site visitor training policies procedures february 5, 2016 seata --crowne plaza ravina atlanta, ga

Site Visitor Training

Policies & ProceduresFebruary 5, 2016

SEATA --Crowne Plaza RavinaAtlanta, GA

TRANSFORMING THE PROFESSION THROUGH QUALITY EDUCATION

Agenda

• Welcome/Introductions• Understanding CAATE• Roles and Responsibilities • Policies • Site Visit Process• Quality Assurance • Review Team Process• Substantive Change – Level

of Degree• Closing Remarks


Introductions

• Welcome

• Introductions• Site Visit Committee• Commissioners• CAATE Staff

Executive Committee

Mark Laursen, MS, ATCPast President Boston University

Mark Merrick, PhD, ATC, FNATAPresidentThe Ohio State University

Jack WeakleySecretary/TreasurerPublic Member

LesLee Taylor, PhD, ATCPresident-ElectTexas Tech University Health Sciences Center

Ray Castle, PhD, ATCLouisiana State University

Chad Starkey, PhD, ATC, FNATAOhio University

Athletic Training Members

Eric Sauers, PhD, ATC, FNATAA.T. Still University

Valerie Herzog, PhD, ATCWeber State University

Physician & Administrator Members

LaMont Cavanagh, MDAt Large Physician RepresentativeUniversity of Oklahoma School of Medicine

Amy Valasek, MDAmerican Academy of Pediatrics Representative ElectFaculty, Nationwide Children’s Hospital Sports Medicine Fellowship

Jon Schultz, MDAmerican Academy of Family Physicians RepresentativeFaculty, UMKC Primary Care Sports Medicine Fellowship


CAATE Office

Ashley Ahearn, MS, ATCManager, Stakeholder Services

Micki Cuppett, EdD, ATCExecutive Director

Julie Cavallario, PhD, ATCAccreditation Associate & Communications Coordinator

Pamela Hansen, PhD, ATCDirector of Accreditation


About the CAATE

CAATE MISSIONDefining, measuring, and continually improving AT Education

CAATE VISIONImproving health by assuring and recognizing excellence in AT education


About the CAATE

CAATE VALUES• Partnership• Accountability • Transparency • Integrity • Excellence • Leadership


CAATE Commission

CAATE Executive Director & Staff

Site Visit Committee

(Robin Ploeger)

Site Visitors

Review Committee

(Barbara Long)

Annual ReportCommittee(Rob Sipes)

StandardsCommittee

(Sara Brown)

Ethics & Prof. Standards

Committee(Mike Hudson)


Understanding the SV Process - Overview

• Site Visitor Training• Conflict of Interest Forms (via Survey Monkey)• Program submit materials via eAccreditation• SV Teams assigned for each institution (site visit committee)• Institution notified and accepts/reject team• Site visitors notified of assignment• Site visit conducted• Report submitted via eAccreditation• Review Committee process• Program rejoinder if non-compliant standards• Rejoinder Returned & reviewed by Review Committee• Report to Commission for Accreditation Action


Site Visit Numbers (estimates)

* All numbers beginning with 2015-2016 subject to change until documents submitted.

2014-2015

2015-2016

2016-2017

2017-2018

2018-2019

Continuing Accreditation

Professional (Bac & Post Bac) 22 34 34 56 82

Post-Professional Degree -- 4 6 4 --

Residency -- -- -- 2 --

Substantive Change – Level of Degree

Professional 6 6 (9) -- -- --

Post-Professional Degree -- 1 -- --

Initial Accreditation

Professional (Bac & Post Bac) 4 7 -- -- --

Post-Professional Degree -- -- -- -- --

Residency 3 1 3 -- --

Total Number of Visits 35 62 43 62 82


Agenda




Roles & Responsibilities

Site Visit Team • Site Visit Chair• Site Visit Member• Site Visit Reader



Site Visit Chair• Communicate with the institution

• Questions pertaining to self-study and documentation submitted• Requests for additional information• Setting the agenda

• Thoroughly review self-study materials in eAccreditation• Complete the Pre-Site Visit Module

• Communicate with site visit team member/reader on all matters pertaining to the site visit

• Set timelines and action plan for review of self-study materials



Site Visit Chair• Communicate with the CAATE office on questions regarding

self-study and site visit process.• Work with team members to coordinate plans for interviews

• Discuss interview questions as they relate to standards• Who is taking lead on interview sessions

• Work with team members to write Site Visit Report (SVR)• All team members must approve the report before it is submitted via

eAccreditation



Site Visit Chair• Submit the completed SVR within one (1) week of the site visit• Evaluate fellow site visit team member and reader.• Work with Review Team to finalize Site Visit Report

• Communicate via emails or phone calls• Consult team members on questions from Review Team as all team

members are responsible for the report• Ensure that all members of site visit team adhere to CAATE

policies/procedures



Site Visit Team Member• Assist in establishing timelines and plan for evaluation of self-

study materials• Thoroughly review self-study materials in eAccreditation

• Complete the Pre-Site Visit Module• Travel with site visit chair to on-site visit• Assist the site visit chair in reviewing on-site materials and

conducting interviews • Assist the site visit chair and reader in writing the SVR



Site Visit Team Member• Evaluate fellow site visit team members (chair and reader)• Communicate with the Review Team when appropriate.



Site Visit Reader• Assist team members in establishing timelines and action plan

for review of the self-study materials• Thoroughly review self-study materials in eAccreditation

– Complete the Pre-Site Visit Module• Be available the dates of the site visit in case the team chair or

member cannot travel due to an unforeseen emergency• Be available during site visit for questions from the chair or

team member



Site Visit Reader• Assist the SV team in writing the SVR

• The SV Reader is ONLY reading the report and confirming those things they have read within the self-study, in addition to generalized copyediting. The reader cannot validate the findings of the team beyond the aforementioned.

• Evaluate fellow SV team members (chair and member)


Honorarium

Each member of the site visit team will receive an honorarium.• Comprehensive review

• Site visit chair – $500• Site visit member – $350• Site visit reader – $200

• Substantive Change – Level of Degree• Site visit chair – $300• Site visit member – $200• Site visit reader – $200


Honorarium

• Prior to receiving the honorarium, the CAATE office must receive the following documents from each member of the site visit team:• Site Visit Report (submitted via eAccreditation by the SV chair)• Expense report with receipts• Peer evaluation of fellow team members


Agenda




ConfidentialityIn order to maintain confidentiality, SVers, subcommittees, volunteers and staff will not disclose the following documents and/or information:

• Applications for Accreditation• Self-study reports• Site Visit Reports• All Progress and Annual Reports• All correspondence between CAATE and the program which relates to

the accreditation process.• BOC documents• NATA Education Council Documents• NATA Documents


Confidentiality

• The CAATE will not make public any of these documents without the permission of the institution, unless an institution misrepresents the information either through public statements or release of selected sections of documents.

• Sign a Confidentiality Statement during training • indicating they will hold all information regarding institutional reports

confidential.• Any breech in confidentiality may result in dismissal as a SVer


Travel

Travel Arrangements• CAATE will cover all associated site visit expenses

– Programs are charged a set fee to cover expenses

• Egencia – travel agency used by CAATE– Egencia.com– Will be issued log-on information– For travel problems, see phone numbers on contact list or SV

Handbook

https://www.egencia.com/auth/v1/login


Travel

CAATE Debit Card (Global Cash Card)• Will be issued a card• Use for all site visit related expenses


Travel

Airfare• Book all airfare through Egencia

• Will be billed directly to CAATE through central billing

• If a flight is out of policy, a small red flag will pop up next to the flight. • SV will write a small explanation about why that flight was chosen

instead of one in policy (i.e. flight times needed, location of airport). The request will be sent to staff for approval.


Travel

Scheduling Flights• Should have a tentative schedule of Site Visit prior to making

flight reservations

• No return departures should be made that requires a SVer to leave the Institution before the conclusion of the Exit Conference.


Travel

Hotel Reservations• Ask program director for recommendations regarding hotels• Site visitors will make their own hotel reservations • Hotel reservations can be made through Egencia, another

agency, or the hotel directly.• Can use the CAATE cash card or personal credit card to reserve the

room • If reservations are made in Egencia, the hotel will be reserved with the

CAATE central billing credit card


Travel

Payment for Hotel• Must use CAATE cash card to pay for hotel, if not already

billed through CAATE• Must get receipt when checking out of hotel to turn in with

the expense form (even if already billed through CAATE)– Each site visitor will need his/her own receipt


Travel

Meals• SVers allowed a daily meal allowance of $75

• If traveling to an area that has a significantly higher cost for meals (www.gsa.gov/), contact the CAATE office about extending the amount

• Meals can be paid for with the CAATE cash card• CAATE will not reimburse for alcoholic beverages

http://www.gsa.gov/

http://www.gsa.gov/


Travel

Meals• SVers will pay for their own lunch, not the institution

– Discuss options with Program Director to make arrangements for lunch (i.e. order in if there is a restaurant that is fast and close or if the institution has a cafeteria or food court)


Travel

Rental Cars• Consult with program director to determine if a rental car will

be necessary (i.e. long drive from airport to institution)• Reservations can be made through Egencia or other agency

• Use personal credit card to pick up the car• Charges can be put on CAATE cash card when returning the car

• Accept the Liability Damage Waiver (LDW) insurance coverage offered by rental car company • Unless you have a credit card or status with the company to cover the

car in the event of an accident


Reimbursement

Receipts• All receipts and Travel Expense Form (Handbook Appendix A)

must be submitted electronically within two weeks after the site visit– Receipts for all expenses incurred including those on the CAATE cash

card will be required in order for the site visitor to receive his/her honorarium

– Receipts can be scanned and sent electronically


Travel Expense Form


Dress Code

Essential for all SVers to look professional when arriving at the site and throughout the visit

• Each SVer is an individual, however, there are certain required behaviors and dress criteria.

• SVer’s appearance and hygiene should be consistent with the professional image of the SVer.


Dress Code

Expected dress code• Travel to the site visit location (on flight and drive to

institution) – Business Casual (khakis, slacks, golf shirts, sweaters) …at

minimum. • No Jeans

• All site visit related meetings with program individuals– Business Attire (suits, dresses, pant suits)

• CAATE nametag must be worn during all aspects of the on-site visit


Dress Code

Appearance• Hair – neat and out of the way

– Facial hair must be kept neatly trimmed• Make-up, perfume, cologne, and jewelry – use discretion• No visible body piercings beyond those in the ears

• Additional body piercings must be removed during the site visit (that includes clear plastic spacers)

• Visible tattoos are prohibited • Must be covered during a site visit via tape, clothing or make-up


Cell Phone/Tablet Use

• Cell phones / tablets should not be used for personal use while conducting CAATE business on a site visit (e.g. interviews, meals with program personnel, time on campus when institution personnel may see you, etc.)– Tablets can be used to access eAccreditation and take notes


Professionalism Expectations• Professional behavior at all times during the on-site visit• Is competent, considerate, empathetic, courteous,

cooperative, and committed• Is approachable and respectful when communicating with all

program personnel• Focus and attention must be directed towards the mission of

the site visit

Professionalism is often judged by communication skills (verbal, non-verbal and listening), appearance, competence, and demeanor.


Agenda




Site Visit Process

Purpose of Site Visit• Validate the self-study report • Validate compliance with the appropriate CAATE Standards• To aid CAATE in reaching an accreditation decision that

• is defined• is consistent• is free of personal biases• is free of conflicts of interest• is free of non-sanctioned interpretations• upholds respect for institutional autonomy


Site Visit Process

Overview• The scope of the on-site visit process is to assess and validate

the information provided within the self-study:• understanding of the curriculum• the program objectives and philosophies• outcomes• course objectives• operational procedures• student selection criteria• student evaluation protocols• processes for monitoring progress in the development of student

knowledge and skills• success of program graduates


Site Visit Process

Overview • Expectations of Site Visitors

• Conduct the evaluation in a manner that is free and absent of personal biases and opinions

• Conduct the visit with respect for the sponsoring institution’s autonomy, self-governance and self-management within the scope of the appropriate Standards

• SVers do not make accreditation recommendations• SVers should not provide specifics on how the institution may

rectify non-compliances


Conflict of Interest

• Conflict of Interest survey sent to SVers in May listing all institutions hosting a SV for that year

• Disclose any circumstances where a conflict of interest may occur.

• Questions about demographics and availability for visits


Conflict of Interest

Justifications for conflicts of interest include, but are not limited to: – The institution is in the same state as the SVer– Has worked or interviewed at the institution– Was a SVer at the institution for most recent site visit– Attended the institution– Has served as a consultant to the institution– Worked closely with the Program Director previously (i.e. previous

position, graduate school)


Site Visit Process

Site Visitor Notification• Site Visit Committee makes SV team assignments • Programs notified of SV team; can reject SVers• An email will be sent to the SV team members indicating their

role and identifying the institution with all program contact information

• Each site visitor must accept his/her assignment in eAccreditation

• Within one week of receiving the SV assignment, the SV chair must make contact with team members and the program


Site Visit Process

Review of Self Study• Each team member is responsible for reviewing the materials

in eAcccreditation independently prior to the on-site visit– Complete the Pre-Site Visit Module in eAccreditation

• All standards and supporting materials should be discussed among all team members a minimum of one month prior to the visit


Site Visit Process

Review of Self Study• When reviewing the standards, attempt to determine a

preliminary degree of compliance/non-compliance with the Standards

• Compliant, Non-Compliant, Needs Discussion, Need More Information, Follow-up on Site Visit, Reopen

• If needed, the SV chair should contact the program to request any additional materials or to clarify areas of question

• Reopen specific standards via eAccreditation


Site Visit Process

Site Visit Agenda • All professional program site visits will use the 3 day agenda

(Appendix D) – Post-Professional and Residency may have a shorter visit

• Established by the Program Director SV Chair in consultation with team members

• Expectations• Site visitors are expected to remain throughout the entire visit• The reader should be available for consultation during the visit or

travel in case of an emergency


Site Visit Process

Site Visit Agenda• Will include sessions with representatives from:

• Institution’s administration • Faculty• Program officials• Clinical personnel• Students

• Review student records; visit labs and clinical sites• A conference room or office, with internet access, should be

available for the SV team to use throughout the entire visit


Site Visit Process

Initial Meeting• Should be a small group and includes the Program Director,

Clinical Coordinator, Chair, and Dean• Introduce team and share an overview of the process for the

next three days• Reinforce the process as a fair and unbiased assessment of the

program• Alleviate any fears about the process• Preliminary Conference Script is available in the Site Visitor

Handbook (Appendix E)


Site Visit Process

On-Site Visit• Use the Site Visit Checklist and Site Visitor Interviewee and

Standard Correlations (Appendix B and C)• Standards are the minimum requirements that a program

must meet • Triangulate the information from the self-study, interviews with

various personnel, and what is viewed during the on-site visit• Only report the findings! • Avoid imposing personal judgments or opinions and focus on the facts

• Meet with the program director daily to keep him/her apprised of concerns, areas of non-compliance, etc.


Site Visit Process

Exit Conference • A time for the program to receive validations of the data gathered

• Most program officials are not surprised at the findings • If program officials are surprised or become defensive, reiterate that they

will have an opportunity to respond to the concerns through the rejoinder• Review the findings with the Program Director prior to the exit

conference; a forewarning of potential concerns and/or non-compliances

• The sponsoring institution determines who may attend the exit conference


Site Visit Process

Exit Conference • Exit Conference Script is available in the Site Visitor Handbook

(Appendix E)• Express thanks for help received• Description of programmatic strengths• List non-compliance(s) with rationale from the Standards• Recommendations that may strengthen the program


Site Visit Process

Writing the Site Visit Report (SVR)• A confidential report completed jointly by members of the SV

team• Only the chair has access to write within eAccreditation

• Ensure there are no typos and grammatical errors• If there are issues within a program that cannot be directly

related to a Standard, write those comments in the “Notes” section of the site visit report


Site Visit Process

Hints for Completing the SVR• Formal/proper names for people, places, or institutions can

be used when specifically identifying non-compliances but not when referring to an individual’s comments during an interview

• Check every Standard!• Unsure if it should be cited?

– Cite it as Non-Compliance and provide a thorough description of the situation for the Review Team to consider


Site Visit Process

Site Visit Report (SVR)• Introduction – Brief History of the Program• Strengths – Positive Aspects of the Program• Standards – Report areas of non-compliance with a rationale• Recommendations – Suggestions that might strengthen the

program• Individuals interviewed – List name, credentials, and role in

program


Site Visit Process

Overview of the Program

• Introduction/Brief history should include:• where the program is housed within the university/college structure• when the program received initial accreditation• any additional background that may be relevant to understanding the

mission and goals of the program

• Strengths – a numerical list of statements that reflect the positive aspects of the program


Site Visit ProcessExample of Brief HistoryStarkey State University (SSU) is one of the oldest institutions of higher education in the country and is the oldest in the state. The institution emphasizes undergraduate liberal arts and professional education. Starkey State University has an enrollment of approximately 1800 full-time undergraduate students. Small in size and student numbers, SSU is described as quaint with a family-like atmosphere. The college has undergone multiple renovations to update its facilities and is currently building a new dormitory. Starkey State University prides itself in offering quality education and is committed to maintaining a low instructor to student ratio. The Athletic Training Program has a rich history and long-standing tradition within the Department of Kinesiology. The Department also houses programs in Recreation, Health Education, and Physical Education. The program boasts outstanding educators as their founding fathers, with the inception of the program in 1972. Initial accreditation was granted in 2000 by CAAHEP. Continuing accreditation by CAAHEP occurred in 2005 and again by CAATE in 2010.


Site Visit Process

Example of Strengths1. The support of the university administration and their

knowledge of the program are to be commended.2. The variety of clinical experiences available in the Lake’s area is

an asset to the program and students.3. The availability, openness and “family” feeling of the faculty is

heralded by the students.4. Involvement of the alumni and quality of the preceptors provide

the students with educational and mentoring opportunities.5. The motivation of the students is admired by the clinicians and

viewed as optimistic for the future of the program.


Site Visit Process

Standards• If the institution has NOT provided evidence or documentation

for compliance, it is a non-compliance• Each Standard stands alone• Remember:

• Programs must meet the Standard; they don’t have to be “excellent”• Poor athletic training practice does not constitute non-compliance• Remember that if it is a “plan” or “will happen”, it has NOT been

implemented; therefore it is a Non-Compliance


Site Visit Process

Writing the Rationale• Make certain that the rationale/ evidence for the NC is complete,

appropriate, and consistent based on the content of the Standard!• No PERSONAL OPINIONS!• Must be thorough enough for the institution to understand exactly what the

CAATE is requiring • Be general when necessary “Interview with students ...” as opposed to

“Mary Smith said…” • Provide specific and detailed rationales that include course numbers,

identify affiliate site, ATC name, etc. (i.e. state the facts, not the emotion).

• Do not refer to another Standard and do not use same rationale for multiple Standards.


Site Visit Process

Example of writing a Rationale • “Several course syllabi did not include course objectives.”

– (This statement is not a complete rationale since neither the program nor the Review Team will know to which course syllabi the Site Visit Report is referring.)

• Programs should not be required to submit all their course syllabi if only some were non-compliant. Thus, the more complete rationale would be …– “The following course syllabi did not include course objectives: ATP

100, ATP 102, ATP 204, ATP 301, ATP 450.”


Site Visit ProcessRecommendations• Are not designed to replace compliance with the Standards• Must demonstrate compliance with a Standard first;

recommendations should only serve to strengthen the academic program

• Recommendations that could be construed as non-compliances should be stated that “although compliant, …” or some other similar language to indicate they are truly compliant with the Standard but there is a recommendation for improvement

• Must be listed numerically and reflect the Standards and not personal opinions or biases


Site Visit Process

Recommendations• Items pertaining to the Standards:

• For areas that are already compliant, these recommendations would strengthen the program in a particular area (example: they have two physicians, but have access to several others that would really strengthen the students’ education).

• Inconsistencies between programs at the institution: • These recommendations would assist with bringing more consistency

between programs at the institution (for example: other programs are listed on the Provost’s website but the AT program is not).

• The Program’s identified weaknesses: • The program identified these areas as weaknesses in their self-study.

The SVers, however, felt they were compliant.


Site Visit Process

Individuals Interviewed• List the individuals interviewed during the on-site visit. • List the highest administrator interviewed first (i.e.

President, Dean), following order of hierarchy• Include the first name, last name, credentials (i.e. PhD,

EdD, MS, ATC), and position (e.g. Head Athletic Trainer at Ghost College) in relation to the program

• Joe Smith, Ph.D., ATC• Document will be uploaded into eAccreditation


Site Visit Process

Submitting the SVR• Submitted by SV chair via eAccreditation no later than one (1)

week following the site visit• Must be approved by all site visitors• DO NOT discard any materials until after you have been

notified of the final SVR being sent to the program


Agenda




Quality Assurance

• Purpose:– Improve the SV process and increase the quality of its site visits. An

integral part of our quality assurance process is obtaining valid feedback from all individuals (peer, program, and review team) involved in the site visit process.

• Cumulative data will be collected and sent to all site visitors– Will allow the site visitor to see his/her status compared to other site

visitors• Appendix F – Questions on evaluation surveys


Quality Assurance

Peer Evaluation• Completed by site visitors on the site visit team member(s).• Evaluation includes professionalism, knowledge of Standards, and

preparedness for visit (i.e. fair and objective, maintained confidentiality, unbiased, and appropriately dressed).

Program Director Evaluation• Completed by the Program Director on the site visit team members.• Evaluation includes professionalism, knowledge of Standards, and

preparedness for visit (i.e. fair and objective, maintained confidentiality, unbiased, and appropriately dressed).


Quality Assurance

Site Visitor Summary of All Evaluations: • Completed and sent to the Site Visit Committee for reviewEvaluation and Feedback Process• After all evaluation surveys are received by the CAATE office,

site visitor data is compiled and sent to the Site Visit Committee chair

• After all data has been reviewed by the Site Visit Committee:• Feedback sent to individual site visitors• Summary data of all site visits sent to the site visitors


Quality Assurance

Site Visitor Dismissal Policy• Although the CAATE site visitor is receiving an honorarium, it

is considered a volunteer position. Dismissal of a site visitor may take place if:• A site visitor is unprofessional, has poor evaluations, demonstrates

inappropriate behavior, or fails to adhere to established policies and procedures.

• The CAATE Site Visit Committee reserves the right to recommend dismissal of a site visitor to the CAATE Executive Committee for any reason. • In this event, the site visitor will be notified in writing.


Quality Assurance

• The Site Visit committee will continue to analyze all data and re-evaluate the Quality Assurance process.

• Updates will be made as appropriate.


Quality Assurance

Summary Peer AdminMean 4.81 Mean 4.80 Mean 4.89

Standard Dev 0.224 Standard Dev 0.237 Standard Dev 0.166Minimum 3.750 Minimum 3.750 Minimum 4.375

Maximum 5.000 Maximum 5.000 Maximum 5.000


Agenda




Review Team Process

Reviewing Site Visit Reports• The SVR is submitted via eAccreditation to the CAATE office

and checked for typos, grammatical errors and proper format prior to being sent to a Review Team.

• The CAATE office provides access to the SVR to a pre-assigned Review Team in eAccreditation.

• All members of the primary review team examine the report and make an initial assessment of the report’s findings.


Review Team Process

Reviewing Site Visit Reports• When necessary, the report is forwarded to a secondary

Review Team to comment on the findings of the primary Review Team.

• The report is then finalized by the primary review team. • Report sent to Review Committee Chair• The finalized report is then submitted via eAccreditation to

the CAATE office. The Review Teams complete their review and submit the report to the CAATE office within 6-8 weeks from its receipt.


Review Team Process

Reviewing Site Visit ReportsThe Review Team will assure that each SVR is complete. 1. Review the first page to ensure all information (e.g. the

institution name and administrators, dates of the site visit, SVers’ names, type of program, and title of major) is correct.

2. Review and edit for clarity, appropriately cited non-compliances, grammatical and typographical errors, well-written program history, strengths, and recommendations. Both the strengths and recommendations should be placed in numerical order.


Review Team Process

Reviewing Site Visit Reports3. The review team will assure the list of names is formatted

appropriately as indicated above.4. The Review Team will analyze each Standard to determine its

level of compliance. If a Standard is deemed “non-compliant,” the Review Team will assure there is adequate evidence and sufficient description to provide the program with a detailed understanding of why the Standard did not meet the benchmark for compliance.


Review Team Process

Reviewing Site Visit Reports4. Determining compliance cont.

• If the preliminary SVR is changed from that submitted by the SV team, the Review Team will add or delete the narratives and change the compliant/non-compliant nomenclature as needed. The SVR must contain thorough information regarding the non-compliance.

• If the report is incomplete (or if there are any concerns or discrepancies in the report), a Review Team member will discuss the concerns with the SV chair (or SV team member if the SV chair cannot be reached within a reasonable timeframe i.e. 1-2 days).


Review Team Process

Reviewing Site Visit Reports5. Review Team members will contact the SV chair during the

review of each report. • Additionally, the SVers may get contacted whenever information

regarding non-compliances or recommendations are unclear.

• Clarifications in the SVR can be done by phone, e-mail or eAccreditation.

• A message may be left in advance to allow the SVer to prepare for the call (i.e. have the SVR ready for the call).


Review Team ProcessReviewing Site Visit Reports5. Review Team members will contact the SV chair cont.

• At times, the Review Team member or CAATE liaison may have a conversation with the SVer to explain a Standard or change a compliance/NC. Occasionally a conversation may get awkward if the Review Team member is attempting to clarify the rationale of a compliance/non-compliance.

• Remember, these conversations are not a personal affront and should always be professional. Also remember that while the SV team was the CAATE’s representative on-site, the report comes from the CAATE, and the final determination of the appropriateness of a citation is determined by the CAATE. Thus, the final decisions may ultimately conflict with the Svers’ analysis.


Review Team Process

Reviewing Site Visit Reports5. Review Team members will contact the SV chair cont.

• It is the job of Review Team members to converse with the SVers, analyze the Svers’ written explanation and then compare that information with the Standard to determine a program’s level of compliance.

• Reports requiring greater detail/information or poorly written in multiple areas can be returned to the SVer for correction. In this case, the Review Team will contact the CAATE office and the CAATE office will return the reports to the SVer for correction.


Review Team Process

Once the primary and secondary Review Teams come to consensus on the report, it is sent to the Review Committee Chair who returns it to the CAATE office via eAccreditation. The CAATE office will then send the final report to the program and SVers via eAccreditation.

A similar process is used for the Rejoinders and Progress Reports; reports are passed through two Review Teams before the reports are returned to the CAATE office.

• SVers are not contacted during review of the Rejoinders or Progress Reports.


Agenda




PURPOSE

• The Substantive Change – Level of Degree Process is designed for Programs that are mid accreditation cycle and wish to ‐voluntarily change the level of the degree without completing an entire self-study. (Professional & Post-Professional Degree)


ELIGIBILITY

• This process is available annually to programs that are mid-accreditation cycle and are in good standing (i.e., not on probation).

• Coinciding Substantive Change – Level of Degree Process and Comprehensive Program Review (April 23, 2014 Release)– Early comprehensive review – no more than 2 years– Delay comprehensive review – will not be granted– All requests subject to available Commission resources


Things to Consider

• Professional Programs– Substantive change = BOC Pass rate % comes with you– Initial = BOC pass rate % starts over

• Once change approved admit only students who follow the new course of study

• Application does not extend accreditation• Application does not guarantee change accepted


Standards & Timelines

• Information submitted in eAccreditation– Professional Programs: 24/109 Standards– Post-Professional Degree: 18/83 Standards

Intent Due Mini Self-Study DueFebruary 1 April 1

June 1 August 1October 1 December 1

Substantive change with Comprehensive Review

May 1

Same deadline as Self-Study

July 1

Intent• Program

submits Notification of Intent

Fee• Program

pays $3000 Fee

Mini SS• Program

completes & submits Mini SS

Site Visit• Reviewers

assigned• Document

review• Report to RCReview

• RC inserts language for non-compliance

• Report to program

Rejoinder• Program

responds to non-compliances

Review• RC reviews

rejoinder

CAATE• Degree

Change Decision

OVERVIEW


Professional Programs (24/109)Standards Sections Standards Numbers

Sponsorship 1, 2Outcomes 4, 5, 6Personnel 15, 17, 26, 30, 34,

Program Delivery 42, 43, 45, 53, 55, 56, Health & Safety noneFinancial Resources 81, 82Facilities & Instructional Resources

none

Operational Policies & Fair Practices

88, 90

Program Description & Requirements

91, 93, 94, 97

Student Records none


Post-Professional Programs (18/83)Standards Sections Standards Numbers

Sponsorship 1, 3Outcomes 8, 9, 12, 13, 14

Personnel none

Program Delivery 41, 42, 51, 55, 56Financial Resources 60Facilities & Instructional Resources 61

Operational Policies & Fair Practices 70

Program Description & Requirements 72, 74, 75,

Student Records none


Review Process

• Chair should contact PD and introduce – just like typical site visit

• Only reviewing the specific standards that are part of the Substantive Change document

• Professional Programs: 20/109 • Post-Professional Degree: 18/83


Review Process

• Document Review– Request Additional Information

• Only material related to Selected Standards – may not request information for Standards not included in the Substantive Change Document


Review Process

• Recommendation for a Site Visit– Work with Site Visit Committee Chair & CAATE office

• Rationale must be provided related to Substantive Change– Level of Degree Document

• On-Site Visit– Not an automatic occurrence– If needed, focused visit on area(s) of concern


Agenda



Questions