CORE TEAM / FUNCTIONAL TEAM KICKOFF PHASE 2 St. Philip’s College Core Team February 4, 2014 The Bowden Alumni Center

Welcome Adena Williams Loston, President SACSCOC Executive Sponsor Maureen Cartledge, Interim Vice President Academic Success, SACSCOC Project Sponsor

What is Reaffirmation? Reaffirmation is a quality audit performed by SACSCOC to accredit higher education institutions. SACSCOC = Southern Association of Colleges and Schools Commission On Colleges SACSCOC is made up of regional peers.

Basic Purposes of Accreditation Improve the quality of education Student learning Student experience Institutional effectiveness Effective use of Resources

Basic Purposes of Accreditation Provide accountability Students (current and prospective) Employers Parents External funding sources Board of Trustees Transfer institutions Accrediting agencies

The overall goal of the review is to ADD VALUE to the institution.

SACS Accreditation 1. Compliance Certification  Integrity  Core Requirements  Comprehensive Standards  Federal Requirements 2. Quality Enhancement Plan

All Compliance Criteria are not Created Equally Federal Requirements Core Requirements Note: An institution that fails to be in compliance with any requirement is not reaffirmed. Comprehensive Standards Note: An institution that fails to be in compliance with any standard will be subject to further review that may include monitoring, warning and probation

Leadership and Division of Responsibility Compliance Certification Administrative Composed of individuals in leadership positions who influence decision-making QEP Faculty-driven Representation from all parts of the campus community

Reaffirmation Process Milestone Status QEP Topic Confirmed Phase 1 – Compliance Audit Orientation by SACSCOC (January 2014) Optional Advisory Visit Submission of Compliance Certification (March 2015) Off-Site Peer Review Submission of Focused Report (Summer of 2015) Submission of QEP (Summer of 2015) On-Site Peer Review (Fall of 2015) Submission of Response Report Review by COC (June 2016)

PHASE 2 SPC SACSCOC Reaffirmation Charter Overview of Project Scope Deliverables Boundaries Stakeholders Key Milestones

Functional Team Guidelines Identify a capable team leader Ensure a good balance of skills and knowledge among team members Choose individuals who are mature enough to lay aside personal desires in favor of what is best for SPC. If the team has multiple levels of authority, titles get checked at the door, everyone must be an equal participant in addressing the issue at hand.

Functional Team Roles Team Leader Team Facilitator Team Recorder Team Taskmaster

Team leader 1. Communicate project status of functional area to Core Team 2. Keep Project Leader and Core Team apprised of major issues 3. Assign project tasks to team members 4. Provide leadership in interpretation and analysis decisions 5. Provide ultimate accountability for the submission of narrative responses and evidence, including requested updates, to the Project Manager according to scheduled deadlines 6. Attend Core Team meetings and Steering Team meetings as required

Team facilitator Ensure equal participation by team members Mediate and resolve conflict Provide feedback and support to the team leader Suggest problem solving tools and techniques Schedule meetings, send invitations

Recorder Take minutes of the meeting on the designated SACS Reaffirmation 2016 template Distribute meeting minutes to all team members and post to designated SACS Reaffirmation 2016 folder

Taskmaster Keep track of time during team meetings Help the team manage its time Keep everyone focused on the topic and hand Put the brakes on sidebars

All Team members Offer perspective and ideas Actively participate in team meetings Adhere to meeting ground rules Complete assignments on time Support implementation of recommendations

Top 10 Most Frequently Cited Principles for Class of 2013, Off- Site Review - Class A Institutions 1. CS Faculty Competence – 100%Cited 2. CS Intellectual Property Rights – 72% 3. CR 2.8# of Faculty – 58% 4. CS Institutional Effectiveness, Educational Programs,56% 5. CS 3.5.1General Education Competencies – 56% 6. CS Institutional Effectiveness, Educational Support, 53% 7. CS Institutional Effectiveness, Administrative Units, 49% 8. CS Academic Program Coordination – 49% 9. CS3.13.3Complaint Procedures – 49% 10. CS 3.2.9Personnel Appointment – 44% CS Institutional Effectiveness,Community/Public Svc 44%

QEP Overview Broad-based participation Focus on student learning/development Congruent with strategic planning priorities Specific and measurable goals (data driven) Timelines and responsibility centers identified Multiple assessment/evaluative measures Linked to budget (resources committed) Work in progress

QEP Basic Requirements CR 2.12 and CS Must focus on improving student learning and/or development Forward looking (5-year improvement plan) Faculty-driven Data and assessment driven Supported adequately by resources Based upon research and best practices Establishment of a clear structure and timeline 100 pages maximum Plan does not have to be implemented by the time of the on-site visit

Reaffirmation Preparedness Tips 1. Start early and stay on schedule 2. Review the institution, unit and program mission - GTG 3. Analyze and respond to each question in the principles 4. DO NOT data dump! 5. Centralize documentation 6. Do NOT make the reader “search” for answers 7. Interpret charts and graphs for readers 8. DO NOT use future tense - this is an audit, not a confessional 9. Colleagues will support & challenge you – stay focused anyway 10. Make jokes! Laugh! Celebrate often! Know that this is a TEAM effort.

Getting Started Review – General Forms and Guidelines Resource Manual for the Principles of Accreditation Handbook for Institutions Seeking Reaffirmation Templates for the Compliance Certification Faculty Roster Form (if applicable) Faculty Roster Instructions with Sample (if applicable) Analyzing a Case for Compliance Quality Enhancement Plan Guidelines

Go to AlamoShare, Planning and Research and find the SACS link. Click on SACS Reaffirmation Documents, Narrative Documents, find your principles and review Phase 1 team responses Develop your own response by building on and refining Phase 1 work Identify support documents Getting Started

For Example

Resource Manual for the Principles of Accreditation

Handbook for Institutions Seeking Reaffirmation

Managing the Process Introducing: SACS Tuesdays To help you find a consistent time to work and meet to address SACSCOC assignments, administrators have been informed to keep Tuesday’s open for SACSCOC meetings across the college.

Functional Team Leads Hold your first meeting by February 17 th Review assigned roles, making sure everyone understands their responsibilities Review your principles, get a feel for what you are dealing with Identify principles that may be of concern Assign team members to specific principles Make sure all team members review Phase 1 narrative responses for their assigned principles Develop a meeting schedule through the rest of the semester Report meeting minutes on standardized agenda/minutes template and send to Rhonda

Coming Soon! Xitracs Training – Submissions will be input by the Functional Teams into Xitracs. Xitracs allows us to track submissions and edits, organize documents and create hyperlinks. It is VERY user friendly! SACSCOC Reaffirmation Website Charter Members Teams Core Committee Agendas and Minutes Functional Committee Agendas and Minutes Resource Links Milestone Markers

Questions?

Current Contacts: Compliance Karen Sides –X62339 QEP Sonia Valdez –X62348

Thank you for the contributions you have made and will make in the coming months!