Washington Marriott HotelAugust 4-5, 2011

After the site visit...BREATHE DEEPLY & NORMALLY

After the site visit...Within 8 weeks, receive DRAFT reportWhy “draft?”

We make mistakes. Factual errors can be correctedCouncil may change anything in the report: findings and

textIt’s not final until after the Council meeting

I’ve received the draft report...• Response deadline will give you at least 30 days to review the

report and submit your response. Much longer in most cases, depends on timing of visit

• 2 types of optional responses1. correct factual errors

• these are: typos, juxtaposition of #s, misquotes from self-study• these are not: differences in interpretation, different conclusions drawn from

material available at time of site visit

2. respond to the substance of the report

• If submitting both types, responses should be separated from one another

Your response…

Preparing/submitting responsesAll responses must be submitted in hard copy (with signature)

and e-copy (via e-mail) by the deadlineSee CEPH website FAQ’s for Schools and Programs Report comes with a cover letter that lists the response

deadline

What happens to the FACTUAL responses?CEPH staff review these, line-by-lineWhere staff agree a factual error exists, will mark “ok” on your

response hard copy and will make corresponding change in report

Where staff do not believe that your error was a factual error, will mark this on your response hard copy

Response hard copy, with staff notes, is appended to report

What happens to the SUBSTANTIVE responses?

Staff review these for referenceEntire text of response is appended to report for

review by all Councilors at decision-making meeting

When can I see which factual changes were made?

2 weeks after the response deadline that was indicated in your report’s cover letter

Dean or program director receives a copy identical to what the Council members will receive: full report, corrected, plus full text of your responses

More pre-meeting communicationUniversity CEO (president, chancellor etc.) receives the full,

corrected report only. Dean or director is free to forward your responses, but CEPH does not do this for you

Cover letter with CEO copy offers CEO the opportunity to comment on the report and a deadline. Such a response is optional and somewhat rare. (Opportunity for CEO comment is req’d by USDE regulations & mostly formal)

The Council meeting…

CEPH prepares for Council meeting• Staff prepare mailings with reports & responses, which go to

full Council 4 weeks before meeting (along with other materials Council will use to prepare for meeting)

• Staff prepares Council meeting room with all self-studies and other helpful supplemental materials

• Staff assigns 2 Councilors to lead discussion for each report, but the entire Council reads & is responsible for all reports and decisions

At the meetingCouncilors conduct a lively, content-based discussion for

each review.They really dig into the report and its supporting

materials!Standard meeting procedures (discussion, motion, vote)

with emphasis on discussion and processAll Council discussions confidential

If you have questions, direct them to staff

Decisions

Council review of reportsCouncil may amend finding on any individual

criterionCouncil may amend language in reportCouncil does this in fairly specific circumstances

Possible decisions (1 of 2)

Accredit for :5 years (first time reviews)7 years (re-accreditations)

Accredit for time abovewith interim report in one yearwith interim report in two yearswith interim reports in years one and two

Possible decisions (2 of 2)

Probationary accreditationfor already-accredited institutions onlyfull accreditation for two years, must submit to full self-

study and site visit within two years proving compliance with all criteria

Denial of accreditation

Council may in some cases accredit for less than typical term, but this is relatively rare

How will I know?• Official notice comes in letter within 30 days of Council

meeting• No phone/oral notification available• Letter contains details: If interim reports are required, what

must they show? When does my accreditation period end?• Letter notes any changes adopted by Council that alter the

report from its draft form• Letter comes with final report copy, which incorporates any

changes made by Council

Am I accredited now?Official date of accreditation is the date of the Council’s

decision as contained in official notice letterCEPH procedures and criteria are public and clear. We

are happy to clarify the fact that we ask for three years of data in the self-study, but accreditation is prospective, not retrospective

Any more paperwork?About 6 weeks after the notice letter comes to you, we

ask you to fill out an online evaluation of the accreditation process

We really use the results!

Ongoing monitoring

You’re accredited…what’s next?

Addressing problems identified in your review• Begin with official Council “decision” letter• Identify what remediation is recommended and when it

must be completed (any criteria found “partially met” or “not met”)

• Gather relevant constituents ASAP and make a plan!• Plan to address the concern, also plan to document your

work as you go

Interim reports: what and whenChance to document that you’ve fixed any deficiencies identified in your

reviewDue one or two years from decision

You’ll know what report must show as soon as you receive your accreditation decision!Goes to dean/director in “decision” letterThis original notice will only include season and year of due dateGeneral rule of thumb: spring interim reports due sometime in April-

June, fall interim reports due sometime in July-SeptemberReminder with exact due date 3 months in advanceOutlines clearly what the report is to document If you have any questions about content or structure, ask staff!Submit in hard and e-copy

Approaches to interim reports…Show evidence! Not just theory or explanationTry to be concrete and specificSuccinctKeep the text minimalUse only relevant attachmentsDon’t provide info outside the scope of what is asked forSee CEPH website for FAQ’s for Schools and Programs

Example of text from decision letterThe interim report due in fall 2012 should provide

evidence that the program has:• developed and implemented a plan for program-

coordinated workforce development (Criterion 3.3)

What might be evidence?For 3.3 (workforce development) example:

Tell us about the policy you implemented, published in the faculty handbook, that requires all faculty to participate in 2 WFD activities per year. Enclose copy of handbook excerpt

Tell us about the conference you sponsored for local health dept employees on preparedness. Document the number of attendees. Tell us about the evaluation results. Attach a copy of the publicity

Tell us about the MOU you signed with the state health department to provide SAS training to employees. Attach a copy

What does the Council do with it?If you show compliance with the standard…they’ll be

satisfiedIf not compliant, there are several possible actions

Extend for good cause/require additional reporting

Take adverse action (revocation) if already extended

Remediation of deficiencies by specified time period is required by USDE

Substantive Changes

Substantive change notice (1 of 4)

• Once accredited, obligated to provide prior notice of substantive change

• Written notice must be received by CEPH before change is implemented

• Examples: addition or deletion of area of concentration modification of required curriculum in an area addition or deletion from core change in program org structure or reporting new joint/dual degree

Substantive change notice (2 of 4)

• Notice should be specific, concrete and detailed. Outline significant dates (eg, when degree will be approved by regents, when institution hopes to enroll first students)

• For new degree programs, always must provide: required coursesbrief course descriptionscomplete faculty list, including the faculty who will support

the new concentrationcompetenciesprojected student enrollment

Not substantive change-worthy: modifications to syllabi, change in course titles, minor curricular changes

Obvious problems or questions: staff will contactStaff will place on agenda for next decision-making Council

meetingCouncil will review at next meeting: in many cases, will

approve. Will send letter acknowledging and noting that change will be

reviewed in detail at next scheduled accreditation review

Substantive change notice (3 of 4)

If Council has concerns or questions, will typically submit a letter requesting more information as first step. If concerns are serious, can require an interim report, a consultation visit, focused review or full site visit

You may implement the change after providing notice, but before Council review. Note that creates possibility that Council may identify problems with implemented program

See CEPH website FAQs for Schools and Programs

Substantive change notice (4 of 4)

Not a substantive change, but importantAlways notify CEPH promptly if the dean/program

director or address/phone/e-mail/website changes

Send the info by e-mail directly to John: jconklin@ceph.org

Annual Reports

Prepare for the annual reportDue every December for PHP, Dec-Feb for SPHFirst report due in the NEXT calendar year after accreditationDifferent formats for SPH than for PHPForms available online, electronic submissionMore info available after accreditation, sample reportsStart collecting info in the right format as soon as possible after

you’re accredited—it’ll make the report easier

What happens to the annual report?All reports pre-screened by staff to identify potential

changes that might impact complianceBest approach: Be proactive. If there’s an upcoming

change that might impact compliance, contact staff! Don’t wait for the annual report

Potential problems individually reviewed by Council at winter meeting (usually in February)

What happens if the Council sees a potential problem?Council may require:

additional written informationan interim reporta consultation visitan abbreviated review an early full accreditation review

Example of changes that might affect compliance: large number of vacancies among previously filled faculty positions, severe increase or decline in student numbers, significant change in structure or reporting lines

Letters confirming receipt or notifying of any concerns: to dean/program director by end of March

Thank you! Congratulations on beginning the process of

accreditation! We look forward to working with all of you! Please complete an evaluation!

Questions?

John jconklin@ceph.org Kristen kforce@ceph.orgLaura lking@ceph.orgMaraquita mhollman@ceph.orgMollie mmulvanity@ceph.org

(202) 789-1050www.ceph.org