WHAT IS ALREADY THERE? Coordinators
https://oxnard.elumenapp.com/elumen/
Show me the Assessment Details Already in the System!
First, go to the Strategic Planning grey tab to see what Assessments are in the system for past Terms.
 Select Distribution Calendar tab.
Simplify this messy Distribution Calendar by selecting:
 Terms:
 Show:
 View:
Facultycreated
Assessments
Click this:
(Who knew?)
and then
Simplify: Select just the one current Term you are looking for
Simplify: Checkbox Assessments (uncheck ACTION PLANS, RFIs and Strategic Initiatives)
 View Courses with Distributed Assessments, or without Distribution.
(without Distribution means courses that have never ever had an Assessment .
 Include Faculty-Created Assessments – these are the one-off Assessments that a
faculty member can create “on the fly,” or by borrowing a Library Assessment,
and are not considered Distributed.
Coordinators: WHAT IS ALREADY THERE? Page 2 of 14
Completed:
Assigned:
Past due:
Total Assessments:
169
78
0
251
This is a clickable area! – goes to a Detail table, by Course, and by Section. 
The term Detail table appears (below).
Green = Assessment Complete
Orange = Incomplete and Assigned
Blue = Incomplete in Progress
Red = Overdue
Hovering over the green, orange, red or blue
icons will give more detailed information, such as
the mapped SLO’s for this Course and Section.
But what does the checkbox do? Email!
Coordinators: WHAT IS ALREADY THERE? Page 3 of 14
Send Email Reminders from the Detail Distribution Calendar
At the top of the Detail are two dropdowns, “Assessment “ (which
does nothing) and “None” – meaning none of the boxes are checked.
Change “None” to “Completed” and all the completed
Assessments are checked and highlighted. The same
works with “Active”, “Assigned”, and “Overdue” – the
checkboxes and highlight will change. Why? So you can
send out either individual or mass emails to the Faculty
who own the Assessments! In one easy step!
Either make a set of
selections by hand, or click
“Completed” and then click
“Notification.”
Fill out the Subject and Message, and check the box to send yourself a copy. Click Send Email and you are done!
Coordinators: WHAT IS ALREADY THERE? Page 4 of 14
Existing Courses and the Course Student Learning Outcomes (CSLO’s) associated
with those Courses:
SLO’s & Assessments  CSLOs
Only Coordinators can Add CSLO’s! Faculty cannot see this Add CSLO button. Faculty cannot add Course SLO’s!
CSLO’s can be Inactive – no longer used but available for history. If you want to see those too, change the dropdown box
Include Inactive SLOs to “Yes.” Inactive CSLO’s will be in light grey .
Faculty will be assessing “Course” Type most often. “Context” Type assessments are for library services, financial aid and
other non-academic services.
Coordinators: WHAT IS ALREADY THERE? Page 5 of 14
Existing Program Student Learning Outcomes (PSLO’s)
SLO’s & Assessments  PSLOs
Faculty cannot add Program SLO’s! Coordinators can!
Behind the scenes, Course SLO’s have been mapped to
Program SLO’s. Mere Faculty users are not allowed to do the
mapping, Coordinator users have this task.
To see what Course SLO’s have been mapped to a
Program SLO, click any blue SLO Explorer icon.
A popup window will show all the Course SLO’s that have
been mapped to the selected Program SLO.
Note: To see the 10 Institutional ISLO’s, click the grey ISLOs button.
Coordinators: WHAT IS ALREADY THERE? Page 6 of 14
Important Things To Know about Course and Program SLO’s
CSLO VERSIONING and History
In the original versions of eLumen, anybody could change the text of a Course or Program SLO at will. This was an error
in logic, as you could change the text of an SLO from Describe the propaganda in Shakespeare’s Henry V to Distinguish
between simile, metaphor and personification. The assessment metrics originally established when the CSLO was
Shakespeare now belongs to a completely different Student Learning Outcome.
The latest version, 6.1, now uses Versioning of all SLO’s. In the above example, Shakespeare will now be replaced with
the newer simile/metaphor version. Any user can now see the prior versions of the SLO by clicking the History button.
The Assessment scores are maintained for the old Shakespeare version, and can always be accessed. Any new scores
would be applied to the simile/metaphor version.
Faculty users cannot do this Versioning. It must be done by a high-level user. The reasoning is that modification of
Course and Program SLO’s should be a collaborative effort . . . .
In addition to New Version, Coordinator users can do the following to an CSLO:
• Remove – a true delete (if there has never been an Assessment that uses it)
• Edit – usually reserved for correcting typos, or tightening up the verb, verb tense or other grammatical changes
• Deactivate – prevents any Assessments from using t it (no new version created, but still exists for history)
• Initial Term – the first Term that this versioned SLO will be available for Assessing (must be in the future)
So as a Coordinator user, you will need to collaborate with your Faculty to make changes to your Course SLO’s.
Below is the Faculty user’s limited view of a selected (click or checkbox) CSLO. Faculty cannot add or modify CSLO’s.
This is what a Coordinator sees of the same CSLO with full permissions:
The ability to Add, Edit, New Version, Remove, and Deactivate a CSLO is available to Coordinators and Data Stewards,
not to Faculty.
Coordinators: WHAT IS ALREADY THERE? Page 7 of 14
Important Things To Know about Course and Program SLO’s (continued)
The SLO History button should now make sense. A
popup window will appear, listing all the prior version
history of this CSLO. If there is only one row, then the
current SLO has no versions. Note the Term
Implemented and Active Status of this CSLO – eLumen
was new in Spring 2011, so this SLO has never been
changed!
SLO Styling – Adding Additional Text
When a Course or Program SLO is created, it is entirely text. Taken out of context, the text may not make sense unless it
is associated with a course, or identified as either a CSLO or PSLO. This can be a bit confusing when associating
assessments to CSLO’s.
An option to avoiding this confusion is to incorporate, into the text of the SLO, some identifying feature. For example:
A Course SLO with only text: (default)

Student can differentiate between cell mitosis and meiosis.
This lets you know it is a Course SLO by prepending with “CSLO:”

CSLO: Student can differentiate between cell mitosis and meiosis.
By adding to the front or the end the words: “BIOLR 120:” this identifies the Course it belongs to:

BIOLR 120: Student can differentiate between cell mitosis and meiosis.

Student can differentiate between cell mitosis and meiosis (BIOLR 120 CSLO)
Program SLO’s can benefit too:

Apply their biological training to critically evaluate and accurately
explain scientific information.

Biology PSLO 1: Apply their biological training to critically evaluate and
accurately explain scientific information.

PSLO Biology: Apply their biological training to critically evaluate and
accurately explain scientific information
Styling your SLO’s is entirely up to the collaborators in the department. The only caveat is that you be consistent across
all SLO’s. It is also a handy way to immediately determine that you have the latest version of an SLO because you did this
stylistic work when you improved your SLO’s.
Coordinators: WHAT IS ALREADY THERE? Page 8 of 14
Important Things To Know about Course and Program SLO’s (continued)
HOW TO VERSION CSLO’s and PSLO’s
Select the SLO that you want and click New Version.
The screen changes to let you type in the new version, and buttons change to Cancel and Submit.
Click Submit when through. But you are not done! Many colleges require a complicated workflow to change any kind of
SLO. Oxnard does not, so it has a Single Step CSLO Version control. (We can change this to a multi-step procedure if
necessary.)
You will see the text repeated, and then you asked for the Initial Term. From the dropdown, select the term that you
want the version to start in. Past terms are not available. The current term is also not available, so versioning work
should be done in the term just prior to the one that the SLO should start.
Click Create CSLO after choosing the initial term.
Coordinators: WHAT IS ALREADY THERE? Page 9 of 14
Important Things To Know about Course and Program SLO’s (continued)
HOW TO VERSION CSLO’s and PSLO’s (continued)
The algebraic CSLO now has History. Below is the popup you see when you click History.
PSLO VERSIONING
Like CSLO’s, Program SLO’s are also Versioned in the same manner. Collaboration is encouraged!
Faculty cannot add or modify Program SLO’s.
PSLO PERFORMANCE DESCRIPTORS and CREATE ASSESSMENT
Unfortunately, earlier versions of eLumen allowed assessments directly against a Program SLO. (In this model, CSLO’s
are skipped – Program SLO’s are collectively scored and assessed in aggregate format). This was called Direct
Assessments. Because you cannot disaggregate this type of model, Oxnard College does not use it. You cannot separate
out data by gender, or ethnicity, in data that is aggregated.
Oxnard College assesses Course SLO’s on an individual, student roster basis. This is called the Indirect method, where
CSLO’s  PSLO’s  ISLO’s. The metrics travel up via the mapping process. This method allows disaggregation by as
many demographic points as the data will hold.
Sometimes a report option will ask for either Direct or Indirect data. Always choose Indirect.
So don’t mess with the Program Create Assessment and Performance Descriptor buttons!
(Too bad the buttons cannot be disabled, or not appear. Oxnard made this suggestion but it has not been acted upon. )
Coordinators: WHAT IS ALREADY THERE? Page 10 of 14
Important Things To Know about Course and Program SLO’s (continued)
CSLO PERFORMANCE DESCRIPTORS
Anyone can basically create a custom Rubric for every CSLO! While this may be overkill, there are some reasons for it.
The scale Performance Descriptors (not the values) can be customized for that CSLO that may make it easier for an
outside user to enter Assessment scores. Oxnard College may have standardized on the 5 items scale (OC 0-4) but that
can be changed on an SLO by SLO basis if you want.
The Performance Descriptors popup
window will appear. Navigate to the words
(they will become underlined links) to change
the text of the Descriptor.
This is completely optional!
Coordinators: WHAT IS ALREADY THERE? Page 11 of 14
ASSESSMENT RESULTS
Assessment Results
There are 3 kinds of Assessments:
Faculty-created
A one-off Assessment, designed by Faculty, on the fly, created from scratch.
Selected from the Library
An Assessment borrowed from the Library, which contains pre-approved Assessments
for use by Faculty so they do not have to create one from scratch. Considered
faculty-created. But the Library also holds Assessments that can be distributed.
Distributed
A Distributed Assessment is assigned by a higher-level user, and presented to the
Faculty to use. Its completion is controlled for, and miscreants will be severely punished.
Only pre-existing Library Assessments can be distributed.
Unlike a Faculty user, a Coordinator user sees and controls Assessments that have either been Distributed or Facultycreated. Called Assessment Results, you can navigate to the Assessment Results screen from two different places:
SLOs & Assessments  Assessments  Assessment Results
Strategic Planning  Assessments  Assessment Results
Results Explorer Icon
For Coordinators, the Assessment Results screen can be confusing. This is because only the
Distributed Assessments are first presented. Because there is a  by “Distributed
Assessments” you know it is a dropdown box, and there are more options. Click the dropdown
and change to “Faculty-created Assessments.” Now only Faculty-created will be shown.
Comparisons between the number of Faculty-created vs. the ones you have Distributed as a department head, dean or
chair, is available by counting both screens. In every area, it is difficult, if not impossible, to determine the difference.
In any table-formatted screen, eLumen gives you the opportunity to sort a column with the  and  arrows.
You can sort the Assessments by Name, Description, or Terms. Click once to sort normally, then once more
to reverse the sort.
Since this is the Assessment Results screen, you can access both the Chart View and Table View results of a
selected Assessment by clicking the blue Results Explorer icon.
Coordinators: WHAT IS ALREADY THERE? Page 12 of 14
Assessment Results (continued)
After selecting an Assessment in either the Distributed or Faculty-created lists, click the row or checkbox, which turns
green. You can now Remove an Assessment, Edit the distribution, and View its information.
Note the two blue icons in the far right column: the blue Collective and Results Explorer icons.
Clicking the View button at the top returns information about that Assessment, not the scores themselves.
Information includes the Rubric,
how it was scored, the scale and
the Course SLO that was
Assessed.
In this example, the Course SLO
(CSLO) assessed was just one:
“Students will use logic to draw
well supported conclusions from
information given.”
A single Assessment can include
as many CSLO’s as you want to
score. This example shows only
one CSLO.
The Distribution button will go
to another window to show
who it was distributed to.
It is a good idea to use the blue Return button (instead of the browser back-arrow) when presented!
Coordinators: SHOW ASSESSMENTS Page 13 of 14
Assessment Results (continued)
To get to the actual Assessment Scores, click on the far right Collective or Results Explorer icons.
The RESULTS EXPLORER icon - shows a Graph of the Assessment
This goes first to the Chart View page. Below is from Fire Science.
A single Assessment can include as many CSLO’s as you want to score. This example shows two different CSLO’s.
 You can print this graphic report.
 You can see the student Count,
or change this to Percent.
If both of the CSLO’s were scored
equally, these bars will be the same
height.
This is the actual rubric output. You
can hover over the bars and a detail
will pop up.
There were too many N/A scores
here!
 Table View page for the same
Assessment.
You can print the table version too.
OR
Coordinators: SHOW ASSESSMENTS Page 14 of 14
Assessment Results (continued)
For COLLECTIVE Scores – blue icon with 3 people and check box
Note: Only very high users can see the Collective Icon! Check who you are if you do not see what you expect. Usually
only Faculty users can see individual student rosters and individually scored Assessments (FERPA, etc). This icon is not
always available, depending upon the additional high-level permissions a Coordinator may have.
Collective scores looks like this:
And yes, if you are a high-level user, you can go in and change the scores in a collective manner. Do not do this!
Existing Distributions
You may have permission
to Edit the Distribution for
a prior Assessment. A
popup will show the
existing Faculty, Section,
Course Number, and Term
for the original
Distribution.
You could Modify the Distribution to other Faculty, but there is no real reason to do this for Assessments long past.
There are other methods in the application for re-Distributing Assessments to new and present Terms.