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 2026 - Chronological Due Dates
For Program Coordinators:
- April 24 - Submit 26-27 Sources of Data (from Step 1 to Step 2)
- October 16 - Submit 25-26 DE Effectiveness Findings & Use of Results (from Step 3 to Step 4)
- December 5 - Submit final 25-26 DE Effectiveness reports (Step 5 to Step 6)
Complete Workflow and Due Dates for Active DE Effectiveness Forms
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 |
AY2026-27 Cycle
| Workflow Step | Role | Due Date (Submit to next step by...) |
|---|---|---|
| 1. Sources of Data | Program Coordinator | Apr 24, 2026 |
| 2. Internal Feedback | College DE Liaison | May 22, 2026 |
| 3. Findings & Use of Results | Program Coordinator | Oct 15, 2027 |
| 4. Internal Feedback | College DE Liaison | Nov 12, 2027 |
| 5. Finalize Report | Program Coordinator | Dec 3, 2027 |
| 6. Final Approval of Report | Final Approver (Dept) | Dec 17, 2027 |
| 7. OIEE Comments | OIEE | Jan 28, 2028 |
| 8. Acknowledge Comments | Program Coordinator | Feb 4, 2028 |
As of the 26-27 cycle, Departmental Approvers will provide final approval of the DE report before it is submitted to OIEE for comments. This accounts for the differences between the two workflows seen above and in the visuals below.