Working with Planning Matrix Assessments

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Assessment plans in RCampus Program Review, Assessment & Planning are entered, submitted, reviewed, and managed through the Planning Matrix. The Plan Navigator provides a hierarchical view of all plans across the institution, but the actual planning, assessment, and review workflow takes place within the matrix.

This page covers how assessment administrators (Facilitators), reviewers (Evaluators), and contributors (Evaluatees) use the Matrix to manage the full assessment cycle.

For initial setup of a planning cycle, see Program and Unit Planning & Assessment: Getting Started.

Roles

The following roles are used within the Planning Matrix for program and unit assessment:

  • Facilitator — the assessment administrator responsible for creating and managing matrix assessments, assigning contributors and reviewers, monitoring progress, and managing settings. Facilitators have full access to all matrix assessments they own or manage.
  • Evaluator — a reviewer assigned to evaluate submitted plans. Evaluators see only the matrices they have been assigned to review.
  • Evaluatee — a contributor such as a program director, department chair, or unit administrator who submits plan information. Evaluatees see only their own assigned matrices.
  • Reporter — a user with read-only access to view results and generate reports.

Accessing My Matrix Assessments

From the main menu, select Matrices > My Matrix Assessments to access the matrix assessment list. The list is organized into up to five tabs, each visible only if it applies to the current user's role and assignments. A set of filters on the left side of the screen allows users to narrow the list by categories, assessment period, cycle, group, and other criteria defined by the assessment administrator.

Tabs

To Submit

The To Submit tab lists all matrix assessments where the current user has been assigned as a contributor (Evaluatee). These are the matrices the user needs to complete and submit for review.

Each row shows:

  • The date the matrix assessment was created
  • The title of the matrix assessment
  • Who it was assigned from (the Facilitator)
  • A link to open the matrix and submit items

Click the matrix title or the submit your items link to open the matrix and begin entering plan information.

To Assess

The To Assess tab lists all matrix assessments where the current user has been assigned as a reviewer (Evaluator). These are the matrices the user is responsible for evaluating.

Each row shows:

  • The date the matrix assessment was created
  • The title of the matrix assessment
  • Colored badges indicating submission status counts:
    • Yellow — items started but not yet submitted
    • Purple — items submitted and awaiting review
    • Orange — items returned to the contributor for revision
    • Green — items accepted
    • Blue — items marked as completed
  • Links to open the review view By Cell or By Evaluatee

Click a matrix title to open the full evaluatee list, which shows each assigned program or unit, their matrix rows, and their current submission status.

Programs

The Programs tab is available for program and unit assessment matrices. It displays all academic programs assigned to the matrix assessment in an organizational hierarchy — from campus level down through schools, departments, and individual degree programs.

Each program entry shows its current workflow status and provides action icons for:

  • Assigning contributors — adding the program directors, department chairs, or other end users who will submit plan information for that program
  • Generating a narrative report
  • Generating a data report
  • Accessing settings (Facilitators only)

Use the dropdown at the top of the tab to switch between matrix assessments.

Units

The Units tab functions identically to the Programs tab but displays administrative units instead of academic programs. It uses the same organizational hierarchy and action icons.

Manage

The Manage tab is available to Facilitators and lists all matrix assessments they own or manage. It provides full administrative access to each assessment.

From this tab, Facilitators can:

  • Open settings for any matrix assessment
  • Select one or more items using the checkboxes and apply bulk actions from the Select Action dropdown

Available bulk actions include:

Selected Items:

  • Inactivate Selected — deactivates the selected matrix assessments
  • Generate Report (Selected items) — generates a report for the selected assessments
  • Compare selected with gradebook — compares selected assessment data with gradebook data
  • Modify Selected / Batch Update — applies settings changes across multiple assessments at once

All Items:

  • Disable All — disactivates all matrix assessments in the list
  • Generate Report (All) — generates a report across all assessments in the list

Workflow Statuses

Plans and matrix cells move through the following workflow statuses during an assessment cycle:

  • Not Started — the contributor has not yet opened or begun the plan
  • Started — the contributor has begun entering information but has not submitted
  • Submitted — the contributor has submitted the plan for review
  • Returned — the reviewer has returned the plan to the contributor for revision
  • Accepted — the reviewer has accepted the submission
  • Completed — the assessment cycle for this plan is complete
  • Not Passed — the submission did not meet the required standard

Facilitators can filter the evaluatee list within any matrix assessment by workflow status to quickly identify which programs or units require attention.

Sending Notifications

Facilitators can send notifications to contributors and reviewers directly from within a matrix assessment to prompt action, communicate updates, or remind users of deadlines.

See Also

Related Modules

Key Components

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