Follow-up Reporting Expectations MSCHE Annual Conference 2009 Mary Ellen Petrisko

What is the purpose of follow-up? To assure the Commission of ongoing compliance with Standards To assure the Commission of ongoing compliance with Standards To provide the Commission with evidence of coming back into compliance with Standards To provide the Commission with evidence of coming back into compliance with Standards

When is follow-up required? After Self-Study evaluation visit After Self-Study evaluation visit After Periodic Review Report After Periodic Review Report After previous follow-up report After previous follow-up report After evidence that institution may not meet requirements of affiliation or standards After evidence that institution may not meet requirements of affiliation or standards

Types of follow-up reports Progress reports (previously known as progress letters) Progress reports (previously known as progress letters) Monitoring reports (next presentation) Monitoring reports (next presentation) Supplemental reports (next presentation) Supplemental reports (next presentation)

Timing of reports Depends on seriousness of situation: can be as soon as within four months of Commission action Depends on seriousness of situation: can be as soon as within four months of Commission action Depends on amount of time that an institution can be expected to need to achieve results desired by Commission Depends on amount of time that an institution can be expected to need to achieve results desired by Commission Balance between time needed by institution, Commissions concern with compliance Balance between time needed by institution, Commissions concern with compliance

Timing of reports Due April 1, October 1, or December 1 OR March 1, September 1, or November 1 if a visit is to follow or a financial review is required Due April 1, October 1, or December 1 OR March 1, September 1, or November 1 if a visit is to follow or a financial review is required Due date is included in Commission action communicated in letter to president and included in Statement of Accreditation Status (on website) Due date is included in Commission action communicated in letter to president and included in Statement of Accreditation Status (on website)

Follow-up visits (discussed in next presentation) Commission liaison guidance visits (previously known as staff visits) Commission liaison guidance visits (previously known as staff visits) Small team visits Small team visits Substantive change visits to branch campuses and additional locations (addressed in separate guidelines) Substantive change visits to branch campuses and additional locations (addressed in separate guidelines)

Progress Reports …when an institution meets the Commissions standards…but the Commission needs assurance that the institution is carrying out activities that the institution has reported as planned or being implemented. --Guidelines, Follow- Up Reports and Visits (Draft) …when an institution meets the Commissions standards…but the Commission needs assurance that the institution is carrying out activities that the institution has reported as planned or being implemented. --Guidelines, Follow- Up Reports and Visits (Draft)

Length of progress reports No prescribed length No prescribed length Previous guidelines said usually no more than five pagesoften not enough, depending on the issue, but… Previous guidelines said usually no more than five pagesoften not enough, depending on the issue, but… A progress report addressing a solitary, limited issue, might only run a page or two plus supporting documentation. A progress report addressing a solitary, limited issue, might only run a page or two plus supporting documentation. Relatively short reports with well-organized appendices are generally the best approach: Brevity with substance Relatively short reports with well-organized appendices are generally the best approach: Brevity with substance

Format of progress reports Use template of title page provided on website, Use template of title page provided on website, Introduction: brief overview of institution, context on issue(s) addressed in report Introduction: brief overview of institution, context on issue(s) addressed in report Progress to date/current status: For each issue addressed: substantive summary, discussion, analysis of actions taken Progress to date/current status: For each issue addressed: substantive summary, discussion, analysis of actions taken If appropriate, details on next steps If appropriate, details on next steps

Format, continued Appendices/supporting documentation: Appendices/supporting documentation: Evidence supporting statements made in the report Evidence supporting statements made in the report e.g., if topic is planning, include copy of strategic (or other relevant) plan e.g., if topic is planning, include copy of strategic (or other relevant) plan if topic is assessment, see Assessing Student Learning and Institutional Effectiveness: Understanding Middle States Expectation for information on documentation if topic is assessment, see Assessing Student Learning and Institutional Effectiveness: Understanding Middle States Expectation for information on documentation

Format, continued Conclusion Conclusion –Brief summary and analysis of institutions progress and current status –Address each matter in the report –Keep conclusion evidence-based –Avoid unsubstantiated assertions

Report submittal May be submitted on paper or by May be submitted on paper or by If paper: four copies bound ONLY by staples or paper clamps (NO binders or folders) If paper: four copies bound ONLY by staples or paper clamps (NO binders or folders) –Send to Evaluation Services Office at the Commission If electronic: send as attachments to or to If electronic: send as attachments to or to Voluminous appendices may be burned onto CD or provided through clear links to online resources Voluminous appendices may be burned onto CD or provided through clear links to online resources

Remember! Institutions Statements of Accreditation Status, including most recent Commission actions, are always available through the Commission website, under Institutions Institutions Statements of Accreditation Status, including most recent Commission actions, are always available through the Commission website, under Institutions Refer to the Follow-up Reports and Visits guidelines when preparing your report Refer to the Follow-up Reports and Visits guidelines when preparing your report

Remember! Contact your Commission liaison with any questions Contact your Commission liaison with any questions

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