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Electronic Submission 101 for New Applicants

Electronic Submission 101 for New Applicants. 2008 SACS Annual Meeting December 7, 2008. Presenters: Cathy Hakes Director of Accreditation & Certification Activities Juliana Lancaster Director of Institutional Effectiveness. Session Objectives.

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Electronic Submission 101 for New Applicants

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  1. Electronic Submission 101 for New Applicants 2008 SACS Annual Meeting December 7, 2008 Presenters: Cathy Hakes Director of Accreditation & Certification Activities Juliana Lancaster Director of Institutional Effectiveness

  2. Session Objectives • Provide a brief historical perspective of Georgia Gwinnett College and its accreditation status • Offer rationale for the submission of an electronic application • Discuss the resources needed to develop an electronic application • Review our process for designing and building an electronic submission

  3. Session Objectives • Provide an example of an actual timeline for development of an electronic submission • Recognize common pitfalls to the process • Identify reader/user limitations and how to overcome these • Provide for audience comments and questions • Distribute a resource CD with sample documents to aid in developing an application

  4. Georgia Gwinnett College The 35th member of the University System of Georgia Located In Lawrenceville, GA

  5. GGC firsts… • GGC opened its doors to an inaugural junior class of 120 students in fall 2006 • The first freshmen class of 337 was admitted fall 2007 with total enrollment of 787.

  6. Celebrating Our Successes • First graduation was held on June 28, 2008 • Enrollment has grown to 1563 students in 2.5 years and is projected to be 10,000 in the next 3 years.

  7. Mission & Majors • GGC’s mission supports access to baccalaureate degrees that meet the economic development needs of the growing and diverse population of the northeast Atlanta metropolitan region. • GGC offers majors in: Biology Psychology Information Technology Business Administration

  8. GGC’s Accreditation Status • September 2006 – Started writing application • October 1, 2007 – Submission of Initial Application • December 8, 2007 – Candidacy visit authorized (15 mos) • March 31- April 2, 2008 - Candidacy Committee Visit • June 26, 2008 – Awarded Candidate status (21 mos) • December 2008 – Completion of Compliance Certification • March 31- April 2, 2009 – Accreditation Committee Visit • December 2009 (projected) - SACS accreditation decision

  9. Why Use an Electronic Format? • Development of the Application: • Provides accessibility to all those working collaboratively on document development. • Ease in updating and correcting documents. • Maintains version control • Allows for a central repository of referenced documents and materials

  10. More reasons why… • Delivery of the Application: • Eliminates the need for massive hard copy documents. • Manuals, handbooks and catalogs are easily accessible • Significantly decreases mailing costs to SACS and Committee members. • On-line electronic documents allow for 24/7 accessibility by reviewers using multiple ISPs, platforms and/or browsers • Use of CD and/or flash drive permits portability for access at any point in time

  11. Cost Comparison

  12. Binders of Every Size…

  13. Or, more visually

  14. Resources Needed • Technology to support document development • Lead person to coordinate documents • Software to support a shared file program to allow access to multiple users (helpful but not required) • In-house website design and building • Graphic and web development support to design site, post documents, and establish links • Readers to check all links in/to all documents • Technology assistance with creating pdf documents and burning CDs and/or flash drives

  15. The Process: Writing the Application • Start with a basic template that includes the text and standard for each criterion • Develop a narrative that supports the rational for compliance • Use tables where possible to decrease amount of text. • Indicate supporting documents in the narrative and in a table at the end of each narrative • Review, proof and do it again!

  16. The Process: Building the Website • Establish the basic layout and navigation plan • Convert all narratives and internal supporting documents to pdf format • Convert long documents from external sources to pdf format and highlight referenced sections • Create master list (Documentation Directory)of all referenced documentation • Write user guide & tutorial for reviewers

  17. The Process: Linking Documents Electronically • Establish links to governing agency files like: • Lengthy documents, reports, regulations, & procedures that are referenced • Scanned original documents • Faculty manuals, college catalogues, student handbooks, and policy & procedures manuals • Link to specific page in each document being referenced by using pdf • Check and double check links

  18. Remember… • Check to be sure links are all live and go to correct documentation page(s). • Provide a listing on an introductory page to a Documentation Directory with hot links for ease in locating documentation outside of narratives. • Keep the navigation simple.

  19. Our Timeline for Development Writing and Revising the Application Developing the Website

  20. Common Pitfalls To Avoid • Make sure all links go to specific page referenced so reader does not have to scroll for the reference in lengthy documents. • Documents that are not authored by your institution should be made into a pdf to preserve their initial appearance and to ensure ability to locate them at a later date as web addresses get changed.

  21. User Considerations • Provide a user-friendly introduction that may include a tutorial that shows how to navigate through the application and documents. • Include instructions for use including minimum requirements for hardware, software and Internet accessibility. • Provide a link to the free Adobe Acrobat Reader • Provide phone numbers and email addresses for tech support and navigation assistance.

  22. Further Important Details • As up-dates are made to documents, be sure to clearly label revised documents to reflect they are newer versions for readers to review. • If accessing password-protected sites, be sure to provide log on information and passwords for all users.

  23. Discussion & Comments • Participant’s comments about their experiences with electronic documentation • Questions about the process? • Other comments….

  24. Presenter Contact Information Cathy Hakes chakes@ggc.usg.edu 678-407-5875 Juliana Lancaster jlancaster@ggc.usg.edu 678-407-4834 Georgia Gwinnett College www.ggc.usg.edu 1000 University Center Lane Lawrenceville, GA 30043

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