The Program Coordinator 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.
Want to start a conversation about how to use assessment results with others in your program? Check out this Discussion Facilitation Guide:
Resources
Calendar Year 2025 - Chronological Due Dates
Program Coordinators
- February 7 - Acknowledge 23-24 OIEE feedback (from Step 8 to Complete)
- April 4 - Submit 25-26 Assessment Plans (from Step 1 to Step 2)
- October 17 - Submit 24-25 Assessment Report drafts (Step 3 to Step 4)
- Arts & Sciences programs submit by October 1
- December 5 - Submit final 24-25 Assessment Reports (Step 5 to Step 6)
Active Assessment Cycles & Due Dates by Workflow Step
Workflow Step | Role | AY24-25 Cycle Submit to next step by... | AY25-26 Cycle Submit to next step by... |
|---|---|---|---|
1. Enter Plan | Program Coordinator | Apr 5, 2024 | Apr 4, 2025 |
2. Internal Feedback on Plan | College/School Liaison | May 24, 2024 | May 23, 2025 |
3. Draft Report | Program Coordinator | Oct 17, 2025* | Oct 16, 2026* |
4. Internal Feedback on Report | College/School Liaison | Nov 14, 2025 | Nov 13, 2026 |
5. Revise/Finalize Report | Program Coordinator | Dec 5, 2025 | Dec 4, 2026 |
6. Final Approval of Report | Final Approver (Dept) | Dec 19, 2025 | Dec 18, 2026 |
7. OIEE Comments | OIEE | Jan 30, 2026 | Jan 29, 2027 |
8. Acknowledge Final Comments | Program Coordinator | Feb 6, 2026 | Feb 5, 2027 |
*Programs in the College of Arts & Sciences have an October 1 due date for submitting forms from Step 3 to Step 4.
Since reports are due in October, OIEE recommends that program faculty meet in September to discuss results and develop actions for learning improvement.