Washington Marriott HotelAugust 4-5, 2011

Two-day agendaThursday Opening plenary Site visit session Table discussions Networking reception

Friday Breakout sessions on self-study (groups based on criteria sets) Networking lunch Closing plenary

What am I doing here?Learn the consultation processLearn about timelines for scheduling site visitsLearn what is involved in a site visitLearn the criteria that your institution will be using for

the accreditation processLearn what happens after the site visitLearn about ongoing monitoring once your institution is

accredited

Credentialing in public healthAccreditationCouncil on Education for Public HealthPublic Health Accreditation Board

CertificationCertified Health Education SpecialistNational Board of Public Health Examiners

An overview of credentialing

Institutions

Individuals

Accreditation

Certification

Licensure

Registration

•Hospitals•Health Departments•Academic Programs

•Health Education Specialists (CHES)•Public Health (CPH)

•Sanitarians/Environmental Health Specialists•Dietitians

•Nurses•Physicians•Social Workers

Characteristics of AccreditationAccreditation

Published standardsSelf-evaluation against the standardsPeer review (on-site)Accreditation decisionPublication of decisionOngoing monitoring and reevaluation

Accreditation serves a public purpose

CEPH backgroundEstablished in 1974 jointly by APHA & ASPHPrivate, non-profit corporation10-member Board of Directors6 staff membersMore than 130 trained site visitors (academic and

practitioners combined)Recognized by the US Department of EducationFunding: 90% accreditation fees, 10% APHA

CEPH objectivesTo promote quality in 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”

CEPH: vital statisticsAccredit 48 Schools of

Public HealthAccredit 83 Public

Health ProgramsAccredit 131 total units34 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

The Council

CEPH Councilors3 represent schools of public health

Appointed by ASPH2 represent public health programs

Approved by ASPH and APHA3 represent public health practice

Appointed by APHA2 represent the general public

Jointly appointed by ASPH and APHA

John

FinneganStephen

Martin

Steve

Wyatt

Patricia

Lowrie

Amy

LeeAlan

Baker

Donna Petersen Henry Montes Mike Barnes Ed Napieralski

Council responsibilitiesMake 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

Council activities2 decision-making meetings per year: spring and fall

Spring (May/June) and Fall (Sept/Oct) 1 business meeting/board retreat: winter1 Administrative Committee meeting: summerAll 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 procedureLively discussions! Engagement with reportsWork as subcommittees on specific matters (eg, TA paper

development)

CEPH Staff

John Conklin, Office ManagerContact him about• ALL financial matters

• Payment of fees, reimbursements, etc.

• Who can best address your question!

Laura Rasar King, Executive DirectorContact her aboutBoard member appointment processAgency-related or organizational

policies or issuesConflicts of interest or confidentialityPerformance of staff, site visitors or

boardRequests for CEPH speakersAnything else that doesn’t fit in

another category

Mollie Mulvanity, Deputy DirectorContact her aboutQuestions about deadlines, site visit

scheduling, process overview, site visit staff assignments

General questions about process Specific questions about criteria

interpretationScheduling a consult visit

Maraquita Hollman, Accreditation Specialist

Contact her with Inquiries about participation as a

site visitor/chairGeneral questions about process Specific questions about criteria

interpretationQuestions about preliminary

reviews

Kristen Force, Accreditation Specialist

Contact her withWebsite feedback or questionsGeneral questions about process Specific questions about criteria

interpretationQuestions about preliminary

reviews

CEPH Consultants

Consultants: site visit services

Alicia Davis Cooper Laura SteutzerWendy Ringgenberg

Resources

CEPH resourcesInformal consultationNo 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 electronicallyStaff can suggest some samples to review, based on your

parametersTo obtain full copy of individual self-study, request must be made

directly to the institution

Financial Matters

Basic rules about moneyPayments can be made only by checkNo credit card paymentsIf 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

Applicant feeAMOUNT: $2,000WHO: Same for schools and programsWHEN: Invoiced immediately after acceptance as an

applicant – must be paid by end of calendar yearYour 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

Accreditation review feeAMOUNT: SPH $3,500

PHP $2,700WHEN: Invoices sent before site visit occursPAYABLE: Before the accreditation decision is made or before

the end of the calendar year, whichever comes firstWHY: Extra tasks associated with coordinating visit including

review of preliminary self-study, logistical arrangements, intensive relationship with school/program

Exceptions: Surcharge for additional visit daysInstitutions outside North America

Annual support fees AMOUNT: SPH $6,093 Collaborative SPH $9,142 PHP $3,047 Collaborative PHP $4,570WHEN: Invoiced annually (January/February) the first

calendar year after initial accreditation decision

Site visit travel expenses: overviewSite visitors, staff & consultants adhere to CEPH travel policySchools and programs are responsible for all site visit

expensesTeam 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)

Site visit travel expenses: detailsCEPH bills for actual expensesSchools 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)

Assessment of feesAdministrative Committee meets each summer to review

feesIn general, 3% increase annuallyCEPH sends notice to all SPH & PHP late summer/early

fall to notify of the next year’s feesFee schedule always available at www.ceph.org

Accreditation Timeline

Accreditation timeline

Consultation Visits

Timing consultation visitsMandatory for new applicants before site visitRe-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 docAfter prelim s-s: confused about readers’ comments, need help preparing

for site visitCEPH 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

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

Staff Consultation FeesOne day per CEPH consultant, with one day minimum (North

America): $1,500/dayOutside North America: $2,500/dayInstitution 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

Consultation visits: agendaVisit is 1 full business day. Working lunchAgenda 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/greetTime 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 issuesMeet with university president or provost, dean, full faculty, students,

community advisors, if appropriateEach is different: think about what you hope to get out of the visit!

Agenda due to CEPH 1 week before visitAny materials for pre-review (OPTIONAL) due to CEPH 1 week

before visit

Putting the puzzle together

Scheduling your site visit: part 1Applicants: note your self-study due date

Site visit will be in semester (spring/fall) AFTER that date

Already accredited: note your expiration dateSite visit will be in semester THAT INCLUDES that date

Examples:Applicant: prelim self-study date: 6/20/12

SV: December 2012Re-accreditation: prelim self-study date: 6/20/12

SV: March 2012

Consult with staff!

Scheduling your site visit: part 2CEPH sends letter to dean/prog dir approx 2 years before the semester

when your SV should be, asks you to contact Mollie to schedule SVApplicants who want to “speed up” timeline: this is theoretically

possible; consult with staffCan 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 datesHave proposed dates ready for CEPH to compare with our calendarCan begin scheduling dialogue by e-mail or phoneDean/prog dir will receive official “schedule” letter once dates are

confirmed: contains interim due dates leading to visit

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 CEPHCEPH notifies dean/prog dir by e-mail of preliminary

reviewersNot the same as SV team, except for chair and coordinator

(ie, primary staff contact)

Preliminary self-studyMake sure it’s received on or before due dateIf last-minute problems, don’t panic—call staff contact!Send 1 hard copy directly to each person listed on the

preliminary reviewer sheetDean/prog director receives e-mail from CEPH confirming

receipt within a day or twoEnsure that public notice/3rd party comment process goes out

(discussed in Procedures Manual and reiterated in confirmation e-mail upon receipt)

Preliminary reviews3-4 readers, including CEPH staffReaders are CEPH CouncilorsComments relate to presentation and form, not to substantive

problems/compliance problemsReaders’ goals with comments:

Make the final document more USEFUL to the site visit teamReduce need for clarification/extra information on-siteAllow 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 dueIgnore the comments at your peril…

Three months before the site visitWithin 8 weeks of prelim s-s due date, dean/prog dir will

receive “comments letter”Sent via e-mailTypically 3-6 detailed pagesComments will not address substantive issues/tell you where

you’re in compliance and notYou have at least 2 months to refine s-s after receiving

comments letter

During the three months before the visit... also more activity...Finalize all “site visit hosting” details

hotel reservationson-campus meeting sitestransportationfood

Compile on-site resource fileBegin working with CEPH staff on the agenda:

send draft or call/e-mail with questions by this time

Also happening three months before the site visit...Very important info is on its way via e-mailList of the members of your site visit team! Sent to dean, program director or other specifically

designated contactElectronic mailing: all documents noted below come as

attachments1-page handout with all member names & contact infoCVs for all team members“Tips on hosting a site visit” memoLogistics Form to be completed by you

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

One month before the visit: YOUR BIG MAILING to the team and CEPHGoes to each person named on the team list

Depending on various factors, there will be 3-6 people on the listFinal self-study

Hard copy AND e-copy (CD or USB)ALWAYS send two copies to CEPH: one for the staff member (who

will appear as a name on your team list), one for the permanent fileCompleted Logistics Form

One month before the visit: YOUR BIG MAILING to the team and CEPH Agenda Graduate bulletin/catalog

If only available electronically, include on CD/USBList of all materials in resource file (can be updated prior to visit

if there are late additions) and distributed on site

Also one month prior to the visit: official notice of visitOne month before visit, CEPH sends formal notice of

visit to campus CEO (president, chancellor, etc.)Brief form letterIf CEO doesn’t already know we’re coming, may want to

make sure he/she hears it from you first!

Sample submission: notice datesPreliminary Reviewer Letter: 4/25/12Preliminary Self-Study: 6/20/12Comments Letter: 8/15/12Site Visit Team ID Letter: 8/15/12Agenda & SV Logistical Planning: Month of Sept. 2012Final Self-Study: 10/17/12Alert Letter to Campus CEO: 10/17/12Site Visit: November 19-20, 2012

Thanks for being here!See staff with questions at any point!