Program Coordinators Role
Program Coordinators are the faculty/instructors/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.
New Program Coordinator: Start Here!
Resources
Calendar Year 2025 - Chronological Due Dates
- November 07 - Submit 25-26 Assessment Plan drafts (from Step 1 to Step 2)
- December 05 - Submit 25-26 Final Assessment Plan (from Step 3 to Step 4)
- October 10 - Submit 24-25 Assessment Report drafts (Step 6 to Step 7)
- November 07 - Submit final 24-25 Assessment Reports (Step 8 to Step 9 )
| Workflow Step | Assigned Role | Step Purpose | AY 24-25 Cycle | AY 25-26 Cycle |
| 1. Program Coordinator Plan Submit | Program Coordinator | Draft Plan Submission | TBD | November 07, 2025 |
| 2. Department Academic Liaison Plan Checklist |
Department Academic Liaison | Internal Department Approval and Feedback on Plan | TBD | November 21, 2025 |
| 3. Program Coordinator Plan Submit | Program Coordinator | Revise based on Internal Department Feedback/ Submit Plan | TBD | December 05, 2025 |
| 4. Assessment Office Plan Rubric | OIARP | OIARP Approval and Feedback on Plan | TBD | December 19, 2025 |
| 5. Program Coordinator Plan Submit | Program Coordinator | Assessment Plan Returns to Program Coordinator for Reviewing Feedback and any Necessary Revisions | September 26, 2025 | September 18, 2025 |
| 6. Program Coordinator Report Submit | Program Coordinator | Draft Report Submission | October 10, 2025 | October 16, 2026 |
| 7. Department Academic Liaison Report Checklist | Department Academic Liaison | Internal Department Approval and Feedback on Report | October 24, 2025 | October 30, 2026 |
| 8. Program Coordinator Report Submit | Program Coordinator | Revise based on Internal Department Feedback/ Submit Final Report | November 07, 2025 | November 13, 2026 |
| 9. Assessment Office Report Rubric | OIARP | OIARP Provides Feedback and Approval on Report | November 21, 2025 | November 25, 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
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