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

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

3. 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.

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. Preparing for the Site Visit

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. After the Site Visit

24. 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
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 in eAccreditation
No non-compliances: accept report and submit any factual corrections

25. 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

26. 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

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

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