the annual report - july 2019 - council on occupational ...€¦ · •pay attention to the page...
TRANSCRIPT
Cindy SheldonKay SmarrJoe MolmerJuly 2019
FLOW CHART
Get REALLY familiar with theHandbook
Learn the Lingo!
Print out the substantive change chartin the Handbook and share it withstaff
Have the Policies and Rules handy aswell
1
2
3
1
A Requirement for Continued Status
Continued candidate status or accreditation is determined annually by Commission approval of institutional annual reports. Candidate institutions must show progress toward meeting standards and criteria, and accredited institutions must show that they are complying with standards, criteria, and conditions for continued accreditation.
~Handbook of Accreditation, Substantive Obligations
What’s it all about?
Other Benefits?
• Keeps institutions aware of the many criteria that must be met at all times
• Provides valuable student achievement data
AND IDEALLY…
• Is used to encourage on‐going staff involvement in the accreditation process – a continuous improvement process
• Is used to promote continuous self‐study preparation
EVERY Year?!?
ALL member institutions submit annual reports…
EVERY YEAR!
With ONE exception…Institutions accepted as candidates for accreditation AFTER February are NOT required to submit an annual report
4
5
6
2
Where is it?MyCouncilOnly Candidate and Accredited Institutions and team
members and leaders have access to MyCouncil
The Chief Administrative Officer of the institution must be invited to participate by the Council
Other users from institution staff and faculty are invited by Chief Administrators
User accounts must be activated and permission granted to them by the CAO to enable interactive features like the Annual Report
Log into MyCouncil using the link on the COE website home page
(www.council.org)OR
Use the direct URL: http://my.council.org
Firefox browser works best with the software
The Annual Report Screen:
Section Bar
Data Entry Area
Task Bar
7
8
9
3
• Print a hard copy of your report (Audit Review/Print Form), OR, use CTRL/P to print any screen in the software
• Use the Excel Spreadsheet on the Council website for CPL data collection/reporting…throughout the year!
• Use the HELP MANUAL as you go through the software
• Make assignments if more than one person will be in the software
• Pay attention to the Page Audit and perform a Full Audit frequently
The period for report data (all sections except CPL data):
Public/Non-Public/Job Corps/ Apprenticeships:
July 1, 2018–June 30, 2019
Federal Institutions:
October 1, 2018 – September 30, 2019
Report Types (based on institution type):Generic (Public and Non-Public)FederalJob CorpsApprenticeship
Report Versions:Short Version – for institutions that
hosted or will host an accreditation team visit in 2019
Long Version – for all others
10
11
12
4
• Combined FTE (Full‐Time Equivalent)• Combined FTE (Full‐Time Equivalent)1
• General Questions• General Questions2
• Conditions of Accreditation• Conditions of Accreditation3
• Standards (1 through 10)• Standards (1 through 10)4
• Criteria for Publications• Criteria for Publications5
• Postsecondary Programs • Postsecondary Programs 6
• Secondary Programs • Secondary Programs 7
Response Options
YES always indicates compliance
NO indicates non-compliance
Every NO requires an explanation
REMINDER: Conditions of Accreditation are found in sections
3, 4, and 5 of the Handbooks
(Conditions are also found at the beginning of every set of check sheets for accreditation visiting teams.)
13
14
15
5
Standard criteria found in the report are those in the latest Handbooks of Accreditation (Section 6 of the Handbooks)
Answer questions in Standard 2 with ALL program offerings in mind
Definition for Publications found in Section 7 theHandbooks
Institutions must have one or more publications that provide this information
FTE is the number used by the Council to measure the size of the institution in terms of full time student load
It is the figure the Council uses to apply annual dues
Federal Institutions may use Average on Board figure (AOB) in place of this calculation
Apprenticeship Institutions may use differentcalculations for on‐the‐job learning hours
16
17
18
6
FTE is calculated using the total number of hours that students are scheduled for instruction during the reporting period in all programs, at all campuses
Program hours to include in this calculation:
All technical and career preparation programs offered on acontinuous, open‐enrollment basis
Vocational ESL Programs
General education courses that are required for program completion
Secondary Programs (If included in the accreditation of the institution)
Remedial classes
Programs that are not career preparationprograms
Exploratory programs for secondarystudents
19
20
21
7
or
or
900 Clock/
Contact Hours
45 QuarterCredit Hours
30 Semester
Credit Hours
1FTE
Using the length of programs to calculate FTE
Using head count to calculate FTE
Using more than one measurement method (clock hours/quarter credits/semester credits) UNLESS you measure programs differently
This worksheet is provided for your use ONLY if you have no other way of determining the total number of scheduled hours.
The FTE worksheet is available atwww.council.orgApplications and FormsInstitutional Annual Report Forms
22
23
24
8
Page audits occur every time ‘SAVE’ is used
A full ‘Audit Review’ must be activated before the‘Final Submit’ option is made available (any missing data is detailed)
Report cannot be completed until all audit error messages are resolved
FridayDecember 6, 2019
Kay Smarr [email protected]
Joe Molmer [email protected]
Cindy Sheldon [email protected]
Tami Maynard [email protected]
25
26
27
9
34 - Council on Occupational Education
SUBSTANTIVE CHANGE
Documentation Required CommissionReview/
ApprovalRequired
*SiteVisit
RequiredFee
Required
Letter of Notifi cation Application
GOVERNANCE/CONTROL
Change of Governance●
Change of Ownership or Control ● ● ● $3,000
Change of Stock, not Control●
Change of 50% or More in the Voting Membership of a Non-Profi t Institution’s Board
● ● ● $3,000
INSTITUTIONAL
Converting a Branch to a Main Campus ● ● ● $3,000
Main Campus/Branch Campus Relationship Change
● ● ● $3,000 Per Change
Signifi cant Reduction in Funding Level●
Merger of Two or More Institutions (See Section VII for defi nition.) ● ● ● $3,000
Change of Name ● $500
Change of Location (A change of location is defi ned as a physical relocation of an existing main, branch, or extension campus)
● ● ● $1,000
Withdrawal from Accreditation/Candidacy●
Monitoring Institutional Growth (See Montioring)
●
Contractual Agreements for Consulting or Recruiting (Third-party review fee may apply)
●
ADDITIONAL NON-MAIN CAMPUS SITES (Only one application for the establishment of a new non-main campus shall be accepted at a time. An application for a second non-main campus site will not be accepted until after the on-site visit of the fi rst application and fi nal approval is granted by the Commission.)
Branch Campus ● ● ●$1,500
(Plus Dues)
Extension Campus ● ● ●$1,500
(Plus Dues)
Instructional Service Center ● ● ●$1,500
(Plus Dues)
Extended Classroom ● ● ● $1,500
Permanent Closing of a Non-Main Campus Site ●
$500 PerLocation
Planned substantive changes include, but are not limited to, the following:
10
Handbook of Accreditation - 35
SUBSTANTIVE CHANGE
Documentation Required CommissionReview/
ApprovalRequired
*Site Visit
RequiredFee
Required
Letter of Notifi cation Application
PROGRAMMATIC
New Non-Degree Program●
(Public-Mini-form only)
● $500
New Non-Degree Program Outside Current Scope (Change of Scope)
●(Public-Mini-form only)
● ● ● $500
Initial Associate Degree Program (Change of Scope) ● ● ● $1,000
New Associate Degree Program (Subsequent Application within Current Scope) ● $500
Program Relocation/Replication(Non-Public Institutions)
●(Public-Mini-form only)
● $250
Program Modifi cation (Course Prep Hour Calcula-tion to Supplement Title IV) - Initial Approval and Updates to Course Prep Calculation
● $250
Change in Existing Program - Increase/Decrease in Length of Less Than 25% (Only one such change per program can be pro-cessed within a 12-month period.)
●(Public-Mini-form only)
●(Non-Public)
$250
Change in Existing Program - Increase in Length of 25% or More (Only one such change per program can be processed within a 12-month period.)
● ●$250
Change of Program Name●
Institutional Distance Education Delivery (See Section VII for defi nition.) ● ● ● $1,000
Contractual Agreements for Instruction (with entities that are/are not Title IV,HEA certifi ed) ● ● $1,500
Clock Hour/Credit Hour Conversion ● ●$250 PerProgram
Deleting an Educational Program (Programs with no students currently enrolled) ●
Teach Out of a Program (conducted within institution)
●(Public-Mini-form only)
●
Teach Out Plans/Agreements (conducted with an outside entity) ● ●
IMPORTANT: A moratorium will be placed on the acceptance of, processing, and approval (both initial and fi nal)
of ALL substantive changes beginning six months prior to the scheduled dates of accreditation team visits through the date the Commission grants initial accreditation or reaffi rmation of accreditation.
EXCEPTION: Program additions and changes may be approved after the last day of an accreditation visit for initial or reaffi rmation of accreditation only for the purpose of compliance with fi ndings stated in the offi cial team report.
Institutions in candidate status are not permitted to apply for approval of substantive changes of any kind.
* Required site visits must be conducted within 180 days of the eff ective date of initial approval by the Commission and may require a deposit.
11
34 - Council on Occupational Education
Substantive Changes for the Federal Community *
Documentation Required CommissionApproval Required
Site Visit Required
FeeRequired
NotifyFederal
COPPOCLetter of Notifi cation Application
GOVERNANCE/CONTROL
Change in Chief Administrator, Commander, or Accreditation Liaison Offi cer assigned to the institution
● ●
Change of governance ●
Execution of an agreement which eff ectively nullifi es the power of the governing board of an institution to control the institution
●
INSTITUTIONAL
Change of name ●
Converting a branch to a main campus
● ● $3,000
Change of location ● ● ● $1.000
Change in the relationship between an existing branch and main campus
●
Signifi cant change in institutional funding or resourcing over the previ-ous year (greater than 25%)
●
Merger of two or more institutions ● ● $3,000
Withdrawal from accreditation ●
ADDITIONAL NON-MAIN CAMPUS SITES
Establishment of a branch campus ● ● ● $1,500
Establishment of an extension campus
● ● ● $1,500
Permanent closing of a non-main campus site ●
PROGRAMMATIC
Change in the institution’s mission or programmatic scope ●
●
Integration of distance education delivery methods into a program that previously operated without a distance component ●
●
*Federal institutions should work closely with COE to identify each perceived change consistent with intentand time lines described within this handbook. Once confi rmed as a substantive change, COE may considerfee reductions and/or waivers based on the special needs and circumstances of each institution.
IMPORTANT: A moratorium will be placed on the acceptance, processing, and approval of ALL substantive changes beginning 6 months prior to the scheduled dates of accreditation team visits through the date the Commission grants initial accreditation or reaffi rmation of accreditation.
12
Publication (e.g. catalogs/brochures/pamphlets/web sites)—A catalog and/or other official documents which are made available through various media (hard copy or online) to provide the information specified below that must be readily available to students, prospective students, and other constituents.
a. The publication(s) must contain and accurately depict the following:
1. Institutional mission2. Admission requirements and procedures3. Policy on the transfer of students between programs within the institution4. Policy on the transfer of students from other institutions5. Policy on the transfer of credits that includes a statement of the criteria
established by the institution regarding the transfer of credit earned at anotherinstitution
6. Basic information on programs and courses, with any required sequences andfrequency of course offerings explicitly stated
7. Program completion requirements, including length of time required to obtaincertification of completion
8. Faculty (full-time and part-time listed separately) with degrees held and theconferring institution
9. Description of institutional facilities readily available for educational use10. Rules and regulations for conduct11. Tuition, fees, and other program costs12. Opportunities and requirements for financial aid13. Avocational programs/courses that are neither accredited by the Council, nor
qualify students to receive Title IV financial aid (such as ESL programs)14. Policies, procedures, and time frame for refunding fees and charges to students
who withdraw from enrollment15. National and/or state legal requirements for eligibility for licensure or entry into
an occupation or profession for which education and training are offered16. Any unique requirements for career paths or for employment and advancement
opportunities in the profession or occupation described17. Grading system18. Academic/school calendar19. Street address and telephone number of each campus of the institution (main
campus and each additional permanent site)20. Institution’s student grievance procedure which includes the Commission’s
mailing address, telephone number, and web site address
b. Other publications that make any reference to the institution’s status (candidacy oraccredited) with the Commission must be accurate and must include the name,
address, telephone number, and web site address of the Commission. (In lieu of
reference to the Commission, the institution may use the following statement: “Forinformation about national and program accreditation, contact the institution.”)
13
Publication (Federal)—A catalog and/or other official documents which are made available through various media (hard copy or online), to provide the information specified below that must be readily available to students, prospective students, and other constituents. (Federal institutions are required to take appropriate measures to ensure personally identifiable information [PII] is not released to unauthorized entities.)
a. The publication(s) must contain and accurately depict the following information:
1. Institutional mission.2. Admission requirements and procedures.3. Policy on the transfer of students between programs within the institution (if
applicable).4. Policy on the transfer of credits that includes a statement of the criteria
established by the institution regarding the transfer of credit earned at anotherinstitution (if applicable).
5. Basic information on programs and courses, with any required sequences andfrequency of course offerings explicitly stated.
6. Program completion requirements, including length of time required to obtaincertification of completion.
7. Faculty (full-time and part-time listed separately) with degrees held and theconferring institution.
8. Description of institutional facilities readily available for educational use.9. Rules and regulations for conduct.
10. National and/or state legal requirements for eligibility for licensure or entry intoan occupation or profession for which education and training are offered (ifapplicable).
11. Any unique requirements for career paths or for employment and advancementopportunities in the profession or occupation described.
12. Grading system.13. Academic/school calendar.14. Street address and telephone number of each campus of the institution (main
campus and each additional permanent site).15. Institution’s student grievance policy, which includes successive procedures
showing the Commission’s mailing address, telephone number, and web siteaddress as an avenue of last resort.
b. Other publications that make any reference to the institution’s status (candidacy oraccredited) with the Commission must be accurate and must include the name,address, telephone number, and web site address of the Commission. (In lieu ofreference to the Commission, the institution may use the following statement: “Forinformation about national and program accreditation, contact the institution.”)
14