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Overview of California’s Accreditation Process. Year-Out Pre-Visit Webcast Non-NCATE Site Visits Violet Cohort. Agenda. Accreditation Overview Steps in the Site Visit Process Planning Program Assessment, Biennial Reports Common Standards Narrative Interview Schedule

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overview of california s accreditation process

Overview of California’s Accreditation Process

Year-Out Pre-Visit Webcast


Site Visits

Violet Cohort

  • Accreditation Overview
  • Steps in the Site Visit Process
    • Planning
    • Program Assessment, Biennial Reports
  • Common Standards Narrative
  • Interview Schedule
  • Two-Month Pre-Visit
  • Site visit and post site visit
  • Role of the Consultant
accreditation cycle
Accreditation Cycle

Biennial Report

Follow up to

the site visit

Collect and Analyze Data Annually

Site Visit

Biennial Report

Biennial Report

Program Assessment

accreditation system

Examineprogram effectiveness through the lens of program-selected measures of candidate competence and feedback

from completers

and employers

Accreditation System

Biennial Reports

Site Visit

Examines unit operations, effectiveness and

quality through

the lens of

CTC Common


Program Assessment

Examines program alignment

to CTC

Program Standards

roles and responsibilities in an accreditation site visit
Roles and Responsibilities in an Accreditation Site Visit
  • Commission on Teacher Credentialing


        • Committee on Accreditation (COA)
  • Your Institution
focus of accreditation

Education Unit as an entity

Common Standards address institutional infra- structure and capacities


Commission-approved programs offered by institution

Adopted Program Standards: PA reviews to assure that programs are still meeting the standards

Focus of Accreditation
the site visit
The Site Visit
  • The Unit Structure and Common Standards Review
  • Confirmation of Program Assessment Findings on Program Standards
  • Accreditation Recommendation
common standards review
Common Standards Review

What is the Unit?

Where is leadership and oversight for all Commission-approved programs?


Medium Institution


School of Education

School of Health & Human Services


School of Hard Knocks


  • Dean


Ed Spec


No credential programs

  • No credential programs

Rdg Spec




Ed Spec

HR, Credential Analyst, etc.


Large Institution


School of Health & Human Services


School of Education


School of Hard Knocks



No credential programs




Ed Spec



Rdg Spec



  • HR, Credential Analyst, etc.

Small Institution A



  • Institutional Administration

HR, Credential Analyst, etc.





Small Institution B


Small IHE—

  • Education Dept Chair

HR, Credential Analyst, etc.

1-2 Programs



common standards review1
Common Standards Review
  • Information is gathered from all approved programs at the institution and the unit leadership at the institution.
  • Common Standards require monitoring above and beyond what is in the Program Standards
common standards review2
Common Standards Review
  • At an institution that offers only 1 program, there still needs to be the process and infrastructure to implement the requirements of the Common Standards and to monitor that the one program is meeting the requirements.
  • Common Standards 1 and 3 require the program/unit leadership to interact with the larger institution (college, university, school district, or county office of education).
common standards review3
Common Standards Review
  • CS 1: “The institution and education unit create and articulate a research-based vision for educator preparation….” “Unitleadership has the authority and institutional support … to achieve the needs of all programs and represents the interests of each program within the institution.”
  • CS 3: “The institution provides the unitwith the necessary budget…, to prepare candidates effectively. Sufficient resources are consistently allocated for effective operation of each credential or certificate program. “

These are examples where a unit with one program must interact beyond the program with the larger institution.

unit assessment
Unit Assessment

What is assessed?


By Whom?


Who/when analyzes?

How is it used?

unit assessment1
Unit Assessment


Meetings w/ minutes to analyze/discuss results

Surveys—candidate, completer, employer

Performance Measures

Advisory Boards

continuing accreditation visit cycle
Continuing Accreditation Visit Cycle
  • Consultant Assigned
  • Institutional Overview webcast:~1 Year Prior
  • Preconditions Report:~Approximately 6 mo. Prior
  • Monthly check-ins with consultants
  • Create Team Structure: Assign Team Leader, Team Members, and Program Clusters
  • 3-month phone call for logistics planning
  • 2-month pre visit
  • Accreditation Team Visit
  • Committee on Accreditation
team composition
Team Composition

Size and structure of the team is negotiated

between the institution and the Commission

  • Team Lead (1)
  • Common Standards Cluster (1-2)
  • Program Sampling team members (depends)
  • CTC Consultants (1-2)

Total site visit team will range from 4-10

  • Team Approach
    • Logistics
      • CTC pays for transportation to the review, lodging, and most meals for team members and consultants
    • Program Specific Preparation
    • Institution Preparation
  • Checklists

HO: Hotel-Meals planning (1)

  • Lodging
  • Meals
  • Develop and sign a contract with the CTC to get reimbursed for lodging and meal expenses for team members
  • Plan for Transportation during the site visit
    • For team members: hotel to campus and back
3 6 month out phone call
3-6 Month-Out Phone Call

Have all logistics information ready

  • Hotel identified
    • Lodging rate
    • Team room rate
    • Parking fee, if applicable
  • Identify who at institution will sign the contract; 2 weeks to 1 month prior to the site visit
  • Notify State Consultant if you need a phone conversation 6 months prior to visit
presenting evidence to the team
Presenting Evidence to the Team

HO: Site Visit Documentation (2)

Electronic/Web pages:

  • Organize by both Common Standards and approved program standards.
  • Organization should be logical and easy to use—not just an alphabetized list, etc.
  • All documentation should be electronic whenever possible.
preconditions report
Preconditions Report
  • Due six months to 1 year before the visit
  • Report includes
    • Characteristics of the Institution—including matrix of programs, number of candidates, and number of program completers
    • Addresses all Preconditions*—General (state law and Commission policy) and Program Specific

*Includes evidence to support meeting the Preconditions

HO: Preparing Preconditions

Report (3)

preconditions report1
Preconditions Report
  • Matrix of Approved Programs
  • Reviewed by CTC Staff


what programs are reviewed
What Programs are Reviewed?
  • All CTC-approved Educator Preparation Programs
    • Teaching Credentials
    • Services Credentials
    • Certificate Programs
    • Added authorizations
  • Check approved programs page/ask consultant
    • All delivery models
    • All single subject areas
    • Inactive/withdrawn programs
program review
Program Review
  • Each credential program is reviewed by Program Assessment (PA) reviewers and by the Site Visit team
  • CTC needs a FINAL ‘Preliminary Report of Findings’ from PA prior to the site visit
  • Program Standard Options available
      • Adopted California Standards
      • National or Professional Program Standards
      • Experimental Program Standards—onlyif operating an approved Experimental Program
program review1
Program Review

HO: Program Sampling or Full Program Review (4)

  • Program Samplingwill be used to review most programs that have completed Program Assessment
    • Some programs will not have done Program Assessment (transitioning or new programs)
  • If PA determines ‘More Information Needed’ for many standards, a full Program Review will take place
    • What documentation will then be needed?
program review2
Program Review
  • Program Sampling = Review team member(s) looking across groups of approved programs through the lens of
      • Program Design
      • Course of Study (Curriculum & Fieldwork)
      • Assessment of Candidate Competency
    • Program Summary for each Program
      • Complete, updated, accurate
      • Address Program Design, Course of Study, and Assessment of Candidate Competency
      • Indicate delivery models, locations

HO: Program Review (4)

program review transitioning programs
Program ReviewTransitioning Programs

Refer to the Program Standards web page and program consultant for transitioning programs to find out how programs in transition will be reviewed at a site visit.

biennial report br
Biennial Report (BR)

Due to site visit deferral of one year, the site visit team will review the Biennial Report submitted Fall 2012

Any updated assessments or responses to BR feedback should be highlighted in the program summary

BR Part B—provides evidence for Common Standard 2

biennial report part b
Biennial Report - Part B

HO: PSA-12-08 (5)

  • BR Part B requires the unit head to reflect upon the program specific data
  • Evidence for Common Standard 2,
    • Aggregating data at the unit level
    • Report on unit level analysis of data

and decisions based on the analysis

common standards 2008
Common Standards (2008)
  • Educational Leadership
  • Unit and Program Assessment and Evaluation
  • Resources
  • Faculty and Instructional Personnel
  • Admission
  • Advice and Assistance
  • Field Experience and Clinical Practice
  • District-Employed Supervisors
  • Assessment of Candidate Competence
common standards narrative
Common Standards Narrative
  • Document that describes how the Common Standards are met
  • Supporting evidence should be available electronically
  • Hyperlinks are great, but lists of exhibits are also helpful

HO: Program and Common Standard Review (6)

common standards review4
Common Standards Review
  • Information is gathered from all approved programs at the institution and the unit leadership at the institution.
  • Common Standards require monitoring above and beyond what is in the Program Standards
two month out pre visit
Two Month Out Pre-Visit

On-site visit to your institution by:

State Consultant

Team Lead

Purpose: Finalize all logistics including interview schedule. Discuss program needs prior to visit.

After, until site visit: Documents to team to begin reviewing

60 days prior to sv
60 days prior to SV

Post to Website with links to supporting documentation:

  • Common Standards Narrative
  • Program Documents including
    • Preliminary Report of Findings
    • Program Summaries
  • Biennial Reports and CTC Feedback

If website is not being used, assure these items are on a flash drive, delivered to the team members 1 month in advance, if website not being used

HO: Site Visit Documentation (2)

1 week prior team phone call
1 Week Prior - Team Phone Call

The team lead may schedule a telephone conference with team members and the state consultant to discuss all Common Standards and programs.

The team lead will fill out a table with questions/concerns/ items needed to give to the institution (Similar to Mid-Visit Report)

The information will be shared with the institution to provide prior to the visit or when the team arrives.

planning the site visit schedule
Planning the Site Visit Schedule
  • Interview Schedule
      • Graduates
      • Master teachers/Supervisors
      • Employers/Administrators
      • Institution Administration
      • Faculty
      • Advisory groups
  • Off Campus/Satellite visits
  • Credential Programs outside the School/Department of Education
planning for the site visit site visit team composition
Planning for the Site VisitSite Visit Team Composition

Size and structure is negotiated

between the institution and the Commission

  • Team Lead (1)
  • Common Standards Cluster (1-2)
  • Program Sampling team members (depends)
  • CTC Consultants (1-2)

Total site visit team will range from 4-10

planning for the site visit interview schedule
Planning for the Site VisitInterview Schedule
  • Common Standards Cluster
  • Program Sampling Cluster

Program specific issues, if needed

  • Resources

-Accreditation Handbook: Appendix B

-Colleagues with recent SV experience

the site visit1
The Site Visit

Sunday noon through Wednesday noon or Monday noon through Thursday noon

Sunday interviews for constituencies not available on other days, consider orientation to institution/ overview of education programs

Day 2 morning through Day 3 morning/early afternoon interviews (i.e., employers, advisory board, completers, district-employed supervisors)

the site visit2
The Site Visit

Day 3 morning, Mid-Visit Report

Leave campus Day 3 with all data and interviews completed

Plan for Exit Report –discuss with Team Lead & Consultant

interview schedule
Interview Schedule

CTC Common Standards

  • Approved Programs Organized into Clusters
  • Preliminary Teaching Programs
  • Special Education Programs
  • Advanced Teaching Programs
  • Services Programs
  • Focus on Institutional and Unit support for all programs
  • Who can answer or demonstrate how the programs are supported by the larger unit and institution? Resources, Leadership, Quality Faculty/Instructional Personnel, etc.

Talk with your state consultant

focus of the interviews
Focus of the Interviews
  • Common Standards—interview across the education unit focusing on concepts in the Common Standards
  • Programs—interview one stakeholder constituency at a time within the assigned cluster of programs
  • The Schedule
    • Columns: one for each Program Cluster and Common Standard Cluster
    • Rows: time of day, room, constituency
schedule essentials
Schedule Essentials

Program Sampling team members need 1½ hours on the first morning with the Program Coordinators, organized by Program Cluster

1½ hours for lunch each day for the team to eat and have a team meeting

Provide 10-15 minutes between interviews

schedule essentials1
Schedule Essentials

Each team member needs a minimum of 1 hour per day not to be in a scheduled interview

15 minutes at end of Day 1 & 2 with Team Lead for any needs

Mid-Visit Report needs to be on the schedule (Tuesday morning/Day 3)—formal meeting with unit head on progress and what is still needed

schedule samples
Schedule SAMPLES
  • Accreditation Handbook Appendix B
    • Constituent groups and CS Cluster
    • Constituent Groups and PS Cluster
    • Sample of 4-day Schedule
    • Schedule has 1 column per team cluster


team report
Team Report
  • Team makes decisions on all standards—Common and Program
  • Team makes a recommendation on the accreditation status
  • COA hears the report within 1-2 months
  • COA makes an Accreditation Decision
accreditation team report
Accreditation Team Report

Each Common Standard Addressed Separately

Each Credential Program Area Addressed

Program Design

Course of Study (Curriculum/Fieldwork)

Candidate Assessment

accreditation team report1
Accreditation Team Report
  • Team makes DECISIONS about all standards: Common and Program
  • Common and Program Standard Findings
    • Standard Met
    • Standard Met with Concerns
    • Standard Not Met
accreditation team report2
Accreditation Team Report

Team makes an Accreditation Recommendation to the COA on the unit and all of its approved programs

  • Accreditation
  • Accreditation with Stipulations
  • Accreditation with Major Stipulations
  • Accreditation with Probationary Stipulations
  • Denial of Accreditation
presentation to coa
Presentation to COA
  • Consultant - Introduces Report
  • Team Leader - Presents Report
  • Institutional Representative - Responds to Report
  • Committee Discussion
  • Committee on Accreditation Decision
  • Appeals Available on the process
accreditation decision
Accreditation Decision
  • Committee on Accreditation accepts and reviews the team report
  • Committee on Accreditation makes the Accreditation Decision
      • Accreditation
      • Accreditation with Stipulations (Stipulations, Major Stipulations, Probationary Stipulations)
      • Denial of Accreditation
after the site visit
After the Site Visit
  • Accreditation Decision by COA
  • Report due following year addressing any and all
    • Stipulations
    • Concerns
    • Questions
  • Continue in the accreditation cycle, completing the activities of your cohort – See Cohort Maps

HO: Cohort Map (7)

  • Monthly contact
    • video conference
    • Skype
    • phone calls
    • emails
    • ask any question!
  • Webinar software—if you need a presentation to advisory board or others
ctc webcasts
CTC Webcasts


  • Accreditation Overview
  • Common Standard 2Unit and Program Evaluation System
additional information
Additional Information
  • www.ctc.ca.gov (Program Sponsors)
  • Site Visit Web page: http://www.ctc.ca.gov/educator-prep/program-accred-site-visits.html
    • Accreditation Framework
    • Accreditation Handbook http://www.ctc.ca.gov/educator-prep/accred-handbook.html
  • Cheryl Hickey, Administrator of Accreditation
  • Assigned State Consultant