Career Services Standardization of Policy and Procedures Training 10/7/14 Updated on 1/14/15

Career Services Training Agenda Agenda Topics: ACICS Expectations and Requirements CAR Reporting Adoption of a standardized Career Services Procedures Manual and Forms. Training on the definition of placements and waivers, and required documents to be collected to support these statuses Training on how data is to be entered into CampusVue. Placement status or waiver may not be entered into CampusVue until all required supporting documentation is obtained. Verification of employment reported by an outside servicer. Importance of Graduate and Employer Surveys. Graduate surveys are intended for students who are employed and those seeking employment, so they can evaluate the education provided as it relates to the skills required to be successful on the job. https://www.surveymonkey.com/s/SIUGraduateSurvey Employer Survey “Survey Monkey Link” https://www.surveymonkey.com/s/SIUEmployerSatisfactionSurvey Due 30 days after date of hire. New Monthly reporting requirements and deadlines Survey Participation Chart Tabulation of survey results by program, and by Graduate versus employer.

UNDERSTANDING ACICS

ACICS Accreditation Criteria Policies, Procedures and Standards Compliance Standards – Compliance standards are intended to ensure that a substantial majority of students at ACICS-accredited campuses are retained, pass licensure exams where applicable, and find employment related to their fields. A campus whose rates fall below the Compliance Standard must come into compliance within established timeframes or its grant of accreditation may be withdrawn. A program whose rates fall below the Compliance Standard must come into compliance within established timeframes, or approval for inclusion of the program within the campus’s grant of accreditation may be withdrawn. A campus whose retention or placement rate falls below the Compliance Standard must seek prior approval (by means of a waiver) in order to apply for approval of a new program.

2013 Reporting Year – ACICS adopted enhanced student achievement standards in July 2012, effective for the 2013 reporting period and beyond, as described in the table below.   1Where licensure is required for employment.  2Must also meet applicable agency standards

ACICS Accreditation Criteria Policies, Procedures and Standards 3-1-111. Campus and Institutional Effectiveness Plans. For the Campus Effectiveness Plan, the following six elements, at a minimum, will be evaluated for institutional effectiveness: 1. student retention rates; 2. student placement rates; 3. level of graduate satisfaction; 4. level of employer satisfaction; 5. student learning outcomes; and 6. graduation rates [when available]. NOTE: 4 of the 6 elements responsibilities reside, in part, with Career Services!

ACICS Accreditation Criteria Policies, Procedures and Standards 2-1-809. Student Achievement Review. The Council reviews the Campus Accountability Report (CAR) and Institutional Accountability Report (IAR) to monitor performance in terms of student achievement at both the campus and program levels. Measures will include retention; placement; and licensure, registration or certification pass rates, if applicable. Each campus shall publish annual placement and retention goals. In formulating these goals, the campus shall take into account the retention and placement rates from the previous three Campus Accountability Reports and the specific activities that will be undertaken to meet those goals. The activities must demonstrate the campus’ ability to maintain or improve retention and placement outcomes each year.

3‑1‑440−Student Services (c) Institutions shall provide employment assistance and document activity. An institution shall not guarantee employment or the starting salary of its graduates. Follow-up studies on graduates and employer satisfaction shall be conducted by all institutions at specific measuring points following placement of the graduate. All institutions that use placement percentages or salary projections as part of their recruiting activities shall maintain data on all graduates, including the percentage receiving jobs and the percentage receiving jobs in the career field for which they were trained. Institutions also should keep data on students who do not graduate but who become employed on their own or with the institution’s assistance.

Outcomes. The effectiveness of an institution is determined by its outcomes. In determining effectiveness, institutions are required to evaluate the following outcomes: placement rates (in field, related field); graduate pass rates relative to minimum quantitative standards for state licensing examinations; employer satisfaction as determined by periodic surveys of those who employ graduates; graduate satisfaction as determined by periodic surveys of graduates; and student satisfaction as determined by periodic surveys of current students. Institutions also may use additional outcomes in evaluating effectiveness.

Placement Rate. The placement rate is a required element of the Campus Effectiveness Plan (see Section 3-1-111 of the Accreditation Criteria). The Placement Rate is defined by ACICS in terms of the total number of completers and graduates minus those who are not placed (employed) in their field of study or a related field of study, divided by the total number of completers and graduates. The placement rate is calculated at both the program and campus levels, based upon data submitted for the annual Campus Accountability Report (CAR) and according to the detailed formula and terms defined in the Guidelines and Instructions for the Campus Accountability Report, which is available on the ACICS website. The detailed formula includes definitions of in field and related field placement, adjustments, and exclusions for students not available for placement. Three years of placement rate data are required in the CEP, and the institution is required to define and publish goals for placement rates. ACICS also publishes standards for campus-level and program-level placement rates which accredited institutions are expected to meet or exceed. Institutions falling below Council standards are subject to planning requirements, monitoring, show cause directives or negative action including loss of program approval, campus inclusion or institutional accreditation.

What Are The Three Placement Categories? The three placement categories are: 1) Based upon job titles in the list of job titles published by the institution for which the program prepares students. 2) Based upon the required use of skills learned in the student’s program as a predominant component of the job. 3) Based upon the benefit of training received from the program in obtaining a new position or maintaining a current position, supporting or improving job related skills.

Definitions: Placements ACICS requires institutions to maintain and submit to the agency upon request, at a minimum the following information on each student considered to be “placed” Institution/Campus Data Placement Category 1. Campus Name 13. Select the placement category and complete either A, B, or C– DO NOT RECORD ALL THREE 2. ACICS ID 3. Campus Location a. Position Title b. Skills (record four major skills required) Student Information c. Student Attestation (signed or staff validated) 4. Student Name (Last, First, Middle Initial) 5. Student ID (If used by school to distinguish duplicate names) *optional 14. Employment Start Date 15. Full-Time (FT)/Part-Time (PT + Hours per week) 6. Valid Phone Number 7. Valid Email Address Employer Information 8. Graduation Date (mm/dd/yyyy) 16. Company Name 17. Company Location (City, State) Program Information 18. Company Web Address (if available) *optional 9. Program Name 19. Company Point of Contact (Name and Title) 10. CIP Code 20. Company Point of Contact (Phone #) 11. SOC Position Title(s) 21. Company Point of Contact (Email Address– if available) *optional 12. Skills (record four major skill objectives) SPD-Q6 Placed based upon job titles included in the list of job titles published by the institution for which the program prepares students These job titles must be those published by the institution on its web site in compliance with USDOE Title IV regulations and must be identified in the Department’s CIP-to-SOC Crosswalk with the Classification of Instructional Programs (CIP) code of this program. If the job title was on the published list, but the classification of a placement also involved an analysis of the program skills required as a predominant component of the job, include the student under Column R rather than here. Do not include a student in more than one placement category. Student/employer attestation is acceptable documentation. SPD-R6 Placed based upon the required use of skills learned in the student’s program as a predominant component of the job These skills must be those listed in the institution’s published program description and a majority of these skills must be documented in the employer’s job description as required or desired skills, duties or responsibilities. Student/employer attestation is acceptable documentation. SPD-S6 Placed based upon the benefit of the training received from the program in obtaining a new position or maintaining a current position, supporting promotion or improving job related skills An institution may use its own attestation form as long as it only includes positions that meet the conditions for classification as a placement (positions in or related to the field of study or for which the program credential is a requirement, paid, and intended to be continuing or sustainable), an acknowledgement that the training received in the program was beneficial in obtaining or maintaining the job, and evidence that the student submitted the attestation. If an institution’s attestation statement is used it must comply with ACICS’ attestation policy.

Definitions: Waivers Not available for placement due to pregnancy, death, or other health-related issues Not available for placement due to continuing education Not available for placement due to active military service Not available for placement due to visa restrictions (international students) Not available for placement due to incarceration SPD-T6 Not available for placement due to pregnancy, death, or other health-related issues a) Written information from a relative that completer or graduate was pregnant or gave birth at some time during the reporting period for placements. b) Written information from family or friend, or obituary. c) Written information that the completer, graduate or someone in the immediate family required hospitalization, bed rest or rehabilitation at some time during the reporting period. SPD-U6 Not available for placement due to continuing education a) Enrollment agreement or letter of acceptance as a full-time student into a new educational program that is 300 hours or longer in length. SPD-V6 Not available for placement due to active military service a) Attestation of, or papers verifying, assignment to active duty. b) Completers and Graduates as well as spouses and dependents of military personnel who have moved due to military transfer orders are included. SPD-W6 Not available for placement due to visa restrictions (international students) a) Documentation of the visa, of the lack of opportunities for paid practical training and of the location of the completer or graduate in the US for some time during the reporting period. b) Graduates are not considered “Not Available” just because they have moved to another country. SPD-X6 Not available for placement due to enrollment in an English as a Second Language (ESL)program a) A copy of an enrollment agreement or transcript is acceptable documentation. SPD-Y6 Not available for placement due to incarceration a) Documentation that the completer or graduate was incarcerated during the reporting period and served a criminal sentence in a Federal, State or local penitentiary, prison, jail, or other similar correctional institution. b) Students under house arrest are included. Students sentenced to serve for less than one month, only on weekends or in a half-way house are not eligible. c) Documentation must be maintained in the student’s file at the campus.

CAREER SERVICES MANUAL

CAREER SERVICES MANUAL THIS IS A LIVING DOCUMENT KEEP IN A BINDER WITH ALL FORMS, MEMOS, ETC. SETS THE EXPECTATIONS FOR THE DEPARTMENT QUESTIONS ON THE MANUAL???

Career Services Job Description

REQUIRED FORMS

Documents To Be Collected Authorization to Release Information Form-Due at time of enrollment Petition for Graduation Form- Due 2 months prior to graduation Graduate Exit Interview Form- Due Final Month Due at time of placement: ACICS Placement Verification Program Student Placement Attestation Form Non-Traditional Employment Update OR Graduate Employment Update Placement Verification Form-Due prior to posting in CampusVue Graduate Survey- Due 30-60 days Employer Survey- Due 30 days after date of hire.

CampusVue- Requirement for Placement All CSA’s must complete PRIOR to posting a student as placed in CampusVue. All Campuses will need this form completed for each of the students reported as placed on their 2012-2013 CAR 2013-2014 CAR ACICS Required Data CampusVue info

FORM REVIEW Attestation Form Instruction Sheet

Forms Graduates Must Complete Refer back to the CAR data requirements for the “waiver” form Authorization to Release Placement “waiver”

Placement Forms Non-Traditional Traditional

Grad Forms Exit Interview Clearance Form

DOCUMENTING IN CAMPUSVUE

CampusVue Instructions-Exit Interview Career Services Placement Exit Interview Complete this section at the time of the exit interview. What’s wrong with this??

CampusVue Instructions-Documenting Placement Career Services Placement: Two placements Choose the Degree you are assigning placement. Go to the “Placement & Intern/Extern History” tab “Add” information

CampusVue Instructions-Documenting Placement User friendly Complete all information in green. Will need to create employer

CampusVue Instructions-Documenting Placement To create an employer that is not listed, Click Add Employer- enter the data on the next screen, include everything you can on the employer. (Get from website if possible) Click on the Save button. Make sure you have the correct Graduating Campus on this screen.

CampusVue Instructions-Documenting Placement Complete all sections on this screen from your ACICS Verification form. The comment section should list the duties the graduate is doing that proves they are working in field of study. If no longer employed- as long as they were placed and it can be verified then you do not have to post this information unless the graduate has a better job to post.

Verification of employment reported by an outside servicer.

Third Party Service Responsibilities Upon receipt of a completed Non-Traditional Employment Update or Graduate Employment Update with employment information, the Career Services Advisor must verify employment with both the student and employer and then scan documentation to our Third Party Consultant (TPC) Tiffany Badger. tiffbadger@yahoo.com The TPC will complete an additional verification for compliance and accuracy of reporting.

Importance of Graduate and Employer Surveys.

Graduate Survey- https://www.surveymonkey.com/s/SIUGraduateSurvey This is to be distributed when a student graduates and/or becomes “employed” within 30-60 days from graduation Purpose is to gain insight into how their education has assisted them in their career or during their career search Email as soon as you have completed- Completed the Verification Form Had student complete the Graduate Employment Form Put data in CampusVue The Provost or designee will review the data for discussion in Advisory Board Meetings, Program Review Committee Meetings, and other meetings as necessary.

Employer Survey- https://www.surveymonkey.com/s/SIUEmplo yerSatisfactionSurvey Employer Survey- Due 30 days after date of hire. The surveys will come to Beverly Glass, Largo Campus Director and our third party servicer. The Provost or designee will review the data for discussion in Advisory Board Meetings, Program Review Committee Meetings, and other meetings as necessary.

Survey Participation Chart

Proof of Survey Participation All campuses must complete by Friday, October 10, 2014 Both surveys have been made available Use this format moving forward

New Monthly reporting requirements and deadlines

Monthly Reporting You will begin using your CAR report on a monthly basis to report your placements. You will need to work closely with your registrar who will also be managing the CAR on a monthly basis. These will be due no later than Friday of Week 2. CAR Deadlines- May begin entering actual data on October 1,2014 until the deadline of November 3, 2014. This may be different for next year. We want this completed this year by 10/10/14. All data must have backup as required. Beverly Glass will input CAR data into ACICS each year moving forward.

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