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The Xitracs™ System is designed to help organizations manage their accreditation reporting, strategic planning and outcomes assessment processes. It is based on the latest web technology, meaning that the system can be accessed over an intranet/internet connection using a browser and without the need to install any software on a user's local workstation.

 

There are two types of users that exist: System Users (typically those working directly on an accreditation report or managing various processes, such as a program coordinator) and Portal Users (faculty and staff).

Information for Portal Users is available in a separate guide.

 

Access to the system is controlled by a User ID and password.

 

The system includes a number of modules which are available depending on the software licensed and a user's role.

 

Xitracs Assessment™ lets you create reports quickly and easily for both in-course assessments and general (juried) assessments.

Outcomes can be defined at course, program and institution level. Rubrics can be linked to outcomes.

 

With in-course assessments, student score data against outcomes can be captured through teaching faculty input, either directly or via the LMS.

With general (juried) assessments, you can create workflows to have multiple scorers score student work (with or without artifacts) using associated rubrics.

 

Datasets are created for each workflow, providing a comprehensive and permanent record of information gathered.  

 

 

Xitracs Credentials™ enables users to enter and manage faculty qualification and course syllabus information, plus supporting documents. This data can then be used to generate static or dynamic reports.

 

For each faculty member you can track details, qualifications, licensure and certifications along with a curriculum vitae (CV) and supporting documents, such as transcripts. Courses and sections for each semester can be recorded and a syllabus for each section stored for reporting and archiving. You can specify which qualification is applicable to each section taught by a faculty member. If there is a justification required you can record a comment.

 

Accrediting Agency reports such as a Faculty Roster in PDF format can be generated with a single click. A dynamic website view lets you to provide a secure online access to authorized external reviewers who can then search for additional credentials information. You have the option to control what documents and other data that each reviewer is able to see. Built-in management reports show you where there are missing elements, such as faculty without qualifications or course sections without a syllabus.

 

Xitracs Planning™ enables users to build plans and align goals.

 

Plans can be linked dynamically, so department plans can report to division plans which in turn can report to institution plans and so on. A timeline feature lets you select a planning cycle by plan, so annual operational plans can link to five-year strategic plans. You can connect plans and budgets and get a snapshot of progress across the institution. The built-in survey tools let you collect input from faculty which can then be linked to objectives and goals. A plan Management Snapshot is included, allowing you to view progress of plan completion. Navigation is made easy via a graphical plan mapping view, which shows you the elements within each plan and the hierarchy of plan linking.

 

Authorized users can easily build plans, assign tasks with due dates and then link them by reference to other plans. Documents and other files can be added as supporting artifacts. Progress can be tracked with built-in reports and each plan published to a website or PDF document with a click.

 

 

Xitracs Programs™ provides a flexible and intuitive solution to managing program assessment reporting.

 

Programs are managed to a time-frame, so that input across multiple cycles can be tracked and reported on. A flexible field set feature lets you define what input is needed and when. Reports can be output to a website, in PDF or Excel format. Programs can be grouped and linked to departments and disciplines. A powerful search feature makes it easy to find information by keyword.

 

Curriculum maps can be generated for each program.

 

 

Xitracs Standards™ provides a structured means of gathering and managing all of the information required for an agency compliance report submission, using a pre-configured compliance matrix that is available for the major accreditation agencies. Additional agency standards can be added as required, to meet the needs of other compliance and regulatory bodies.

 

Participants in the process of preparing and reviewing submissions are assigned to teams, which in turn are assigned to one or more standards or requirements. The status of each standard can be set and tracked, together with an optional date to indicate when a particular item is due. Access to materials can be controlled, based on a team member role. The narrative and supporting evidence, which may consist of one or more electronic files, are automatically linked and stored. A log keeps track of the activity for each standard and progress reporting is available. Additional materials, including instructions and examples, may optionally be stored in a Resource Library and linked to each standard.

 

At any point in the process, an internal draft of the complete submission may be generated to enable the director or relevant institution committee to view how the submission will look. When the project is complete, the final submission may be published in Website, PDF or Microsoft Word® formats, for printing, capture to Flash Drive or DVD. Website report submissions can be made available online to agency reviewers and accessed controlled by logon and password. Responses from the agency may be logged and the compliance approval status of each standard or requirement may be flagged. Where required, a Plan can be added to the relevant standards. Prior submissions and responses may be archived for future reference and audit purposes.

 

 

The Xitracs Portal™ provides an intuitive and easy means of sharing information and gathering data from faculty and staff.