VI. Existing Unit Resources1. Human ResourcesPlease fill in the following table describing your staffing profile (Indicate the number in terms of FTE. In other words a full time staff person is a 1, and a half time person is a 0.5)PositionStaffing Levels for Each of the Previous Five YearsAnticipated total staff needed, upcoming 2 years2012201320142015201620172018Management StaffBelow Grade 12 StaffPart-Time StaffFaculty FTE Full timeFaculty FTE Part timeTotal Full Time EquivalentHas the workload of your unit increased in recent years? Has technology made it possible to do more work with the same staff? Or, has technology increased your work load (adding web features which need updating for example)?Does the workload have significant peaks during the fiscal year that would be best filled by part time staff?Do employee skills match the unit’s needs? What kind of training is necessary? Is there a regular mechanism for providing training?2. Space and FacilitiesDescribe the space and facilities you unit occupies. How much space is allocated for your unit? How much of this space is currently utilized? (Example: Space utilization, Area in m2)Describe the condition of the facility and include relevant metric (example Facility Condition Index, Replacement Value of facility).Include the cost of operations of your facilities (example energy and maintenance metrics).3. Equipment and TechnologySummarize the currently available labs, computers, software and equipment that your unit offers for the AUB community.Summarize the currently available computers, software and equipment used by the staff in your unit.How much is the operating cost of equipment and technology at your unit? What are the most expensive items to operate?How much is the cost for maintenance and repair of equipment and technology at your unit? What are the most expensive items to maintain?4. Other Resources and AssetsWhat other resources and assets does your unit have?5. Budget Provide a budget allocation and expenditure summary for the past five fiscal years and a copy of your most recent internal audit (if available). Distinguish between capital and operating budget needs.Indicate how financial resources are spent on each of your core activities.List the available funding sources that your unit has benefited from. How much grants were provided in the past five year by each of these funding sources?VII. Additional Needed Resources1. Human ResourcesPlease list additional human resources needed for future growth or continuation.List Staff Positions Needed for Academic Year______________Place titles on list in order (rank) or importance.Indicate (N) = New or (R) = Replacement Annual TCO* 1.Reason: 2.Reason:3.Reason:4.Reason:5.Reason:6. Reason:* TCO = “Total Cost of Ownership” for one year is the cost of an average salary plus benefits for an individual. Does your unit require additional resources for staff/professional development?2. Space and FacilitiesPlease indicate new space and facilities needs for future growth or continuationList Space and Facilities Needs for Academic Year_______Place items on list in order (rank) or importance.Annual TCO* Total Cost of Ownership1.Reason:2.Reason:3.Reason:4.Reason:5.Reason:6. Reason:*Please contact the Director of Facilities to obtain an accurate cost estimate and to learn if the facilities you need are already in the planning stages. 3. Equipment and TechnologyPlease indicate new equipment and technology needs for future growth or continuation.List Equipment and Technology Needs for Academic Year_______ Please be as specific and as brief as possible. Place items on list in order (rank) or importance.Annual TCO** Cost per itemNumber RequestedTotal Cost of Ownership1.Reason:2.Reason:3.Reason:4.Reason:5.Reason:6. Reason:** TCO = “Total Cost of Ownership” for one year is the cost of an average cost for one year. 4. Other Resources and AssetsPlease indicate what additional resources and assets are needed for future growth or continuationList Other Resources and Assets Needed for Academic Year_______ Please be as specific and as brief as possible. Place items on list in order (rank) or importance.Annual TCO** Cost per itemNumber RequestedTotal Cost of Ownership1.Reason:2.Reason:3.Reason:4.Reason:5.Reason:6. Reason:5. Budget Please indicate what additional budget is needed for future growth or continuation.Distinguish between capital and operating budget needs.VIII. Recommendations and Action PlanReflect on all parts of your self-study and list the major improvements that you plan to make in order to improve the quality of your service.APPENDICESUnit outcomes assessment reportsCustomer Satisfaction Survey ResultsPortfolio of Work Samples (optional)Portfolio of work samples can be included for units such as University Publications or other units where an assessment of the quality of work produced may be desirable. Other Appendices that your unit sees fit. ................
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