Creating your Personal - PowerPoint Presentation

Creating your PersonalAccreditation Roadmap Clarice Tate @ ACBSPAccredited # ACBSP2017

Clarice Tate, M.Ed., MBA Candidate (2017) University Assessment, Academic Affairs Accreditation Outcomes Assessment Strategy & Planning Data & Systems Integration About the Author & Presenter

Presentation Overview Introduction to Our Strategy Core Processes Best PracticesTools and Instruments SummaryQ&A

Guiding Thoughts Start With The End In Mind Think Sustainability and Build on What You Are Currently Are Doing Collaborate, Communicate, and Continuously Seek Buy In Show Your Work

Institutional Mission Coppin State University is an urban, comprehensive, and Historically Black Institution. Building on a legacy of excellence in teacher preparation in the metropolitan community, the university offers quality undergraduate and graduate programs in teacher education, liberal arts, health professions, technology and STEM disciplines. Coppin as an anchor institution, is committed to providing educational access and diverse opportunities for all students while emphasizing its unique role in educating residents of Metropolitan Baltimore and first-generation college students. Coppin is committed to community engagement and partnering with businesses, governmental and non-governmental agencies to meet workforce demands; preparing globally competent students; strengthening the economic development of Baltimore, Maryland and developing stronger strategic partnerships. As a constituent institution of the USM, Coppin will continue to adopt and support USM's strategic goals.

Background A member institution of the University System of Maryland Population: 2668 students, 750 faculty/staffHistorically Black Institution, four-year university located in Baltimore, MDWe offer 32 undergraduate and 11 graduate degrees including a Doctorate in Nursing, as well as 9 certificate programs.College of BusinessBusiness Research Guide’s “Top 50 Most Innovative College Business Department”

ACBSP Accreditation History 2011 - Vision 2012-13 – Strategy, Planning, & Candidacy 2013-14 – Self Study & Implementation 2015 - Initial Accreditation 2017 – QA Report

This is the story of how Coppin State became ACBSP accredited… November 19, 2015 and granted full accreditation to Coppin State University with no notes or conditions for your business programs. Congratulations! The board identified best practices in the following areas: Standard 2-The flow chart model for the strategic planning process was good; Standard 3-The Exhibits 3.3 and 3.8 were particularly good in displaying methods and results. The Corrective Action Map submitted with the institution's response was also a good display of actions; Standard 5-Exhibits 5.2, 5.6 and 5.8 were especially good examples of how faculty qualification issues are managed and hiring procedures are targeted.

Step One. Read the Standards and Criteria. In summary, read from beginning to end. Stop . Take notes by writing clarification questions and unfamiliar key terms and phrases. Chances these terms or phrases are covered in the glossary section. Next, read the section(s) before the stated Standard and Criteria. Stop. Take more notes and write more clarification questions by standard. Lastly, read and familiarize yourself with the glossary and adopt the language and continue to use in formal and informal communications within your programs and institution.

Approaching the Self Study… Turn each statement into a question… Self Assessment: Yes/ No For the Preliminary Questionnaire and or Initial Accreditation Self Studies, use the criteria within each standard as an audit. For Quality Assurance Reports and Reaffirmations identify changes, in particular improvements or challenges. Clearly state the approach, deployment, results, and learning to integration.

Step One Exemplar: Identifying the Who? What? and How? Criterion 1.1.a. Administrators and the faculty must set, communicate, and deploy business programs values and performance expectations.State key actions of administrators and faculty pertinent to this criterion.Who?What?How?

Step Two. Create a Document Map and Project Road Map. Document Maps are simple maps that link or identify documents and various requirements concisely in a single organized summary that serve as a reference document for the accreditation project. Project Road Maps are simple plans illustrating the projects goals and alongside a timeline.

Document Map Strategy Assessment Standard One: Leadership Criteria 1.1.a.Is the overall standard being met?Administrators and the faculty must set, communicate,and deploy business programs values and performance expectations.State key actions of administrators and faculty pertinent to this criterionYes/ NoWho?Administrators and FacultyYes/ NoWhat?programs values and performance expectationsYes/ NoDefines How?must set, communicate, and deploy Fully met, partially met, not metWhere is evidence or proof that the standard and criteria has been met?State key actions…Fully met, partially met, not metDo opportunities exist to improve, augment, or expand what is currently being done? Review key actions… Yes/ No

Step Two Exemplar: Constructing the Document Map Standard Criteria Who WhatHowEvidenceLeadership1.1.a. Administrators and the faculty must set, communicate,and deploy business programs values and performance expectations.State key actions of administrators and faculty pertinent to this criterion.Administrators and Facultyprograms values and performance expectationsmust set, communicate, and deployState key actionsSets Program Values by…Sets Performance Expectations by…

Project Road Map Strategy What does a Project Roadmap include? Must Have: The Project Goals articulated; at least in the deliverables listed. Must Have: A timeline – to show when things will happen Must Have: The high level titles for the big deliverables (don’t get into the detail!!)Should Have: The work streams in separate “Swim Lanes”.Should Have: Milestones of key events, when you expect them.Could Have: Areas of high risk.Could Have: Areas where you have dependencies.

Accreditation Timeline

ACBSP- CSU CoB Integrated Timelines Review the overall ACSBP process requirements alongside your internal strategic and assessment plans to ensure you meet the minimum requirements for demonstrating results, learning and integration!

Step Two Exemplar: Project Road Map

Comprehensive Task Analysis: Gantt Chart (77 Line Items in 2014)

Step Three. Identify All Supporting Documentation and Artifacts as Evidence of the Standard and Criteria. Standards Criteria Supporting Evidence Source Linked in the DocumentArtifact Room LocationOneTwoThreeFourFive Six

Step Four. Get Everybody Involved. Principal considerations for leveraging human capital depend on… Institutional Logic and Strategic Plan that includes a commitment to Continuous Improvement Accreditation Project Management Strategy Accreditation Long Term Performance Management

Diagraming your Institutional Logic…

Logic Framework: Backward Design Why d esign thinking matters when it comes to strategic outcomes? Focus on systems, integration, & inputs and outputs. It will make analysis and connecting the dots easier as you move towards continuous improvement and corrective actions also known as “closing the loop”.

Project Management: RACI Model • Who in your institution is responsible for goals and task? • Who is accountable for execution of the project roadmap or acquisition of evidence of completion of document map task? • Are their individuals, units, divisions, and or stakeholders who require notification? In this regard, who must be consulted and informed throughout the various process and at various stages of the accreditation project?

Step Four Exemplar: Building your Responsibility Assignment Matrix ACCOUNTABILITY MATRIX Needs Executive Cabinet & Divisional Directors Middle States Steering Committee Work Groups Deans & Chairs Faculty Admins Requirements Of Affiliation Submits all requested to closed SharePoint Drop Library reports related to Requirements of Affiliation . Sends Communication Request for Submission with Due Date/ Deadline Manages/ Audits Submissions n/a Submits all requested to closed SharePoint Drop Library reports related to Requirements of Affiliation. n/a May assist as deemed by Steering Committee Chair Documentation *All groups are required Minutes and Agendas Supports all related request   *OIT- Share Point Sends Communication Request for Submission with Due Date/ Deadline Manages/ Audits Submissions Submits to WG SharePoint Drop Library all requested reports related to Requirements of Affiliation & Standard Documentation Maps Supports all related request Supports all related request May assist as deemed by Steering Committee Chair Assessment Data Supports all related request   *OIT- Share Point Bb Learn Audit Bb Learn Data Mapping Bb Learn Adoption Plan and Instructional Technology Training & Support Provost Sends Communication Request for Submission with Due Date/ Deadline Manages/ Audits Submissions Submits to WG 3, 4, and 5 S harePoint Drop Library all requested reports related to Data Mapping Project Coordinates with Standard 3 and 5 to develop Data Portraits. Manages process at the academic unit level according to timeline Demonstrates support with all related request . Course Assessment Faculty Groups Student Groups Town Halls Surveys May assist as deemed by Steering Committee Chair MSCHE Draft Supports all related request Constructs Final Narrative Synthesize all data, information, and reports into one cohesive narrative. Finalizes Self Study Draft. Edits and Submits on behalf of the University Submits Draft with College Overlay Supports all related general request.   Demonstrates compliance with all request by College Dean for faculty voice overlay. May assist as deemed by Steering Committee Chair

Step Four Exemplar: Coppin State RACI Model Using the RACI model for accreditation management, you can quickly create a high-level responsibility assignment matrix (RAM ) to ensure key stakeholders are engaged, critical information is connected to each standard, and gaps are well-identified.

Step Five. Create Systems for Communicating, Managing Inputs and Outputs, and Measuring Key Performance Measures. To ensure the flow of communication is optimized, identify formal communication channels at the beginning of the process. Clearly articulate how each channel will be used and the audience. A formal communication channel is used repeatedly to relay key information to a specified audience .

Step Five Exemplars: Communication Channels & Platforms Platforms Stakeholder Channels Internal Channels

Step Six. Promote your Accreditation Journey. Opportunities Channels Accreditation Milestones and or Project CommunicationsFormal InformalAs neededMonthly/ Quarterly ProgressSemester MeetingAnnual Reports

Step Six Exemplar: Opportunities Maximizing s takeholder engagement and leveraging accreditation successes and short term wins

Step Seven. Plan to attend ACBSP Conferences. Review the itinerary at least one month prior to attending. If you are attending as a team make sure everyone has a role. Consider workshops that will assist you with the Standards or aspects of the criteria that your institution struggles with most. Assess your current weaknesses or gaps based on your document map and identify opportunities to meet with the mentors or the Board of Commissioners to seek assistance.

Step Eight. Ready to Enter Candidacy? Skip if you are already accredited. Entering into candidacy status demonstrates full commitment to the process. There is no time like the present! Put on your project management hat and begin to implement your timeline using the preliminary questionnaire, developed project roadmap (Step Two) and the communication plan (Step Five). Remember to pace yourself, it doesn’t have to be a sprint to the finish line. So on your mark, get set, and go!

Steve and I in Chicago 2014…

Step Nine. Design Your Gap Needs Analysis. Once the preliminary questionnaire is completed, review the first draft internally with faculty. Design your gap needs analysis based on the self-study review. Create a separate list of requirements and preliminary findings. Communicate and discuss the report with all program faculty and administrators.

Step Nine Exemplar: Last modified April, 2014

Step Ten. Prepare for your Site Visit by Validating All Documented Information and Key Processes. Key Considerations Site Visit Timeline Go to the Process Manual Site Visit PreparationTravelLodgingUniversity/ Organization-wide MeetingsEvaluator AccessSite Visit ScheduleFinalize Schedule with the Chair and University LeadershipPost Visit Timeline ExecutionResponding to OFIs, the Final Site Visit Meeting, and Preparing your Site Visit ResponseDecision DayWait for Steve to call with the good news!

Step Ten Exemplar: Audits Required Evidence/ Resource Artifact/ Exhibit Status (Draft, Final) Assessment Plan (Outcomes Management System)Document Room Artifact/ Exhibit  Assessment ReportDocument Room Artifact/ Exhibit   Business Advisory Board Proposal And Meeting Information Document Room Artifact/ Exhibit   Committees: University & College Document Room Artifact/ Exhibit   Course Evaluations Document Room Artifact/ Exhibit   Deans Semester Newsletters Exhibit   Ethics Course Exhibit   Faculty Handbook Document Room Artifact/ Exhibit   Individual Development Plan Document Room Artifact/ Exhibit   Meeting Information (College-wide Meeting Agendas and Supplements) Document Room Artifact/ Exhibit   Organization Chart Document Room Artifact/ Exhibit   Process Documents Document Room Artifact/ Exhibit   SAC Organizational Bylaws Document Room Artifact/ Exhibit   Stakeholder Relationships Exhibit   Student Concern Form Document Room Artifact/ Exhibit   Student Handbook Document Room Artifact/ Exhibit   Syllabi Document Room Artifact/ Exhibit   VITA Tax Program Report Document Room Artifact/ Exhibit  

Step Ten Exemplar: Audits

Step Ten Exemplar: Evaluator Access Go b ack to Step Three and make sure the evaluators have access to: Document RoomsElectronic Files LMS Platform or Assessment Data

Step Ten Exemplar: Preparing the Organization

Putting It All Together… Project Plan Document a formal, approved document used to guide both project execution and project control Phases (PMBOK)Accreditation Management Project conception and initiationYou have decided to go on the accreditation journey…Project definition and planningprioritize the project calculate a budget and schedule, and determine what resources are needed Project launch or executionResources' tasks are distributed and teams are informed of responsibilities. This is a good time to bring up important project related information.Project performance and controlEvaluate accreditation initial, quality assurance, and or reaffirmation status Evaluate resources for performance Adjust schedules Key Take-away: Keep the project on track! Project close Preparing for a successful accreditation outcome means… an evaluation is necessary to highlight accreditation successes and/or learn from accreditation process a plan is necessary to sustain accreditation and quality assurance of academic and business practices

Summary: Why complete an implementation plan? Setting stakeholder expectations,Developing a common understanding of the accreditation process and related details with key stakeholders, particularly during project startup but also ongoingCreating a very solid basis for building a accreditation project timeline.Understanding the risks of the project to the organization and how it related to other initiatives already underway,Controlling it during its duration and ending the active accreditation during the self study year and initial/ quality assurance/ reaffirmation project.

Preview of ACBSP Update Spring 2017 pp. 23- 24 http://www.acbsp.org/?page=pub_acbsp_update Step One. Read the Standards and Criteria. Step Two. Create a Document Map and Project Road Map .Step Three. Identify All Supporting Documentation and Artifacts as Evidence of the Standard and Criteria.Step Four. Get Everybody Involved.Step Five. Create Systems for Communicating, Managing Inputs and Outputs, and Measuring Key Performance Measures.Step Six. Promote your Accreditation Journey.Step Seven. Plan to attend ACBSP Conferences.Step Eight. Prepare your Preliminary Questionnaire/Self Study Document.Step Nine. Design Your Gap Needs Analysis.Step Ten. Prepare for your Site Visit by validating all documented information and key processes. Getting Started Question: How do I rally troops? So, you have just become a member or perhaps you’ve been awarded candidacy and now what? Answer: Prepare for your site visit on Day One. Start with the end in mind. First things, First! Here are 10 steps to creating your accreditation road map and implementation plan. So let's Get started on your accreditation journey!

Sneak Peak… Accreditation Management

Additional Resources… Self StudyACBSP Presentations https ://accreditation.coppin.edu/Pages/Default.aspx

Questions Clarice Tate ctate@coppin.edu www.accreditation.coppin.edu 410-951-3449 Office301-379-1571 Mobile