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“Developing an Exemplary Self-Study”
} 1. Effective organization and implementation } 2. Comprehensive Assessment } 3. Documenting Compliance } 4. Compilation and Writing } 5. Creating a Self-Study Website
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} Planning
} Preparation
} Production
} Presentation
The terms self-study and compliance document are used
interchangeably in this presentation!
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abhe.lru.edu
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} Begin the self-study process early enough so as to avoid a last minute process and crisis mentality.
} Give the institution and its participants plenty of time to complete the process and produce a compliance document.
} The length of time to produce a compliance document is usually 18-24 months.
} A last minute process is unfair to your institution.
} Develop a timetable that is continually revisited. } Include widespread participation: Administration,
Faculty, Staff, and Board. } Organize into Committees – have some of each
on each Committee. } Base the number of Committees on the size of
the institution. } The ideal Committee structure is as follows:
Governance, Academic, Faculty, Financial, Library, Institutional Effectiveness, Student Services
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} Combine Committees where appropriate in smaller institutions.
} Appoint a chairman of each Committee. } Communicate to each Committee
expectations. } Decide on issues that require uniformity. } Allow 12 months for the Committees to write
their responses to the Standards and Essential Elements.
} The responses include documentation.
} Schedule regular meetings for each Committee. } Schedule a monthly meeting. } At intervals require each Committee to give a
progress report. } Appoint a person in charge who is responsible
for the project. } The person in charge should have a team that
assists in finalizing the project: a team member who is responsible for the creation of the website and a team member who is responsible for creating a hard copy and proofing.
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} The team will take over the project at the 13th month and will be responsible for finalizing the project.
} Identify some competent proofreaders. } English majors are good proofreaders. } The project will need to be proofread multiple
times. } Involve IT in the project. } Get good advice from IT on the logistics of
the project. } Good communication is the key to success!
ABHE Self-Study Preparation Guidelines Institutionally developed and adopted
} } We are trying to achieve uniformity in formatting the “Responses” a/k/a “Narrative” for the Self-Study for ABHE. } } Therefore, please follow these Guidelines: } } Formatting your “Response” a/k/a narrative: } } 1) Font - Arial 11 } } 2) Bold – The actual ABHE Standard(s) and the Essential Element(s) you are writing your response for. Also BOLD
the 3 Headings from the Template in your response, see specific headings below: } a) Description/Explanation/Analysis } b) Evaluative Conclusion } c) Documentation } } 3) Italicize is necessary for the following types of documents: names of institutional manuals or handbooks,
e.g. Board of Trustees Manual, Faculty Handbook, Staff Handbook. } } When Naming your “Response” a/k/a narrative: Name your submission as: } } ABHE_Standard(s) #_Ess Elem(s) #_Last name_date }
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ABHE Self-Study Preparation Guidelines
} Place your submissions in the appropriate committee folder in the ‘Shared’ site under SelfStudy2013 folder. } } The following information (3 areas of information you must assess, create and prepare for EACH Standard/
Essential Element), within your document: } } These 3 items of information are from the ABHE Self-Study Template, and need to be addressed for each
standard: } } Description/Explanation/Analysis: } } Evaluative Conclusion: } } Documentation: } } } NOTE: The folder which stores all the “Documentation” that will be our Evidence/proof of response, is in the
“Shared” drive, SelfStudy2013 folder, in the “Master Documents” folder. The documents stored there are in several different formats, Word, Excel, pdf, etc.
} } We have decided on the final self-study format. We will create a website for the document. It will be submitted
electronically to ABHE and ABHE requires one hard copy. The template identifies the areas to be addressed. In typing your responses, you can just type them in Word, as plain as possible, but using formatting standards noted above.
} } The Committee should review and approve All submissions. } } The Committee Chair should review all responses and approve them and place all of the responses in one
document in the appropriate SelfStudy2013 folder. Send Sally Shirley an e-mail informing her that the document is there.
Self-Study Timeline Sample
} }
} } A. September 12, 2012 - Submit the Self-Study Proposal to ABHE } B. September 15, 2012 -- Organize the Committees and Make Assignments } C. October 1, 2012 – February 28, 2013 -- Committees conduct their work } D. March 1, 2013 – Committee work due to Institutional Effectiveness Dept. (a/
k/a IE Dept.) for ABHE Standards and Essential Elements } E. March 1, 2013 – April 30, 2013 – IE Dept. will compile and FINALIZE the
ABHE Self-Study Document } F. April 10, 2013 – Submit Draft of ABHE Self-Study Document for Dr. Kroll
prior to his visit } G. April 24 & 25, 2013 – Dr. Kroll’s visit, go over the Draft of ABHE Self-Study } H. May 15, 2013 – Submit the ABHE Self-Study Document to the ABHE Office
and the ABHE Evaluation Team } I. June 24, 2013 – Received letter from ABHE Commission } J. August 19, 2013 – Send FINAL ABHE Self-Study to team (2 months prior to
visit) } K. October 21 thru 23, 2013 – ABHE Evaluation Team Visit } L. December 1, 2013 – Submit Response to the ABHE Evaluation Team Report } M. February, 2014 – ABHE Accreditation Commission makes decision on Initial
Accreditation } }
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Self-Study Timeline Sample Continued
} Important Information: } } The first key date is March 1, 2013 with the submission
of the Committee Work due to the IE Dept. All committee participants responses must be complete and final and saved to the SelfStudy2013 site in the appropriate committee folder.
} } The second key date is April 10, 2013, submission of
“draft” of Self-Study to Dr. Kroll to review prior to his visit April 24 & 25, 2013.
} } The third key date is May 15, 2013 for the submission of
the Self-Study in its 3rd form to ABHE with as many of Dr. Kroll’s suggestions complete as possible.
} } The FINAL key date is August 19, 2013, submit the
FINAL/Last ABHE Self-Study Document.
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} Gather assessment data annually! } Assessment must begin immediately. Start
now! } The compliance document is built on
assessment data. } Implement Standards 2a and 2b
} “ Student Learning, Institutional Effectiveness, and Planning. The Institution demonstrates that it is accomplishing and can continue to accomplish its mission, goals and program objectives and improve performance through a regular and comprehensive system of assessment and planning. Central to this plan is systematic and specific assessment of student learning and development through a strategy that measures the student’s knowledge, skills and competencies against institutional and programmatic goals.”
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2a
2b
} Assessment of Student Learning and Planning
} Assessment of Institutional Effectiveness and Planning
} Have a plan. } Implement it. } Annually collect data. } Analyze the data. } Feed the data into the decision-making of the
institution } Make changes based on the data. } Incorporate the data into strategic planning. } Prepare an annual assessment report. } Make the data and changes available for the
compliance document.
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} Administration } Academics and
Student Learning } Student Services } Finances } Facilities and
Equipment
} Some key assessment pieces:
} All programs should be assessed on a cycle (every 3-5 years).
} Institutional, program, and course learning outcomes should be assessed.
} An institution must demonstrate student learning.
} Direct and indirect measures of student learning must be used.
} Course-embedded assessments, capstone courses, practica, portfolios, and standardized testing are some key direct measures of student learning.
} Key financial ratios generated by the auditor is a crucial measure of financial health.
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} Every claim must be supported with documentation.
} Address the essential elements under each standard.
} Answer the question or address the issue. } Be comprehensive and thorough. } Use internal citation. } In the narrative link the support to the exact
spot in the documentation. } Provide a trail of support and argument in
your narrative.
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} You must create a Documents’ Directory. } Contents of your documents’ directory should be any document that you
reference in your compliance document. } Examples: ◦ Manuals ◦ Catalog ◦ Minutes (Board, President’s Council, Faculty, Committees) ◦ Foundational or Governance Documents ◦ Budgets ◦ External Financial Audits ◦ Strategic Plan ◦ Key Documents ◦ Policies ◦ Administration, Staff, and Faculty Rosters ◦ Job Descriptions ◦ Sample Syllabi ◦ Permits and Inspections ◦ Fact Books ◦ Assessment Reports
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} At the 12 month point, all of the Committees should submit their products to the key person.
} Someone should be in charge and responsible for the final product.
} The person in charge should be the person who is responsible for institutional effectiveness.
} All the work products should proceed to the person in charge.
} The self-study project now moves to a crucial second phase.
} The more consistency there is in the writing of the Committees the easier the production of the final product will be.
} The Director now systematically proofs the work products of the Committees.
} The Director should set himself/herself on a schedule to complete each Standard.
} The Director must read for clarity, consistency, grammar, and punctuation.
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} The Director must ensure that the issue in the Standard is addressed and addressed fully.
} Every claim must have support. } The Director must check that the format is
consistent. } This is a work intensive project and probably
will take about 6 months. } As sections are completed, the sections
should go to the proofer and creation of a hard copy.
} The Document should go back to the Director for a second major proofing.
} Once the sections meet the Director’s approval, engage an independent proofreading.
} It is better to do this in sections and spread-out the proofing.
} The Director reviews the changes recommended by the proofer and those changes are sent to the on-site proofer.
} As the sections are cleared, they go to the creator of the website.
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} The website must be proofed! } A final check of the website must be
conducted. } Multiple Proofing! Multiple Proofing! Multiple
Proofing! is in order.
} I. Introduction } II. Standards
� A) Description, explanation, analysis � B) Evaluative conclusion � C) Documentation
} III. Conclusion � A) Summary of Issues � B) Priorities among issues
} Appendix Statistical Abstract
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} Create a website as soon as you have a definite template to follow. ◦ Items can be changed and moved around. ◦ It is easier if the website is created before you begin
to upload content. ◦ Plan the website according to ABHE’s template for
ease. } Create a page on the website for each
Standard. ◦ By creating a page for each Standard, you know in
fact that you are answering all of the questions. ◦ Responses are easy to find.
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} Start collecting documents immediately. ◦ Shared file system must be created and should be
set-up at the beginning. ◦ People responsible can begin organizing the files. ◦ Create a file within a file within a file. ◦ This makes the files organized and easy to find
items. ◦ Name the files what they actually are.
} Create a documents’ directory.
} Identify the documents, minutes, manuals, reports, policies that will be revised and included in the self-study. ◦ You can plan for the appropriate space in the
documents’ directory. } Have a clear plan between team members
regarding when to expect documents, who is doing what, and the timeline.
} Have a meeting with Faculty, Staff, and Administration to “train” them on the guidelines/naming conventions, etc.
} Get everyone in the habit of sending documents to the Team.
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} Let’s Investigate - abhe.lru.edu
} Page of Introduction } Compliance Document (Self-Study Document)
} Assessment Plan } Strategic Plan
} Documents’ Directory
} ABHE Commission on Accreditation Manual
} ABHE Self-Study Guide
