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CEPH Accreditation O rientation Workshop

CEPH Accreditation O rientation Workshop. Washington Marriott Hotel August 4-5, 2011. WELCOME!. Two-day agenda. Thursday Opening plenary Site visit session Table discussions Networking reception Friday Breakout sessions on self-study (groups based on criteria sets) Networking lunch

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CEPH Accreditation O rientation Workshop

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  1. CEPH Accreditation Orientation Workshop Washington Marriott Hotel August 4-5, 2011

  2. WELCOME!

  3. Two-day agenda Thursday • Opening plenary • Site visit session • Table discussions • Networking reception Friday • Breakout sessions on self-study (groups based on criteria sets) • Networking lunch • Closing plenary

  4. What am I doing here? • Learn the consultation process • Learn about timelines for scheduling site visits • Learn what is involved in a site visit • Learn the criteria that your institution will be using for the accreditation process • Learn what happens after the site visit • Learn about ongoing monitoring once your institution is accredited

  5. Credentialing in public health Accreditation • Council on Education for Public Health • Public Health Accreditation Board Certification • Certified Health Education Specialist • National Board of Public Health Examiners

  6. An overview of credentialing Credentialing Institutions Individuals Accreditation Certification Licensure Registration • Hospitals • Health Departments • Academic Programs • Health Education Specialists (CHES) • Public Health (CPH) • Nurses • Physicians • Social Workers • Sanitarians/ • Environmental Health Specialists • Dietitians

  7. Characteristics of Accreditation • Accreditation • Published standards • Self-evaluation against the standards • Peer review (on-site) • Accreditation decision • Publication of decision • Ongoing monitoring and reevaluation Accreditation serves a public purpose

  8. CEPH background Established in 1974 jointly by APHA & ASPH Private, non-profit corporation 10-member Board of Directors 6 staff members More than 130 trained site visitors (academic and practitioners combined) Recognized by the US Department of Education Funding: 90% accreditation fees, 10% APHA

  9. CEPH objectives To promote qualityin public health education through a continuing process of self-evaluation by the schools and programs that seek accreditation; To assure the public that institutions offering graduate instruction in public health have been evaluated and judged to meet standards essential for the conduct of such educational programs; and To encourage - through periodic review, consultation, research, publications and other means - improvements in the quality of education for public health. Broad mission of public health defined by CEPH in 1978:“enhancing human health in populations through organized community effort”

  10. CEPH: vital statistics Accredit 48 Schools of Public Health Accredit 83 Public Health Programs Accredit 131 total units 34 schools and programs currently applicants Accredit in 42 states plus DC & PR Accredit in 4 countries outside US (Canada, Mexico, Lebanon, Grenada) Overall number of accredited units has increased by 30% in last 5 years

  11. The Council

  12. CEPH Councilors • 3 represent schools of public health • Appointed by ASPH • 2 represent public health programs • Approved by ASPH and APHA • 3 represent public health practice • Appointed by APHA • 2 represent the general public • Jointly appointed by ASPH and APHA

  13. Donna Petersen Henry Montes Mike Barnes Ed Napieralski Patricia Lowrie Amy Lee Alan Baker John Finnegan Stephen Martin Steve Wyatt

  14. Council responsibilities • Make accreditation decisions • Council relies heavily on site visitors’ evaluations as expressed in site visit team’s written report • Staff/individuals may not make any decision on accreditation—Council, acting in official role, has sole authority

  15. Council activities • 2 decision-making meetings per year: spring and fall • Spring (May/June) and Fall (Sept/Oct) • 1 business meeting/board retreat: winter • 1 Administrative Committee meeting: summer • All Councilors read: • site visit reports • school/program responses to SV reports • interim reports • Primary/secondary reviewer system: lead discussion on each review • Full Council discusses/votes: parliamentary procedure • Lively discussions! Engagement with reports • Work as subcommittees on specific matters (eg, TA paper development)

  16. CEPH Staff

  17. John Conklin, Office Manager • Contact him about • ALL financial matters • Payment of fees, reimbursements, etc. • Who can best address your question!

  18. Laura Rasar King, Executive Director Contact her about Board member appointment process Agency-related or organizational policies or issues Conflicts of interest or confidentiality Performance of staff, site visitors or board Requests for CEPH speakers Anything else that doesn’t fit in another category

  19. Mollie Mulvanity, Deputy Director Contact her about Questions about deadlines, site visit scheduling, process overview, site visit staff assignments General questions about process Specific questions about criteria interpretation Scheduling a consult visit

  20. Maraquita Hollman, Accreditation Specialist Contact her with Inquiries about participation as a site visitor/chair General questions about process Specific questions about criteria interpretation Questions about preliminary reviews

  21. Kristen Force, Accreditation Specialist Contact her with Website feedback or questions General questions about process Specific questions about criteria interpretation Questions about preliminary reviews

  22. CEPH Consultants

  23. Consultants: site visit services Wendy Ringgenberg Alicia Davis Cooper Laura Steutzer

  24. Resources

  25. CEPH resources • Informal consultation • No limit on contacts, but know the limits on staff! • Staff can never make decisions or fully predict Council decisions, can only speak from experience & history • All self-studies available electronically • Staff can suggest some samples to review, based on your parameters • To obtain full copy of individual self-study, request must be made directly to the institution

  26. Financial Matters

  27. Basic rules about money • Payments can be made only by check • No credit card payments • If you have special concerns (eg, invoices, payment schedules) call John Conklin • We know that often you need forms filled out. John handles this. Forward forms to CEPH office c/o John – forms will not be completed on-site. We do not provide social security numbers for staff or team members • Our tax ID number is 52-1017653

  28. Applicant fee • AMOUNT: $2,000 • WHO: Same for schools and programs • WHEN: Invoiced immediately after acceptance as an applicant – must be paid by end of calendar year • Your school or program will be invoiced as an applicant annually (January/February) until it becomes accredited. Thus, you will pay the applicant fee of $2,000 2 to 4 times depending on your timeline

  29. Accreditation review fee • AMOUNT: SPH $3,500 PHP $2,700 • WHEN: Invoices sent before site visit occurs • PAYABLE: Before the accreditation decision is made or before the end of the calendar year, whichever comes first • WHY: Extra tasks associated with coordinating visit including review of preliminary self-study, logistical arrangements, intensive relationship with school/program • Exceptions: • Surcharge for additional visit days • Institutions outside North America

  30. Annual support fees • AMOUNT: SPH $6,093 Collaborative SPH $9,142 PHP $3,047 Collaborative PHP $4,570 • WHEN: Invoiced annually (January/February) the first calendar year after initial accreditation decision

  31. Site visit travel expenses: overview • Site visitors, staff & consultants adhere to CEPH travel policy • Schools and programs are responsible for all site visit expenses • Team members reimbursed for actual expenses (no per diem) • Team members submit expenses to CEPH. CEPH reimburses them. Invoice to SPH/PHP will be processed after individual reimbursements have been made. All backup documentation included • If you have special concerns (eg, need receipts for mileage or tips), you must notify CEPH in writing BEFORE the visit (at least one month)

  32. Site visit travel expenses: details • CEPH bills for actual expenses • Schools of Public Health • Estimated Cost: $3,500 (excluding lodging) • Hotel accommodations: 5 rooms (1 suite for chair, standard for 4 other members) • Public Health Programs • Estimated Cost: $2,200 (excluding lodging) • Hotel accommodations: 3 rooms (1 suite for chair, standard for 2 other members)

  33. Assessment of fees • Administrative Committee meets each summer to review fees • In general, 3% increase annually • CEPH sends notice to all SPH & PHP late summer/early fall to notify of the next year’s fees • Fee schedule always available at www.ceph.org

  34. Accreditation Timeline

  35. Accreditation timeline

  36. Consultation Visits

  37. Timing consultation visits • Mandatory for new applicants before site visit • Re-accreditation reviews: Do I need a visit? • When will the visit be most beneficial? • After specific questions are formulated: ALWAYS • Well before prelim s-s due: help with curriculum, organization, other “setup” issues and general advice to begin writing • 2-3 months before prelim s-s: help with problems that became obvious while drafting the doc, reactions to specific parts of the doc • After prelim s-s: confused about readers’ comments, need help preparing for site visit • CEPH calendar fills well in advance! Schedule 3-6 months in advance by e-mailing potential dates and general sense of topics to be covered to Mollie: mmulvanity@ceph.org

  38. Consultation visits: logistics • Institution pays consultation fee and travel/related expenses • Invoice sent after visit • Institution makes hotel arrangements: convenient to campus, comfortable/business-style, dining & gym available in-house • Ground transportation to/from hotel is needed • Institution should arrange transport from hotel to campus

  39. Staff Consultation Fees • One day per CEPH consultant, with one day minimum (North America): $1,500/day • Outside North America: $2,500/day • Institution responsible for reimbursing all travel and living expenses (again, staff consultants do not process paperwork on-site or provide social security numbers; contact John) • Invoice processed after visit complete and consultant expenses reimbursed • In office consultation: ½ day (~3 to 4 hours): $500

  40. Consultation visits: agenda • Visit is 1 full business day. Working lunch • Agenda is fully at your discretion! • Consultant can make presentation/give accred overview, but... • Day should be a working session: visit is not a show/tell or meet/greet • Time best used by CEPH answering your specific questions • Can meet with as few or as many constituents as necessary • CEPH plus 2-5 key faculty members to “hash out” specific issues • Meet with university president or provost, dean, full faculty, students, community advisors, if appropriate • Each is different: think about what you hope to get out of the visit! • Agenda due to CEPH 1 week before visit • Any materials for pre-review (OPTIONAL) due to CEPH 1 week before visit

  41. Putting the puzzle together

  42. Scheduling your site visit: part 1 • Applicants: note your self-study due date • Site visit will be in semester (spring/fall) AFTER that date • Already accredited: note your expiration date • Site visit will be in semester THAT INCLUDES that date • Examples: • Applicant: prelim self-study date: 6/20/12 • SV: December 2012 • Re-accreditation: prelim self-study date: 6/20/12 • SV: March 2012 • Consult with staff!

  43. Scheduling your site visit: part 2 • CEPH sends letter to dean/prog dir approx 2 years before the semester when your SV should be, asks you to contact Mollie to schedule SV • Applicants who want to “speed up” timeline: this is theoretically possible; consult with staff • Can put SV on calendar before you get your letter: you’ll have first choice of dates! • SV calendar really does fill 2 years in advance: first come, first served with dates • Have proposed dates ready for CEPH to compare with our calendar • Can begin scheduling dialogue by e-mail or phone • Dean/prog dir will receive official “schedule” letter once dates are confirmed: contains interim due dates leading to visit

  44. Two years go by... now what? • Keep track of s-s due date! • 6 weeks before prelim s-s due date: receive 1st official contact from CEPH • CEPH notifies dean/prog dir by e-mail of preliminary reviewers • Not the same as SV team, except for chair and coordinator (ie, primary staff contact)

  45. Preliminary self-study • Make sure it’s received on or before due date • If last-minute problems, don’t panic—call staff contact! • Send 1 hard copy directly to each person listed on the preliminary reviewer sheet • Dean/prog director receives e-mail from CEPH confirming receipt within a day or two • Ensure that public notice/3rd party comment process goes out (discussed in Procedures Manual and reiterated in confirmation e-mail upon receipt)

  46. Preliminary reviews • 3-4 readers, including CEPH staff • Readers are CEPH Councilors • Comments relate to presentation and form, not to substantive problems/compliance problems • Readers’ goals with comments: • Make the final document more USEFUL to the site visit team • Reduce need for clarification/extra information on-site • Allow site visit team to focus their discussions on understanding your academic offerings and operations more deeply, not on gathering information and facts • Comments come to you 2 months before the final version is due • Ignore the comments at your peril…

  47. Three months before the site visit • Within 8 weeks of prelim s-s due date, dean/prog dir will receive “comments letter” • Sent via e-mail • Typically 3-6 detailed pages • Comments will not address substantive issues/tell you where you’re in compliance and not • You have at least 2 months to refine s-s after receiving comments letter

  48. During the three months before the visit... also more activity... • Finalize all “site visit hosting” details • hotel reservations • on-campus meeting sites • transportation • food • Compile on-site resource file • Begin working with CEPH staff on the agenda: send draft or call/e-mail with questions by this time

  49. Also happening three months before the site visit... • Very important info is on its way via e-mail • List of the members of your site visit team! • Sent to dean, program director or other specifically designated contact • Electronic mailing: all documents noted below come as attachments • 1-page handout with all member names & contact info • CVs for all team members • “Tips on hosting a site visit” memo • Logistics Form to be completed by you

  50. What to do with the team list? • Identify conflicts of interest IMMEDIATELY! • CEPH staff pre-screens for conflicts and then asks each member to verify that there is no COI; COIs are extremely rare by the time the list reaches you • If there’s even a question of conflict, contact CEPH staff, and we’ll help you figure out whether a conflict exists or not • Changes to the site visit team may occur in the event of an emergency (relatively rare) • CEPH will provide a qualified replacement and notify you as soon as this occurs

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