CS-27: A Simplified Electronic Document System for Compliance

Reaffirmation

Ray MercerDirector, Virtual Learning

Technology Evangelist

rmercer@columbustech.edu

706-649-1820

It is Your Choice…

OR

CS-27: A Simplified Electronic Document System for Compliance

Reaffirmation

Ray MercerDirector, Virtual Learning

Technology Evangelist

rmercer@columbustech.edu

706-649-1820

How to Weight Your Efforts

Convey the required reaffirmation documentation in a complete, accurate and straightforward format.

Use a high level of technology-based systems and resources.

Agenda

• The Goals

• The Plan

• SACS/COC Requirements• The Tools

• The Product

• Lessons Learned

The Goals

• To produce electronic documentation to support the College’s SACS/COC Reaffirmation process.

• To produce electronic documentation using such tools that are both common and relatively straightforward to use, so that a high level of technical expertise is not required.

The Plan

• Simplistic Design

• Straightforward Implementation

• Clear Communication• Integrated Information

• Quality Document Production

SACS/COC Guidelines

• “Guidelines for Communicating Information Electronically”, SACS/COC, 2005.– www.sacscoc.org/techguidelines.asp

• The Columbus Technical College Template falls in line with these guidelines.

Quality Matters

IE

IE Proof

ReaderIE

LeadershipTeam

The ProcessCollege

Divisions

DocumentPreparation

Implementation

• Create Compliance website.– Password protected from off-campus– http://coc.columbustech.edu

• Develop site organizational structure.

• Publish all documents in HTML or PDF format for universal viewing.

• Copy website to self-booting CD at the last possible moment.

Physical Document Submission

• Technical Preface• CD with website login instructions• Compliance Certification signed by

Liaison and CEO• Summary Form• Executive Summary of Quality

Enhancement Plan• Listing of Requirements and Responsible

Departments• Organization Charts

The Tools

• Hardware

- HP Scanjet 5590 Digital Flatbed Scanner Scanner: 2400 dpi Color, flatbed and sheet-fed

Automatic document feeder: Standard, 50 sheets

MSRP: $300

The Tools

• Software– Adobe Acrobat 8.0 (Standard) ($90)

• www.academicsuperstore.com

– HTMLstarter Premium Edition ($7)• www.graficalicus.com

– MS Office/OpenOffice

Lessons Learned

• Pick the IE/Proof/Document Prep Team wisely.• Be prepared to reformat compliance information.• Proof….proof….proof

• Use short filenames when creating e-docs. • Convert/upload as soon as possible.• Do not be influenced by the pressure of “tech

envy”.

Some Screen Shots

Sample Template and Presentation

http://www.columbustech.edu/virtual/coctemplate

Questions?