Site Visitor Training Administrators’ Session Opening statement Thank you for coming Baltimore June 22, 2016

Overview of Session Accreditation Defined Self-Study and Site Visit Processes & Tips Common Questions / Standards Afternoon Session – Using e-Accreditation Q & A

Accreditation Defined: CHEA Accreditation: A collegial process based on self- and peer review for quality assurance, accountability, and improvement of academic quality in higher education. Accreditation Status: The decision made by the accrediting organization as a result of a review of an institution or program that identifies the level of accreditation of the institution or program, e.g., accredited, denial, probation, termination, withdrawal, suspension. Accrediting Organization: A private, non-governmental association organized to evaluate institutions or programs and render judgments about the accredited status of the institution or program.

Changes in Accreditation that will impact specialized accreditors Federal Regulation Transparency Accountability Employability

Accountability, Transparency and Public Information Higher Education Accreditation Requires It CHEA Standard 12 (A) (3) - standards or policies that include expectations of institutional or program quality, including student achievement, CHEA Standard 12 (B) (1) require institutions to provide reliable information to the public, including student achievement CHEA Standard 12 (C) Encourages self-scrutiny and planning for change and needed improvement CHEA = Committee on Higher Education Accreditation 1.  Cite the implementation of Standard 11 as a huge success in improving quality in AT education 2. Detail the history that led to the implementation of Standard 11 3. Review the metrics related to Standard 11 4. Admit that we have heard from some programs concerned about the process 5. Explain that we have also heard from the public 6. Give them an accreditation 101 lesson about our role of protecting the public and our responsibilities to CHEA 6.a.  Advance academic quality (12.A) = how this standard is doing that 6.b. Demonstrate accountability (12.B) = how we do that and how this standard helps to assure that 6.c. Encourages self-scrutiny and planning for change and needed improvement (12.C) = how our requirement for developing a plan to come into compliance with standard 11 does this 6.d Employs appropriate and fair procedures in decision making (12.D) = how we have met this standard in our implementation of and decision making regarding standard 11 = NO PROGRAM HAS YET TO BE PUT ON PROBATION FOR THIS STANDARD = If they are, there is a fair process that will take place, including an appeals process CHEA Standard 12 (B) (5) inform the public on specific reasons for accreditation decisions and accreditation status

Travel/Housing/Meal arrangements & expenses Professional Conduct The Site Visit: Structure, Process, and Expectations (What is being reviewed with the SVers during this session) The Site Visit Team Team members Roles and Responsibilities Communication Travel/Housing/Meal arrangements & expenses Professional Conduct Dress Code and Appearance Professional Expectations while at the site

Site Visit Team Members All team members Responsible for becoming familiar with the Self-Study Writing the Site Visit Report Chair Coordinate all aspects of the Site Visit Process Communicate with the PD prior to the visit Make contact within 1 week of receiving assignment Select dates for the visit Set the agenda Questions regarding self-study Reopen standards

Site Visit Team Members Travel to the site visit Involved in interviews, etc. Reader ‘Assist from afar’ – review documents, gather information, discuss visit via phone Travel if necessary

Site Visit Arrangements All site visit costs are covered by the Site Visit fee Travel – SVers will make flight reservations; consult with PD to determine best airport Hotel – SVers will make reservations; might seek input from PD Car – Work with PD to determine if rental car is necessary Food – Dinner with institution/program officials the first night; all other meals alone Svers should pay for their own meals

CAATE expects SVers to demonstrate utmost in professionalism Professional Conduct CAATE expects SVers to demonstrate utmost in professionalism Dress / appearance Business attire Conservative appearance Confidentiality Use of electronic devices for SV business only Professional in all interactions

Preparing for the Site Visit

Before You Start to Write Form a committee to assist Administrators Faculty Preceptors Students Outside members Establish a realistic timeline Allow plenty of time Plan for delays, revisions, approvals/signatures Don’t rush; allow time to check the details

Compiling the Self-Study Provide clear, complete, succinct narratives Answer the questions completely Avoid straying away from the question Provide responses that can be understood by someone not familiar with your program

Compiling the Self-Study Provide a complete view of your program Detail unique aspects of your program Don’t be afraid to address weaker areas Be honest in your reflections and information The process is meant to help you/your program Better for you to point out things (+ and -) than to have them “discovered” later

Compiling the Self-Study eAccreditation Available 1 year prior to due date (continuing programs) Initial: as soon as pay fees (up to 2 years) “File Cabinet” – storage for program documents – must transfer to self-study module Update directory and documents At least 2 core faculty All preceptors Upload requested information for each standard File names match content

Finalizing the Self-Study Recruit an outside reviewer Someone outside the discipline is helpful Clarity Grammar Completeness Review to ensure completeness Submit your self-study on time

Preparing for a Site Visit Prepare program personnel Purpose of the visit Importance What to expect Prepare for potential questions Stakeholders College / University administrators Faculty Preceptors Students Administrative Support

Preparing for a Site Visit On-site Materials See list from CAATE Update documents that have changed since the self-study was submitted Internet Access For eAccred & electronic records Access to electronic records E-Value, Atrack, Typhon University records Online course platforms

Preparing for a Site Visit Other preparations Reserve a “hub” for site visitors A secure room where SV can have meetings, store on-site materials, etc. Determine other meeting locations, i.e. administrators Travel arrangements Visit clinical sites Driving time, best routes, entrances, permissions to enter Do a ‘pre-site visit’ inspection – EAP, BBP, Therapeutic equipment calibrations

Preparing for a Site Visit Other preparations cont. Enlist help of campus personnel – IT, dining, secretarial, etc. Determine dining options Campus availability Menus Site Visitors can’t accept gifts, but beverages and snacks for work room are OK! Ask site visitors their preferences

Dinner the first evening with site visitors and program administrators During the Site Visit Dinner the first evening with site visitors and program administrators Casual conversation Overview of program Ensure site visitors have a clear picture of the program

Site Visitors will debrief the program director daily During the Site Visit Site Visitors will debrief the program director daily Will discuss potential areas of non-compliance Don’t want any surprises Program director can ask questions Have a copy of the Standards for Exit conference Take notes regarding non-compliances Site visitors won’t leave any written report

After the Site Visit

After the Site Visit – Timeline Exit conference – preliminary report SV Report sent to CAATE office within 1 week Review Committee Final SV Report sent to program within 8 weeks Email to program officials No non-compliances With non-compliances Team will give a preliminary exit report The team has 1 week to submit report to the office, will then be distributed to the review committee (and assigned to review teams) Will go through review process and Commission action, 4-8 week Program will be notified through system email in eAccreditation No non-compliances: accept report and submit any factual corrections

Follows same process as self-study Rejoinder Follows same process as self-study Only non-compliant standards visible and editable Due in 90 days Requires sign-off by chair and dean Reviewed by Review Committee Sent to Commission for action

Rejoinder process – now electronic Non-compliant standards will be “re-opened” in e-accreditation with a rationale for non-compliance and requests for materials to submit in the rejoinder. If you are unclear about what we are asking, call the office. Documentation should be clear Narrative should be concise If the rationale indicates “no evidence found, etc” don’t give the same material that the team reviewed at the site visit

Progress Reports Follow same process as rejoinder Due date for PR will be in the instructions

Substantive Change PD Change Change in level of degree College or school change Major curriculum change (20%) Other changes (Budget, etc)