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Both Sides Now: A Site Visitor Prepares for Program Reaccredita9on Gail B. Kempster, Ph.D.
Rush University CAPSCD 2015
Disclosure
• G. Kempster has no relevant financial or non-‐financial rela9onships to disclose with respect to this presenta9on. – My service to CAA is voluntary.
– I am reimbursed for all expenses related to site visits.
– This presenta9on is not sponsored by CAA.
Learning Objec9ves
ATer aUending this session, the par9cipant will be able to…. 1. Access important resource material helpful in planning for accredita9on.
2. Outline a workable 9meline for comple9ng all tasks associated with a site visit.
3. Prepare those individuals involved with the program and materials needed for the site visit.
My Background
• Program Director in SLP and CDS Associate Chair at Rush University
• Site visitor for CAA since 1999 • Visited over 30 programs
• Rush SLP/AuD programs site visited in Fall 2013 – That experience mo9vated this presenta9on
Site Visitor Training
• CAA site visitor training aUempts to calibrate all site visitors with respect to the Standards – How to approach each standard to gather evidence to verify compliance
• Site visitors have access only to a program’s applica9on for reaccredita9on and related documents for a par9cular reaccredita9on cycle.
Some Subtle Truths
• Site visit teams don’t stay together; are reconfigured for each visit; have to quickly adjust to each other
• Each team will have a par9cular, unpredictable dynamic
• What occurs at a visit to one program may not reflect how events unfold at your program
• Verifica9on of some standards may require judgment on the part of the team
Example
6.2 The program has adequate physical facili8es (classrooms, offices, clinical space, research laboratories) that are accessible, appropriate, safe, and sufficient to achieve the program's mission and goals. – The program must demonstrate that its facili9es are adequate and reflect contemporary standards of ready and reasonable access and use. This includes accommoda9ons for the needs of persons with disabili9es consistent with the mandates of the Americans with Disabili9es Act of 1990 and the Rehabilita9on Act of 1973.
Program Planning for Site Visit
• Know the Standards! The Standards are your friends!
• Know the CFCC Standards – and the difference between those and CAA Standards – CAA: program required to meet
– CFCC: graduate required to meet
• These standards converge somewhat if the program states it prepares students for the CCC.
Program Planning for Site Visit
• A site visit is a snapshot in 9me
• Use the reaccredita9on process as an opportunity for honest reevalua9on and program improvement
Roles and Responsibili9es
Site Visitors
• Verify informa9on in applica9on
• Observe and document evidence to demonstrate compliance with the standards
Program
• Demonstrate you do what you say you do
• Expect to provide evidence to support every element of every standard.
General Tips
Site Visitors Should
• Know the CAA standards well
• Gather evidence to support each aspect of each standard and its implementa9on language
Program Should
• Learn the CAA standards well
• Supply evidence to support each aspect of each standard and its implementa9on language
Think Like a Site Visitor
• 3.6B Clinical educa8on obtained in external placements is governed by agreements between the program and the external facility and is monitored by program faculty. The program must have:
1 wriUen agreements with all ac9ve external facili9es
2policies regarding the iden9fica9on and ongoing evalua9on of external facili9es, 3 procedures for selec9ng and placing students in external clinical sites, and 4 evidence that clinical educa9on in external facili9es is monitored by the program to ensure that educa9onal objec9ves are met.
Crea9ng a Plan
• Begin planning before or immediately aTer submihng your applica9on for reaccredita9on – A year ahead is not too long!
• Go through each standard and make a master to do list
• Then, set up a 9meline for your to do list
• Recruit a partner and help (a GA?) • Keep faculty and administrators informed
Make a master to do list and 9meline
What might this look like?
Preparing for a site visit requires organiza9on and planning!
http://www.nytimes.com/interactive/2011/05/18/business/delta-northwest-merger-graphic.html?_r=0
General Sugges9ons
• For Faculty – Provide a copy of the CAA standards and your program’s applica9on for reaccredita9on • Review this informa9on at least twice before the visit
– Discuss availability and expecta9ons for the site visit agenda
– Give them the typical ques9ons they will be asked (from the Site Visit Manual)
General Sugges9ons
• For Administrators – Provide a copy of the CAA standards and your program’s applica9on for reaccredita9on • Discuss key issues with them ahead of 9me
– Discuss availability for the site visit agenda • Pin their 9mes down first; best if morning of second day of the site visit
– Give them the typical ques9ons they will be asked (from the Site Visit Manual)
Available to Help You
Important Resources
– CAA website – CAA accredita9on manual – CAA site visit manual – the Standards! – LeUer from CAA with details regarding site visit
ATer CAA Confirms Site Visit Dates
o Contact dean and provost (or others) to arrange for 9me on sv agenda (Day 2)
o Make hotel reserva9ons for team o Send confirma9ons to each visitor
o See if anyone must stay over an extra night
o If rooms may be an issue, reserve an extra hotel room for trainee or observer
o Send team local transporta9on informa9on o How to get from airport
o Expected costs
~ 3 Months Before Site Visit
o Contact sv chair if s/he has not yet contacted you. o Discuss preliminary agenda sugges9ons o Create a program ‘who’s who’ for the team
o Draw up a list of graduates from last 3 years
o Locate non-‐discrimina9on statements for employees, students, and clinic patrons
o Reserve a room for team use during visit
~ 3 Months Before Site Visit
o Set up web-‐based access for electronic documents o Include all submiUed reaccredita9on documents o Set up a folder for each standard o Review required materials list and dates due
o Materials to post: mee9ng minutes, handbooks, university flow chart, T and P policies, syllabi, assessment data, vitae, 9metables, equipment and materials list, etc
Electronic Files for Team
A. Accredita9on Documents B. ‘30 Days Prior to Visit’ Documents
C. ‘At Time of SV’ Documents
D. Folders for each Standard 1.0 – 6.0 Folders within each main category: – Std. 1.1 – 1.7 – Std. 2.1 – 2.3 – Etc.
Think Like a Site Visitor
• Put evidence for each standard in each folder where it would be helpful
• Expect to have mul9ple pos9ngs of the same thing – E.g., Faculty minutes will be helpful in 1.2, 3.2, 5.3
2 Months Before Site Visit
o Review current and past student files o All organized the same way?
o Contain evidence of o Mee9ng admission requirements
o Advising o Progress toward comple9on of degree
o Remedia9on plans as appropriate o Signatures on forms
o If part or all of student files are electronic, discuss contents and access with sv chair
1 Month Before Site Visit
o Make sure program website is current and accurate (faculty names, outcome data, etc)
o Contact alumni, supervisors, employers for possible phone contacts o Organize for available 9me slots
o Arrange 2-‐3 loca9ons from which visitors can call
o Prepare faculty, supervisors, administrators, and students for the visit
By 1 Month Before Site Visit
o Respond to CAA ini9al observa9ons o Update faculty table for any changes
o Add new vitae if necessary o Reserve rooms for all visit needs
o Arrange to publicize public mee9ng
By 1 Week Before Site Visit
o Finalize agenda o Arrange for any special housekeeping needs o Menus for lunch orders set aside
o Sugges9ons for dinner places sent to chair o Mock tour of clinic
o Think as a site visitor—infec9on control, HIPAA, student access
o Verify any team needs o Transporta9on o Wireless access
Standard 1.0 Examples
Site Visitors Look For • Evidence that faculty regularly evaluate congruence of program and ins9tu9onal goals
• Strategic plan reflects role of the program in the community – Note Standard language says “must”
Program Evidence • Minutes documen9ng discussion of this, and/(or) suppor9ve comments in faculty interviews
• SP documents includes/addresses this aspect, with support also from interviews
Standard 2.0 Example
Site Visitors • Academic content taught by doctoral faculty, unless a compelling ra9onale
Program Evidence • Program provides
ra9onale, instructor qualifica9ons, and ins9tu9onal policy
• If involves several courses, provide data on percent of academic content taught by non-‐doctoral instructors
Standard 3.0 Example
Site Visitors • Program must have
wriUen policies that describe how the manner and amount of supervision are determined and adjusted to reflect the competence of each student and the specific needs of the clients/pa9ents served.
Program Evidence • Handbook documents the
policies regarding supervision and adjustments for student competence.
Standard 4.0 Example
Site Visitors • Informa9on about creden9aling requirements is provided and is current and accurate
Program Evidence • Handbooks and/or handouts have current informa9on. Advisors are up to date with their knowledge
Standard 5.0
Site Visitors • Records must be available to program graduates in accordance with the ins9tu9on's and program's policies for reten9on of student informa9on, and those policies must be described.
Program Evidence • What is the program policy for reten9on?
• What is the university policy?
• Where are these policies described?
Standard 6.0 Example
Site Visitors • The program must describe how the adequacy of ….. resources are addressed in the program's strategic plan.
Program Evidence • Strategic planning documents must include a sec9on on evalua9on of resources and planning for resource needs
Is it Obvious ?
• If you know the Standards and implementa9on language, nothing should come as a surprise
• Don’t get raUled even if a request or a comment is unexpected
• Be glad the process is thorough! – Your program is a source of pride – You want to show off your strengths
Piuall Areas
• Website informa9on or wriUen documents are not current and accurate, not congruent
• WriUen documenta9on (policies) not in place where required
• Mee9ng minutes are not helpful, with liUle detail
• Assessments not been done systema9cally, not summarized, not discussed, and/or changes not documented
Things to Keep in Mind
• The site visitors want the process to be smooth and for you to be successful in all areas – But…they are there to do a big job in a short 9me
– Be pa9ent as they look to verify all items – If you disagree with a finding, you can respond to the site visit report as such
– Use the 9me between the team exit report and receiving the wriUen report to make progress on any deficit areas iden9fied
Important Ques9on
• Ask this ques9on at the end of Day 1 and beginning of Day 2:
“Is there anything we s8ll need to provide to help the team verify all standards?”
Final Thoughts
• Think like a site visitor as you prepare • Gehng organized will help you stay in control and reduce anxiety
• Expect the unexpected • Stay pa9ent, coopera9ve, and collegial • Don’t forget to celebrate when it’s over!
