Accurate and Efficient Accreditation Documentation Preparation

1. Accurate and Efficient Accreditation Documentation Preparation q by Dr. Raymond Greenlaw Dean, School of Computing Armstrong Atlantic State University

2. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

3. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

4. Is Accreditation Documentation Preparation Worth Discussing? YES! Accreditation documentationpreparation is worth discussing. • Programs accredited by ABET in 2002 • Many places do not apply because of the amount of work required in documentation preparation

5. Is Accreditation Documentation Preparation Worth Discussing? YES! Accreditation documentationpreparation is worth discussing. • Average length self-study  500 pages • Usually written by faculty members • Accreditation committee team chair • Few knowledgeable enough to write about all aspects of program • Departments working towards accreditation for first time could be at a disadvantage • Support staff • May not be available • Not normally experienced with self-studies

6. Small percentage of faculty experienced with coordinating a 500-page document Could lead to poor integration Could lead to non-uniformity Evaluators tend to “dig deeper” if documentation is incomplete Added burden on program evaluator New issues of concern tend to arise Is Accreditation Documentation Preparation Worth Discussing?

7. Small percentage of faculty experienced with coordinating a 500-page document Example: Conference papers are usually  6-10 pages Journal papers are usually  10-20 pages Dissertations are usually  100-200 pages Is Accreditation Documentation Preparation Worth Discussing?

8. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

9. Planning Stage Preliminary Steps • Form accreditation committee • Select a chair • Motivated to complete the self-stufy • Possesses good writing style • Sets and meets deadlines • Has adequate time • Respected by faculty • Is familiar with other personnel in institution

10. Planning Stage Chair’s Responsibilities Read all ABET documentation • Maintain a folder of most important documents in central location • Assign faculty specific readings with deadlines • Suggest someone complete program evaluator training and perform a visit

11. Chair’s Responsibilities (continued) Collect and organize relevant documents Assumption: degree under consideration has all standard processes in place to support it, evolve it, and improve it Such activities must be documented on an ongoing basis Student outcomes Curriculum committee minutes FormsStudent surveys – regularly tabulated and evaluated Improvements to the program based on these results Student work collected at least two years prior to the visit Planning Stage

12. Chair’s Responsibilities (continued) Collect and organize relevant documents File student portfolios built by faculty Report to faculty and department chair so program improvements can be implemented Write - do not just collect Requirements of such instruments Collected Well-written Thoroughly analyzed Are comprehensive Fold analysis into the self-study Planning Stage

13. Chair’s Responsibilities (continued) Test manuscript preparation software ABET provides Word documents as starting point Committee should convert to institution specific format right away Time line for document preparation process Know abilities of self and other faculty Realize that nearly all self-studies are rushed (despite six-year lead time for preparation) Faculty departures Overzealous administrators Accreditation committee team chair Planning Stage

14. Chair’s Responsibilities (continued) Communicate with all parties List individuals who will be involved Keep informed of deadlines and communicate regularly Keep faculty motivated throughout duration of process Lead effort and possess high energy level Planning Stage

15. Key Assignments Acquire physical items for displaying accreditation materials Binders Dividers Plastic three ring insert sheets Tabs Standardize format for classroom materials Consistent table of contents Beginning of each binder Consistent format will greatly facilitate job of program evaluators Can alert faculty to items they should be collecting Planning Stage

16. Key Assignments Assign course materials Divide up work for course materials One or two people per course All course descriptions should be prepared uniformly Will facilitate jobs of program evaluators Class materials from other units are needed Communicate with chairs of these departments Give plenty of notice Define exactly what is needed and when Account for possible retirements, departures, and dissension Planning Stage

17. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

18. Reaccreditation: Working from Old Documentation Reaccreditation: Working from Old Documentation Curse or blessing? • Ascertain quality and relevance to new criteria • If self-study is poorly written and outdated, start over • Some material may be salvageable Chair may have to process entire document – removing outdated material • May be difficult to ensure that incorrect/old information is not carried forward

19. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

20. Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units • Prepare and send out requests as early as feasible • ABET process is thorough • Nearly all aspects of program are investigated • Examples: • Faculty benefits - get info from HR and include • List of periodicals - get from head librarian • Budget information is often poorly documented (obtain information from business office)

21. Allow enough time to generate a second request in case it is needed Introduce yourself to the following People who will be collecting information for you Personnel who will meet with visiting team of program evaluators Make other institutional units feel like part of the team Stress the importance of other institutional units’ tasks Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units

22. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

23. Introduction Sections: Objectives and assessment Student support Faculty Curriculum Laboratories Institutional support and financial resources Institutional facilities Writing the Self-Study

24. Introduction Additional sections for computer science: Information relative to the entire institution General information on the computer science unit Finances Computer science program personnel Enrollment and degree data Admissions Writing assignments should indicate scope and due dates Writing the Self-Study

25. Introduction Example: Laboratories section assignment Roughly 15 pages Requires sections: Computing Facilities Available for Use in the Computer Science Program Student Access Documentation Faculty Access Support Personnel Instructional Support Incorporate recent acquisitions of new equipment Department’s recently hired lab technician will be of little assistance First full-draft in Word is due March 15 Will go out to faculty for comment and will be edited by April 25 Administrative assistant will not be able to help edit Final version due May 5 Writing the Self-Study

26. Editing the Document One person responsible for overall document Revision control system Edit logs Backup system Hard copies Communicate editing assignments and completion dates Writing the Self-Study

27. Proofreading Couple of faculty Preferably program evaluator Correctness, completeness, consistency Ethics and Reporting Writing the Self-Study

28. Common Pitfalls Reporting faculty information Consistent “vitas” Documenting paths through program Every student completing the program of study must meet accreditation standards regardless of path Multiple tracks students can follow Presenting budget information Numbers must be reported consistently throughout For example, reporting equipment expenditures of $84,233 instead of “nearly $100,000” Writing the Self-Study

29. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

30. Miscellaneous Issues • Transcript Collection • Ten student transcripts • Indicate process used for selecting transcripts • Provide note for unusual transcripts • Confidentiality and Security Issues • Faculty salaries • Student work • Budget information • Student waivers

31. Miscellaneous Issues Opening Presentation • Given by chair • Given to program evaluators • Serves as a road map to and through documentation • Indicates anomalies

32. Is Accreditation Documentation Preparation Worth Discussing? Planning Stage Reaccreditation: Working from Old Documentation Communicating with Other Institutional Units Writing the Self-Study Miscellaneous Issues Summary Outline

33. Summary There are many different approaches that can lead to successful document preparation. The hints provided here are to help someone with limited experience stay on track during this challenging endeavor.