Preparing for the

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Preparing for the On-site Evaluation Strategies
for Success November 5, 2009
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For specific questions regarding the on-site
evaluation or the on-site evaluation process,
please contact Jessica Tanaka at
jtanaka_at_accsc.org Or Call the Commission office
at [phone]
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• 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

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Understanding the Purpose of the On-Site
Evaluation
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• 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 schools 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.

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Understanding the Purpose of the On-Site
Evaluation

• The school will be evaluated according to all
  available information, including
• Documentation included in the schools 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

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Preparing for the On-Site Evaluation
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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

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• Preparing for the ACCSC On-site Evaluation
• School Perspective

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Preparing for the 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

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Preparing for the On-Site Evaluation School
Perspective
A Holistic Approach to Quality Assessment

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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)

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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!

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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

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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

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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 teams 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

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• Preparing for the ACCSC On-site Evaluation
• Team Perspective
• Team Activities

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Preparing for the On-Site Evaluation Team
Perspective

• 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

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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 schools objectives and mission
• Verify schools 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

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On-Site Evaluation Activities

• Day 1 (900 am arrival)
• Orientation Breakfast
• Working Business Breakfast for Team
• Arrival at the School (900 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?

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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 teams
  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.

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• 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 teams
  finding, the response to the TSR would serve as
  the mechanism to demonstrate compliance
  (Commission level action)

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On-Site Evaluation Activities

• Day 2 (900 am arrival)
• Core Team Remains
• Commission Representative, Team Leader, Education
  Specialist
• Discussion with school officials on the teams
  progress
• Identification of areas of focus for the 2nd day
• Preparation for the Exit Interview

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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 schools compliance with
  accrediting standards
• Is a courtesy and provides a narrative summary
  of the teams findings
• Is not a time to argue with the team about the
  schools 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 teams findings
• The TSR is issued within 60 days of the on-site
  evaluation
• The school will have 45 days to file its
  response

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Team Summary Report
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The Team Summary Report (TSR) is a factual
report and summary of the on-site evaluation
teams findings as to the schools 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.
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On-Site Evaluation Overview And Summary
Information

• 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

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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
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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.
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Commission Actions
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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
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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
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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 602.26 (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.
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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) Schools
accreditation is revoked during a process other
than renewal. Actions are subject to Appeal.
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Questions and Answers
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End of Webinar On behalf of ACCSC, thank you
for your participation!
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Preparing for the On-site Evaluation Strategies
for Success November 5, 2009