Programs
Keep the list of approved programs with COE updated in terms of program names, length, and active status.
State licenses (if required), the Council’s list of approved programs, and school catalogs must be exactly the same. If one of these three changes, the other two must also be changed.
More information about the establishment and maintenance of the COE approved program list is available in the latest edition of the Policies and Rules of the Commission.
Substantive Changes
Inform the Council of substantive changes as they occur in accordance with the Handbook and Policies and Rules.
Use the chart of substantive changes in the Handbook as a general guide.
Reports
Institutional Annual Reports
File annual reports each year and review the criteria with which the institution must maintain compliance. Review compliance with each criterion with appropriate institutional staff.
Make sure that documentation exists that demonstrates compliance with the criteria. Use this documentation to put together exhibits for reaffirmation team visits. Keep a history of this documentation between the years that the institution hosts accreditation team visits to demonstrate ongoing compliance with criteria.
Financial Reports
Non-public institutions must provide the Council with a copy of audited financial statements and a completed COE Financial Questionnaire each year (financial documentation is due in the COE office no later than 6 months after the fiscal year end).
Workshop Attendance
Be sure appropriate staff members attend Council workshops required for hosting team visits in the timeframe specified by the latest Handbook of Accreditation.
Documentation
Keep a current, complete accreditation file, both for Council compliance and for assisting other faculty and staff with information about the school’s accreditation status.
Committees
Be sure to schedule advisory committee meetings for the year and collect minutes from each meeting for the institution’s accreditation file. (This is one of the most common recommendations institution’s receive during accreditation team visits: the failure to host and document advisory committee meetings.) Every program must have an advisory committee appointed that meets the criteria published in the latest Handbook of Accreditation. Each program occupational advisory committee must conduct at least one face-to-face meeting annually.
Reaffirmation of Accreditation
Reaffirmation of accreditation must occur from two to six years after initial accreditation or any subsequent reaffirmation decision. The time interval for reaffirmation is determined by the Commission as a part of its accreditation or reaffirmation decision. Institutions must meet the same requirements for reaffirmation as required for initial accreditation (see Section III.B.1 above). At the discretion of the Commission, the institution may be required to undergo reaffirmation earlier than the previously determined year.
Institutions undergoing reaffirmation of accreditation must send the chief administrative officer or other full-time employee at the main campus of the institution to a Commission-sponsored Self-Study Workshop within six to 18 months prior to hosting the reaffirmation visiting team.
IMPORTANT: A moratorium will be placed on the acceptance of, processing, and approval of ALL substantive changes beginning 6 months prior to the scheduled dates of accreditation team visits through the date the Commission grants initial accreditation or reaffirmation of accreditation.
Institutions being considered for reaffirmation of accreditation must obtain reaffirmation within 12 months after the first review by the Commission. If reaffirmation has not been granted within that twelve-month period, the institution shall be dropped from accreditation.
Unannounced Focused Reviews
The Council may conduct an unannounced focused review on any institution at any time during its membership with the Council. Unannounced focused reviews confirm compliance with criteria based upon a random selection of institutions or upon information the Council collects that demonstrates a risk that the institution chosen may not be compliant with Council criteria, standards, conditions, or policies. Teams may request documentation pertaining to compliance with any criterion.