Spring 2009

TheEvaluator
Accrediting Council for Independent Colleges and Schools
Volume II, Issue II
Spring 2009
CEO Roundtable
ACICS hosted executives from career colleges and career college organizations for a
roundtable discussion in February in Washington, D.C. The discussion allowed the
Council and ACICS’ new Executive Director and CEO, Dr. Albert C. Gray, to better
understand the needs and interests of member institutions and involved parties.
The dialogue focused on major issues affecting ACICS and the career college sector.
Of primary concern for the participants was
the stigmatic and inaccurate portrayal that
career-focused schools persistently receive
in the news media and during policy debates. As a premier accrediting organization
of career colleges, the CEOs encouraged
ACICS to assist its member institutions by
continuing to create credible quality assurance measures and promoting appropriate
policy formation at the local, state, and national level.
Roundtable conferees also expressed a
strong desire for ACICS to develop an intensive public relations and marketing strategy that reaches editorial boards, trade associations, chambers of commerce, policy
makers, and other realms of influence. The
strategy should encompass a “get out of
D.C.” campaign in order to create and promote communications and relationships
with those at the grass roots level, such as
state career college associations.
Among many other topics, the conferees
recognized the rising concern over educational outcomes and the role that accrediting
agencies play within that discussion. ACICS
must stay ahead of the curve by tracking
data and generating comprehensive analysis
of our institutions’ learning outcomes and
effectiveness, according to the CEOs.
Dr. Albert C. Gray, ACICS Executive
Director and CEO, greets guests at the
reception for the CEO Roundtable.
Message from the Executive Director
In light of the discussion at the CEO roundtable, ACICS would like to take a moment to
acknowledge our dedicated and talented
evaluators. The role of the evaluator is crucial in promoting the good word and good
work of ACICS. Most importantly, you must
strive to produce fair and thorough reports
which will benefit our students and enhance
the integrity of the accreditation process.
Furthermore, ACICS evaluators, by nature of
their fields of expertise, interact with influen-
tial organizations. It is ACICS’ hope that you
will convey the ideals purported by our mission and our standards in those interactions.
ACICS thanks all of our evaluators who have
spent from days to months to years upholding
the Council and the career college sector’s
values of integrity, quality, and effectiveness.
Sincerely,
Accreditation Criteria Changes
The following criteria have been recently reviewed and have been
accepted as final by the Council: (The underlined portions are newly
added language and the struck through portions are deleted language).
A. Program Administration, Planning, Development, and Evaluation
3-1-511 Program Administration. The administration of the academic programs shall be assigned to individuals whose academic or
experiential qualifications are related to the programs of study. The
amount of time devoted to the administration of the program(s) must
be commensurate with the size and scope of the institution and its
program offerings.
Within the administrative structure of the institution, program administrators or department heads shall have authority and responsibility
for the development and administration of the programs and have
adequate time and resources to fulfill these responsibilities.
3-1-515. Specialized Accreditation. If a program is accredited by a
specialized accreditor recognized by the U.S. Department of Education or the Council on Higher Education Accreditation, the Chief Executive Officer of the institution shall attest to ACICS and provide
documentation that it is in compliance with the standards of the specialized accreditor.
B. Visiting Teams, Selection, and Composition
2-1-403. Evaluation of Separately Accredited Programs. If, in compliance with Section 3-1-515, an attestation and documentation have
been provided to ACICS that a program at an institution has been
separately accredited by a specialized accreditor recognized by the
U.S. Department of Education or the Council on Higher Education
Accreditation, ACICS at its sole discretion may accept those documents as evidence that the accredited program meets an acceptable
level of quality.
Continued on Page 2
Accreditation Criteria Changes
Continued from Page 1
C. Redesignation of Campuses
2-2-202. Reassignment classification of campuses. Institutions seeking to reassign the classification of a campus must submit a written
request that includes the rationale to the Council. If the grant expiration date of a reassigned branch campus and their new main campus
are different, the campuses new expiration date will be assigned
based on the original expiration date of the new main campus the
earlier of the original grant lengths. However, the Council reserves
the right to assign an on-site evaluation visit at either the main or
branch campus at any time as it deems necessary.
D. Standard of Academic Progress
Appendix D Standards of Satisfactory Progress.
Article 13. The institution has rules for students who change programs, as well as for students who seek to earn additional degrees
credentials. For instance, an institution may have a policy that for a
student who changes programs it will include in the determination of
a student’s satisfactory academic progress standing the credits attempted and grades earned that count toward the student’s new program of study. Such a policy must be part of the institution’s written
policy.
The updated Accreditation Criteria is available on the Web site. The
subsequent version of The Evaluator will include criteria accepted as
final, effective July 1, 2009 in the Faculty Credentials for Academic
Associate’s and Bachelor’s Degree Programs and the Educational
Activities sections as well as any other changes deemed final and
effective before September 1, 2009 by the Council. Please review the
Memorandum to the Field posted on our Web site to gather further
explanation on all changes to the Criteria. For any questions, you
may contact a member of the travel staff, or Ms. Kimberlee Moore at
[email protected].
The Written Report
By Billie Joy Langston
Evaluation visits involve a host of duties.
There are meetings with students, faculty, and
staff. Classroom observations are conducted
and a generous number of files are reviewed.
Of course, you can’t forget the lunch menu
decision making process, as well. But as the
first day of the visit begins to unfold, members
of the evaluation team undoubtedly pull out
their flash drives to begin the process of preparing and writing reports.
Although the report is designed as a check-off
template, there are sections requiring short
narrative descriptions of what was observed
and learned on-site as well as descriptions of
any citations found. It is within these report
sections that details of the visit are captured.
The team evaluation report is the official
ACICS document that memorializes the visit
in perpetuity. Given the significance of the
Report Templates
report for current institutional assessment and
historical purposes, evaluators are charged
with the responsibility to document evidence
in an institutional review. Information contained in reports must be accurate, factual, and
relevant.
The best reports are those written with correct
spelling, grammar, and punctuation; complete
and full sentences; no abbreviations; good
diction; and proper names written out (e.g.,
cities and states). Evaluators are encouraged to
EDIT, EDIT, EDIT. Team chairs are reminded
of your responsibility to edit the final iteration
of the report.
By Perliter Walters-Gilliam
Before you get to work on those report templates, please double-check the version. In
the spirit of continuous improvement, we’re
making additional revisions to Sections 1 –
9 of the New Grant/Branch Inclusion/Initial
Grant/Credential Inclusion as well as the
New Program Report and the Readiness
Visit Report templates. As such, you should
be using Ver. May 1, 2009 located on our
Web site at http://www.acics.org/evaluators/
content.aspx?id=2438. This link can be
found under the Evaluators tab and the
Report Templates heading.
As the spring travel cycle begins, take a few
extra moments to carefully review the report
you’ve prepared while conducting an evaluation visit. The report will reflect your extra
efforts to produce a quality product both now
and in the future.
Clothes Encounters of the ACICS Kind
By Jennifer Gwatkin
“The finest clothing made is a person's skin, but, of course, society
demands something more than this.” ~Mark Twain
−
All of us who participate in site visits are representatives of the Council. As such, we are expected to present ourselves as professionals.
Dressing nicely and appropriately demonstrates respect for the people
with whom we interact.
Aim for “appealing,” not
“revealing.” Steer clear of short
skirts and low-cut tops.
−
Please avoid athletic or
“summer” footwear. Socks should be calf-length or above. Try to
have them match not only what you are wearing, but also each
other (I struggle with that myself).
−
Exceptions may, of course, be made for religious or medical reasons.
While we do not want to squelch your individuality or present you with
cumbersome “absolutes,” we do wish to extend a few friendly reminders as we embark on a new travel cycle:
−
Business attire is different from weekend wear. While we all want
to be comfortable, please no track suits and no denim of any color.
If you have any questions, please do not hesitate to run them past your
visit coordinators.
Technology Project
grams, submit applications online, and
receive automated updates at key
points within the approval process.
By Susan Greer
Dear Evaluators. ACICS is excited to share
with you some of the enhancements and
additions that are underway for our technology systems. Some will benefit you
directly, as valuable members of the
ACICS accreditation family, while others
will help us to improve our turn-around
time when assisting our member institutions.
In addition, on July 1 ACICS will
launch a new expense reimbursement
tool replacing the Business Portal.
The first improvement is our static Web site. If you haven’t already
done so, please log onto www.acics.org and take a look at the site.
The look and functionality have been updated and we are very proud
of the end results.
That is just the beginning - there is more to come!
On July 1 ACICS will launch our new dynamic Web site. Member
institutions and evaluators will be able to access their records from
our new database. What benefit will this provide to you? This means
you will have ownership of your personal contact information. You
will have the ability to log on and change your home/work/alternate
addresses, telephone numbers, and email addresses. From now on
you can make sure we always know how to contact you about visit
information and where your reimbursement check should be sent!
The new dynamic Web site will also provide you the ability to view
your credentials. Member institutions will be able to view their pro-
The new software is called Concur™
and it will be connected to our dynamic
Web site. It was developed for and
used by many major corporations, and
we will all benefit from its greater flexibility and power. If anyone
is curious and would like to take a look, the link is included below.
Remember ACICS is customizing this product to fit our needs and
benefit our customers, so the final product will be simplified in
areas and enhanced in others.
http://www.concurtraining.com/customers/concur/deployment/
corporateeditionT&Etoolkit/index.htm
This is an exciting and busy time for ACICS. We will be contacting
individuals and institutions asking for assistance with the testing
and fine tuning next month, so please hold any feedback or comments for later. In June, we will have a demonstration of many different aspects of this new Accreditation Management System during our Annual Meeting in Orlando. If you haven’t already registered, please do so soon by logging onto our Web site. Finally, there
will be instructions and additional information coming shortly, so
check your e-mails and mailboxes.
Evaluator Recognition
Reimbursement Issues
ACICS appreciates all of our professional peer evaluators for the dedication and service provided to the Council and its mission. ACICS each year will celebrate excellence in peer evaluation by recognizing and honoring
the outstanding chair, student relations, and overall
evaluator.
By Tom Wickenden
Evaluator of the Year
Terry Campbell
Chair of the Year
Rogena Kyles
Student Relations Evaluator of the Year
Joyce Strout
Those recognized in 2009 reflect the endorsements and
accolades of their peer evaluators, site team chairs, and
ACICS staff. The Evaluators of the Year will be recognized at the ACICS Annual Meeting. The three honored
guests will be invited to the meeting to receive a formal
appreciation for their diligent and inspiring efforts.
EVALUATOR EVALUATIONS
The future selection of Evaluators of the Year will be
strengthened by an assortment of evaluations. ACICS
staff requests that all evaluators participate in the process of evaluating the staff coordinator, peer evaluators,
and the on-site visit itself. Forms for each of these
evaluations now reside on the ACICS Web site. To find
them please go to http://www.acics.org/evaluators/
content.aspx?id=2172 . This link can be found under the
Evaluators tab and the Evaluator Resources heading.
PLEASE PAY CLOSE ATTENTION TO THE FOLLOWING
ITEMS WHEN SUBMITTING REQUESTS FOR REIMBURSEMENT
Most of the reimbursement requests we
receive are accurate and welldocumented. However, a few items
typically require extra analysis by our
accounting staff and may involve contacting coordinators and/or evaluators
for additional documentation. To expedite the reimbursement process and
ensure your reimbursement request is
accurate, please pay special attention to
the items listed below:
MEALS INCLUDED ON HOTEL
BILLS – Our travel policy requires
separate itemized receipts for all meals
charged on hotel bills. Receipts should
be submitted in the same format as
those received during a normal restaurant visit, and should include the number of individuals in attendance.
UNEXPECTED/PREAPPROVED
EXPENDITURES – Staff Coordinator’s must complete an Approval Form
for all unexpected/pre-approved expenditures. This includes car rentals, airfare purchased in excess of $1,000.00,
additional night stays, and changes
in flight plans that result in additional charges. Please be sure to get
approval from the Staff Coordinator
prior to booking/submitting for any
of the above. Please review our
travel policy for additional reimbursement requirements.
CASH TIPS – The limit on tips
related to housekeeping, baggage,
and concierge services is $20.00 per
visit. Any amount over $20 will not
be reimbursed. This does not include
tips for car/cab service and meals.
SUBMISSION ERRORS – Any
adjustment to amounts recorded in
error will require the accounting
department or staff coordinator to
reject your submission. In order to
move forward with payment, you
must correct all noted errors. If your
report is rejected by the accounting
department for any reason, you will
be notified via e-mail from our accounting system, Solomon. Please
note that we cannot process any
portion of your reimbursement
unless the errors are corrected or the
line item is removed from the
submission.
Stories from the Road Animal Encounters Edition
The Evaluator is pleased to once again
bring you our “Stories from the Road”
segment.
A Coyote Visit
By Billie Joy Langston
Is it a bird, a plane, or a coyote? If you’re site
visiting in upstate Indiana, the answer is unequivocally “coyote.” During a recent evaluation visit to an ACICS school, my evaluator
and I had the exhilarating experience of seeing
and observing a coyote alongside the interstate. Our first glimpse of the animal occurred
when we exited the highway for our hotel. We
couldn’t figure out what this weird looking
animal was that resembled a large dog. The
fact that the moon was shining brightly added
to the mystery of our coyote sighting.
Neither of us had ever seen a real live coyote.
We wondered what criteria we could use to
adequately assess the coyote’s positioning
within our designated path during a site
visit. Maybe this stretch of highway was his
off-site location. Or maybe he was searching
for community resources. Then maybe there
were evening classes he had to attend.
Needless to say, wherever your travels take
you, be on the look out for a coyote encounter
while on the road (hopefully, not in the air).
Olé
By Sarah Parsons
After a visit in Fresno, California, an evaluator
and I decided to drive up in our Chevy Blazer
to see the famous Giant Sequoia trees. On the
way up the mountain we passed an animal
standing on the passenger’s side of the road. I
stopped the car in order to take a picture of
this beautiful animal next to the enormous
trees. The animal did not seem to find this
moment as harmonious as myself: it glared
back at us and began scraping the dirt with its
front hoof. It then circled around the back of
the vehicle where it turned to face us. The
Augustus Mays’ Departure
evaluator yelled “Drive, drive, it’s going to
charge us!” I put the pedal to the metal and
did not look in the rearview mirror until we
were around the next bend. It may be a point
of interest to mention that the bull was staring
at our RED Chevy Blazer. I don’t think I will
be visiting Pamplona anytime soon.
This article relies on submissions from staff
and evaluators. If you wish, please share one
of your “stories from the road” with our
Evaluator Management Team for possible
inclusion in the next newsletter. Please send
any submissions to [email protected].
Vista and Business Portal
All of you Vista users rejoice. Our Business Portal software is now
compatible with Microsoft Vista. Those evaluators who had been
utilizing the paper form entitled “Evaluator Request for Travel Reimbursement” are now to use the Business Portal.
Dear Evaluators,
It is with mixed emotions that I send this note. As some of you know, I
have accepted a position at another company. It was not an easy decision
to make because I truly enjoyed working with all of you over the years.
The login procedure for those with the Vista operating system is
detailed below (No change has been made to all other PC users):
I would like to take this opportunity to express my sincere appreciation
to my friends and colleagues. I have learned a great deal from you and
will miss your company. It has been a great pleasure working with you
all.
−
Username: acicsmain\“00” + <Member Number>
(Example: acicsmain\0012123)
Best wishes to you all.
−
Sincerely,
Password: “00” + <Member Number>
(Example: 0012123)
Augustus Mays
Any questions regarding this issue may be directed to Ian Harazduk
at (202) 336-6795 or [email protected].
Evaluator Training Workshop Participants
ACICS acknowledges the following new evaluators. These individuals attended an evaluator training workshop in 2009 and have completed
their paperwork. Welcome Aboard!
Ruth Abbott
Monica Foote
Michelle McCarthy
Derrick Richardson
Kathleen Bigelow
Kim Gillepsie
Darlene Minore
Danita Sanders
Josette Crebs
Frederick Holland
Joseph Molmer
David Schaitkin
Ruth Darton
Lenny Davis
John Knost
Elisa Lima
Necmi Mutlu
William Norris
Pat Schlotter
Gilda Taylor
Wyman Dickey
Shawm McCartee
Michael O’Donnell
Nick Tex
Paul Dietz
The Evaluator staff thanks all those who provide editorial and contextual feedback. We would like to pay special thanks to those who have contributed articles for this issue. The Evaluator is maintained by Ian Harazduk, Evaluator Coordinator, any questions or concerns about the publication
may be directed to him at [email protected].