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 24-25 Cycle |
| 1. Program Coordinator Plan Submit | Program Coordinator | Draft Plan Submission | January 26, 2024 |
| 2. Office Reviewer Plan Checklist |
Office Reviewer | Internal Department Approval and Feedback on Plan | February 16, 2024 |
| 3. Program Coordinator Plan Submit | Program Coordinator | Revise based on Internal Department Feedback/ Submit Plan | March 1, 2024 |
| 4. Assessment Office Plan Rubric | OIARP | OIARP Approval and Feedback on Plan | March 8, 2024 |
| 5. Program Coordinator Plan Submit | Program Coordinator | Assessment Plan Returns to Program Coordinator for Reviewing Feedback and any Necessary Revisions | September 19, 2025 |
| 6. Program Coordinator Report Submit | Program Coordinator | Draft Report Submission | October 03, 2025 |
| 7. Office Reviewer Report Checklist | Office Reviewer | Internal Department Approval and Feedback on Report | October 17, 2025 |
| 8. Program Coordinator Report Submit | Program Coordinator | Revise based on Internal Department Feedback/ Submit Final Report | October 24, 2025 |
| 9. Assessment Office Report Rubric | OIARP | OIARP Provides Feedback and Approval on Report | November 28, 2025 |
| Workflow Step | Assigned Role | Step Purpose | AY 25-26 Cycle |
| 1. Program Coordinator Plan Submit | Program Coordinator | Plan Submission | Oct. 31, 2025 |
| 2. Assessment Office Plan Feedback | OIARP | OIARP Approval and Feedback on Plan | Nov. 28, 2025 |
| 3. Program Coordinator Report Submit | Program Coordinator | Report Submission | Aug. 14, 2026 |
| 4. Office Reviewer Plan/Report Checklist | Program Reviewer | Internal Department Approval and Feedback on Plan | Sept. 11, 2026 |
| 5. Assessment Office Report Feedback | OIARP | OIARP Provides Feedback and Approval on Report | Oct. 16, 2026 |
| 6. Program Coordinator Report Submit | Program Coordinator | Report Acknowledgement | Nov. 20, 2026 |
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