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Arizona Government University

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Arizona Government UniversityArizon

    Arizona Government

    University

    Administration Manual

    10/02

     Arizona Government University (AzGU)

     Administrative Manual

    PURPOSE OF THIS MANUAL ............................................................................................................................................... 4 AZGU “QUALITY” STANDARDS AND EVALUATION PROCESS. ............................................................................... 4 PERFORMANCE MEASURES* ..................................................................................................................................................... 4 STANDARDS FOR PRODUCTS/SERVICE DEVELOPMENT .............................................................................................................. 4 ESTABLISHING INTERGOVERNMENTAL AGREEMENTS* ............................................................................................................ 6 STANDARDS FOR TRAINING PRODUCTS .................................................................................................................................... 6 COPYRIGHT ............................................................................................................................................................................ 14 TASK ANALYSIS ................................................................................................................................................................... 17 MANAGING COURSES ........................................................................................................................................................ 19 SIGN-OFF GUIDELINES ............................................................................................................................................................ 19 ASSIGNING COURSE NUMBERS ; .......................................................................................................................................... 19 PERIODIC COURSE/SERVICE REVIEWS ..................................................................................................................................... 29 REVISION NUMBER SYSTEM ; .............................................................................................................................................. 29 COLLATERAL CREDIT RELATIONSHIP SYSTEM ; ................................................................................................................... 29 POLICY FOR AWARDING EQUIVALENCY CREDIT ; ................................................................................................................ 30 “SUBJECT RELEASES ............................................................................................................................................................ 30 ESTABLISHING COURSES FOR COLLEGE CREDIT ; ................................................................................................................ 31 FORMAT CODES ; ................................................................................................................................................................ 32 SOURCE CODES ; ................................................................................................................................................................. 32 TESTING ................................................................................................................................................................................. 33 GENERAL REQUIREMENTS ...................................................................................................................................................... 33 DETERMINING TESTING SERVICE COSTS ................................................................................................................................. 33 STANDARDS FOR TEST DEVELOPMENT ................................................................................................................................... 34

    The Test in General will: .................................................................................................................................................. 35

    The test Instructions will: ................................................................................................................................................. 35

    The Answer Key will: ....................................................................................................................................................... 35

    The True/False Questions will: ........................................................................................................................................ 35

    The Multiple Choice Questions will: ................................................................................................................................ 36 TESTING PERSONS WITH DISABILITIES .................................................................................................................................... 37

    Overview .......................................................................................................................................................................... 37

    Test Modification Guidelines: .......................................................................................................................................... 37 TESTING ADMINISTRATION .................................................................................................................................................... 38 TESTING CODE OF ETHICS ..................................................................................................................................................... 39 FINANCIAL SYSTEM ........................................................................................................................................................... 45 STANDARDS FOR COST TRACKING* ; ................................................................................................................................... 45 BILLING PROCESS* ................................................................................................................................................................ 45 BILLING POLICY FOR LATE CANCELLATIONS AND NO SHOWS ................................................................................................. 45 PAYMENT PROCESSING .......................................................................................................................................................... 46

    Testing Center .................................................................................................................................................................. 46

    Administrative Office or Training Unit ............................................................................................................................ 48

    Processing Purchase Orders ............................................................................................................................................ 48

    Cash receipt forms ........................................................................................................................................................... 49 BAD CHECK POLICY ............................................................................................................................................................... 49 TRANSFER OF FUNDS TO AGENCIES, BOARDS OR COMMISSION ............................................................................................... 49 TRANSFER OF TESTING RESULTS TO AGENCIES, BOARDS OR COMMISSIONS ............................................................................ 49 MANAGING TESTS FOR COURSES .................................................................................................................................. 50 10/2002 Items with an ―*‖ are not yet developed. 2

     Arizona Government University (AzGU)

     Administrative Manual

    TRAINING VENDOR INFORMATION SYSTEM ............................................................................................................. 51 VENDOR ELIGIBILITY ; ....................................................................................................................................................... 51 VENDOR TRACKING ; .......................................................................................................................................................... 51 MISCELLANEOUS POLICIES ............................................................................................................................................ 52 DOCUMENTATION RETENTION SCHEDULE ............................................................................................................................. 52 DEVELOPING AN AZGU TRAINING SCHEDULE ....................................................................................................................... 52 WAITLIST POLICY .................................................................................................................................................................. 52 APPENDIX ............................................................................................................................................................................... 54 RELEASE FORMS .................................................................................................................................................................... 54 TESTING CENTER QUESTIONS ................................................................................................................................................ 57 VALIDITY ............................................................................................................................................................................... 59

    10/2002 Items with an ―*‖ are not yet developed. 3

     Arizona Government University (AzGU)

     Administrative Manual

    PURPOSE OF THIS MANUAL

The purpose of this manual is to describe the:

     Policies and procedures for the administration of AzGU.

     Standards for the development and delivery of AzGU products and services. Policies, procedures and standards necessary for the effective coordination of

    training resources between agencies.

    If an item has universal applicability to all agencies interfacing with AzGU, that item will be marked with a flag ( ;). Items that do not have the flag are for internal AzGU operation only or relate to specialized AzGU products/services.

    AZGU QUALITY STANDARDS AND EVALUATION PROCESS.

AZGU products/ services are:

     Cost-effective for both AzGU and the customer.

     A good match to the need (relevant).

     Adhere to professional standards of practice (e.g. copyright, American Psychological

    Association standards for testing and survey development).

     Accountable (we say what we are going to accomplish and we measure whether we

    accomplish it).

PERFORMANCE MEASURES*

STANDARDS FOR PRODUCTS/SERVICE DEVELOPMENT

     Initial interview

     When an agency requests a new product or service, AzGU staff will:

     Set up an interview to obtain at least a general understanding of the

    request/need.

     Identify the name of the contact person with which to work at the agency and the

    person‘s phone number and/or e-mail address.

     Establish the roles of the parties

     Agree upon the general strategy for developing the intervention

     Clarify the points in the process that will involve agency sign-off or approval.

     Summarize the interview in the STAR Mail system.

Data gathering

    As appropriate, AzGU staff will:

     Hold additional interviews with agency employees to development more in-depth

    understanding of the need.

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     Arizona Government University (AzGU)

     Administrative Manual

     Contact other agencies to see if they share the same need.

     Work through the appropriate AzGU committee such as the Curriculum

    Committee or Educational Partners.

     Research best practices

     Identify existing products or programs and evaluate them as possible alternatives

    for meeting the need.

     Record all actions in the STAR Mail system for the project.

Project plan

     When a project is started, AzGU staff will:

     Set up a directory in MicroSoft Project for the project on a drive shared by AzGU

    staff.

     Lay out the steps for developing the intervention in detail with timelines using

    MicroSoft Project.

     Set up each revision to the plan as a new file in the directory, labeled with the

    revision date. Example: Project Plan 050302.

     Identify the responsible parties within AzGU and the agency within the plan. Obtain agreement from the agency before revising the plan.

     Log the revision to the plan and contacts to receive agency approval in STAR

    Mail. The log entry will include names and dates.

Product/service agreement

     If costs to the agency are involved, AzGU staff will define the costs and meet with

    the agency to discuss and reach agreement.

     If the plan is satisfactory and if any issues regarding costs have been resolve,

    AzGU will provide the agency with a packet that includes a written agreement

    defining the agreed deliverables, the action plan, cost sheet, a description of the

    agency sign-off approval process, and a description of the final product/service

    evaluation.

Product/service draft

     AzGU will assign staff to work on the intervention.

     Assigned staff will:

    o Work closely with agency subject matter experts to ensure a good match of

    the product/service to the need.

    o Prepare a draft of the product/service for review of the agency prior to pilot.

    o Record the date and parties to whom the draft is delivered will be recorded in

    STAR Mail.

Pilot

     When the agency agrees the draft is ready, AzGU staff will work with the agency

    to identify appropriate pilot participants and to work out the details of the pilot. AzGU staff will record the date of the pilot, the names and titles of attendees, and

    the general results in STAR Mail.

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     Arizona Government University (AzGU)

     Administrative Manual

Finished product/service

     After all revisions have been made to the product/service based on the pilot and

    agency reviews, AzGU staff will

    o Present the intervention for final sign-off.

    o Ask the agency to participate in evaluation of the intervention. This

    evaluation may take place right after the product/service is accepted or may

    take place after the product/service has been used for a period of time.

     If the evaluation indicates that the intervention falls short of meeting these

    standards, AzGU will continue to refine the product/service until it does.

     AzGU staff will record all results and actions taken to correct deficits in STAR

    Mail.

ESTABLISHING INTERGOVERNMENTAL AGREEMENTS*

STANDARDS FOR TRAINING PRODUCTS

    AZGU training products will meet the following standards:

    Curriculum in

    Competencies General

    X X X X X That define the specific knowledge

    or skills that a person may obtain as

    OJT Trainer‘s a results of training

    Manual

    Learning Objectives: Self-teaching X X X X X Are correctly written {Defines specific narrative packages expected terminal behavior, using

    what aids (if applicable), to what

    level (if other than the standard 70%)

    Video self-teaching

    course

    Teaching Aides

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     Administrative Manual

    Curriculum in

     General

    X If referenced to the performance checklist, are clearly identified as to OJT Trainer‘s Manual the expected terminal behavior on the checklist

    X X X X X Address the key knowledge/skills Self-teaching

    that should be learned narrative packages

    X X X X X Appropriately target knowledge vs. skill as the terminal behavior

    X X X X X Are documented by task analysis

    Video self-teaching X X Are directly connected, by section, to

    course the teaching material

     Teaching Aides

    Evaluation:

    X X X X X Includes instructions for CBT

    trainer/proctor on how to administer the test

    X X X X X X Specifically assesses the

    achievement of the learning

    objectives

    X X X X X Follow AZGU guidelines for correctly written test items.

     X X Are self-evident as to what the

    expected terminal behavior should look like or include a clear definition of appropriate terminal behavior

    X X X X Has answer keys included for

    trainer/proctor

    X X X X X Has instructions for trainer/proctor on how to calculate passing score

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     Administrative Manual

    Curriculum in

     General

    X X X X X Includes a clear statement on the top

    of the front page, in a box, of items OJT Trainer‘s than may or may not be used during Manual the test

    X X X X X Follows Kirkpatrick‘s four levels of Self-teaching

    evaluation narrative packages

    X X X X X X Uses standard AzGU page header

Cover Sheet:

    Video self-teaching X X X X Identifies the course number and

    course name

     X X Includes Table of Contents

    Teaching Aides X X Identifies the author and date of

    creation

    X X Provides a description of the target

    audience CBT

    X X Provides a brief description of the

    course

    X X X Provides the course learning

    objectives

    X X X Summarizes the equipment and

    materials required

    Identifies key instructor reference X X

    materials

    X X Has sign-off by appropriate sign-off 1authority(ies)

    1 The curriculum must be approved by the Curriculum Committee if it is to be assigned an AZG course number

    and established for college credit.

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     Administrative Manual

    Curriculum in

     General

    Lesson Plan:

    X Is an "action" and not "subject" plan. OJT Trainer‘s X X Includes clear instructions to the Manual trainer of what materials are needed, where to get them, how to use them Self-teaching in the training process, what training narrative records are needed, how to generate packages

    them, who to send the records to, what to do if problems are

    Video self-teaching encountered, etc.

    course X Provides content and narrative of course

    X Identifies the materials to be used Teaching Aides

    during the presentation of the course

    X Identifies the time frames to pace out the activities CBT

    X Identifies the housekeeping activities (e.g. Taking attendance,

    introductions, informing group of courses objectives, smoking, breaks, etc.)

    X Includes teaching methods that encourage group participation

    X Includes teaching methods that consider what we know about adult

    learning

    X Includes methods that are varied enough to hold a group's attention

    X Uses standard AzGU page header

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     Administrative Manual

    Curriculum in

    Body of Text: General

     X Includes standard AzGU page header OJT Trainer‘s Manual X X X Include Instructions to trainee on how to use the course, where to get Self-teaching help, where to get test, etc. narrative X X Breaks narrative down into small, packages logical "bits" of content

     X Uses the standard AzGU numbering

    Video self-system

    teaching course X Provides practice/feedback (including providing answer key or referencing where to find correct Teaching Aides

    answers) to help students assimilate information

    CBT X X Avoids or defines jargon

     X Consider what we know about adult

    learning

     X Uses standard AzGU page header

     X If containing ―legal‖ information, bears the disclaimer on the front cover

    This material was designed

    specifically for training purposes only. Under no circumstances should the contents be use or cited as authority for setting or sustaining a legal position.

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