PREPARING FOR REMOTE- AND SITE-BASED ASSESSMENTS:

4-YEAR CYCLE Presented by:

Vince Dauro Southeast Regional Program Manager

Paul McMillan Northeast Regional Program Manager

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Site-Based Assessment = On-Site Assessment Web-Based Assessment = Remote File Review Compliance Service Member (CSM) CALEA® Guide to Successful Accreditation Management (CGSAM) CALEA® Information Management & Reporting System (CIMRS) Agency display replaces Static Display Agency debriefing replaces Exit Interview

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Put in place a continuous proofing process CGSAM! Annual remote, web-based assessments Review all files within PowerDMS™

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Annual Remote, Web-Based Assessments. Scheduled by CSM (Three-month window around award anniversary date)

Status Report. Uploaded to CIMRS first three anniversary dates, and then 3 months prior to your Site-Based Assessment for year 4. Notify RPM when you have uploaded the report. Site-Based Assessment. Similar to current GSA on-site procedures.

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Example of Activity Dates – Assuming a June 4 -7, 2015 date for your last on-site (Site-Based Assessment):

Year 1 – June 7, 2015 to June 6, 2016 The CSM will call to arrange access to your files within the 3-month time period associated with the award date, November 21, 2016, (Oct., Nov., & Dec.). Your annual status report is due on the anniversary of the award, November 21, 2016.

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Example of Activity Dates – Assuming a June 4 -7, 2015 date for your last on-site (Site-Based Assessment):

Year 2 – June 7, 2016 to June 6, 2017 The CSM will call to arrange access to your files within the 3-month time period associated with the award date, November 21, 2017, (Oct., Nov., & Dec.). Your annual status report will be due on the anniversary of the award, November 21, 2017.

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Example of Activity Dates – Assuming a June 4 -7, 2015 date of last on-site:

Year 3 – June 7, 2017 to June 6, 2018 The CSM will call to arrange access to your files within the 3-month time period associated with the award date, November 21, 2018, (Oct., Nov., & Dec.). Your annual status report will be due on the anniversary of the award, November 21, 2018.

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Example of Activity Dates – Assuming a June 4 -7, 2015 date of last on-site or Site-Based Assessment:

Year 4 – June 7, 2018 to Date of Site-Based Assessment in 2019.

The CSM will access your CALEA® PowerDMS tool 6 weeks prior to the Site-Based Assessment Your agency status report is due 3 months prior to the Site-Based Assessment.

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You must keep your files current. Pay close attention to the time sensitive activities. You will not have complete proofs in some files until the final year of your cycle. Use Appendix G

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Your CSM will contact you approximately 30 days prior to your review, and will discuss the standards that will be involved in the review. You will have input into this process!

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If issues are discovered in the review, you will decide on an action plan to remedy the issues, and the standard will be reviewed again the next year to ensure the issue is resolved.

Plan

Do Evaluate

Issue

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We expect this process will eliminate most,

if not all, standards issues, while maintaining the integrity

of the program!

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Agencies transitioning to the four-year process will begin using CIMRS to input agency and CEO information, yearly tables and status reports.

CIMRS classes will be taught each conference!

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Completed every anniversary date and 3 months prior to Site-Based Assessment CEO input required Outline to prepare Assessment Agenda

*Same report for all programs

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trengths

eaknesses

pportunities

hreats

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*Notify RPM after you upload your Agency Status Report

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Review Program Crosswalk Contact RPM Submit official letter requesting participation Certification Checklist

3 months prior to Site-Based Assessment Information found on website select Resource Tab/Multiple Accreditation www.calea.org Please attend the class on Friday at 0915!

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All Site-Based Assessment in the

4-year cycle use the Gold Standard

Assessment Framework! (However, GSA Term will be phased out)

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Site-Based Assessment Contact Assessment Coordinator Kim Crannis-Curl, kcrannis@calea.org, to select/confirm Site-Based Assessment dates. Assessment Information Transmittal

Under Form and Documents

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The 4-year timeframe is only used with reaccreditation.

Initial accreditation remains a 3-year or a 2-year self-assessment period, depending on program, e.g., LE, COMM, Train. Acad., or C.S. No agency status reports. The CSM does a remote, web-based assessment within 6 weeks of the Site-Based Assessment, not annually for initial accreditation.

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Reaccreditation Assessment Annual continuation fee paid This includes your CALEA® PowerDMS Assessment Tool cost As always, this is an estimated cost and may be a little less or more depending on actual costs involved

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Regional Program Managers may review a (small) sampling of files upon request. If requesting review- minimum of 6-12 months RPM will provide guidance/suggestions – not the authority on compliance. Mock Assessments will be different with the 4-year process.

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Agency provides assessor usernames/passwords/URL (Site Key) to CALEA® Access to the assessment tool begins 40 days prior to the Site-Based Assessment. It ends 5 days after the Site-Based Assessment. Access will NOT be granted sooner than scheduled ALL files are to be open for assessors Check permissions to ensure assessors are provided appropriate access

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Must be APPROVED by Assessment Coordinator: Assessment Agenda* Agency Display Agenda (initial LE only) Public Notice* Media Release*

Additional Assessment Documentation: Assessment Files Data Tables Policy Manuals Agency Status Report

*Examples in CGSAM, chapter 4

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You will upload table information each year into CIMRS. You do not need to complete the old style tables prior to your Site-Based Assessment. Improved instructions for completing the tables are provided.

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40 days before Site-Based Assessment. The Site-Based Assessment team will not review files, but they will have access to use while ensuring compliance. There are no mail-off files! All standards will be unlocked CSM will prepare Annual Web-Based

Report.

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Non adversarial interview between assessors and agency personnel. Assessors may interview any agency personnel. No pre-selected questions. Governing bodies, citizens, unions etc.

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Approved by Agency/Assessment Coordinator/Team

Review of Changes Policy revisions/creation

Timing of Activities Agency Tour Call in Session Public Hearing

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Tool used by the assessor Generates questions/interviews Can be found on the web under the clients tab/ forms and documents

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Email Hotel Logistics sheet to Assessment Coordinator Choose two hotels - be cost wise Close to agency and restaurants Suitable for team

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Ground Transportation Photo Op timing (optional) Non-recordable/ unscreened telephone line Arrange public hearing Video/audio tape hearing KEEP TAPE UNLESS TEAM LEADER OR CALEA REQUESTS A COPY.

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Telephone Hospitality (optional)

Easy access to AM

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Specifically trained for assessment Assessment Services notifies CEO and AM of Assessment Team approx. 2 months prior to Site-Based Assessment Discuss conflicts, if any Number varies

depending on program Special needs/laptops PowerDMS access

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What if there is a conflict?

EARLY RESOLUTION: IMPERATIVE Team Leader & AM and/or CEO resolve conflict Contact Assessment Manager for guidance Follow Process in CALEA® Manual (CGSAM)

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4 days Advanced Accreditation 3 days for LE Accreditation Public Information Activities

Public Hearing Phone-in Session

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3 or 4 days Public Information Activities Public Hearing (optional) Phone-in Session

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3 days Public Information Activities

Public Hearing Phone-in Session

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Escort assessors from airport to hotel Transportation (Agency/Rental) Agency Tour/ Agency Display Interviews Ride A-longs

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Agency Tour Agency Display (Initial) Interviews Ride alongs Public Information Activities

Public Hearing Phone-in Session (2 Hours)

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Interviews Contact with outside sources Phone-in Session (2 hours) Public Hearing (be cautious of location and timing)

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Additional interviews and community contact Agency Debriefing Escort Assessors to Airport

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Each Assessor discusses assessment Team Leader discusses adjustments Suggestions, where appropriate Will not confirm “Pass/Fail”

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Prepare for the CALEA® Conference Book hotels early Register w/CALEA®

Review the Assessment Report Continue to maintain the process between assessment and award

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START PLANNING EARLY MAINTAIN FILES KEEP EVERYONE INFORMED CONTACT PROGRAM MANAGER OFTEN KEEP ON TOP OF IT

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