SACS Compliance SACS Compliance CertificationCertification

Orientation MeetingOrientation Meeting

June 23, 2008June 23, 2008

ResourcesResources

Principles of Accreditation: Foundation for Principles of Accreditation: Foundation for Quality Enhancement – version 2008 Quality Enhancement – version 2008

Handbook for Reaffirmation of Handbook for Reaffirmation of AccreditationAccreditation

Resource Manual for the Principles of Resource Manual for the Principles of AccreditationAccreditation

Materials from SACS Annual ConferenceMaterials from SACS Annual Conference

Overview of the Accreditation Overview of the Accreditation Review 8-step ProcessReview 8-step Process

1-Orientation for Leadership Team1-Orientation for Leadership Team2-Submission of Compliance Certification2-Submission of Compliance Certification3-Off-site review of Compliance Certification3-Off-site review of Compliance Certification4-Focus report in response to findings4-Focus report in response to findings5-Submission of Quality Enhancement Plan5-Submission of Quality Enhancement Plan6-On-site review of QEP & non-compliance6-On-site review of QEP & non-compliance7-Response to on-site Committee’s report7-Response to on-site Committee’s report8-Commission's action on reaffirmation8-Commission's action on reaffirmation

Reporting DeadlinesReporting Deadlines

January 2009 – Orientation of LeadershipJanuary 2009 – Orientation of Leadership

March 15, 2010 – Compliance CertificationMarch 15, 2010 – Compliance Certification

May 2010 – Off-site Review conductedMay 2010 – Off-site Review conducted

June/July 2010 – Focus Report submittedJune/July 2010 – Focus Report submitted

Summer 2010 – QEP dueSummer 2010 – QEP due

Sept – Nov 2010 – On-site reviewSept – Nov 2010 – On-site review

June 2011 – Commission’s actionJune 2011 – Commission’s action

Role of Off-site CommitteeRole of Off-site Committee

Reviews several institutionsReviews several institutionsReviews for compliance to Reviews for compliance to – all Core Requirements except #12 (QEP)all Core Requirements except #12 (QEP)– All Comprehensive StandardsAll Comprehensive Standards– Federal regulationsFederal regulations

Assessment conducted in two phasesAssessment conducted in two phases– Preliminary review by individual membersPreliminary review by individual members– Committee meets in Atlanta to reach Committee meets in Atlanta to reach

consensus & develop report of findingsconsensus & develop report of findings

Role of On-site CommitteeRole of On-site Committee

Determines compliance with Core Determines compliance with Core requirement #12 (QEP)requirement #12 (QEP)

Reviews all items that the Off-site Reviews all items that the Off-site Committee found as “non-compliance” or Committee found as “non-compliance” or “did not review”“did not review”

Does not review Core Requirements or Does not review Core Requirements or Comprehensive Standards which have Comprehensive Standards which have been judged “in compliance” by off-site been judged “in compliance” by off-site committee unless concerns arise during committee unless concerns arise during visit that justify a reviewvisit that justify a review

The Leadership TeamThe Leadership TeamMembership should not be largeMembership should not be large

Membership should include CEO, CAO, the Membership should include CEO, CAO, the accreditation liaison, a faculty representativeaccreditation liaison, a faculty representative

SACS Orientation is limited to four + CFOSACS Orientation is limited to four + CFO

Oversees the Compliance CertificationOversees the Compliance Certification

Develops Focus ReportDevelops Focus Report

Oversees development of QEPOversees development of QEP

Informs institutional community of progressInforms institutional community of progress

Oversees arrangements for on-site visitOversees arrangements for on-site visit

Ensures follow-up activity to monitor progress of Ensures follow-up activity to monitor progress of QEPQEP

Compliance CertificationCompliance Certification

““The Compliance Certification is the The Compliance Certification is the document completed by the institution that document completed by the institution that demonstrates its judgment of the extent of demonstrates its judgment of the extent of its compliance with each of the Core its compliance with each of the Core Requirements, Comprehensive Standards, Requirements, Comprehensive Standards, and federal regulations, as presented in and federal regulations, as presented in the the Principles of AccreditationPrinciples of Accreditation.”.”

Leadership for Compliance Leadership for Compliance Certification AnalysisCertification Analysis

Chair + relatively small number of members Chair + relatively small number of members including:including:– The accreditation liaisonThe accreditation liaison– Representatives from Institutional research; finance Representatives from Institutional research; finance

and business; educational programs; student and business; educational programs; student services; institutional effectiveness; libraries and other services; institutional effectiveness; libraries and other learning resources; enrollment management; and learning resources; enrollment management; and governance.governance.

Achieving widespread institutional participation Achieving widespread institutional participation for the compliance review is not a goal.for the compliance review is not a goal.

Conducting the ReviewConducting the Review

Begin by carefully interpreting the Core Begin by carefully interpreting the Core Requirements and Comprehensive Requirements and Comprehensive StandardsStandards

Judge extent of compliance on each itemJudge extent of compliance on each item– Compliance with each aspect of the standardCompliance with each aspect of the standard– Partial Compliance, which must include a Partial Compliance, which must include a

detailed action plandetailed action plan– Non-Compliance with thorough explanation Non-Compliance with thorough explanation

and detailed action planand detailed action plan

Documenting ComplianceDocumenting Compliance

Inventory available records, documents, Inventory available records, documents, databases, policy manuals, curriculum databases, policy manuals, curriculum documentation, assessment records, documentation, assessment records, committee minutes, Board minutes, committee minutes, Board minutes, planning documents, reports to external planning documents, reports to external audiences, case studies, and other audiences, case studies, and other sources of relevant informationsources of relevant information– Examples: catalog, org chart, bylaws, Examples: catalog, org chart, bylaws,

evaluations, faculty files, handbooks, evaluations, faculty files, handbooks, documents on library holdings, DL programs, documents on library holdings, DL programs, consortium memberships, financial audits, consortium memberships, financial audits, management letters, financial statementsmanagement letters, financial statements

Presentation of DocumentationPresentation of Documentation

Sometimes a single document or excerpt with a Sometimes a single document or excerpt with a brief narrative will constitute sufficient evidencebrief narrative will constitute sufficient evidence

For complex items, a more extensive analysis For complex items, a more extensive analysis must be provided, and several sources of must be provided, and several sources of relevant evidence may be needed. A convincing relevant evidence may be needed. A convincing narrative explaining how the evidence supports narrative explaining how the evidence supports the claim of compliance must be provided. the claim of compliance must be provided. Include a summary & interpretation of complex Include a summary & interpretation of complex documents and data cited. Look for a “pattern of documents and data cited. Look for a “pattern of evidence”- a set of multiple measures/indicators evidence”- a set of multiple measures/indicators that exhibit coherence and a unifying theme.that exhibit coherence and a unifying theme.

Evaluating the EvidenceEvaluating the Evidence

Evidence is a coherent and focused body Evidence is a coherent and focused body of information supporting a judgment of of information supporting a judgment of compliance. It must be: Reliable, Current, compliance. It must be: Reliable, Current, Verifiable, Coherent, Objective, Relevant, Verifiable, Coherent, Objective, Relevant, & Representative& RepresentativeEvidence should entail interpretation and Evidence should entail interpretation and reflectionreflectionEvidence should combine trend & Evidence should combine trend & snapshot datasnapshot dataEvidence should draw from multiple Evidence should draw from multiple indicatorsindicators

Forms of ReportingForms of Reporting

Electronic, paper, or combinationElectronic, paper, or combination

Website or CD or DVD with hyperlinksWebsite or CD or DVD with hyperlinks

Limited number of hard copies required for Limited number of hard copies required for Off-site and On-site CommitteesOff-site and On-site Committees

If electronic, instructions for navigating and If electronic, instructions for navigating and “user-friendly” organization is critical“user-friendly” organization is critical

XitracsXitracs

Project Management SoftwareProject Management Software

– Store narrative responses & build libraryStore narrative responses & build library

– Publish to websitePublish to website

– Copy to thumb drive, CD, or DVDCopy to thumb drive, CD, or DVD

– Print paper copiesPrint paper copies

Section AssignmentsSection Assignments

Work with Section CoordinatorsWork with Section Coordinators

Write narrative in WordWrite narrative in Word

Utilize the draft Report Style GuideUtilize the draft Report Style Guide– Guide may change with appointment of EditorGuide may change with appointment of Editor– Keep formatting simpleKeep formatting simple– Save new version as new file (see p. 2)Save new version as new file (see p. 2)– Keep narrative brief, in active voiceKeep narrative brief, in active voice

Section Coordinators upload to XitracsSection Coordinators upload to Xitracs

Section AssignmentsSection Assignments

Take emerging issues to Section Take emerging issues to Section CoordinatorCoordinator

Compliance Team will address issues and Compliance Team will address issues and need for action plansneed for action plans

Compile running list of documents for the Compile running list of documents for the library of evidencelibrary of evidence

Due Date for first draft: Due Date for first draft: November 30November 30