Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing

Ensuring Educator Excellence

Nuts & Bolts:Nuts & Bolts: How to plan for a How to plan for a CTC Accreditation CTC Accreditation

VisitVisit

October 2008October 2008

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing When do we begin planning When do we begin planning

for an accreditation visit?for an accreditation visit? You already are!You already are! Biennial Reports and Program Biennial Reports and Program

Assessment are parts of the Assessment are parts of the accreditation system and will be accreditation system and will be used by the site visit team.used by the site visit team.

About two years prior to the About two years prior to the actual site visit for the actual site visit for the logisticslogistics..

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing

How do we get dates for the Visit?

Yellow CohortYellow Cohort Letter with possible datesLetter with possible dates Indicate top 3 preferencesIndicate top 3 preferences ConsiderConsider

– Vacations—institution and public Vacations—institution and public schoolsschools

– Testing schedule in K-12Testing schedule in K-12– Faculty availabilityFaculty availability

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing When will we be assigned a When will we be assigned a

CTC Consultant?CTC Consultant?

About 18 months prior to About 18 months prior to the site visit. (the site visit. (Yellow Yellow Cohort--nowCohort--now))

Letter from Dr. Birch to the Letter from Dr. Birch to the Dean/Director of the Dean/Director of the institutioninstitution

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing

What will the Consultant do?What will the Consultant do? Conduct a Year-Out Pre-visitConduct a Year-Out Pre-visit Advise the Accreditation CoordinatorAdvise the Accreditation Coordinator

– HotelHotel– TransportationTransportation– Planning mealsPlanning meals– Document Room set-upDocument Room set-up– Interview ScheduleInterview Schedule

Provide feedback on Common Standards Provide feedback on Common Standards Response--Self-Study (IR for NCATE)Response--Self-Study (IR for NCATE)

Team Lead pre-visit (2 months prior to Team Lead pre-visit (2 months prior to visit)visit)

Facilitate the site visitFacilitate the site visit

Handout #1: General Timeline

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Who pays for what? What are Who pays for what? What are

the state limits on lodging and the state limits on lodging and meals?meals?

The CTC pays for the travel, The CTC pays for the travel, lodging, meals and per diem for all lodging, meals and per diem for all California team members and CTC California team members and CTC staffstaff

There are limits based on state There are limits based on state regulationsregulations

Talk to your assigned CTC Talk to your assigned CTC consultant if any questionsconsultant if any questions

Handout #2: Hotel/Meal Planning

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Contract between CTC and Contract between CTC and

InstitutionInstitution Lodging—consultant (s) and all CA Team Lodging—consultant (s) and all CA Team

MembersMembers Meals— Breakfasts— hotel or campusMeals— Breakfasts— hotel or campus

LunchesLunches—— campus campus

Dinners— campus or dinner *Dinners— campus or dinner **All may not be in your contract*All may not be in your contract

Contract needs to be signed 2 months prior to the visit. Institution submits a bill to CTC ASAP after the visit.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Where should the team stay? Where should the team stay?

Who makes arrangements with Who makes arrangements with the hotel? When?the hotel? When?

A hotel with conference/meeting rooms and a restaurant.

Close to the institution (consider airport)

Fees are within state rate—or very close.

Safe environment.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Will the team need a meeting Will the team need a meeting

room at the hotel?room at the hotel?Yes!

The CTC will pay for the meeting room.

The room needs to be on a ‘24 hour’ hold from Sunday afternoon through Wednesday am.

Many times the meeting room will be comp’ed if we are renting enough sleeping rooms.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing How are the team’s meals & How are the team’s meals &

snacks arranged? Who pays snacks arranged? Who pays for these?for these?

CTC pays for team member meals CTC pays for team member meals (CA only).(CA only).

Where meals are served depends on Where meals are served depends on the specific lodging and institution…the specific lodging and institution…work with your assigned consultant.work with your assigned consultant.

Institution usually provides snacks Institution usually provides snacks at the institution.at the institution.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What are the team’s What are the team’s

technology needs—on 1) technology needs—on 1) campuscampus and at the 2) and at the 2) hotelhotel??

Computer (s) and printer (s)Computer (s) and printer (s) Copy machineCopy machine ShredderShredder Internet/Wireless capabilityInternet/Wireless capability Paper, pens, post-its, highlightersPaper, pens, post-its, highlighters

Talk to your CTC consultant!Talk to your CTC consultant!

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What is the ‘Year-Out Pre-visit’? What is the ‘Year-Out Pre-visit’?

How do we schedule it?How do we schedule it?Schedule with your assigned CTC Consultant—by phone or email.

Provide a couple of dates that work for you.

Arrange with the consultant on a date—The consultant will be able to spend a full day with you.

The consultant can present to faculty/staff, program coordinators, accreditation team or ?

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Year-Out Pre-visitYear-Out Pre-visit

Overview of the accreditation Overview of the accreditation systemsystem

What is expected, whenWhat is expected, when Plan logistics—hotel, document Plan logistics—hotel, document

room, transportationroom, transportation Present to faculty/staff about Present to faculty/staff about

accreditation processaccreditation process How to prepare documentsHow to prepare documents

Handout #3: Detailed Timeline

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What is the Preconditions What is the Preconditions

Report (Preliminary Report) ? Report (Preliminary Report) ? When is it due?When is it due?

3 part document—3 part document—– Context of the institution—matrix Context of the institution—matrix

of programs, candidates, and of programs, candidates, and completerscompleters

– Standard options Standard options – Response to the PreconditionsResponse to the Preconditions

Six months to One year prior to Six months to One year prior to the site visitthe site visit

Handout # 4: Precondition Report

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing

What is the ‘2 Month Out Pre-What is the ‘2 Month Out Pre-visit’ and when should it take visit’ and when should it take

place?place?Approximately 2 months prior to the site visit

Team Lead and CTC consultant will spend a day with the institution leadership (If NCATE—also NCATE Co-Chair)

•Review interview schedule, transportation plans, meal plans

•Provide feedback on the self-study

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What is the Self-Study?What is the Self-Study?

(IR for NCATE Institutions) (IR for NCATE Institutions)

The institution’s response to the The institution’s response to the Commission’s Commission’s 1) Common Standards and 1) Common Standards and

2) Response to all the approved 2) Response to all the approved program’s Program Standards (08-program’s Program Standards (08-09 ONLY)09 ONLY)

Due a minimum of 60 days prior Due a minimum of 60 days prior to the site visitto the site visit

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Who transports the team Who transports the team

during the visit?during the visit? CTC is responsible for getting team CTC is responsible for getting team

members to the hotel at the beginning members to the hotel at the beginning of the visit.of the visit.

The institution is responsible for The institution is responsible for transportation from the hotel to the transportation from the hotel to the institution and back during the visit.institution and back during the visit.

Talk to your CTC consultant!Talk to your CTC consultant!

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Activities during the Site Activities during the Site

VisitVisit Document ReviewDocument Review

Class visits—current candidatesClass visits—current candidates

K-12 School Site VisitsK-12 School Site Visits

InterviewsInterviews

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing How should we organize How should we organize

the Document Room? the Document Room? Paper or electronic?Paper or electronic?

•It is the institution’s decision

•Can be a blend of paper and electronic

•Organized/Tabbed

•Examples: www.ncate.org/institutions/exhibitRooms.asp

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Class VisitsClass Visits at the at the

InstitutionInstitution For current students—candidates—For current students—candidates—

class visits can be very productive.class visits can be very productive. Prepare instructors that the team Prepare instructors that the team

member will ask the instructor to member will ask the instructor to leave the room for 15 minutes or so.leave the room for 15 minutes or so.

Provide a complete class list for the Provide a complete class list for the Monday-Tuesday the team is on site.Monday-Tuesday the team is on site.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Purpose of K-12 school visitsPurpose of K-12 school visits

Some team members may go to a Some team members may go to a school…selection criteria includesschool…selection criteria includes– Proximity to institutionProximity to institution– Traffic and travel timeTraffic and travel time– Number of candidates, graduates, Number of candidates, graduates,

employers, master teachers at the siteemployers, master teachers at the site

Purpose is to interview candidates, Purpose is to interview candidates, graduates, supervisors or employersgraduates, supervisors or employers

Maximize the benefit of the travel!Maximize the benefit of the travel!

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Length & Size of Interviews? Length & Size of Interviews?

Depends on the stakeholder group—Depends on the stakeholder group—

For example--For example--– Program Coordinators: 1-1Program Coordinators: 1-1– Faculty: 1-1 or 1-small groupFaculty: 1-1 or 1-small group– Current students in a class and in small Current students in a class and in small

groups (4-8)groups (4-8)

Interviews should probably be scheduled Interviews should probably be scheduled for 20-30 minutes depending on size of for 20-30 minutes depending on size of groupgroup

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing

What should the Interview What should the Interview Schedule look like? Schedule look like?

Green Cohort Green Cohort andand other other CCoohhoortrtss

On Monday? On Tuesday?On Monday? On Tuesday?– CandidatesCandidates– Program CompletersProgram Completers– EmployersEmployers– Faculty and staffFaculty and staff– Advisory GroupsAdvisory Groups– Administration at the institutionAdministration at the institution

Handout # 5: Interview Schedule

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What do we plan for on What do we plan for on

Sunday?Sunday? Orientation! Document room & Orientation! Document room &

CampusCampus– CTC Visits: A poster session or reception is CTC Visits: A poster session or reception is

acceptable if it makes sense for the acceptable if it makes sense for the institutioninstitution

– NCATE: Poster SessionNCATE: Poster Session

Purpose: To allow all the institution Purpose: To allow all the institution and its programs to give an and its programs to give an orientation to team membersorientation to team members

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing MondayMonday

Move team members to the Move team members to the institution (7:30 am -8:00 am)institution (7:30 am -8:00 am)

InterviewsInterviews School visits/Class visitsSchool visits/Class visits Time in the Document Room Time in the Document Room LunchLunch Leave campus around 5-6 pmLeave campus around 5-6 pm

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing TuesdayTuesday

Move team members to the Move team members to the institution (7:30 am -8:00 am)institution (7:30 am -8:00 am)

InterviewsInterviews School visits/Class visitsSchool visits/Class visits Time in the Document Room Time in the Document Room LunchLunch Leave campus around 4-5 pm Leave campus around 4-5 pm

(NCATE team leaves around noon)(NCATE team leaves around noon)

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Mid Visit ReportMid Visit Report

Team Lead and CTC Consultant (s) Team Lead and CTC Consultant (s) meet with the Dean/Director on meet with the Dean/Director on Tuesday morning to Tuesday morning to

1) ask for additional information and1) ask for additional information and

2) provide a status report on what 2) provide a status report on what the team is finding the team is finding

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What do we plan for on What do we plan for on

Wednesday?Wednesday?

Exit Report—Time to be determined. Usually sometime between 11 am and 2 pm—decision about time is usually made on Tuesday.

DRAFT report on the Common Standards and all Programs is left at the institution

Dean/Director decides who to invite to the Exit Report

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing What happens after the What happens after the

visit?visit?Accreditation Report goes to the COA, usually about 2 months after the visit

Team has made

•Decisions on all Common and Program Standard

•Accreditation Recommendation, including DRAFT Stipulations, if appropriate

NCATE—separate process!

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing California Accreditation California Accreditation

DecisionsDecisions AccreditationAccreditation Accreditation with StipulationsAccreditation with Stipulations Denial of AccreditationDenial of Accreditation

Stipulations may be further Stipulations may be further delineated asdelineated as

StipulationsStipulations Major Stipulations Major Stipulations ProbationaryProbationary

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing COA MeetingCOA Meeting

Present to the COAPresent to the COA– CTC ConsultantCTC Consultant– Team LeadTeam Lead– InstitutionInstitution

COA asks questions of the team COA asks questions of the team lead and the institutionlead and the institution

COA makes the accreditation COA makes the accreditation decisiondecision

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Follow-up after the COA Follow-up after the COA

DecisionDecision Address allAddress all

– StipulationStipulation– QuestionsQuestions– ConcernsConcerns

If required, submit a 7 yr Follow-Up If required, submit a 7 yr Follow-Up Report the year after the visit Report the year after the visit addressing all issues.addressing all issues.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Re-VisitRe-Visit

If the Accreditation decision is Major If the Accreditation decision is Major Stipulations or Probationary Stipulations or Probationary Stipulations, a Re-visit will take Stipulations, a Re-visit will take place ONE year after the site visit.place ONE year after the site visit.

Re-visit focuses on the stipulations, Re-visit focuses on the stipulations, questions or concerns raised by the questions or concerns raised by the COA.COA.

Institution will continue to work with Institution will continue to work with the CTC Consultant for the Re-Visit.the CTC Consultant for the Re-Visit.

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Accreditation HandbookAccreditation Handbook

Draft is available NOW!Draft is available NOW!

Chapter 7: Planning for the Visit

New Chapter: COA Decisions and Activities after the Decision

Chapter 10: Articulation with National Accreditation-NCATE and Professional Associations

Co

mm

issi

on

on

Tea

cher

Cre

den

tial

ing Additional InformationAdditional Information

Accreditation FrameworkAccreditation Framework Accreditation Web page: Accreditation Web page:

http://www.ctc.ca.gov/educator-prhttp://www.ctc.ca.gov/educator-prep/program-accred.htmlep/program-accred.html

CTC Staff:CTC Staff:Teri Clark Teri Clark tclark@ctc.ca.govtclark@ctc.ca.gov

Teri Ackerman Teri Ackerman tackerman@ctc.ca.govtackerman@ctc.ca.gov

Lori Gonzales Lori Gonzales lgonzales@ctc.ca.govlgonzales@ctc.ca.gov