Periodic Assessment (AES)


Periodic Assessment - Overview

Periodic Assessment is a deeper dive opportunity for Administrative and Educational Support (AES) units to holistically unpack learnings about their unit; an opportunity to reflect on and discuss key information about a unit and make informed future plans and decisions to help a unit continuously improve outcomes. Hostos Community College has a longstanding history of systematic periodic assessment dating back to 2013 when the college unveiled its first ever Institutional Assessment Plan. That initial process was then updated in 2016. This former process for periodic assessment (previously called Non-Academic Program Review) has recently been redesigned and reintroduced. More info below.

AES Program Reflection (AES PR) Process - Details


Recently, the college unveiled and piloted a redesigned periodic assessment activity called the AES Program Reflection Process. With the goals of pivoting away from the previous report- and administratively-focused process toward a more reflective, improvement-focused one; leveraging the college's annual planning and assessment reporting process; and making the outputs of the process more meaningful to AES units the new process has been shortened and re-structured to refocus this assessment on its most important aspect: reflection and discussion of data/information.

Process Components

The new process is divided into 4 parts that are now undertaken by AES units in a single semester (Fall), once every four years:
Component Brief Description Timeline
Part 1 Review of previous years’ annual reports and team discussions August - September
Part 2 Co-development of draft template document (based on assessment and reflection)​ September
Part 3 External feedback conversations to revise and refine the template​ October - November
Part 4 Using the template to complete annual planning and assessment report template and implementing the new plan November - December

For more detailed information on each of these components, see the AES Program Reflection Webinar PPT Slidedeck.

Schedule for AES Program Reflection Process


Supports for AES PR Process

Support Structure

Throughout the AES Program Reflection Process, units undergoing the process will be supported by several entities through the Fall semester that they’re engaged. Below is a summary of some of the ways each entity may support AES units throughout the process:

Office of Institutional Effectiveness, Research, and Assessment (OIERA)
  • Develop and communicate resources to support the AES PR process
  • Provide training and support to unit, department, or program leadership undergoing AES PR
  • Provide data guidance and support, as needed
AES Assessment Committee (AESAC)
  • Provide AES PR consultation to units as needed
  • Collaborate with OIERA in offering AES PR workshops and resources
  • Collectively problem solve any barriers to the process and develop solutions to improve the process for AES units
AES PR Process Cohort
  • Collectively brainstorm solutions to any potential roadblocks in the AES PR Process
  • Share drafts, examples, and ideas with each other to help each other strengthen their AES PR Process
  • Act as an additional resource to call upon and share challenges and successes with each other, thereby creating community
Cohort Model

To maximize the reflection, learning, and improvement to come out of the AES PR process, a cohort model of support has been designed; units undertaking this process in a given semester are "enrolled" in a cohort where they are guided through the process via a series of cohort meetings (with clear objectives) and customized supports. For more information on the current cohort model of support, see the AES PR Process Cohort Support Plan.


Template Document


Resource Documents (numbered in order of use)
  1. Guiding Questions and Prompts for Unit Team Members Individual Reflection
  2. AES PR Process - Discussion Facilitation Guide
  3. AES PR Process - SWOT Analysis Guidance Documents
  4. Guidance for Seeking External Feedback
  5. Guide for Conversation with Divisional Leader
  6. M.O.C.H.A Framework for Managers (Assigning Roles)


Cohort Meeting Documents
  1. AES Program Reflection Process - Cohort Meeting 1 (slidedeck)
  2. AES Program Reflection Process - Cohort Meeting 2 (slidedeck)
  3. AES Program Reflection Process - Cohort Meeting 3 (slidedeck)