Preparing for the On-site Evaluation: Strategies for Success November 5, 2009.

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]

OrCall 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.

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

Understanding the Purpose of 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 on-site evaluation team and the school

Open Communication – Core Value for All

Preparing for the On-Site Evaluation

Preparing for the ACCSC On-site Evaluation

School Perspective

Setting the Tone or Work Environment – School Opportunities

Leadership –vs- SurvivorshipIndividual 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

School As A Whole – Educational Leadership

and Administrative Capacity

Recruitment

Advertising

Admissions

Market Needs

Educational Resources

Faculty Qualifications

Program Length

Student Services

Student Success

On-going Assessment

and Evaluation

A Holistic Approach to Quality A Holistic Approach to Quality AssessmentAssessment

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 MaterialsTexts, resources – organize by program

FilesManagement/AdministrationFaculty (Full- and part-time)Student (Academic and Financial)

Graduation and Employment Charts (Annual Graduation and Employment Charts (Annual Report)Report)

Sample Back-up DocumentationOrganized by Start Date

Include Transcripts to support Graduation RateInclude Initial Employment Records to support Employment Rate

Ensure that the documentation is clear and legibleEnsure 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/LicensesUpdated and Most Current Available

Curriculum Resources Separate by program and credential offering

CatalogUpdated and Most Current AvailableImmediate Notice to the Team

Enrollment AgreementUpdated and Most Current AvailableImmediate 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 On-Site Evaluation

School Perspective

Preparing for the ACCSC On-site Evaluation

Team Perspective &Team Activities

•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)• 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

Preparing for the On-Site Evaluation

Team PerspectivePurpose of the On-site Evaluation – Renewal, New Program

Review and analyze school data:Application for Renewal of Accreditation, SER, reports, responses

Seek additional informationUnderstand school’s objectives and missionVerify 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 AccreditationInterviews and surveys of:

Administrators, faculty, students, graduates, employersObservations of classrooms, management, and administrationDocumentation 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 EvaluationStudent 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)

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 on-site 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

On-Site Evaluation Activities

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 Information

•Institutional Information

•Student Population

•Programmatic Information •Enrollment; Program Length; Graduation and Employment

•Cohort Default Rate Information

•Accreditation and Substantive Change Information

On-Site Evaluation Overview And Summary 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 non-compliance raised by the on-site evaluation team.

Commission Actions

Accreditation (5 Years)Eligible for ACCSC School of Distinction / School of Excellence Award

Accreditation with StipulationsAn 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 futureExamples: Outcomes, Refund, Financial, PAC

DeferralDeferral

The Commission may defer any decision until: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 CauseThe 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 AccreditationEither 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 Questions and AnswersAnswers

End of Webinar

On behalf of ACCSC, thank you for your participation!

Preparing for the On-site Evaluation:

Strategies for Success

November 5, 2009