1. Session C:
The Accreditation Process

2. Deadlines for Schools Seeking To Transition to ACCSC
Attend Accreditation Workshop
December 19-20, 2016
Upload a single PDF version of the Application for Initial Accreditation - Transition, will all attachments, to College 360,
School will receiver User ID and Password following the workshop.
Mail ($3,000) Processing Fee:
Recommended: February 24, 2017
No Later Than: June 23, 2017
Upon receipt of the Application Acceptance letter, upload the revised Application and Self-Evaluation Report
Mail in the on-site evaluation fee (total amount identified in acceptance letter)
Recommend: June 23, 2017
No Later Than: 6 months + Application Acceptance

3. Submit a formal Teach Out Agreement to the Department;
Education Department Establishes Enhanced Federal Aid Participation Requirements for ACICS-accredited Colleges
In-Process Application within 90 Calendar Days (by Monday, March 13, 2017).
An institution must have an In-Process Application with another accrediting agency within 90 calendar days of the Secretary’s final decision, or
Submit a formal Teach Out Agreement to the Department;
In-Process Application within 180 Calendar Days (by Monday, June 12, 2017).
The institution will not be eligible to receive any funds through Title IV for any students that enroll on a date after the 180 day milestone.
Site Visit within 300 Calendar Days (by Tuesday, October 10, 2017).
The institution will not be eligible to receive any funds through Title IV for any students that enroll on a date after the 300 day milestone.
Letter of Credit
Monthly Submission of Student Records

4. Overview of the Accreditation Process
*approximate timelines
What are the reported rates of Student Achievement on the G/E Charts?
What are the results of the independent verification of graduate employment?
Workshop 12/19-20/2016
Application Due Date
Suggested:
2/24/17
NLT 6/23/17
Self-Evaluation Report / 3rd Party Audit Due Date
Suggested: 6/23/17
NLT 6 mos. from Application Acceptance
Projected Onsite Evaluation
8/17-10/17
Projected TSR and Response
10/17-12/17
Commission Action
02/18 – 05/18

5. Best Practices Webinar: Be Realistic. Be READY.
A live recording of the 58-minute webinar is available here.
The slides from the webinar presentation are available here.

6. Compliance with ACCSC’s Standards
Required at the time the school makes application.
The onsite evaluation team will evaluate the school’s compliance with ACCSC’s accrediting standards going back to the time of application with ACCSC.

7. The accreditation process is the cornerstone of ACCSC’s ability to continually ensure the high quality of education in accredited member institutions.
The accreditation process provides an opportunity for an institution to conduct a comprehensive self-evaluation all processes and procedures, as well as the services and resources that support its mission and educational objectives.
While ACCSC employs its own fact-finding methods to determine an institution’s compliance with accrediting standards, the burden rests with the institution to establish that it is meeting ACCSC’s standards

8. Consistency of Information
When describing the school, its programs and services, its student achievement outcomes, and the background and qualifications of staff and faculty to ACCSC, an institution has the obligation to ensure that it is providing complete and accurate information.

9. Importance of Consistency
Consistency of the Application of Established Policies and Procedures as it Relates to Students is Equally Important.
Through the accreditation process ACCSC will evaluate whether or not the school:
Established the necessary policies and procedures required by accrediting standards;
Can document the consistent application of the established policies and procedures in such areas as:
Refunds
Student Services
Career Services
Admissions

10. Licensure, Approval and
Accreditation Information

11. State Licensure – Effective Dates / Expiration
Current Accreditation Status – Current term of Accreditation, Status with Agency; Programmatic Accreditation; Title IV Agency
Investigations / Pending Regulatory Actions

12. Attestations

13. Accept and Support the Concept of Accreditation
Accepts the Responsibility to Demonstrate Compliance;
Forthcoming, Complete, Truthful, and Accurate

14. Disclosures

15. Affiliations Owner and Management Affiliations Pending/Final Actions
Denied Accreditation, Bankruptcy, Denied Title IV, Precipitous Closure
Pending/Final Actions
Court, Audit, Inquiry, Review, Administrative Action, State/Federal
Affiliations
Civil / Criminal Indictments

16. Material Events

17. Each school must notify ACCSC of any material event or circumstance that could affect the school’s operations, policies, staff, curricula, reputation, approval status or authority to operate as a legal entity, or financial status.
Such notification must be in writing, made within 10 calendar days of the event’s occurrence.
Any limitation, sanction of a school’s license or right to operate;
Cessation of teaching;
Any Show Cause Order, Probationary status, or withdrawal of accreditation by another accrediting agency.

18. Other Deadlines and Requirements

19. Deadlines and Requirements
Financial Statements
With the school’s application for accreditation.
Going forward: No later than six months following the end of the school’s fiscal year
June 30, 2016 Y/E– Due No later than December 31, 2016
December 31, 2016 Y/E- Due No Later than June 30, 2017
Accrual basis of accounting (not cash basis);
Comparative format showing side by side information for two most recently concluded fiscal years;
Audited and include a balance sheet, an income statement, statement of cash flows, and all notes as appropriate.

20. Deadlines and Requirements
Sustaining Fees
1st Time: Calculated by ACCSC
Going forward, calculated by the institution via the ACCSC Sustaining Fee Calculation Sheet
Due each year with the submission of the school’s fiscal year-end financial statements

21. Independent Third Party Verification of Employment
Verify the employment data in the G&E Chart(s)
Minimally a 50% sample of employed graduates on each G&E Chart
In a manner independent from the school
Due at the time of the due date for the submission of the SER.
NEW! Disclosures (background)
Previous School Affiliations – Loss of Accreditation, Bankruptcy, Loss of Title IV Eligibility, Court Action(s), Civil/Criminal Proceeding(s)
NEW! Must describe how it trains staff to conduct the verification
ACCSC’s Definitions and Methodology

22. Application Attachments

23. Application Attachments Non-Refundable Processing Fee
$3,000 Institution Transitioning to ACCSC
Workshop Certificate and Staff Personnel Report
State License / Clock Credit Hour Approval 1
Application
Attachments 2 3

24. Program Chart Degree Application(s) (if applicable)
Other Required License(s) and/or Approvals
Programmatic
Regulatory
Program Chart
Degree Application(s) (if applicable) 4
Application
Attachments 5 6

25. Staff and Faculty Personnel Reports by Department
Clock Hours: Allocation of Clock Hours
Clock/Credit Hours: Outline of a Degree Program
Staff and Faculty Personnel Reports by Department
Instructor License(s) and Certifications 7
Application
Attachments 8 9

26. Advertisements / Promotional Materials
Satellite Location? - Application
Application for Initial Distance Education
Catalog
Cross Referenced to Checklist 10 11
Application
Attachments 12 13

27. Enrollment Agreement – Cross Referenced to Checklist
Facility: Fire, Safety, Sanitation
Insurance Certificate 14
Application
Attachments 15 16

28. Independent Verification of Employment Attestation
Financial Statements
Instructions for the Preparation and Submission of Financial Statements 17
Application
Attachments 18

29. Application Attachments Any Other Information
OPEID/ Cohort Default Rate
Campus Breakdown of CDR for Systems of Schools
Any Other Information 19
Application
Attachments 20

30. Why is Self-Evaluation and Institutional Enhancement Important?

31. Significant and on-going process
Assessment of the Complete School
The self-evaluation process should involve the entire school
Improvements due to internal efforts
Improvements within a school should be due primarily to its internal efforts rather than an on-site evaluation by an outside team.
Significant and on-going process
A permanent part of the institution’s operation.

32. Institutional Success
Blueprint for Success in Accreditation Process: Administration
Institutional Success
Effectiveness of Educational Administration
Professional Development of Management Team
Realistic Assessment
Leadership/Vision
Strategic Planning /Succession Planning

33. Continuing Education and Training
Blueprint for Success in Accreditation Process: Faculty
Continuing Education and Training
Quality of Teaching
Faculty Retention
Faculty Professional Development

34. Success of Institution
Success in Accreditation Process: Student Centered
Success of Institution
Success of Students

35. The Commission may request and review information pertaining to a school’s eligibility for ACCSC accreditation or compliance with accrediting standards at any time during the initial application process and may take any action it deems appropriate in accordance with these Rules (Section II (A)(1)(j), Rules of Process
and Procedure, Standards of Accreditation)
ACCSC
ACCSC

36. Success in Accreditation Process: The SER
Does the SER response answer the question being asked?
Is the SER complete and clear?
Is the SER realistic to reflect day-to-day operations?
Is necessary documentation available to support the SER?
Is any supporting documentation complete, clear, and concise?

37. Appendices: Occupation Specialists – A & C
Visit Preparation Checklist - B

38. Occupation Specialists
An individual who represents a specific industry/trade, holds the required credential to legally work in the field, and has a work history that supports an independent “expert” representation of their occupational specialty.
Appendix A: Occupation Specialist Information Package 
The school must prepare a separate electronic Occupation Specialist CD for each of these program areas, which is labeled “Occupation Specialist Information” and indicates the program name or area of concentration on the cover.
Appendix C: Occupation Specialist Candidates
Provide the requested contact information for three (3) to five (5) local individuals per training program/group of related programs who meet the required criteria outlined in Appendix C
must meet tests to be considered an “independent” evaluator;
five years of hands-on work experience in the field/industry.

39. Be READY for the on-site evaluation.
Appendix B: Preparing for the Renewal of Accreditation Onsite Evaluation
Be READY for the on-site evaluation.
Examples from the Checklist
Set aside a separate secure room for the Commission team.
Have students in regular attendance avoiding scheduled breaks, special exams, and field trips.
Have as many instructional and administrative staff present as possible.
Have driving directions and parking information available for the team prior to arrival.
If parking is limited, please have spots available for the on-site evaluation team.

40. Be READY for the on-site evaluation.
Appendix B: Preparing for the Renewal of Accreditation Onsite Evaluation
Be READY for the on-site evaluation.
Please have the following available in the team room upon arrival:
One set of educational materials currently in use for each training program offered, including curricula, lesson plans, textbooks, handouts, and instructor guidebooks
A list of all current students separated by program of study, start date, day/evening cohorts, and full/part-time cohorts (include overall totals per program)
A list of all graduates within the last 24 months

41. Focus on Student Achievement
Graduation and Employment Charts
Independent Third-Party Verification of Placement

42. Graduation and Employment Chart
Practical Advice from Schools that Have Made the Transition
Graduation and Employment Chart
Action Item
Blueprint for Success
Graduation and Employment Chart

43. The G/E Chart
A Graduation and Employment Chart is required for each program offered.
A separate G/E chart will be required for F/T and P/T program.
Reporting periods will differ among individual programs with different program lengths given the impact of SAP.

44. The Graduation and Employment Chart
Cohort Reporting
Individual Students By Program By Start Date
You must submit a Graduation and Employment Chart for each educational program offered at your school.
If a program is offered both full time and part time, a separate chart will be required for each.
The reporting periods will differ among individual programs with different program lengths.

45. Best Practices: Student Achievement
Demonstration successful student achievement through the reported rates of student graduation and graduate employment
Graduation and Employment Chart for Every Program
Program by Program
Line by Line
Student by Student
Graduate by Graduate.
The reported rates of graduate employment are unassailable.
Internal Audits
Third-Party Verification
Employer, Job Title, Job Responsibilities – Related to the Field
Organized by Program; By Start Date
Sustainable Employment
Not one day / two days of employment .

46. Today: SER Submission (+6 months)
How to Determine Reporting Periods
Today: SER Submission (+6 months)
Assumption: 8-month program
Report Date: December 2016 (12/2016)
Length of Program months
Multiply Length by 1.5 times 4 months
Add Three Months for Placement 15 months
End of Reporting Period:
12/16 minus 15 months = 08/2015
08/15 minus 12 months = 09/2014
Assumption: 8-month program
Report Date: July 2017 (07/2017)
Length of Program months
Multiply Length by 1.5 times 4 months
Add Three Months for Placement 15 months
End of Reporting Period:
07/17 minus 15 months = 03/2016
03/16 minus 12 months = 04/2015

47. How to Determine Reporting Periods
Two Welding Programs One F/T (8-month) One P/T (12-month) [Same Clock Hours]
Two Separate Graduation and Employment Charts
Based on Length of Program
Dental Assistant Full Time
Assumption: 8-month program
Report Date: December 2016 (12/2016)
Length of Program months
Multiply Length by 1.5 times 4 months
Add Three Months for Placement 15 months
End of Reporting Period:
12/16 minus 15 months = 08/2015
08/15 minus 12 months = 09/2014
Dental Assistant Part Time
Assumption: 12-month program
Report Date: December 2016 (12/2016)
Length of Program months
Multiply Length by 1.5 times 6 months
Add Three Months for Placement 21 months
End of Reporting Period:
12/16 minus 21 months = 02/2015
28/15 minus 12 months = 03/2014

48. Best Practices: Student Achievement
Program Viability
Take definitive action
Enrollment limitation
For how long?
How many students?
What are you hoping to achieve?
Program Cessation
If a program is continuing to fail to meet expectation, take action.
The question may become, why are you continuing to offer this program that fails to meet expectations?
This is not a decision that the state regulatory or ACCSC should make, this is a decision the school should make.
Due Process

49. ACCSC’s Scope of Recognition
The Graduation and Employment Chart category “Graduates - Unavailable for Employment” removes from the employment rate calculation graduates who fall into one of the following categories:
death,
incarceration,
active military service deployment,
the onset of a medical condition that prevents employment, or
international students who have returned to their country of origin.

50. ACCSC’s Scope of Recognition
The “Other Unavailable” category is not applicable for programs where 25% or more of the graduates are categorized as “other unavailable” because the graduate “returned to their country of origin.”
If the school cannot demonstrate that graduates earn a job in the field for which training is provided in accordance with ACCSC’s established procedures, the school will not be eligible for ACCSC accreditation.

51. Independent Third-Party Verification
of Employment

52. Guidelines for Employment Classification

53. Justification P & P Cohort Reporting
The school must be able to justify the classification of each graduate as employed in a training related field and maintain verifiable employment records using the following guidelines. .
P & P
The school should have and adhere to policies or protocols in regard to these guidelines (reasonable time period, sustainability, relatedness, etc.). 

54. Employment Classification
The employment classification is appropriate and reasonable based on the educational objectives of the program.
The employment is for a reasonable period of time, is based on program objectives, and can be considered sustainable (e.g., not a single day of employment).
The employment is directly related to the program from which the individual graduated, aligns with a majority of the educational and training objectives of the program, and is a paid position.
P & P: Guidelines for
Employment Classification

55. Regular Employment Regular Employment
Documentation verifying employment and that employment is related to program of study
Aligns with a majority of the educational and training objectives
Diligent Efforts w/o Success

56. Written Documentation (Statement) from Graduate
Self-Employed
Self-Employment
Written Documentation (Statement) from Graduate
Attestations: Aligned with Employment Goals; Vocational; Related to Training; Making Training Related Income; Licensed
Graduate Name, Contact Info.

57. Career Advancement Career Advancement
Students that are already employed at time of graduation
Written Doc Maintain Employment
Written Doc Eligible for Advancement

58. Independent Verification

59. A live recording of the 90-minute webinar is available here.
Best Practices Webinar: Independent Third-Party Verification
The PDF version of the Webinar Slides will link directly to the resources provided.
A live recording of the 90-minute webinar is available here.
Online at ACCSC.org under Events/Webinars
The slides from the webinar presentation are available here.
Best Practices and Lessons Learned
The Independent Third-Party Employment Verification FAQ is available for download by clicking here.

60. Accreditation Requirements
Reliable
Documentation
Justification

61. 10% of ACCSC-Accredited Schools
Independent Third-Party Verification: Random Sampling
How Often?
Every Year (by ACCSC)
How Many?
10% of ACCSC-Accredited Schools

62. Once Every Renewal Cycle (1-6 Years)
Independent Third-Party Verification: Accreditation Process
How Often?
Once Every Renewal Cycle
(1-6 Years)
How Many?
50% Sample of all Programs

63. Independent from the School
Independent Third-Party Verification of Employment Results
Independent from the School
Either Verbally or In Writing
From Employer or Graduate
Results to On-Site Evaluation Team / ACCSC

64. Aggregate Institutional Results Across ALL Programs
The school must provide the following chart with aggregate institutional results across all programs:
Independent Third Party Initial Employment Verification
Reported Institutional Rates
Annual Report Year
Name of Company
Total number of students sampled
Total number of available students to sample*
Sample size percentage
Verified as Correct
Verified but Different
Unable to Verify
Verified as Not Correct
* Students classified as Graduates - Employed in Field across all programs for Annual Report year
Placements Verified by a Different Independent Third-Party*
Company Name
Number of Graduates Verified
* Graduates that were unable to be verified by the school’s chosen vendor but were verified by a different third-party company like “The Work Number.”

65. Verification Categories

66. Verified but Different
The school must provide the following as part of this SER:
Verified but Different
Verified as Not Correct
Unable to Verify
Verified as Correct
The total number of students in the sample; and
The number of students in each of the categories below and the percentage in each category listed.

67. Verified as Correct Same Employer Exact Match
as listed in school record
Exact Match
Start Date within 45 days of verified start date
Obvious Match
Confirmed Match
Different Title but Responsibilities Substantively the Same

68. Exact Match Obvious Match Confirmed Match
Verified as Correct: Automotive Technology
A completed employment record for a graduate from the Automotive Technology program indicates the graduate as being employed in field as a Mechanic.
Exact Match
Mechanic
Obvious Match
Auto-Mechanic
Confirmed Match
Technician II
Confirmed by Employer or Graduate as substantively similar
Job Responsibilities

69. Verified but Different
Start Date is MORE THAN 45 Days Different
Not an Obvious Match or Confirmed Match
Substantively Different Job Title

70. Unable to Verify Unable to Verify Or the Graduate
Unable to obtain verification of the school’s employment record
From either the Employer
Or the Graduate
Work Number

71. Verified as Not Correct
Graduate Record Not Found in Employer’s Records
Different Employer
Grad denies working in position
Position is unpaid / intern
Other Discrepancies

72. Independent Verification Results
December 2016 UPDATE
Independent Verification Results
2014 / 2015 – Accreditation Cycle

73. 29 Different Independent Third Parties 20,551 records
Independent Verification: 2 Year Totals
258 Schools with Results
29 Different Independent Third Parties
20,551 records
97% (250 of 258) schools met the required 50% sample.
21% (53 of 258) submitted 100% samples.

74. Independent Verification: 2014/15 Accreditation Cycle
Verified as Correct
Unable to Verify
Verified but Different
Verified as Not Correct
January 2014
59% (1586 of 2668)
30% (808)
8% (205)
3% (69)
March 2014
78% (995 of 1270)
13% (163)
7% (91)
2% (21)
July 2014
77% (2344 of 3026)
16% (493)
5% (143)
2% (46)
September 2014
60% (1750 of 2922)
26% (782)
12% (337)
2% (53)
January 2015
69% (2243 of 3238)
17% (553)
11% (356)
3% (86)
March 2015
68% (1046 of 1539)
16% (242)
14% (213)
2% (38)
May 2015
79% (475 of 603)
14% (87)
4% (22)
3% (19)
July 2015
71% (1646 of 2306)
15% (337)
11% (259)
3% (64)
September 2015
73% (2173 of 2979)
17% (513)
7% (208)
3% (85)
Overall
70% (14,258 of 20,551)
19% (3978)
9% (1834)
2% (481)

75. 70% Independent Verification: 2 Year Totals 19%
258 Schools with Results
20,551 records

76. 184 507 Independent Verification: Commission Activity
Total Number Schools Subject to Employment Verification:
507
Total Number of Employment Verification Actions:
184
Information Request: %
Accept Report: %
Warning / Probation: <2%
Additional Compliance Findings

77. Lessons Learned / Reminders

78. Start Early. Best Practices / Lessons Learned
Real Time Verifications – Do not wait fox six months to begin the verification process.
Older employment data proves to be more difficult to verify.
Batching Verifications - Weekly? Monthly? Quarterly?
Verify the employment AFTER the graduate started work.
This is the most common reason for an invalid placement
Many times a graduate is offered a position (after externship) and the school counts that student as employed in field; however, the school did not verify that the person actually started.
Verify 5, 7, or 14 days after the graduate started, began working, and received pay.

79. Incorporate Third-Party Verification into Regular On-going Processes
Best Practices / Lessons Learned
Incorporate Third-Party Verification into Regular On-going Processes
This requires budgetary / financial support
For programs that have stable/reliable/consistent employment results, consider having an independent third-party conduct a 10% / 25% sampling each year.
Consider having an independent third-party conduct a 50% to 100% sampling every year for programs with:
A significant number of self-employed graduates (prove more difficult to verify),
Programs that have historically had more challenges with employment, or
Programs that have not faired well during a previous verification process (i.e. high number of unable to verify / verified as incorrect)

80. Set Expectations with Students
Best Practices / Lessons Learned
Set Expectations with Students
Begin on the First Day of Orientation and continue throughout the program
Help Students to Understand Their Role in the Accountability Framework
Accreditation Resources: New Student Letter / Graduation Letter
Establish protocols for post-graduation activities that can be managed and tracked.
Admissions Protocols as Template
Have students sign a release form that permits the school to obtain employment information
Signed and dated upon graduation, not start, as frequently employers that require a signed release want it to be signed within 12 months of the request.

81. Set expectations with Career Services
Best Practices / Lessons Learned
Set expectations with Career Services
Random, Unannounced, In-House Review of Graduate Employment BEFORE subjected to Third-Party Audit.
Ensure Complete, Descriptive, Clear, Legible, Graduate Employment Records
Maintain up-to-date employment records in the school’s database or in another centralized manner - Not in individual files or post-it notes
“Sloppy” record keeping is another common reason why a record is not verifiable
Include: Graduate Name
Program Name
Job Title
Descriptive Job Responsibilities
Date of Initial Employment
Employer Address
Employer Contact Person
Employer Direct Dial
Graduate Phone Number
Graduate (not the school’s assigned address)

82. Set expectations with Employers
Best Practices / Lessons Learned
Set expectations with Employers
Work proactively with Employers
Set expectations, Get feedback
Batching Verification
When we contact employers who hire multiple graduates, have the third-party do it as one call/ /fax with the request for multiple graduates.
Avoid calling employers to “scrub” data in advance of the third-party verification process, only to have your 3rd party call them. 
Employers and Graduates get frustrated that “they just gave that information”

83. Maximize Your Relationship with Your Designated Third-Party
Best Practices / Lessons Learned
Maximize Your Relationship with Your Designated Third-Party
Get weekly reports while the project is underway
Ask for the option to update incorrect s or wrong telephone numbers while the project is underway
Require the third-party to use the revised contact information
Ask the third-party about the number of calls/ s and the pacing of outreach as to not frustrate your employers/graduates

84. Session C:
The Accreditation Process