Transcript Slide 1

Preparing for the
On-site Evaluation:
Strategies for
Success
November 5, 2009
For specific questions regarding the on-site
evaluation or the on-site evaluation
process, please contact:
Jessica Tanaka at [email protected]
Or
Call the Commission office at (703) 247-4212
Webinar Overview
This webinar will provide an overview of the critical areas
involved in the on-site evaluation process including:
Socializing Expectation: Understanding the Purpose of the On-Site
Evaluation
Identifying the Roles and Areas of Focus for the On-Site Evaluation Team
Members
Communication Strategies: Interacting with the On-Site Evaluation Team
How to Ensure you Faculty, Staff, and Students are prepared for the On-site
Evaluation
A Review of Best Practices: Document Preparation, Organization of
Materials, and File and Record Maintenance
Understanding the Purpose of the On-Site
Evaluation
Understanding the Purpose of the On-Site Evaluation
For schools seeking accreditation, the purpose of the on-site evaluation is to:
• Verify data in the school’s reports, applications, responses, and any
other information
• Seek additional information; and
• Develop an understanding and perform an assessment of how well the
school meets its objectives and the Standards of Accreditation.
Understanding the Purpose of the On-Site
Evaluation
The school will be evaluated according to all available information, including:
 Documentation included in the school’s reports, applications,
responses, and any other information
 Information provided by the school to demonstrate compliance with
accrediting standards
 Interviews and surveys of the administration, instructors, other school
officials, students, graduates, and employers of graduates
 Observations of classes, management, and administration of the school
 Documentation of the student achievement data
Preparing for the On-Site Evaluation
Preparing for the On-Site Evaluation
Collaborative Effort
Open Communication – Core Value for ACCSC
School personnel serve as the ‘host’ for the on-site evaluation team
Volunteers serve as peer reviewers
The Commission Representative serves as the ‘liaison’ between the onsite evaluation team and the school
Open Communication – Core Value for All
Preparing for the ACCSC On-site Evaluation
School Perspective
Preparing for the On-Site Evaluation
School Perspective
Setting the Tone or Work Environment – School Opportunities
Leadership –vs- Survivorship
Individual and Collective Ownership
Develop Staff Opportunities (Share the Dream)
Explain the Purpose and Process (Step away from the Checklist)
Showcase Yourself, School, Operations, Students
This is YOUR Review – Once Every 5 Years
Explain Your Expectations & Inquire about Team Expectations
Preparing for the On-Site Evaluation
School Perspective
A Holistic Approach to Quality Assessment
School As A Whole –
Educational Leadership
and Administrative
Capacity
Market Needs
Program Length
Educational
Resources
Student
Success
Recruitment
Faculty
Qualifications
Advertising
Admissions
Student Services
On-going
Assessment
and
Evaluation
Preparing for the On-Site Evaluation
School Perspective
Engage with your designated Commission representative before the team
arrives at the institution
Ensure that the team is aware of any new “issues” or updates since the
submission of the SER
Ensure that your school is “ready” for the on-site evaluation
• Have all key staff available and on-site
• Review the Self-Evaluation Report – Appendix B in order to assist the team to
conduct an efficient evaluation of your institution
• Ensure that all the team has ready access to all pertinent materials
• Student Files
• Curriculum
• Training Materials
• Faculty Files
• Back-up Documentation (teacher training; student achievement; IAIP
implementation)
Preparing for the On-Site Evaluation
School Perspective
Documentation Preparation for “day of”…
Separate Educational Materials
Texts, resources – organize by program
Files
Management/Administration
Faculty (Full- and part-time)
Student (Academic and Financial)
Graduation and Employment Charts (Annual Report)
Sample Back-up Documentation
Organized by Start Date
Include Transcripts to support Graduation Rate
Include Initial Employment Records to support Employment Rate
Ensure that the documentation is clear and legible
Ensure that the documentation shows compliance!
Preparing for the On-Site Evaluation
School Perspective
Documentation Preparation for “day of” (continued)…
Student Refunds - Refund Calculation, Front and Back of Check, EFT
IAIP – Documentation of implementation
Faculty Development – On-going and documented
Learning Resource System – On-going improvements, budget
Student Services – Written policies and procedures
Program Advisory Committee – Meeting minutes
Preparing for the On-Site Evaluation
School Perspective
Documentation Preparation for “day of” (continued)…
Revised Forms/Licenses
Updated and Most Current Available
Curriculum Resources
Separate by program and credential offering
Catalog
Updated and Most Current Available
Immediate Notice to the Team
Enrollment Agreement
Updated and Most Current Available
Immediate Notice to the Team
Preparing for the On-Site Evaluation
School Perspective
Communication During the On-site Evaluation…
Two-way Conversation
Open and Transparent
Timely Exchange
Keep everyone informed
Recognize team’s schedule
To the point! Do not give more (or less) than requested
Honesty
Explain if you experience challenges with information/documentation
Ask Questions
Inquire to understand what the team is requesting
Preparing for the ACCSC On-site
Evaluation
Team Perspective &
Team Activities
Preparing for the On-Site Evaluation
Team Perspective
•Clear tentative date for the On-Site Evaluation
• Typically a 2 day on-site evaluation
• Regular “School Day”
• Not Exam Week
• Majority of Students in Class
•Assemble On-Site Evaluation Team
• Team Leader\Management Specialist (administration /management)
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Education Specialist (education delivery / curriculum / faculty qualifications)
ACCSC Staff Member (technical assistance / interpretation of Standards)
Occupation Specialist (equipment / facilities )
Distance Education Specialist (if required)
State Observer (invited)
• Conflict of Interest – Clearing the Team
Preparing for the On-Site Evaluation
Team Perspective
Purpose of the On-site Evaluation – Renewal, New Program
Review and analyze school data:
Application for Renewal of Accreditation, SER, reports, responses
Seek additional information
Understand school’s objectives and mission
Verify school’s compliance w/ Standards of Accreditation in light of
those objectives and mission
School is evaluated based on the following:
Documentation in the Application for Renewal and SER
(Other) documentation to demonstrate compliance w/ Standards of
Accreditation
Interviews and surveys of:
Administrators, faculty, students, graduates, employers
Observations of classrooms, management, and administration
Documentation of student achievement data
On-Site Evaluation Activities
Day 1 (9:00 am arrival)…
• Orientation Breakfast
• Working Business Breakfast for Team
• Arrival at the School (9:00 am)
• Initial Tour of Facility
• Team situated in designated working space (conference room or office)
• School Evaluation
Student Surveys, Student/Graduate File Review, Class Observations, Meetings with
School Officials, Staff Interviews, Outcomes Verification, Equipment Review, Facility
Review, Curriculum Review
• Is the school able to document the systematic application of its processes and procedures?
• Is the school is compliance with the requirements outlined in the Standards of Accreditation?
On-Site Evaluation Activities
Day 1 (continued)…
•Afternoon Activities on the First Day of the On-Site Evaluation
• Occupation Specialists are typically finished with their portion of the evaluation
• Discussions with school officials on the team’s progress with its evaluation are
on-going
•Evening Activities
• If the school offers evening programs, the team will be on-site to conduct
student surveys & staff interviews
• The team is looking to ensure that students in the evening programs have
comparable access to student services, the LRS, career services, etc.
• Open Communication: An ACCSC Core Value
The team will discuss its findings with school officials as the on-site
evaluation progresses
If the school can not provide documentation to demonstrate that it is in
compliance with the Standards of Accreditation, the team will include a
finding in the report under Items of Non-Compliance
If school officials do not agree with the team’s finding, the response to
the TSR would serve as the mechanism to demonstrate compliance
(Commission level action)
On-Site Evaluation
Activities
Day 2 (9:00 am arrival)…
• Core Team Remains
•Commission Representative, Team Leader, Education
Specialist
• Discussion with school officials on the team’s progress
• Identification of areas of focus for the 2nd day
• Preparation for the Exit Interview
On-Site Evaluation Activities
Exit Interview
• Provides an opportunity for the team to present the findings from the onsite evaluation in relation to the school’s compliance with accrediting
standards
• Is a courtesy and provides a narrative summary of the team’s findings
• Is not a time to argue with the team about the school’s position
• The Team Summary Report serves as the official record of the on-site evaluation
• The school will have an opportunity to respond to the team’s findings
• The TSR is issued within 60 days of the on-site evaluation
• The school will have 45 days to file its response
Team Summary
Report
The Team Summary Report (TSR) is a factual report and
summary of the on-site evaluation team’s findings as to the
school’s compliance with accrediting standards.
Each member of the on-site evaluation team contributes to the
TSR.
The TSR represents the combined findings of the team.
On-Site Evaluation Overview And Summary
Information
•On-Site Evaluation Information
•Institutional Information
•Student Population
•Programmatic Information
•Enrollment; Program Length; Graduation and Employment
•Cohort Default Rate Information
•Accreditation and Substantive Change Information
Team Review and Observations
Team Observations provide a “summary snapshot” of the school
during the full team evaluation and include a summary of student
survey results, accolades (where applicable), and significant strengths
found by the team that far exceed the minimum standards called for
by the Standards of Accreditation
Team Findings of Non-Compliance
Team Findings of Non-Compliance are areas in which the school is not in
compliance with the Standards of Accreditation.
The school must submit a written response addressing the items of noncompliance raised by the on-site evaluation team
.
Commission Actions
Accreditation (5 Years)
Eligible for ACCSC School of Distinction / School of Excellence Award
Accreditation with Stipulations
An institution receives accreditation for a period of 1-5 years, and must demonstrate
compliance with accrediting standards.
If the school has a “stipulation,” then the school must provide documentation
demonstrating the corrective action taken to bring the school into compliance with
accrediting standards before accreditation is conferred.
If the school is on “reporting” then an interim report must be provided by the school as
prescribed
Typically 6 months to 12 months in the future
Examples: Outcomes, Refund, Financial, PAC
Deferral
The Commission may defer any decision until:
Additional information is submitted;
Progress Reports are submitted; and/or
Outcomes of a Commission Directed Visited are determined
Probation
The Commission opts to place a school on Probation when it has determined that the
school is not in compliance with an accreditation standard and gives the school a
specified period of time to bring itself into compliance.
In accordance with 34 CFR Section 602.26 (b)(1), ACCSCT provides written notice, via its
web page, to the public of a decision to place an institution on Probation.
Show Cause
The Commission opts to direct a school to show cause as to why its accreditation should
not be revoked when there are serious questions about a schools compliance with
accreditation standards. The school is given a specific period of time to demonstrate its
compliance with accrediting standards.
Fail to Grant Accreditation
Either Initial or Renewal of Accreditation is not granted. Schools may reapply nine (9)
months after the final decision of the Commission or Appeals Panel.
Removal (From Accredited List)
School’s accreditation is revoked during a process other than renewal.
Actions are subject to Appeal.
Questions and Answers
End of Webinar
On behalf of ACCSC, thank you for your participation!
Preparing for the
On-site Evaluation:
Strategies for Success
November 5, 2009