Electronic Submission 101 for New Applicants

Presenters:

Cathy Hakes

Director of Accreditation & Certification Activities

Juliana Lancaster

Director of Institutional Effectiveness

2008 SACS Annual MeetingDecember 7, 2008

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

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

Georgia Gwinnett College

The 35th member of the University System of Georgia

Located In Lawrenceville, GA

• 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…

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.

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

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

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

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

Cost ComparisonHard Copy Submission Electronic Submission

Initial Application

2 copies of application and narratives 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) vs

1 CD (x 9)

Binders of Every Size…

Or, more visually

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

The Process: Writing the Application

• Start with a basic template that includes the text and standard for each criterion

• Develop a narrative that supports the rational for compliance

• Use tables where possible to decrease amount of text.

• Indicate supporting documents in the narrative and in a table at the end of each narrative

• Review, proof and do it again!

The Process: Building the Website

• Establish the basic layout and navigation plan• Convert all narratives and internal supporting do

cuments to pdf format• Convert long documents from external sources t

o pdf format and highlight referenced sections• Create master list (Documentation Directory)of

all referenced documentation• Write user guide & tutorial for reviewers

The Process: Linking Documents Electronically

• Establish links to governing agency files like:– Lengthy documents, reports, regulations, &

procedures that are referenced– Scanned original documents– Faculty manuals, college catalogues,

student handbooks, and policy & procedures manuals

• Link to specific page in each document being referenced by using pdf

• Check and double check links

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.

• Keep the navigation simple.

Our Timeline for Development

Writing and Revising the Application

Start Planning

First Draft

Final Draft

First Delivery

SACS Read

Revise C&R Delivery

Update On-site Delivery

Sept 2006 Dec2006

Jan 2007

Feb2007

June2007

July-Sep2007

Oct2007

Jan2008

April2008

Design Load & Test

Live Access

Revise & Test

Live Access

Update Live Access

Developing the Website

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.

User Considerations• Provide a user-friendly introduction that may include a

tutorial that shows how to navigate through the application and documents.

• Include instructions for use including minimum requirements for hardware, software and Internet accessibility.

• Provide a link to the free Adobe Acrobat Reader• Provide phone numbers and email addresses for tech

support and navigation assistance.

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.

• If accessing password-protected sites, be sure to provide log on information and passwords for all users.

Discussion & Comments

• Participant’s comments about their experiences with electronic documentation

• Questions about the process?• Other comments….

Cathy Hakes chakes@ggc.usg.edu 678-407-5875

Juliana Lancaster jlancaster@ggc.usg.edu 678-407-4834

Georgia Gwinnett College www.ggc.usg.edu

1000 University Center LaneLawrenceville, GA 30043

Presenter Contact Information