1. Electronic Submission 101 for New Applicants Presenters: Cathy Hakes Director of Accreditation & Certification Activities Juliana Lancaster Director of Institutional Effectiveness 2008 SACS Annual Meeting December 7, 2008

2. Session Objectives Provide a brief historical perspective of Georgia Gwinnett College and its accreditation status Offer rationale for the submission of an electronic application Discuss the resources needed to develop an electronic application Review our process for designing and building an electronic submission

3. Session Objectives Provide an example of an actual timeline for development of an electronic submission Recognize common pitfalls to the process Identify reader/user limitations and how to overcome these Provide for audience comments and questions Distribute a resource CD with sample documents to aid in developing an application

4. Georgia Gwinnett College The 35th member of the University System of Georgia Located In Lawrenceville, GA

5. GGC opened its doors to an inaugural junior class of 120 students in fall 2006 The first freshmen class of 337 was admitted fall 2007 with total enrollment of 787. GGC firsts…

6. Celebrating Our Successes First graduation was held on June 28, 2008 Enrollment has grown to 1563 students in 2.5 years and is projected to be 10,000 in the next 3 years.

7. Mission & Majors GGC’s mission supports access to baccalaureate degrees that meet the economic development needs of the growing and diverse population of the northeast Atlanta metropolitan region. GGC offers majors in: Biology Psychology Information Technology Business Administration

8. GGC’s Accreditation Status September 2006 – Started writing application October 1, 2007 – Submission of Initial Application December 8, 2007 – Candidacy visit authorized (15 mos) March 31- April 2, 2008 - Candidacy Committee Visit June 26, 2008 – Awarded Candidate status (21 mos) December 2008 – Completion of Compliance Certification March 31- April 2, 2009 – Accreditation Committee Visit December 2009 (projected) - SACS accreditation decision

9. Why Use an Electronic Format? Development of the Application: –Provides accessibility to all those working collaboratively on document development. –Ease in updating and correcting documents. –Maintains version control –Allows for a central repository of referenced documents and materials

10. More reasons why… Delivery of the Application: –Eliminates the need for massive hard copy documents. –Manuals, handbooks and catalogs are easily accessible –Significantly decreases mailing costs to SACS and Committee members. –On-line electronic documents allow for 24/7 accessibility by reviewers using multiple ISPs, platforms and/or browsers –Use of CD and/or flash drive permits portability for access at any point in time

11. Cost Comparison Hard Copy SubmissionElectronic Submission Initial Application 2 copies of application and narratives 2 copies of ALL catalogs, manuals, handbooks, audits, and other supporting documents 2 copies each of catalog, student handbook, and audits Revised Application 7 copies of application and narratives w/ Executive Summary (revised application) 7 copies of application and narratives (revised application) 7 copies of ALL catalogs, manuals, handbooks, audits, and other supporting documents 7 copies each of catalog, student handbook, and audits Committee Materials 7-9 copies of application, narratives, and updated narratives (Executive Summary) for committee members and SACS 7-9 copies of application, narratives, and updated narratives (for committee members and SACS) 7-9 copies of ALL catalogs, manuals, handbooks, audits, and other supporting documents 7-9 copies each of catalog, student handbook, and audits Each set = 7000 pages (x 9) vs1 CD (x 9)

12. Binders of Every Size…

13. Or, more visually

14. Resources Needed Technology to support document development –Lead person to coordinate documents –Software to support a shared file program to allow access to multiple users (helpful but not required) In-house website design and building –Graphic and web development support to design site, post documents, and establish links –Readers to check all links in/to all documents –Technology assistance with creating pdf documents and burning CDs and/or flash drives

15. The Process: Writing the Application Start with a basic template that includes the text and standard for each criterionbasic template Develop a narrative that supports the rational for compliancenarrative Use tables where possible to decrease amount of text.Use tables where possible to decrease amount of text. Indicate supporting documents in the narrative and in a table at the end of each narrativeIndicate supporting documents in the narrative and in a table at the end of each narrative Review, proof and do it again!

16. The Process: Building the Website Establish the basic layout and navigation plan basic layout and navigation plan Convert all narratives and internal supporting documents to pdf formatConvert all narratives and internal supporting documents to pdf format Convert long documents from external sources to pdf format and highlight referenced sectionsConvert long documents from external sources to pdf format and highlight referenced sections Create master list (Documentation Directory)of all referenced documentation(Documentation Directory) Write user guide & tutorial for reviewersWrite user guidetutorial for reviewers

17. The Process: Linking Documents Electronically Establish links to governing agency files like: –Lengthy documents, reports, regulations, & procedures that are referencedLengthy documents –Scanned original documentsScanned original documents –Faculty manuals, college catalogues, student handbooks, and policy & procedures manualscollege cataloguesstudent handbooks Link to specific page in each document being referenced by using pdfto specific page Check and double check links

18. Remember… Check to be sure links are all live and go to correct documentation page(s). Provide a listing on an introductory page to a Documentation Directory with hot links for ease in locating documentation outside of narratives. Documentation Directory Keep the navigation simple.

19. Our Timeline for Development Writing and Revising the Application Start Planning First Draft Final Draft First Delivery SACS Read ReviseC&R Delivery UpdateOn-site Delivery Sept 2006Dec 2006 Jan 2007 Feb 2007 June 2007 July-Sep 2007 Oct 2007 Jan 2008 April 2008 DesignLoad & Test Live Access Revise & Test Live Access UpdateLive Access Developing the Website

20. Common Pitfalls To Avoid Make sure all links go to specific page referenced so reader does not have to scroll for the reference in lengthy documents. Documents that are not authored by your institution should be made into a pdf to preserve their initial appearance and to ensure ability to locate them at a later date as web addresses get changed.

21. User Considerations Provide a user-friendly introduction that may include a tutorial that shows how to navigate through the application and documents.user-friendly introduction Include instructions for use including minimum requirements for hardware, software and Internet accessibility.Include instructions for use including minimum requirements for hardware, software and Internet accessibility. Provide a link to the free Adobe Acrobat Readerfree Adobe Acrobat Reader Provide phone numbers and email addresses for tech support and navigation assistance.phone numbers and email addresses

22. Further Important Details As up-dates are made to documents, be sure to clearly label revised documents to reflect they are newer versions for readers to review.up-dates If accessing password-protected sites, be sure to provide log on information and passwords for all users.password-protected sites

23. Discussion & Comments Participant’s comments about their experiences with electronic documentation Questions about the process? Other comments….

24. Cathy Hakes chakes@ggc.usg.educhakes@ggc.usg.edu 678-407-5875 Juliana Lancaster jlancaster@ggc.usg.edujlancaster@ggc.usg.edu 678-407-4834 Georgia Gwinnett College www.ggc.usg.edu www.ggc.usg.edu 1000 University Center Lane Lawrenceville, GA 30043 Presenter Contact Information