Decisions and Monitoring

1. Decisions and Monitoring Washington Marriott Hotel August 4-5, 2011

2. After the site visit... • BREATHE DEEPLY & NORMALLY

3. After the site visit... • Within 8 weeks, receive DRAFT report • Why “draft?” • We make mistakes. Factual errors can be corrected • Council may change anything in the report: findings and text • It’s not final until after the Council meeting

4. 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 responses • 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 • respond to the substance of the report • If submitting both types, responses should be separated from one another

5. Your response…

6. Preparing/submitting responses • All responses must be submitted in hard copy (with signature) and e-copy (via e-mail) by the deadline • See CEPH website FAQ’s for Schools and Programs • Report comes with a cover letter that lists the response deadline

7. What happens to the FACTUAL responses? • CEPH staff review these, line-by-line • Where 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

8. What happens to the SUBSTANTIVE responses? • Staff review these for reference • Entire text of response is appended to report for review by all Councilors at decision-making meeting

9. 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

10. More pre-meeting communication • University 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)

11. The Council meeting…

12. 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

13. At the meeting • Councilors 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 process • All Council discussions confidential • If you have questions, direct them to staff

14. Decisions

15. Council review of reports • Council may amend finding on any individual criterion • Council may amend language in report • Council does this in fairly specific circumstances

16. Possible decisions (1 of 2) • Accredit for : • 5 years (first time reviews) • 7 years (re-accreditations) • Accredit for time above • with interim report in one year • with interim report in two years • with interim reports in years one and two

17. Possible decisions (2 of 2) • Probationary accreditation • for already-accredited institutions only • full 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

18. 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

19. Am I accredited now? • Official date of accreditation is the date of the Council’s decision as contained in official notice letter • CEPH 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

20. 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!

21. You’re accredited…what’s next? Ongoing monitoring

22. 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

23. Interim reports: what and when • Chance to document that you’ve fixed any deficiencies identified in your review • Due 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” letter • This original notice will only include season and year of due date • General rule of thumb: spring interim reports due sometime in April-June, fall interim reports due sometime in July-September • Reminder with exact due date 3 months in advance • Outlines clearly what the report is to document • If you have any questions about content or structure, ask staff! • Submit in hard and e-copy

24. Approaches to interim reports… • Show evidence! Not just theory or explanation • Try to be concrete and specific • Succinct • Keep the text minimal • Use only relevant attachments • Don’t provide info outside the scope of what is asked for • See CEPH website for FAQ’s for Schools and Programs

25. Example of text from decision letter • The 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)

26. 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

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

28. Substantive Changes

29. 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

30. 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 courses • brief course descriptions • complete faculty list, including the faculty who will support the new concentration • competencies • projected student enrollment

31. Substantive change notice (3 of 4) • Not substantive change-worthy: modifications to syllabi, change in course titles, minor curricular changes • Obvious problems or questions: staff will contact • Staff will place on agenda for next decision-making Council meeting • Council 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

32. Substantive change notice (4 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

33. Not a substantive change, but important • Always 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

34. Annual Reports

35. Prepare for the annual report • Due every December for PHP, Dec-Feb for SPH • First report due in the NEXT calendar year after accreditation • Different formats for SPH than for PHP • Forms available online, electronic submission • More info available after accreditation, sample reports • Start collecting info in the right format as soon as possible after you’re accredited—it’ll make the report easier

36. What happens to the annual report? • All reports pre-screened by staff to identify potential changes that might impact compliance • Best 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)

37. What happens if the Council sees a potential problem? • Council may require: • additional written information • an interim report • a consultation visit • an 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

38. Thank you! • Congratulations on beginning the process of accreditation! • We look forward to working with all of you! • Please complete an evaluation!

39. Questions? John jconklin@ceph.org Kristen kforce@ceph.org Laura lking@ceph.org Maraquita mhollman@ceph.org Mollie mmulvanity@ceph.org (202) 789-1050 www.ceph.org