Why Accreditation · •Initial Thoughts and Options •Preliminary Visit •Team Site Visit •Share Best Practices as we go along! Special thank you to all those who helped put

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Why Accreditation(especially for DoD Schools)

Accreditation of DoD SchoolsDoD Instruction 1400.25-V410 paragraph 3.l., dated September 25, 2013, states:

“It is DoD policy to: Implement TE&PD activities and programs for civilian employees at the highest possible level of academic quality and cost-effectiveness, consistent with the standards established by external accreditation and certification entities recognized by the U.S. Department of Education when applicable standards exist, or standards established by DoD when external standards do not exist or are inappropriate.”

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Accreditation• A status granted to an educational institution or program that has been found to

meet or exceed stated standards and criteria of educational quality and student achievement

• Uniquely American and overseen by Department of Education and / or Council for Higher Education accreditation (CHEA)

• Conducted by a peer review against the stated standards and criteria

• Applies to institutions or programs, not individuals

• Types of accreditation

− Programmatic or specialized (program within a postsecondary institution

− Institutional (considers educational offerings as well other institutional characteristics such as student services, financial status, administrative structure, facilities, and equipment)

Purpose• Assure the quality of the

institution or program

• Demonstrate to stakeholders and customers (including the taxpayer) the value of the institution or program

• Assist in the continuous improvement of the institution or program

• Put a “stamp of approval” on graduates

• Facilitate an emerging “culture of evidence”

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Accreditation Benefits

Source: U.S. Accreditation and the Future of Quality Assurance by Dr. Peter Ewell

Review of internal controls

Foundation for self-assessment

Opportunity for continuous

improvement

Forum to share ideas and innovation

External

SEAL OF

QUALITY

Why Council on Occupational Education

• National institutional accrediting agency for postsecondary occupational education institutions– Non-degree-granting

– Applied associate degree-granting

• Recognized by the U.S. Secretary of Education as a reliable authority on the quality of education offered by the institutions it has accredited

• Aligned with type of learning and development provided by Federal and DoD Schools

Flexible in adapting standards and criteria for Federal and DoD schools

COE MissionAssuring quality and integrity in career and technical education

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COE Standards

Institutional/Community Characteristics

Std 1 – Institutional Mission

Std 2 – Educational Programs

Std 3 – Program/Institutional Outcomes

Std 4 – Strategic Planning

Std 5 – Learning Resources & Technical Infrastructure

Std 6 – Physical Resources

Std 7 – Financial Resources

Std 8 – Human Resources

Std 9 – Organizational Structure

Std 10 – Student Services and Activities

Evaluates entire institutionLooks at OUR processes and are we following them

Substantive Changes• Application for a planned substantive change must be submitted for

approval no later than 90 working days prior to the change being implemented− Change of a branch to a main campus

− Change of location

− Merger of two or more institutions

− Establishment of a branch campus

− Establishment of an extension campus

• Failure to implement approved substantive changes within 180 days of approval results in revocation of the initial approval

• Must notify commission within five working days after unplanned substantive change occurs− Loss of accreditation or placed on probation by another accrediting

agency

− Loss of good standing with a regulatory or governing body

− Findings of a regulatory/oversight agency which may affect operations and/or institutional stability

− Permanent or temporary closing of the main campus or an additional site

− Substantial disruption of classes caused by any number of means to include natural disasters that may cause degradation in operations or temporary displacement of students to alternative learning sites

− Unplanned change of location

A moratorium will be placed on the acceptance, processing, and approval of ALL substantive changes beginning 6 months prior to the scheduled dates of accreditation team visits through

the date the commission grants initial accreditation or reaffirmation of accreditation.

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Innovation• COE welcomes and encourages perceptive and imaginative experimentation

aimed at increasing effectiveness of the institution

• Such innovative approaches must be consistent with

− Institution’s mission and goals

− COE’s mission, goals, and objectives

• Where innovative or experimental program may be at variance with accreditation criteria, the institution must request Commission concurrence prior to implementation

• Concurrence shall be based on institution’s ability to

− Identify specific criteria that cannot be applied to the innovation

− Propose alternate ways to assess the effectiveness of the innovation in achieving objectives related to the criteria that cannot be applied to the innovation

Keep this in mind if your institution moves to other types of learning delivery

Steps to Seek Accreditation or Reaffirmation

1. Submit a letter of intent to seek candidacy with COE

2. Attend a candidate academy (Mar, Jul, Nov) within 18 months of estimated date of accreditation visit

3. Submit a candidate application

4. Host a candidate team visit; receive report and provide response to findings

5. Gain candidacy approval by the COE commission (Commission meets Feb, Jun, Sep, & Nov)

6. Conduct Self-Study Assessment and prepare report( takes 6 – 12 months)

7. Host a preliminary visit (30 days prior to team visit)

8. Host accreditation team visit and a receive visiting team report

Months

9. Respond to visiting team report

10. Initial accreditation or reaffirmation awarded

by the Commission (at Feb, Jun, Sep, or

Nov meetings)No

substantive changes

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council.org

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Preparing to Host a Federal School Site Visit

Overview

Purpose:

Discuss How to Prepare for and HOST a Federal School Team Visit

• Initial Thoughts and Options

• Preliminary Visit

• Team Site Visit

• Share Best Practices as we go along!

Special thank you to all those who helped put this presentation together!

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Possible Options

Due to the difficulty for some FCOP members to assist on site visits, we have proposed:

• Option to start Day 1 on Monday using Sunday as a travel day

• Possible exhibits review before team arrival!

Introduces team to school before arrival

Saves time! With less interruption

Reduces site visit by one full day

**Discussion between Team Leader and CAO/ALO (This reduces the time away from work for the team members)

Preparing for Site Visit

• Attend a COE Self‐Study Workshop 6 to 18 months before site visit

• Open communications with team leader as soon as possible

– Share:

Concerns

Ideas

Information about school

Questions

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Timeline

NLT # Days Before Site

Visit

Mandatory Timelines & Key Events(Minimum Requirements)

60 Days Final Draft of Self‐Study Completed (98% complete) Sent to Team Leader

45 Days Team Leader ‐ Preliminary Visit

30 Days Travel and Accommodations Confirmed (e.g. Hotel Reservations, transportation, etc.)

20 Days Send Final Self‐Study to COE and Team Leader (who forwards to team members)

Day 1 of Visit

Introductions and quick tour of facilities / team begins work

Day 3 of Visit

Final team work / Time and location for Exit Report should be flexible – may be in morning or afternoon

From: The Preparation for hosting an Accreditation Visiting Team Checklist -2-3-2019 (Council.org)

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Preliminary Visit (45 Days out)

• The purpose of the onsite preliminary visit is to determine if the school is ready for the accreditation site visit

• Early communication with team leader is important!

• The earlier prepared = a smoother preliminary visit = Successful Site Visit

• Preliminary Visit is less than one day – can be just a few hours

• Use the Federal Team Visit Check List and have documents ready!

https://council.org/applications‐and‐forms/

Checklist for Preliminary Visit

• Items that can be sent to the team lead prior to the preliminary visit

• Items that must be seen on‐site

• Actions to be performed by the team leader during the site visit

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Items that can be sent to the team lead before the preliminary visit

• Supply as much material/information as possible to the team leader before preliminary visit

• Send draft self study to team leader at least two weeks before preliminary visit (To give the team leader time to thoroughly review)


Items that must be seen on‐site

• Prepare the following documents for eyes on:

– Last self study

– Spot Check Exhibits – (Team Leader Discretion)

– Conference Attendance Certificate

Self Study Workshop (6 to 18 months)

All of the Annual Reports since last site visit

– Proper Display of COE Accreditation Certificate

– Continual student attendance for minimum of two years

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• FTE Calculations

• Institutional Advisory Minutes

• Proof of Annual Curriculum Reviews

• School (Student, Staff, & Faculty) Handbooks, Brochures, etc.

All must align with identical information

• Permanent Accreditation File

All institutional correspondence with COE

Last Self‐Study – This Self‐Study must not be a copy!

Last accreditation visiting team report

All annual reports since last team visit

All institutional responses, if applicable



• Notice in appropriate newspaper/media regarding (re)affirmation of accreditation

• Strategic Plan

• Grievance Policy

• Spot check records and record storage/backups

– Paper records must be stored in a fireproof container

– Electronic back‐ups are stored off‐site

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Actions to be performed by the Team Leader during the site visit

• Informally tour the facilities, randomly talk with staff and faculty, and confirm accuracy in reporting all locations (Names and Street Addresses) and any changes have COE approval

• Spot check supplies, equipment, physical facilities (Safety, security, etc.)

• Spot check on media services

• Discuss the parameters of the team visit, ensure the workroom and other accommodations are available

• Discuss any deficiencies noted during the preliminary visit

• Provide guidance for a successful team visit



• Confirm that Classes are in session for the dates scheduled for the team visit

– Avoid scheduling when local festivals, holidays, or other events are occurring during that time in the surrounding community that may make housing, transportation, or other event planning for the team difficult

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• Remind school that Self‐Study is to be transmitted to the Commission 20 days before visit

• Confirm Hotel reservations

– Centrally located in a safe, clean area (Typically Marriott or Hilton)

• Confirm Transportation arrangements

– Team Leader can rent a vehicle (if school desires)

– Arrangements made to get team members from airport to hotel and back again. Plans to get team to and from dinner & social function

– Transportation to school and back to hotel each day

– Transportation to airport (or hotel) after Exit Report

– Transportation arranged for travel to branch and extension campuses

• Restaurants and other facilities identified



• Team Workroom:

– MUST be off‐limits during team visit

– Furnished appropriately for number of team members

– Well‐lit with access to a phone and printer

– Computers with Internet access (Chrome or Firefox browsers)

Personal computers and phones – school rules/requirements?

Access to Electronic Exhibits

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• Team Workroom (continued):

– Have IT personnel available to keep the team work moving

– Possible Amenities 

• Room should allow water at a minimum

• Team will most likely eat lunch in the workroom (Possible that they may request someone to bring in sandwiches to allow the team to make the best of their time)

• Refreshments in the team workroom:

Are not required – ~BUT~

Option ‐ Team Leader can purchase water for the team at a local store (s/he will be reimbursed when filing final voucher)

Checklist for Team Visit

Items suggested to have available on‐site for team members:

• School (Facilities) map

• Staff and faculty directory (with pictures if possible)

• List of Classes in session, their room numbers, training topic, instructor names and any other information necessary for classroom observation

• Students will be interviewed ad hoc thus a list of the break times and break areas is helpful

• Optional Name tags prepared for key Faculty and Staff and Team Members

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Typical Site Visit AgendaDate / Time POC / Room

00 Month 2020 – COE Team Travel Day (Sunday or Monday)

16:00 COE Team meeting COE team only / Hotel

17:00 Optional Evening welcome and social (Typically team is still forming and tired) PLACE TBD

01 Month 2020

07:30 Arrival / coffee, orientation/Optional Breakfast Social TBD (Team Workroom)

08:00 Welcome & Opening remarks and School Introductions

(Recommend Name tags for key personnel if possible)

CAO, ALO, or Representative

08:15 COE Team Introductions and Review of Expectations Team Leader & Members

08:30 Quick Tour of School Facilities (Tour will end at COE Workroom) CAO, ALO, or Representative

09:00 Team will begin their review and continue work until complete Team / Workroom

02 Month 2020

07:30 Team continues work Team / Workroom

03 Month 2020

07:30 Team continues work until complete Team / Workroom

TBD Exit Report Team Leader / TBD by CAO

Note: Every School is Unique! The actual visit agenda and how the team approaches the task is a mutual agreement between the team leader and the CAO/ALO

Other notes

Group interviews

• Student interviews may be done as a class or in a small group

Students are more comfortable in a group vice individual

Saves TIME! With less interruption

Gives a better overall look at the student population

• No substantive changes 6 months prior to the scheduled dates of the team visit

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Exit Report

Be ready & flexible for the Exit Report

• Decided on by Team Leader and Chief Administrative Officer (CAO)

• CAO determines who will attend

• CAO determines where the Exit Report will be given

• At conclusion of report – team members will exit the school (transportation) –no discussion regarding Exit Report permitted

• Best Practices – Pre‐brief the CAO to preclude any “surprises” in front of his/her team(s)

NOTE: The Exit Report is only preliminary findings and can change prior to receiving the official report from COE

Keys for Success

• Use the Team Leader and COE staff members as your resources

• The Team Leader is there to help you and to ensure your institution is ready for the team visit

• Finalize all plans with the Team Leader during the preliminary visit

• Prepare the Students, Staff & Faculty on what to expect (e.g. Read Self‐Study and know who COE is)

• Ensure the Host (POC) during site visit is available at all times

• Ensure the other key personnel (e.g. Standard Leads) are readily available during site visit at all times

• COMMUNICATION IS KEY…

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Virtual Summer

July 14-17, 2020

Dr. Darline Glaus [email protected]

Agenda Revisions

Review Revisions to COE Policies and Rules

Revisions to Handbooks

Federal Standards/Criteria Discuss Standards/Criteria Concerns

Fiscal Year Reaffirmation Visits

COE Distance Education Rules

Discuss and Practice with COE Discourse

Open Discussion on Federal Concerns

Best Practices & Lessons Learned 2

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COE 2020 Meeting Schedule COE Winter Commission Meeting

Commission Executive Meeting February 22nd ‐23rd

COE Commission Meeting February 22nd ‐23rd

Commission Executive Committee Meeting June 4th ‐5th

COE Summer Conference July 15th‐17th

COE Committee Meetings Aug 13th – 15th

Council Committee on Nominations

Committee on Accreditation Standards & Conditions Commission Committee on Policies & Rules

COE Fall Commission Meeting Sept 19th – 20th

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‘New’ COE Policies and Rules of the Commission

Changes to ‘Team Visit’ Costs (Estimates)

To help Federal schools estimate the cost of a ‘Team Visit’, the commission asks that Federal schools apply the following;

Travel and meals ‐ $2,000 per team member; and

Lodging ‐ $800 per team member (3 nights)

Reason for change:

Over the years, COE has found that Federal schools/centers may have paid for the lodging in advance, however, for upcoming visits they’ve decided not to do so (asking the visiting team member to pay, then get reimbursed). Oftentimes, most or none of this information is readily available when COE are working to give a school an estimation up to a year before a visit.

COE’s intent is to provide FED/DOD community with the same flat rate estimation that they give other peer groups who need this info in advance of their visits.

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Revisions to Handbook of Accreditation

Section II. Development of COE Accreditation

Changed/Add core values (pg. 3)

Section III. Affiliation with COE

Revise introductory phrase (pg. 7)

Award of Candidate Status ‐ Revise first paragraph (pg. 8)

Award of Candidate Status ‐ Change specific to Federal (page 8) added verbiage to and change to all

Award of Candidate Status – Add verbiage (pg.9)

Accreditation/1. Eligibility Requirements revised wording and added verbiage (pg.10)

Annual reporting revised wording (pg. 13)

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Section IV. The Accreditation Process

Commission Action/1. Possible Commission Decisions revised verbiage (Pg. 17)

Violation statuses – add verbiage for clarity (Pg. 20)

Appealable Actions – revised verbiage for clarity (Pg. 21)

Section V. Obligations of Affiliation

Accreditation Liaison Officer ‐ Add verbiage for clarity (Pg. 23)

Requested Report or Documentation – Add verbiage for clarity (Pg. 23)

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Maintenance of Accreditation File – revise and add verbiage for clarity (Pg. 24)

Voluntary Withdrawal of Status – Revised requirements (Pg. 26)

Fees (Deposits) – revised verbiage and Change –announcement of fees for focused review (Pg. 28 & 29)

Substantive and Other Changes, (1) Planned and Unplanned Substantive Changes – added for clarity & reduced response to submit change from 120 days to 90 days (Pg. 32 & 34)

Non‐Main Campus Sites – added verbiage and requirements (Pg. 36)

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SECTION VI. Accreditation Standards, Objectives, and Criteria

Standard One: Institutional Mission – Revised criteria 2 & 4 (Pg. 46)

Standard Two: Educational Programs – Revised criteria 1‐3 (Pg. 48)

Moved criteria 14 from Admissions to Instruction (Pg. 48)

Combined criteria 3 and 7 (Pg. 48)

Reduction in repetitious requirements

Deleted criterion 33 (content of records maintained by the institution is addressed in Standard 10, criteria 14 ‐ 17) AND (Criterion 17 covered by Standard 10, criteria 9‐13) (Pg. 49)

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Standard Two: Instruction – Revised criteria for clarity (Pg. 49 (Criteria 4, 6, 9, & 11). Added criteria to distance education for monitoring

Standard Four: Strategic Planning – Added criteria for clarity (Pg. 52)

Standard Five: Learning Resources – Revised for clarity (Pg. 54) and moved criteria for operation and maintenance (Multiple criteria)

Standard Seven: Deleted criteria on financial plan (Pg. 56)

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Standard Eight: Revised for clarity (Pg. 58 & 59)

Standard Ten: Deleted criteria (Pg. 61)

SECTION VII. Definitions ‐ Revisions in several definitions

Tabled Issues – None for Federal Standards

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COE Discourse and Federal Concerns

What do you need me to take to the COE commissioners meetings?

Criteria causing headaches

Criteria you would like to see added

Rules or Policy changes that you would like to see?

Questions?

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Thank you

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Documents

Why Accreditation · •Initial Thoughts and Options •Preliminary Visit •Team Site Visit •Share Best Practices as we go along! Special thank you to all those who helped put