©APTA Department of Accreditation 1 Accreditation Workshop Using the CAPTE Accreditation Portal Accreditation, APTA ELC 2015 – Baltimore, MD

©APTA Department of Accreditation1

Accreditation Workshop

Using the CAPTE Accreditation Portal

Accreditation, APTAELC 2015 – Baltimore, MD


Electronic Submission


Documents Used in Program Review


The Narrative“Stand alone” description of the program

in relationship to the Standards/Elements and to program’s unique mission– Address every element, including each of

content expectations in Standard 7• Required data is listed where appropriate• Expected narrative content is delineated for each

Element

–FOLLOW IT!!–Don’t place in appendix if requested in narrative evidence list


The Appendices

Provides the details, the evidence, that support or expand upon the statements made in the narrative

– Required appendices are listed in Instructions and Forms

– Required naming conventions

– Other information can be provided at the discretion of the program

Instructions & Forms



On-site Materials

• Additional evidence to support program compliance with the criteria– Required information listed in the Instructions &

Forms document– Other information at the discretion of the program

• Organized and available to the team– Bring to hotel on Saturday if can leave the premise

• Nothing confidential or only copy of!!

– Have in room where most of the meetings are held• Exception: clinical education files

On-site Material: Clinical Education

NEW!! In order for CAPTE to maintain its compliance with USDE, we now require: •On-site evidence of state approval, where it is needed, for out of state clinical placements

1. A list of the states where clin ed placements occurred in the previous AY, including• Indication if state approval is needed, and if so,

date approval was obtained

2. Evidence of approvals to support # 1

CAPTE’s What’s New page - 2/9/15 Update: www.capteonline.org

http://www.nc-sara.org

http://www.nc-sara.org/content/sara-policies-and-standards

http://wcet.wiche.edu/learn/issues/state-authorization ©APTA Department of Accreditation

8


Things to Know About the Portal (1 of 5)

• Portal “times out” after 30 minutes of inactivity• Pop-up blockers MUST be disabled

– Review Directions for Submitting Accreditation Reports on the CAPTE Portal.pdf

• Access from link above SSR/AFC grid: Access to Additional Needed Materials

• You will need a .pdf creator– Adobe Acrobat® is gold standard; but can use other

programs, for example, Corel Fusion®

• Must submit flash drive of the final report– PDFs of:

• Full Report, and • Forms Only

– WinZip file: download attachments button



• Narrative responses limited to 5000 characters– Concise responses

– Fill up text box first, then continue response in an appendix if necessary

• Name file by element, eg: 2B continued.pdf• Identify name of file where response continues

– If use abbreviations, identify what they refer to

– Cannot include charts/tables in narrative

– Don’t include URLs in narrative responses• New: include in Policy Location Chart• If place in narrative field, must be a live link in the

downloaded report– Requires very specific html codes and the right kind of quotation

marks



• A response is required for each element & data field

• Syllabi & exams• AFC: Only syllabi required• SSR: Required for all courses, except:

– No exam is required for Clin Ed courses– Provide form to assess students ONLY IF NOT CPI or

PT/PTA Mac

•NEW: Only available to reviewers in the WinZip file

• Scholarship forms (PT only) & CVs– Available to reviewers in individual’s faculty detail section

• TBD Faculty: indicate not yet hired


• Need to insert HTML codes in narrative responses (counts against character #)

– Required HTML codes • New line • New paragraph OR 

– Optional HTML codes • Underline text• Bold text

• DO NOT Convert entire text into html




• DO– Ensure accuracy of signature page info early on– Read instructions for using the Portal– Share instructions for using the Portal with everyone

involved– Follow instructions!!– Download report at any time to see that looks OK– Contact us at first sign of Server Error

• Send screen shot and description of what you did

• DO NOT– Convert entire narrative text into html– Get creative

• Do not use platforms available at your institution within your SSR, ie: Sharepoint, Blackboard, etc

Server Error Message




Things to Know About Appendices• Upload each document only once, but attach to

each relevant element• An appendix list is created by the portal as

each appendix is uploaded (alpha order, searchable)

• If need to delete – delete from appendix list NOT from the element

• From the Preface, only upload the appendices required for the Preface– do not upload any other appendices from the Preface

as they will not be available to the reviewers!


On-site Visit: Self-study Report • Visit dates negotiated January of year prior to

visit• Conflicts of interest declared via portal• Goal is to have team assigned at least 60-90

days before visit• Once team is assigned, send them the Travel

Information Form – Includes hotel reservation information– Changes to the hotel reservations should be made by

team members

• SSR submitted 60 days prior to visit– Includes SSR checklist as appendix & confirmed by staff

• SSR distribution to team member(s) via portal• Program director emails draft visit schedule to

team leader


Responsibilities of the Team• Pre-visit: read SSR, develop questions

• Arrive Saturday

• Sunday: meet to share thoughts, plan interviews, review documents; tour facilities; meet with program director

• Monday: interviews; begin to write report in evening

• Tuesday: interviews; work on report at night

• Wednesday: finish report; give exit summary; consultation session

• Expansion programs: extra time &/or team members

• No social activities are to be scheduled


Responsibilities of the Team • Review phase

– Confirm/clarify what is reported in the SSR•Questions about SSR content•Triangulation of information

– Report findings to program and CAPTE•Exit summary to program•Written report to program and CAPTE

• Consultation after exit summary– No consultation for Candidacy Visit


The Visit Report• In Word format & as hard copy,

program provides on 1st day of visit:– List of individuals to be interviewed– List of materials available for onsite review

• Summary– Brief description of the program– Summary of findings about each Standard

• Comments about each Element• List of materials to be sent to CAPTE


Opportunity to Respond to Visit Report

• Team sends Visit Report to staff for editing• Edited Visit Report sent to

program/institution– Copy to PD is an electronic copy to which

response can be added• Program should respond to Visit Report

– Correct errors of fact/misinterpretation– Briefly describe changes, if any, made

after visit– Provide requested additional materials

• Upload Additional Materials button

Limitation on Submission of Additional Materials (SSR)

• It is not in the program’s best interest to submit large volumes of material after the response to the team’s report– Limited review– CAPTE may find original information to meet expectations

• 30 days prior to the CAPTE meeting, the portal will be “closed” to additional materials– No new materials UNLESS requested by CAPTE reviewer

or staff– If requested, new materials must be copied to staff for the

record



Questions??Portal questions:Tej [email protected]

Questions about Standards & Required Elements:PTA: Doug ClarkePT: Ellen Price

Candidacy: Anastasia DiCicco