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 Or Call the Commission office at (703)

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

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- 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 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 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 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)

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 2 nd 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 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 (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