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Best Practices COE Accreditation Calendar
Dr. Diane Culpepper
Lake Technical College
Eustis, FL
PURPOSE
The purpose of this presentation is for every
institution to be a COE CHAMPION. You will
learn about a month-to-month guide focusing
on compliance while seeking excellence.
About Lake Technical College
• Public Institution
• Located in Central Florida
• 30 Programs
• Charter member of COE – accredited since 1974
Partnership with NASA
Partnership with Lake County Sheriff’s Office
COE and Compliance –
Overwhelming??g???
Let’s break it down into small bites
November???
Attend the COE Annual Meeting
• COE notifies membership of changes that will be voted on during the
annual meeting
• Read the updates to the Policies and Rules of the Commission Manual
• Read the updates to the Handbook of Accreditation
Changes are highlighted in blue if voted on by the
membership
Changes are highlighted in yellow if a mandate from US
DOE
• Attend the Self-Study Workshops (Part 1 and 2), How to Host a
Visiting Team Workshop, The Annual Report, Reporting Student
Data, and even the Team Member Training Workshops
December??
It is Annual Report Month
• Finalize data for Annual Report and submit to COE
• There is more to the Annual Report than just your CPL data
• Allows us to be prepared at all times for unannounced visit
• As the Chief Academic Officer, I am ultimately responsible for the Annual
Report. By signing, I am stating that my institution is in compliance with all
the criteria on the annual report.
December??
Exit Process
• As students graduate, there is an exit process and an application for
graduation
• Students meet with the Career Success Coordinator
• Take an anonymous survey of their experiences at LTC
• Questions about faculty, program, instructional materials,
technology, admissions process, student support services are
part of the survey
• Check address and phone number for follow up
• Discuss employment opportunities and services available
January???
Time to Review/Update
• Now that we have the updated information from the COE Annual
Meeting, it is time to review ALL the plans, any new compliance
requirements, and any new policies and procedures
• Set a meeting with administrative team
• Responsible stakeholders attend portion of the meeting as
appropriate
• Strategic Plan
• Evaluation of what is now complete/changed
• Include budget for items requiring funding in the Strategic Plan
January???
Time to Review/Update
• Faculty schedules spring advisory meetings
• Administration reminds everyone to work on CPL
Print data for all faculty to review
• Update community/campus events calendar – career days at high
schools, community events, chamber events. Take pictures for social
media and blog
• Go on at least one COE team visit each year
February
Update/Review Continues
• Update and review COE Approved Program list
• Ensure program names are correct on the website and in the catalog
and all other materials
• Using the new information from the COE Annual Conference, begin
planning updates to the catalog as well as any new policies/procedures for
next school year
• Review the 20 items that COE requires for the catalog using the worksheet
titled “Criteria for Publications”
• Always remember that every decision should start with COE
February
Spring Advisory Committee Meetings
• Faculty invite their members to the meetings
• For both the fall and spring meetings, faculty utilize a standardized
agenda/minutes format (they can add to it – but not delete)
• Minutes go to administrator for review with a standard file naming convention then
sent to COE Liaison to store electronically
OACAccountingOperationsSpring2019Minutes
• Equipment and media requests are discussed and approved at spring meetings
and then provided to the administrator in preparation for the next budget
March
Start Planning for the New School Year
• Faculty/staff evaluations – all employees (even part time)
• Utilize “Program Review” tool which incorporates Standard 2 criteria
• Prepare for budgeting
• Professional development planning for the new school year
• Review grievance process for both staff and students
April
Planning for New Year and Wrapping Up the Old
• Finalize “Educators in Industry” (Standard 8)
• Faculty submit requests for new books, equipment, uniforms, other
materials for new school year so cost sheets can be created
• Review and update syllabi (Master Plans of Instruction) always
keeping in mind Standard 2 requirements
• Take institution-wide inventory
May
Institutional Governing Board
• Meet a minimum of five times each year
• Set dates for new year
• Vote on officers
• Review and update mission statement
• Begin to finalize new policies/procedures/catalog, etc. to present to
Board for approval at the July meeting
• In addition, staff attends FA and VA conferences so any changes for
catalog or policies manual can be made
June
Only One Month Left Until New School Year
• Update all brochures and recruitment materials
Store for at least three years
• Finalize new catalog and policies and procedures manual
• Conduct a self audit of refunds, financial aid records and student records
• Submit all earned licensures and industry certifications into internal system (TOM)
• Submit all placement information into internal system (TOM)
• Prepare purchase requisitions to replenish instructional supplies in preparation for
July 1 – new budget
July
We are Not Finished Yet…
• Update the organizational chart
• Include all new hires for school year
• Ensure the titles on the org chart are the same as on the job
descriptions
• HR reviews employee files for proof that every staff member has
proper credentials (high school diploma, licensures, industry
certifications,
years of experience, etc.)
• Attend the summer COE conference, any state and local
conferences
July
We are Not Finished Yet…
• Conduct “New Faculty” workshops
• Two-year program
• New Employees attend orientation
• Refresh first-aid kits
• Deep clean facility
• Repaint yellow lines in shops
• Ensure sharps containers are on a schedule for proper disposal
• Remove HazMat waste/oil
• Check fire extinguishers
August
Here We Go Again….
• Schedule fall advisory committee meeting
• Begin collecting Employer Verification Forms
• Set faculty meetings, staff meetings, admin meetings, cluster leader meetings for the year
• All agendas/minutes one are tracked by one person
• Plan attendance at community events, take pictures, post to websites
• Faculty/staff take pictures all year for social media, website, blog
• All employees sign that they have read the updated “Policies and Procedures
Manual”
Fall Advisory Committee
and Business Partner Event
August
Student Recruitment/Orientation
• Open houses
• Monthly program information sessions
• Billboards, social media ads, and digital ads
• Attendance at community events, high school activities, offer tours, etc.
• Since we have open enrollment, student orientation is online
• Includes the requirement for Campus Sexual Violence Elimination Act
• Drug and Alcohol policy
• Orientation to Technology
Orientation is updated each year based on COE, DOE, LTC policies and procedures
September
Thinking About the Future
• Begin planning for new programs based on industry need
• Focus groups
• Industry data
• Develop partnerships
• Write grants
• Secure start-up funding
Keep COE requirements in mind when planning for new programs
October
Monitor Implementation of Plans/Policies/Procedures
• Effectiveness of Student Retention plan (new)
• Written agreements with work based activity partnerships
• Need to be current, signed
• Follow Up plan – stay focused on CPL all year long
This is Lake Technical College’s Calendar of
Events for COE Compliance
However, school happens, so we are flexible
The key is that everyone on campus lives
and breathes COE
Be a COE Champion!
Thank you
Lake Technical College
2001 Kurt Street
Eustis, FL
Laketech.org