The DE Program Coordinator Role
Program Coordinators are the faculty, instructors, or staff responsible for completing and submitting annual Distance Education (DE) Program Effectiveness documentation in HelioCampus.
Anyone with access to a program’s assessment forms is designated as a Program Coordinator in the HelioCampus system, regardless of their official job title. While multiple individuals can hold this role for a single program, only one submission is required at each step of the workflow.
This page provides resources and guidance for individuals serving in the DE Program Coordinator role.
Need help identifying sources of data for DE Effectiveness assessment? Use this Discussion Facilitation Guide to get started:
Resources
Calendar Year 2025 - Chronological Due Dates
For Program Coordinators:
- April 25 - Submit your program's 25-26 Sources of Data (from Step 1 to Step 2)
- December 5 - Submit final 24-25 DE Effectiveness forms (Step 3 to Step 4)
Complete Workflow and Due Dates for Active DE Effectiveness Forms
AY2024-25 Cycle
| Workflow Step | Role | Due Date (Submit to next step by...) |
|---|---|---|
| 1. Sources of Data | Program Coordinator | Apr 26, 2024 |
| 2. OIEE Feedback | OIEE | May 24, 2024 |
| 3. Findings & Implications | Program Coordinator | Dec 5, 2025 |
| 4. OIEE Comments | OIEE | Jan 30, 2026 |
| 5. Acknowledge Final Comments | Program Coordinator | Feb 6, 2026 |
AY2025-26 Cycle
| Workflow Step | Role | Due Date (Submit to next step by...) |
|---|---|---|
| 1. Sources of Data | Program Coordinator | Apr 25, 2025 |
| 2. Internal Feedback | College DE Liaison | May 23, 2025 |
| 3. Findings & Use of Results | Program Coordinator | Oct 16, 2026 |
| 4. Internal Feedback | College DE Liaison | Nov 13, 2026 |
| 5. Finalize Report | Program Coordinator | Dec 4, 2026 |
| 6. OIEE Comments | OIEE | Jan 29, 2027 |
| 7. Acknowledge Comments | Program Coordinator | Feb 5, 2027 |
As of the 25-26 cycle, College DE Liaisons will provide internal feedback after each stage of documentation. This accounts for the differences between the two workflows seen above and in the visuals below.