Overview
Preparing for an upcoming academic year or assessment cycle requires reviewing and updating the Watermark Planning & Self-Study environment. Performing these routine checks ensures data accuracy, maintains up-to-date organizational hierarchies, and provides a seamless login and data-entry experience for faculty and staff. Administrators can use this module-by-module checklist to guide system rollover and preparation tasks.
System Admin
Before opening a new cycle to contributors, administrators must ensure foundational system data is accurate.
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Review Core Data: Audit the Hierarchy, People, and Courses.
- Note: Users cannot be permanently deleted from the system. However, an administrator can turn off user roles to remove access.
- Audit via Export: Export system data to a Comma-Separated Values (CSV) file to quickly check for accuracy and identify outdated information in bulk.
- Make Necessary Edits: Update and edit items directly within the System Admin interface to reflect any organizational changes for the upcoming year.
Admin Tab
Administrators should verify high-level system settings and automated processes prior to launching the cycle.
- Reporting Years & Notifications: Review active reporting years and ensure email notification statuses are configured correctly for the upcoming cycle.
- Verify Integrations: Check the status of active integrations to confirm they are current and data syncs are running as expected.
Organization Management
Ensure the institutional structure and reporting tools are fully prepared for the new assessment cycle.
- Hierarchy & Outcomes: Review the organizational hierarchy. Check that Leads are correctly assigned, and add or update outcomes where needed.
- Docs and Reports: Review institution-wide reports to ensure they pull expected historical and current data accurately.
Plans
Prepare assessment plans for cycle rollover and historical review.
- Insights & Data Extraction: Utilize "Compare Plans" within Insights, and export Plans CSV files to review historical data.
- Review Past Findings: Verify how to access "Past Findings" within a Measure to guide continuous improvement in the new year.
- Understand Plan Rollover: When a new plan year is created, administrators can choose which outcomes and measures will pull in.
- Finalize Previous Cycles: Confirm that past cycles are officially marked as "Complete."
Self-Studies
Prepare templates and manage access for upcoming accreditation or internal reviews.
- Verify Templates: Check that all necessary templates have been loaded into the system.
- Manage Access: Review and update assigned Admins and Contributors for active Self-Studies.
- Review Statuses: Check the progress status of current reports.
- Clean Up: Archive completed or outdated Self-Studies to declutter the workspace.
Program Review
Set up programmatic evaluation cycles for participating departments.
- Check Cycles: Verify that correct reporting years and specific programs have been added to the upcoming cycle.
- Manage Templates: Edit existing templates or create new templates tailored to current review requirements.
- Verify Lead Assignments: Confirm that Leads are appropriately assigned to their respective programs.
Strategic Plans
Update long-term institutional goals to reflect active priorities.
- Plan Maintenance: Review current Strategic Plans. Titles can be edited and applicable years adjusted as needed.
- Update Content: Edit Strategic Plan details to align with new institutional directives.
Insights Hub
Prepare data visualizations and institution-wide reporting tools for the new academic year.
- Review Insights Widgets: Check the progress of Insights widgets to ensure display of the most current data.
- Product-Specific Widgets: Review widgets under other tabs (such as Continuous Improvement) for accuracy, including data captured from other Watermark products.
Need Help?
Stay up to date and access support resources when needed:
- Access Planning & Self-Study Release Notes to view recent system updates.
- Visit the Watermark Community to connect with other administrators and share best practices.
- Submit a request to the Watermark Support Team for technical troubleshooting assistance.