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The Countdown Begins: Preparing for C.O.E. Reaffirmation

The Countdown Begins: Preparing for C.O.E. Reaffirmation. UCAT Professional Development Conference June 11, 2010, BATC, Logan, Utah. Overview. Assemble Your Team Review and Update Written Plans and Procedures Prepare Crates and Exhibits Visiting Team Observations

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The Countdown Begins: Preparing for C.O.E. Reaffirmation

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  1. The Countdown Begins: Preparing for C.O.E. Reaffirmation UCAT Professional Development Conference June 11, 2010, BATC, Logan, Utah

  2. Overview • Assemble Your Team • Review and Update Written Plans and Procedures • Prepare Crates and Exhibits • Visiting Team Observations • Additional Presentation Materials:http://coe-reaffirmation-preparation.wikispaces.com/

  3. Purpose of Accreditation • Provides a voluntary, non-governmental system to establish and maintain educational standards. • To assure that an institution or program has been evaluated and found to meet or exceed stated criteria for educational quality. • To use the results of peer evaluation to improve performance. • Students enrolled in approved programs are eligible for Title IV financial aid. • -From “Preparing & Maintaining COE Accreditation – Pres. Hacking, UCAT Professional Development Conf., April 13, 2009.

  4. The Accreditation Experts UCAT Accreditation Contacts

  5. Assemble Your Team • Steering Committee • Committee for Each Standard • Chair • Members • Ad Hoc Members • All Committee Members Should Read all Standards • Ensures consistency of documentation

  6. Committee Meetings • Involve everyone from the start • Items to Track • C.O.E. Accreditation and Review and Documentation Exhibits • Plan Review • Advisory teams for plans

  7. Review and Update Written Plans & Procedures • Written Plans and Procedures for COE Self-Study Reports PowerPoint • Right size the plan/procedure for your institution • Shift happens – be willing to revise plans • Keep your plans/procedures off the shelf • Make implementing plans a habit, not an event

  8. Review of Plans and Procedures • When were they last reviewed? • Can you document that your plan is in use? • Does your plan reflect what you are currently doing? • How are your plans and procedures shared with faculty, students and staff?

  9. Review of Plans Continued • Written plans should be in place long enough that you can evaluate to see if it is working. • Documentation for written plans should reflect “How you did it” not “This is what we are going to do.” • Ensure that responsibility for implementation or coordination of plans is outlined in individual job descriptions.

  10. Exhibits • Don’t wait to start collecting documentation! • Distribute check sheets to faculty and staff • “The most common recommendations that institutions get are not having documentation that the occupational advisory committees have met and not having the employer verification forms completed every two years.”– Ms. Sue Schooler, Associate Executive Director, Council on Occupational Education.

  11. Exhibits • Well organized exhibits and crates help the visiting team • Address the objectives and criteria • Make everything easy to find

  12. Packing Crates -Excerpt for “The 10 Golden Rules for Packing Crates”, 2009 C.O.E. Annual Conference 1. Label folders according to check sheets • Example:Standard 2 • 2.A.1; 2.A.2 (Admissions) • 2.P.1; 2.P.2 (Programs) • 2.I.1; 2.I.2 (Instruction) 2. Place documentation in each folder. No empty folders. • If criterion does not apply, put that statement in the folder • Don’t refer to exhibits in other folders.

  13. Packing Crates Continued 3. Place only relevant information in the folders. 4. Use highlighting and flags to draw attention to necessary information. This makes finding documentation simple and quick. 5. Where appropriate, include sufficient documentation (in chronological order) to show continuity of activity.

  14. Packing Crates Continued 6. • Place copies of completed surveys, tests, etc., in folders. • Tabulation of results, analysis of data, and how results are used for improvement are also needed. 7. • Place copies of required plans in appropriate folders. • Highlight items required on the check sheets.

  15. Packing Crates Continued 8. Place copies of pages from large documents in the folders. Be sure the team members can identify the source of the document. 9. • Be consistent. “This is our story and we’re sticking to it!” • Documentation should be the same from standard to standard, and should be consistent with the contents of the self study.

  16. Packing Crates Continued 10. Keep your exhibits simple and user friendly!

  17. Visiting Team Observations • Easy to spot people not involved/engaged • Internal conflict is readily noticeable • Visit is not an audit/inspection – processes in accordance with standards need to be evident • Everyone should be able to answer the question, “What was your part in the self-study or reaffirmation process?”

  18. Questions and Discussion

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