How One Institution Used the Accreditation Module to Achieve SACSCOC Reaffirmation
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Transcript of How One Institution Used the Accreditation Module to Achieve SACSCOC Reaffirmation
How One Institution Used the Accreditation Module to
Achieve SACSCOC Reaffirmation
Tony Adam, Director of Institutional AssessmentLeah Coleman, Coordinator of Institutional Assessment
Blinn College
SPOL User ConferenceFort Lauderdale, FL
September 27-30, 2015
Presentation Outcomes
• Utilize SPOL’s Accreditation Module• Write compliance report narratives • Manage the approval process • Organize support documentation• Publish final compliance reports with ease• Respond to accreditors’ follow-up requests
Blinn College Basics
• Four campus locations in southeast Texas• 18,000+ students• 120 academic and support programs• Academic transfer and workforce programs• 750 full-time and part-time faculty• Accredited by the Southern Association of
Colleges and Schools Commission on Colleges
Blinn’s Recent Record with SACSCOC
• Reaffirmation visit – 2004• Fifth-Year Interim Report (2010)– Prepared entirely on paper– Built support webpage with help of campus Academic
Technology– Cited as non-compliant on four criteria
• Referral Report (2011)• First Monitoring Report on 3.3.1.1 (2012)• Second Monitoring Report on 3.3.1.1 (2013)• Second Monitoring Report accepted (2014)
Preparing for the next round
• Users unhappy with TracDat for assessment purposes
• Investigated alternative products with eye toward assessment and accreditation needs
• Purchased SPOL in January 2013• Licensed cloud-based Advanced Edition,
including Assessment, Budgeting, Planning, and Accreditation Modules
• Began set-up of modules in April 2013
Reaffirmation Timeline
• Compliance Report due – March 2014• Offsite team review – May 2014• Onsite peer review visit – October 2014
How Did We Proceed?
• Established Leadership Team, Compliance Certification Team, and Editorial Team
• Formed mini-teams of colleagues with knowledge/experience of specific areas (for example, faculty credentialing)
• Almost all team members were already SPOL Users and were at least aware of basic issues such as logging on, using tabs and arrows, etc.
Using the Accreditation Module
• SPOL already has the current SACSCOC criteria loaded in the Accreditation Module
• Using single sign-on avoided any problems with forgotten or confused passwords
• Basing SPOL on the cloud let users work from anywhere with no server or other problems
• Almost all writers were already SPOL Users – make sure everyone understands the workflow process before they begin writing the narrative or uploading documentation
Accreditation Details Page
Embed document links in your narratives – the reviewers can click the links for your support
documentation.
Approval Roles
One individual can appear in many
approval, editing, and writing roles – you can
also change roles as necessary
Associated Outcomes & Objectives
Associating Objectives and Outcomes from the
Assessment and Planning Modules easily adds
documentation to your report
Document & Link Management
Convert your documents to pdf
whenever practical for format consistency
and viewing ease for the reviewers
Use external links sparingly – they could break or disappear after
you’ve submitted your report
File Naming Conventions
Standardize your filenames – missing
documents are easier to spot, and the list the
reviewers see is easier for them to read
Organizing Documentation
Organize and label your folders and subfolders with simple names, so
writers can load documents easily
Results?
“The SACSCOC Board of Trustees reaffirmed accreditation. No additional report was requested. Your institution’s next reaffirmation will take place in 2025 unless otherwise notified.”
--official notification letter from SACSCOC, 1 July 2015
First time in Blinn College history that we were not required to produce any Monitoring Reports!
Recap – Helpful Hints
• Give yourself more time than you think you need on all phases of the accreditation process
• Organize your Document Management folders logically according to the criteria
• Standardize your document formats prior to uploading to the Document Management folders
Recap – Helpful Hints
• Train your users as soon as possible in the basic of using SPOL
• Train a few employees to help users along the way (e.g., how to upload documents, how to embed links in text)
• Don’t hesitate to contact the SPOL Helpdesk!
For more information:
Tony Adam [email protected]
Leah Coleman [email protected]
Joe Baumann [email protected]