The Commission’s The Commission’s Expectations on Expectations on

ReportingReporting

Middle States Commission on Middle States Commission on Higher EducationHigher Education

Types of ReportingTypes of Reporting

General & Routine CommunicationGeneral & Routine Communication Institutional ProfilesInstitutional Profiles Follow-Up ReportsFollow-Up Reports Substantive ChangeSubstantive Change Special RequestsSpecial Requests

Keeping MSCHE InformedKeeping MSCHE Informed

Know your liaison Keep communication channels open Avoid surprises “The institution will make freely available

to the Commission accurate, fair, and complete information on all aspects of the institution and its operations.” Requirement of Affiliation (Eligibility) 9.Requirement of Affiliation (Eligibility) 9.

What does MSCHE need to know?What does MSCHE need to know?

Contact information of key peopleContact information of key people Changes in mailing addresses, website Changes in mailing addresses, website

addresses, or telephonesaddresses, or telephones Changes in the President, Provost, ALOChanges in the President, Provost, ALO Significant events that affect the institutionSignificant events that affect the institution Major news stories about the institutionMajor news stories about the institution Anything that might have a significant Anything that might have a significant

impact on the institution’s ability to operateimpact on the institution’s ability to operate

Institutional Profile StrategiesInstitutional Profile Strategies

Make sure the person completing it knows Make sure the person completing it knows accreditation terms and has accurate accreditation terms and has accurate information.information.

Check that proper contact information is Check that proper contact information is provided and that all instructional sites are provided and that all instructional sites are includedincluded

It is not the place to report Substantive It is not the place to report Substantive ChangesChanges

Types of Follow-Up ReportsTypes of Follow-Up Reports Supplemental Information Report:Supplemental Information Report:

additional information required to reach a decision additional information required to reach a decision about an action on accreditation. about an action on accreditation.

Progress Report:Progress Report: Issues are narrow in focus, less complex, and more Issues are narrow in focus, less complex, and more

limited in numberlimited in number Commission needs assurance that activities that Commission needs assurance that activities that

ensure compliance are carried out ensure compliance are carried out Monitoring Report:Monitoring Report:

Issues are complex & numerousIssues are complex & numerous Concerns about continued complianceConcerns about continued compliance When non-compliance actions are takenWhen non-compliance actions are taken

Strategies for Proper ReportingStrategies for Proper Reporting Read the Action Letters carefullyRead the Action Letters carefully Be familiar with accreditation jargonBe familiar with accreditation jargon Note deadlines for the reportsNote deadlines for the reports Look at the issues and standards involved:Look at the issues and standards involved:

Are there specific fundamental elements noted Are there specific fundamental elements noted in the language?in the language?

Is there specific information requested?Is there specific information requested? Does it call for doing something (development, Does it call for doing something (development,

implementation, use)?implementation, use)? Always provide evidence and Always provide evidence and

documentationdocumentation

Sample Action LanguageSample Action Language To reaffirm accreditation. To request a monitoring To reaffirm accreditation. To request a monitoring

report due by April 1, 2010 report due by April 1, 2010 documenting evidencedocumenting evidence of (1) the development andof (1) the development and implementationimplementation of a of a comprehensive institutional strategic plan that comprehensive institutional strategic plan that linkslinks long-range planning to decision-making and long-range planning to decision-making and budgeting processes (Standard 2); and (2) budgeting processes (Standard 2); and (2) implementationimplementation of an organized and sustained of an organized and sustained assessment process to evaluate and improve assessment process to evaluate and improve student learning, including student learning, including evidenceevidence that student that student learning assessment information is learning assessment information is usedused to improve to improve teaching and learning (Standard 14). The Periodic teaching and learning (Standard 14). The Periodic Review Report is due June 1, 2013.Review Report is due June 1, 2013.

Follow-Up ExerciseFollow-Up Exercise

Take five minutes and discuss with the Take five minutes and discuss with the persons next to you the key issues noted persons next to you the key issues noted in the report, including:in the report, including: What actions would you need to take to What actions would you need to take to

demonstrate compliance?demonstrate compliance? Who would be involved in providing info?Who would be involved in providing info? What specific things does the report asks you What specific things does the report asks you

to do?to do? What could you use as evidence to support What could you use as evidence to support

the report?the report?

Do’s & Don’ts Do’s & Don’ts

Don’t:Don’t: use future tense and “I’m a gonnas…”use future tense and “I’m a gonnas…” be solely descriptivebe solely descriptive wait until last minutewait until last minute take it lightly or gloss over weaknessestake it lightly or gloss over weaknesses Make assumptions or expect readers to know youMake assumptions or expect readers to know you

Do: Do: use past & present tense (we have done & are doing)use past & present tense (we have done & are doing) recruit key individualsrecruit key individuals provide evidence and supportprovide evidence and support focus on the issues at handfocus on the issues at hand admit any challenges & show plans to address themadmit any challenges & show plans to address them

Resources for Completing ReportsResources for Completing Reports

Characteristics of ExcellenceCharacteristics of Excellence Policy Document (Policy Document (www.msche.org.).) Staff liaisonsStaff liaisons Action lettersAction letters Previous reportsPrevious reports Institutional documentation, plans, etc.Institutional documentation, plans, etc. Individuals responsible for areas covered Individuals responsible for areas covered

in the reportin the report

Completing a Progress ReportCompleting a Progress Report

No set format No set format Identify the specific issue(s) or topic(s) being Identify the specific issue(s) or topic(s) being

addressedaddressed State actions taken to address the issuesState actions taken to address the issues Focus on what has been done to dateFocus on what has been done to date Provide supporting evidence & documentsProvide supporting evidence & documents Note in text attachments & how they support Note in text attachments & how they support

your caseyour case Be specific & don’t assume anything!Be specific & don’t assume anything!

Completing a Monitoring ReportCompleting a Monitoring Report

Include supporting data and evidence Include supporting data and evidence Include supplementary documents in Include supplementary documents in appendicesappendicesReference and explain relevance to the Reference and explain relevance to the report of any attached data, evidence, and report of any attached data, evidence, and supplementary documentssupplementary documentsMake a sound argument supported by the Make a sound argument supported by the evidence of how issues were addressedevidence of how issues were addressed

Format of Monitoring ReportsFormat of Monitoring Reports 1. Cover Page: 1. Cover Page:

institution’s name, location& date institution’s name, location& date issues) or topics covered;issues) or topics covered; most recent major accreditation activity most recent major accreditation activity

2. Issues or Topics Covered:2. Issues or Topics Covered: A brief introduction identifying issues or A brief introduction identifying issues or topics addressed in the report.topics addressed in the report.

3. Institutional Context/Update:3. Institutional Context/Update: I Institutional changes or developments nstitutional changes or developments to inform readers of the institutional context that affects the issues to inform readers of the institutional context that affects the issues addressed such as:addressed such as:

Change of leadershipChange of leadership Enrollment changesEnrollment changes Financial healthFinancial health

4. Progress to Date:4. Progress to Date: substantive summary of actions taken and their substantive summary of actions taken and their results should: results should:

Progress madeProgress made Issues not yet resolved and plans for addressing then, including expected Issues not yet resolved and plans for addressing then, including expected

timeframe and outcome timeframe and outcome additional key actions planned or anticipated, additional key actions planned or anticipated,

5. Conclusion:5. Conclusion: brief summary of progress made on each issue or topic brief summary of progress made on each issue or topic

Supplemental Information ReportSupplemental Information Report

include supporting data or evidence include supporting data or evidence supplementary documents may be supplementary documents may be includedincludedshow relevance of data, evidence, and show relevance of data, evidence, and supplements to the reportsupplements to the reportprovide cover page, introduction, provide cover page, introduction, supplemental information & conclusion supplemental information & conclusion

Understanding the ProcessUnderstanding the Process

Committee on Follow-Up meets three Committee on Follow-Up meets three times a yeartimes a year

Made up of CommissionersMade up of Commissioners Progress Reports reviewed by staff can go Progress Reports reviewed by staff can go

on consent agenda or assigned to readerson consent agenda or assigned to readers Monitoring Reports assigned to Monitoring Reports assigned to

Commissioners to readCommissioners to read Recommendations sent to full CommissionRecommendations sent to full Commission

Understanding Understanding Substantive ChangeSubstantive Change

What changes are considered What changes are considered “Substantive”?“Substantive”?

Consult the Commission’s policy on Consult the Commission’s policy on substantive change because regulations substantive change because regulations do change!do change!

Typical changes included in current policy:Typical changes included in current policy: SignificantSignificant changes in Mission, Goals, or changes in Mission, Goals, or

ObjectivesObjectives Distance Learning, Content or Mode of Distance Learning, Content or Mode of

Delivery (50% or more of degree) of courses Delivery (50% or more of degree) of courses and programsand programs

Higher Degree or Credential LevelHigher Degree or Credential Level Contractual AgreementsContractual Agreements

What changes are considered What changes are considered “Substantive”? (cont.)“Substantive”? (cont.)

Non-credit offerings that affect missionNon-credit offerings that affect mission New sites/Location: Branch Campus or New sites/Location: Branch Campus or

Additional LocationsAdditional Locations Rapid GrowthRapid Growth Significant changes in governance or Significant changes in governance or

programsprograms Mergers and other changes in legal status, Mergers and other changes in legal status,

ownership, or form of controlownership, or form of control Site Closure & Institutional ClosuresSite Closure & Institutional Closures Clock/Credit hoursClock/Credit hours

Understanding the ProcessUnderstanding the Process

Meets every two monthsMeets every two months Committee readers are assigned proposalsCommittee readers are assigned proposals Role of the staff liaisonRole of the staff liaison Consent agendaConsent agenda Meetings via conference callMeetings via conference call Committee Actions go to Executive Committee Actions go to Executive

Committee of the Commission Committee of the Commission

Preparing a ReportPreparing a Report

One page executive summaryOne page executive summary What is the change, purpose, and how does What is the change, purpose, and how does

it fit into the missionit fit into the mission Financial impactFinancial impact Legal authorization to conduct the program Legal authorization to conduct the program

or activity (state approval, etc.)or activity (state approval, etc.) Additional documentation and evidenceAdditional documentation and evidence

What to include in the reportWhat to include in the report

Don’t assume the readers know about youDon’t assume the readers know about you Include any relevant documents, such as:Include any relevant documents, such as:

Basic planning documents such as budgets and Basic planning documents such as budgets and financingfinancing

Resources (faculty, library, facilities, etc.)Resources (faculty, library, facilities, etc.) Analysis of impact on the institutionAnalysis of impact on the institution Intended constituency Intended constituency Governance and administrative structureGovernance and administrative structure Assessment plansAssessment plans Records of institutional processes for approving the Records of institutional processes for approving the

activities, contractual arrangements, publications, etc.activities, contractual arrangements, publications, etc.

Additional Materials to IncludeAdditional Materials to Include

Branch campusesBranch campuses: educational programs and financial : educational programs and financial projections, governance, oversight, services and resources projections, governance, oversight, services and resources at the siteat the site

New degree programsNew degree programs: constituency, faculty resources, : constituency, faculty resources, educational resources, assessment processes for the educational resources, assessment processes for the degreedegree

Additional locationsAdditional locations: access to resources, oversight: access to resources, oversight Distance education programs:Distance education programs: technology, access to technology, access to

library, campus resources, assessment, etc.library, campus resources, assessment, etc. Rapid Growth:Rapid Growth: enrollment projections, institutional impact enrollment projections, institutional impact

and resourcesand resources Approval of state or other agenciesApproval of state or other agencies Don’t assume anythingDon’t assume anything

What do readers look for?What do readers look for?

Type of changeType of change Relations to institutional missionRelations to institutional mission Readiness for review (are all supporting Readiness for review (are all supporting

documents included such as budget, impact documents included such as budget, impact analysis, resources, need, etc.)analysis, resources, need, etc.)

Is there evidence of sufficient resources, Is there evidence of sufficient resources, outcomes assessment, proper oversight, outcomes assessment, proper oversight, appropriate planning, & realistic projectionsappropriate planning, & realistic projections

Impact on other campus programs?Impact on other campus programs? Related entities and contractual agreementsRelated entities and contractual agreements

Planning AheadPlanning Ahead

Allow sufficient time to submit the report:Allow sufficient time to submit the report: Submission deadlines: 1Submission deadlines: 1stst business day of business day of

January, March, May, July, September, January, March, May, July, September, NovemberNovember

Committee Action: 3Committee Action: 3rdrd Wednesday of Wednesday of February, April, June, August, October, February, April, June, August, October, DecemberDecember

Don’t let change sneak up on youDon’t let change sneak up on you Fees, visits, and follow upsFees, visits, and follow ups When in doubt, ask your staff liaison!When in doubt, ask your staff liaison!

New Challenges and New Challenges and DevelopmentsDevelopments

More Title IV audit reviewsMore Title IV audit reviews New programs that might not follow logically New programs that might not follow logically

from existing programs may need to be from existing programs may need to be reviewedreviewed

Requirements will change as result of Requirements will change as result of Higher Education Opportunity ActHigher Education Opportunity Act

More Distance Learning ReviewMore Distance Learning Review Standard 13 related to Substantive ChangeStandard 13 related to Substantive Change Keep informed of the policy on-lineKeep informed of the policy on-line

ResourcesResources

Policy on substantive changePolicy on substantive change Commission website Commission website www.msche.org Staff liaisonStaff liaison FAQFAQ

Questions?Questions?