Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 1 Main Menu q Accurate and Efficient Accreditation Documentation Preparation by Dr. Raymond Greenlaw Dean, School of Computing Armstrong Atlantic State University

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 2 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 3 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 4 Main Menu YES! Accreditation documentation preparation is worth discussing. Programs accredited by ABET in 2002 Many places do not apply because of the amount of work required in documentation preparation Is Accreditation Documentation Preparation Worth Discussing?

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 5 Main Menu YES! Accreditation documentation preparation is worth discussing. Average length self-study 500 pages Usually written by faculty members –Accreditation committee team chair –Few knowledgeable enough to write about all aspects of program –Departments working towards accreditation for first time could be at a disadvantage Support staff –May not be available –Not normally experienced with self-studies Is Accreditation Documentation Preparation Worth Discussing?

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 6 Main Menu Small percentage of faculty experienced with coordinating a 500-page document Could lead to poor integration Could lead to non-uniformity Evaluators tend to dig deeper if documentation is incomplete –Added burden on program evaluator –New issues of concern tend to arise Is Accreditation Documentation Preparation Worth Discussing?

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 7 Main Menu Small percentage of faculty experienced with coordinating a 500-page document Example: Conference papers are usually 6-10 pages Journal papers are usually pages Dissertations are usually pages Is Accreditation Documentation Preparation Worth Discussing?

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 8 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 9 Main Menu Preliminary Steps Form accreditation committee Select a chair Motivated to complete the self-stufy Possesses good writing style Sets and meets deadlines Has adequate time Respected by faculty Is familiar with other personnel in institution Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 10 Main Menu Chairs Responsibilities Read all ABET documentation Maintain a folder of most important documents in central location Assign faculty specific readings with deadlines Suggest someone complete program evaluator training and perform a visit Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 11 Main Menu Chairs Responsibilities (continued) Collect and organize relevant documents Assumption: degree under consideration has all standard processes in place to support it, evolve it, and improve it Such activities must be documented on an ongoing basis Student outcomes Curriculum committee minutes Forms Student surveys – regularly tabulated and evaluated Improvements to the program based on these results Student work collected at least two years prior to the visit Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 12 Main Menu Chairs Responsibilities (continued) Collect and organize relevant documents File student portfolios built by faculty Report to faculty and department chair so program improvements can be implemented Write - do not just collect Requirements of such instruments Collected Well-written Thoroughly analyzed Are comprehensive Fold analysis into the self-study Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 13 Main Menu Chairs Responsibilities (continued) Test manuscript preparation software ABET provides Word documents as starting point Committee should convert to institution specific format right away Time line for document preparation process Know abilities of self and other faculty Realize that nearly all self-studies are rushed (despite six-year lead time for preparation) Faculty departures Overzealous administrators Accreditation committee team chair Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 14 Main Menu Chairs Responsibilities (continued) Communicate with all parties List individuals who will be involved Keep informed of deadlines and communicate regularly Keep faculty motivated throughout duration of process Lead effort and possess high energy level Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 15 Main Menu Key Assignments Acquire physical items for displaying accreditation materials Binders Dividers Plastic three ring insert sheets Tabs Standardize format for classroom materials Consistent table of contents Beginning of each binder Consistent format will greatly facilitate job of program evaluators Can alert faculty to items they should be collecting Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 16 Main Menu Key Assignments Assign course materials Divide up work for course materials One or two people per course All course descriptions should be prepared uniformly Will facilitate jobs of program evaluators Class materials from other units are needed Communicate with chairs of these departments Give plenty of notice Define exactly what is needed and when Account for possible retirements, departures, and dissension Planning Stage

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 17 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 18 Main Menu Reaccreditation: Working from Old Documentation Curse or blessing? Ascertain quality and relevance to new criteria If self-study is poorly written and outdated, start over Some material may be salvageable Chair may have to process entire document – removing outdated material May be difficult to ensure that incorrect/old information is not carried forward Reaccreditation: Working from Old Documentation

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 19 Main Menu Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 20 Main Menu Prepare and send out requests as early as feasible ABET process is thorough Nearly all aspects of program are investigated Examples: Faculty benefits - get info from HR and include List of periodicals - get from head librarian Budget information is often poorly documented (obtain information from business office) Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 21 Main Menu Allow enough time to generate a second request in case it is needed Introduce yourself to the following People who will be collecting information for you Personnel who will meet with visiting team of program evaluators Make other institutional units feel like part of the team Stress the importance of other institutional units tasks Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 22 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 23 Main Menu Introduction Sections: Objectives and assessment Student support Faculty Curriculum Laboratories Institutional support and financial resources Institutional facilities Writing the Self-Study

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 24 Main Menu Introduction Additional sections for computer science: Information relative to the entire institution General information on the computer science unit Finances Computer science program personnel Enrollment and degree data Admissions Writing assignments should indicate scope and due dates Writing the Self-Study

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 25 Main Menu Introduction Example: Laboratories section assignment Roughly 15 pages Requires sections : Computing Facilities Available for Use in the Computer Science Program Student Access Documentation Faculty Access Support Personnel Instructional Support Incorporate recent acquisitions of new equipment Departments recently hired lab technician will be of little assistance First full-draft in Word is due March 15 Will go out to faculty for comment and will be edited by April 25 Administrative assistant will not be able to help edit Final version due May 5 Writing the Self-Study

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 26 Main Menu Editing the Document One person responsible for overall document Revision control system Edit logs Backup system Hard copies Communicate editing assignments and completion dates Writing the Self-Study

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 27 Main Menu Proofreading Couple of faculty Preferably program evaluator Correctness, completeness, consistency Ethics and Reporting Writing the Self-Study

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 28 Main Menu Common Pitfalls Reporting faculty information Consistent vitas Documenting paths through program Every student completing the program of study must meet accreditation standards regardless of path Multiple tracks students can follow Presenting budget information Numbers must be reported consistently throughout For example, reporting equipment expenditures of $84,233 instead of nearly $100,000 Writing the Self-Study

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 29 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 30 Main Menu Transcript Collection Ten student transcripts Indicate process used for selecting transcripts Provide note for unusual transcripts Confidentiality and Security Issues Faculty salaries Student work Budget information Student waivers Miscellaneous Issues

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 31 Main Menu Opening Presentation Given by chair Given to program evaluators Serves as a road map to and through documentation Indicates anomalies Miscellaneous Issues

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 32 Main Menu Outline Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary

Accurate and Efficient Accreditation Documentation Preparation Raymond Greenlaw April 2003 Slide 33 Main Menu Summary There are many different approaches that can lead to successful document preparation. The hints provided here are to help someone with limited experience stay on track during this challenging endeavor.