Program Coordinators Role - AES
Program Coordinators are the staff responsible for entering and submitting annual Assessment Plans and Reports in HelioCampus (formerly AEFIS). All individuals, regardless of job title, who have this type of access to assessment forms in HelioCampus are assigned the Program Coordinator role. Multiple people can be assigned to a program in the system, but only one person needs to submit the documentation at each workflow step.
This page includes information and resources pertinent to those who hold a Program Coordinator role.
Resources
Calendar Year 2024 - Chronological Due Dates
- February 16 - Submit 24-25 Assessment Plan drafts (from Step 1 to Step 2)
- March 8 - Submit 24-25 final Assessment Plan (from Step 3 to Step 4
- October 3 - Submit 24-25 Assessment Report drafts (Step 6 to Step 7)
- October 24 - Submit final 24-25 Assessment Reports (Step 8 to Step 9 )
| Workflow Step | Assigned Role | Step Purpose | AY 23-24 Cycle | AY 24-25 Cycle |
| 1. Program Coordinator Plan Submit | Program Coordinator | Draft Plan Submission | February 17, 2023 | TBD |
| 2. Office Reviewer Plan Checklist |
Office Reviewer | Internal Department Approval and Feedback on Plan | March 3, 2023 | TBD |
| 3. Program Coordinator Plan Submit | Program Coordinator | Revise based on Internal Department Feedback/ Submit Plan | March 10, 2023 | TBD |
| 4. Assessment Office Plan Rubric | OIARP | OIARP Approval and Feedback on Plan | April 21, 2023 | TBD |
| 5. Program Coordinator Plan Submit | Program Coordinator | Assessment Plan Returns to Program Coordinator for Reviewing Feedback and any Necessary Revisions | September 20, 2024 | September 19, 2025 |
| 6. Program Coordinator Report Submit | Program Coordinator | Draft Report Submission | October 04, 2024 | October 03, 2025 |
| 7. Office Reviewer Report Checklist | Office Reviewer | Internal Department Approval and Feedback on Report | October 18, 2024 | October 17, 2025 |
| 8. Program Coordinator Report Submit | Program Coordinator | Revise based on Internal Department Feedback/ Submit Final Report | October 25, 2024 | October 24, 2025 |
| 9. Assessment Office Report Rubric | OIARP | OIARP Provides Feedback and Approval on Report | November 29, 2024 | November 28, 2025 |
Contact
Office of Institutional Assessment, Research and Planning
5201 University Boulevard, Sue and Radcliffe Killam Library 434, Laredo, TX 78041-1900
Phone: 956.326.2275