washington marriott hotel august 4-5, 2011. after the site visit... breathe deeply & normally
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Washington Marriott HotelAugust 4-5, 2011
After the site visit...BREATHE DEEPLY & NORMALLY
After the site visit...Within 8 weeks, receive DRAFT reportWhy “draft?”
We make mistakes. Factual errors can be correctedCouncil may change anything in the report: findings and
textIt’s not final until after the Council meeting
I’ve received the draft report...• Response deadline will give you at least 30 days to review the
report and submit your response. Much longer in most cases, depends on timing of visit
• 2 types of optional responses1. correct factual errors
• these are: typos, juxtaposition of #s, misquotes from self-study• these are not: differences in interpretation, different conclusions drawn from
material available at time of site visit
2. respond to the substance of the report
• If submitting both types, responses should be separated from one another
Your response…
Preparing/submitting responsesAll responses must be submitted in hard copy (with signature)
and e-copy (via e-mail) by the deadlineSee CEPH website FAQ’s for Schools and Programs Report comes with a cover letter that lists the response
deadline
What happens to the FACTUAL responses?CEPH staff review these, line-by-lineWhere staff agree a factual error exists, will mark “ok” on your
response hard copy and will make corresponding change in report
Where staff do not believe that your error was a factual error, will mark this on your response hard copy
Response hard copy, with staff notes, is appended to report
What happens to the SUBSTANTIVE responses?
Staff review these for referenceEntire text of response is appended to report for
review by all Councilors at decision-making meeting
When can I see which factual changes were made?
2 weeks after the response deadline that was indicated in your report’s cover letter
Dean or program director receives a copy identical to what the Council members will receive: full report, corrected, plus full text of your responses
More pre-meeting communicationUniversity CEO (president, chancellor etc.) receives the full,
corrected report only. Dean or director is free to forward your responses, but CEPH does not do this for you
Cover letter with CEO copy offers CEO the opportunity to comment on the report and a deadline. Such a response is optional and somewhat rare. (Opportunity for CEO comment is req’d by USDE regulations & mostly formal)
The Council meeting…
CEPH prepares for Council meeting• Staff prepare mailings with reports & responses, which go to
full Council 4 weeks before meeting (along with other materials Council will use to prepare for meeting)
• Staff prepares Council meeting room with all self-studies and other helpful supplemental materials
• Staff assigns 2 Councilors to lead discussion for each report, but the entire Council reads & is responsible for all reports and decisions
At the meetingCouncilors conduct a lively, content-based discussion for
each review.They really dig into the report and its supporting
materials!Standard meeting procedures (discussion, motion, vote)
with emphasis on discussion and processAll Council discussions confidential
If you have questions, direct them to staff
Decisions
Council review of reportsCouncil may amend finding on any individual
criterionCouncil may amend language in reportCouncil does this in fairly specific circumstances
Possible decisions (1 of 2)
Accredit for :5 years (first time reviews)7 years (re-accreditations)
Accredit for time abovewith interim report in one yearwith interim report in two yearswith interim reports in years one and two
Possible decisions (2 of 2)
Probationary accreditationfor already-accredited institutions onlyfull accreditation for two years, must submit to full self-
study and site visit within two years proving compliance with all criteria
Denial of accreditation
Council may in some cases accredit for less than typical term, but this is relatively rare
How will I know?• Official notice comes in letter within 30 days of Council
meeting• No phone/oral notification available• Letter contains details: If interim reports are required, what
must they show? When does my accreditation period end?• Letter notes any changes adopted by Council that alter the
report from its draft form• Letter comes with final report copy, which incorporates any
changes made by Council
Am I accredited now?Official date of accreditation is the date of the Council’s
decision as contained in official notice letterCEPH procedures and criteria are public and clear. We
are happy to clarify the fact that we ask for three years of data in the self-study, but accreditation is prospective, not retrospective
Any more paperwork?About 6 weeks after the notice letter comes to you, we
ask you to fill out an online evaluation of the accreditation process
We really use the results!
Ongoing monitoring
You’re accredited…what’s next?
Addressing problems identified in your review• Begin with official Council “decision” letter• Identify what remediation is recommended and when it
must be completed (any criteria found “partially met” or “not met”)
• Gather relevant constituents ASAP and make a plan!• Plan to address the concern, also plan to document your
work as you go
Interim reports: what and whenChance to document that you’ve fixed any deficiencies identified in your
reviewDue one or two years from decision
You’ll know what report must show as soon as you receive your accreditation decision!Goes to dean/director in “decision” letterThis original notice will only include season and year of due dateGeneral rule of thumb: spring interim reports due sometime in April-
June, fall interim reports due sometime in July-SeptemberReminder with exact due date 3 months in advanceOutlines clearly what the report is to document If you have any questions about content or structure, ask staff!Submit in hard and e-copy
Approaches to interim reports…Show evidence! Not just theory or explanationTry to be concrete and specificSuccinctKeep the text minimalUse only relevant attachmentsDon’t provide info outside the scope of what is asked forSee CEPH website for FAQ’s for Schools and Programs
Example of text from decision letterThe interim report due in fall 2012 should provide
evidence that the program has:• developed and implemented a plan for program-
coordinated workforce development (Criterion 3.3)
What might be evidence?For 3.3 (workforce development) example:
Tell us about the policy you implemented, published in the faculty handbook, that requires all faculty to participate in 2 WFD activities per year. Enclose copy of handbook excerpt
Tell us about the conference you sponsored for local health dept employees on preparedness. Document the number of attendees. Tell us about the evaluation results. Attach a copy of the publicity
Tell us about the MOU you signed with the state health department to provide SAS training to employees. Attach a copy
What does the Council do with it?If you show compliance with the standard…they’ll be
satisfiedIf not compliant, there are several possible actions
Extend for good cause/require additional reporting
Take adverse action (revocation) if already extended
Remediation of deficiencies by specified time period is required by USDE
Substantive Changes
Substantive change notice (1 of 4)
• Once accredited, obligated to provide prior notice of substantive change
• Written notice must be received by CEPH before change is implemented
• Examples: addition or deletion of area of concentration modification of required curriculum in an area addition or deletion from core change in program org structure or reporting new joint/dual degree
Substantive change notice (2 of 4)
• Notice should be specific, concrete and detailed. Outline significant dates (eg, when degree will be approved by regents, when institution hopes to enroll first students)
• For new degree programs, always must provide: required coursesbrief course descriptionscomplete faculty list, including the faculty who will support
the new concentrationcompetenciesprojected student enrollment
Not substantive change-worthy: modifications to syllabi, change in course titles, minor curricular changes
Obvious problems or questions: staff will contactStaff will place on agenda for next decision-making Council
meetingCouncil will review at next meeting: in many cases, will
approve. Will send letter acknowledging and noting that change will be
reviewed in detail at next scheduled accreditation review
Substantive change notice (3 of 4)
If Council has concerns or questions, will typically submit a letter requesting more information as first step. If concerns are serious, can require an interim report, a consultation visit, focused review or full site visit
You may implement the change after providing notice, but before Council review. Note that creates possibility that Council may identify problems with implemented program
See CEPH website FAQs for Schools and Programs
Substantive change notice (4 of 4)
Not a substantive change, but importantAlways notify CEPH promptly if the dean/program
director or address/phone/e-mail/website changes
Send the info by e-mail directly to John: jconklin@ceph.org
Annual Reports
Prepare for the annual reportDue every December for PHP, Dec-Feb for SPHFirst report due in the NEXT calendar year after accreditationDifferent formats for SPH than for PHPForms available online, electronic submissionMore info available after accreditation, sample reportsStart collecting info in the right format as soon as possible after
you’re accredited—it’ll make the report easier
What happens to the annual report?All reports pre-screened by staff to identify potential
changes that might impact complianceBest approach: Be proactive. If there’s an upcoming
change that might impact compliance, contact staff! Don’t wait for the annual report
Potential problems individually reviewed by Council at winter meeting (usually in February)
What happens if the Council sees a potential problem?Council may require:
additional written informationan interim reporta consultation visitan abbreviated review an early full accreditation review
Example of changes that might affect compliance: large number of vacancies among previously filled faculty positions, severe increase or decline in student numbers, significant change in structure or reporting lines
Letters confirming receipt or notifying of any concerns: to dean/program director by end of March
Thank you! Congratulations on beginning the process of
accreditation! We look forward to working with all of you! Please complete an evaluation!
Questions?
John jconklin@ceph.org Kristen kforce@ceph.orgLaura lking@ceph.orgMaraquita mhollman@ceph.orgMollie mmulvanity@ceph.org
(202) 789-1050www.ceph.org
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