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2013 CPRC CoA Annual Report
Welcome to the 2013 Annual Report (AR) for the Cytotechnology Programs Review Committee (CPRC), the Committee on Accreditation (CoA) through the Commission on Accreditation of Allied Health Education Programs (CAAHEP).
The filing deadline for the 2013 Annual Report is June 15, 2013.
Quick start…
Personnel: The information for President/CEO, Dean, and Program Director is pre‐filled from the CAAHEP
database. Corrections cannot be made directly in the AR. To update that information, email the changes to [email protected].
If your current personnel are not on file with the CPRC, you must also communicate this change with the CPRC Coordinator, with appropriate documentation ([email protected]).
Programs will enter information on the billing contact, Medical Director, Clinical/Education Coordinator (if applicable), and all full‐ and part‐time Cytotechnology faculty. Do not duplicate Medical Director or Clinical/Education Coordinator in the faculty sections.
Enrollment & Retention: The entering classes of students (enrollment cohorts) are displayed in columns
– one column per class. The column to the far right is always used to create new classes. Once that information is saved, the column is positioned in chronological order by enrollment year. Enter enrolled class of students for 2012, and any updates for 2010 and 2011.
Outcomes: For each outcome measure (links on the left side of the screen), a table for data entry is on the
top portion of the screen with the threshold calculation (3‐year average for 2012+2011+2010). In the lower portion of the screen are two text boxes: one for entering the Detailed Analysis of that outcome measure, the other for entering the Action Plan. Programs must provide a Detailed Analysis and Action Plan for any outcome measure that does not meet the threshold for the 3‐year average (2012+2011+2010).
Survey Worksheet: The results of the Graduate and Employer Surveys are entered into this tab/screen.
Survey results for the graduates of 2012 need to be entered; you have already done this for 2010 and 2011. You should have circulated the Graduate and Employer surveys to your graduates and employers in early 2013. The surveys are divided into the three learning domains, and the grids on the Survey Worksheet correspond to the number of question in each of these sections: Employer Survey: Cognitive (EC‐1 to EC‐28), Psychomotor (EP‐1 to EP‐7) and Affective (EA‐1 to EA‐9) Graduate Survey: Cognitive (GC‐1 to GC‐28), Psychomotor (GP‐1 to GP‐7) and Affective (GA‐1 to GA‐9)
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The AR will calculate the % of responses that were rated 3 or better. Items that have 80% or more ratings of 3 or better will be automatically marked as positive (green light). Items with less than 80% ratings of 3 or better will be automatically marked as negative (red light). However, each program must determine its own positive/negative item, if the automatic AR calculation is not applicable. A detailed Analysis and Action Plan must be written in the corresponding link of the Outcomes tab for all negative items (as determined by the Program).
Report Submission: Programs may generate and download copies of the report (PDF file) as often as they
wish for their own review. To submit the report to the CPRC, first check the “Submit a copy of the Annual Report via email to CoA” above the navigation buttons; then click the “Generate / Submit Report” button. A PDF file of your Annual Report will be sent to the CPRC Coordinator, and you will receive an email receipt of the submission. If you wish to re‐submit your report, you must first contact the CPRC Coordinator to “Un‐submit” it.
The CPRC will use the last Annual Report submitted on or before June 15, 2013 as the official Program Report for 2013.
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Directions for the 2013 CPRC Annual Report
Log In: The link to the login screen is: http://arms.caahep.org/
Your “User Name” is a Program ID plus “cprc” (e.g. LSUcprc). Your User Name and Password were emailed to the Program Director on file with the CPRC Coordinator.
If you forget your password, click on “Forgot Password?”, enter your User Name in the next screen, click “Submit”, and your password will be emailed to you (email address on file with the CPRC Coordinator). For help, contact Deb MacIntyre Sheldon at: (302) 543‐6583 or [email protected].
Program Menu: You will see your institution name and your program(s) listed below.
Click here to Logout
Your program sponsor name here
Click here to enter the Annual Report and begin data entry.
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Institution Screen: Clicking on your institution/sponsor name allows you to view your institutional
information on file with CAAHEP. You cannot edit this information in the AR. Send corrections to [email protected].
Navigation: For data entry, move to the various screens by clicking on the tab buttons.
Click on each of these 11 TABs to move from section to section
Throughout the data entry process you must always Update and Save the information. To make changes to existing tables/data, you must Edit.
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Personnel: The information for President/CEO, Dean, and Program Director is pre‐filled from the CAAHEP
database. Corrections cannot be made directly in the AR. To update that information, email the changes to [email protected].
NOTE: If your current personnel are not on file with the CPRC, you must communicate this change with the CPRC Coordinator, with appropriate documentation. ([email protected]).
To enter Personnel information for Billing Contact, Medical Director(s), Clinical/Education Coordinator (if applicable), Didactic/Lab Faculty, and Clinical Faculty, click on the corresponding link on the left side of the screen.
To enter the first and additional personnel, click on the plus sign in each of the appropriate categories.
Program Information: Enter the information on Program Design. After completing the entries you MUST
click on Update at the lower left corner of the screen.
Enter each accredited award level. All programs must use column labeled “Award Level 1.” If your Program has an additional award level, use the column labeled “Award Level 2.”
Select the Personnel category by clicking on these links.
Enter all paid and unpaid Cytotechnology faculty. Do not duplicate the Program Director, Medical Director or Education Coordinator in the Faculty categories.
The report year defaults to 2012
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You must click Update after any entries/changes on this page to save them.
Satellites & Affiliates: Enter the information for each program Satellite Location (see definition*) and
each program Clinical Affiliate. Don’t forget to Save!
Don’t forget to SAVE your entries!
*Satellite: off‐campus location(s) that are advertised or otherwise made known to individuals outside the college at which the Cytotechnology core didactic and laboratory courses of the Program are available (does not pertain to sites used by a completely on‐line/distance education program for individual students). Satellite location(s) function under the direction of the Key Personnel of the program.
If you report “No” to a sufficient budget, you must write a detailed Analysis and Action Plan.
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Enrollment & Retention: Always use the far right column to create a new class.
Start by selecting an Enrollment Year from the drop down list. Hover your cursor over the Comments
symbol ( ) for definitions of the data to be entered.
Use the drop down calendar to enter the Enrollment Date and the “On‐time” Graduation Date. NOTE: you do not need to scroll to select the year and month. After opening the calendar (pause for a few seconds), click on “2013” for a drop down list of years. Click on the month displayed for a drop down list of the Months.
Programs that start multiple classes in a calendar year will enter the same Enrollment Year for each one in that year, but will enter the specific Enrollment Dates and “On‐time Graduation Dates” that pertain to the individual classes. After entering the data in the far right column, you must click on the “Save this new column” button at the bottom of that far right column. Once Saved, the screen will refresh and the column will be repositioned in chronological order of Enrollment Year.
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Enrollment & Retention: (continued)
Enter each enrolled class of students for 2012, and make updates, if needed for 2010 and 2011.
When the students in a given Enrollment Cohort (column) graduate, that number is entered into the appropriate “Graduated in [year]” row. Be careful to not use a “Graduated in …” row that is earlier than the “On‐time Graduation Date” for the Enrollment Cohort.
For example, if a class of 18 students started on September 6, 2006 (with an “On‐time” Graduation Date of June 2, 2008) and 14 of those students graduated in 2008, then the number “14” would be entered in that “September 6, 2006” column in the row labeled “Graduated in 2008”. If 1 student of that Enrollment cohort had stopped out for a year, but graduated in 2009, then the number “1” would be entered in that “September 6, 2006” column in the row labeled “Graduated in 2009”.
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Enrollment & Retention: (continued)
Don’t forget to “Save this new column” after creating a new class, then wait for the column to be placed to the left before exiting that tab. Note: once a class has been created with the Enrollment Year, that Enrollment Year field cannot be edited.
Edit an existing column by clicking on the Edit button at the base of that column.
When in edit‐mode there will be boxes in the cells. Only then can the data in the boxes be changed.
Be careful of the DELETE button. There is no confirmation prior to the deletion.
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Outcomes: Columns for 6 years are displayed in the 2013 AR (i.e. 2012 through 2007). Outcomes results for graduation year 2013 can be entered, if known; however, results for 2013 are not computed in the 3‐year average – that calculation uses graduation years 2012+2011+2010. Navigate to the various outcome measures by clicking on the links at the left of the screen.
For any outcome measure NOT meeting the threshold, you MUST write a Detailed Analysis and an Action Plan to correct the problem.
Navigate to the outcomes tables by clicking on these links.
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Exams (ASCP‐B0C): Enter the “# of grads attempting” (an unduplicated headcount of graduates who have attempted the exam one or more times. Multiple exam attempts by the same graduate represent only one (1) attempt.) Enter the “# passing – 1st attempt” and the “# passing – subsequent attempts”. The “Total passing to date” will be calculated by the tool. The CPRC CoA has a success (#passers/#attempters) threshold of 80% for the ASCP BOC exam.
If the 3-year average is below the Threshold, a Detailed Analysis and Action Plan to correct the problem MUST be written.
***Note: This diagram is not the most current, to include 2012, but the directions are the same.
Attrition/Retention: All data in the table comes from the Enrollment & Retention tab. The CPRC has a threshold for retention of 80% or more.
Pre-filled from the Enrollment & Retention table
Count # of graduates who have attempted the exam one or more times (unduplicated head count) – NOT the # of exam attempts
Calculated field
3-year average for the years indicated to the left
CPRC threshold
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Positive Placement: Enter the “# of grads employed” and then enter the “# of grads not employed, but who are continuing their education or serving in the military”. The sum of those 2 numbers represents Total Positive Placement (threshold is 75%). The number of grads employed will be carried to the Survey Worksheet tab for use with the Employer Surveys. # of Grads: Pre-filled from Enrollment & Retention table
# of grads employed: Enter # of grads employed in related field. This # flows to the Survey Worksheet for Employer Survey calculations.
Enter # of grads NOT employed, but who are continuing their education OR serving in the military.
NOTE: Programs must fill in the # of graduates employed, before entering data into the Survey Worksheet.
Calculated field
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Surveys: There are separate links on the Outcomes tab for each type of survey (Employer and Graduate) for each learning domain (cognitive, psychomotor, and affective). There is no data entry in these Outcomes tables. All outcome results are from the Survey Worksheet tab.
Survey results for the graduates of 2012, 2011 and 2010 need to be entered.
Enter the frequency distribution of the responses to each survey item. The AR will calculate the % of responses that were rated 3 or better. Items that have 80% or more ratings of 3 or better will be automatically marked as positive (green light). Items with less than 80% ratings of 3 or better will be automatically marked as negative (red light). However, each program must determine its own positive/negative item, if the automatic AR calculation is not applicable. A detailed analysis and an action plan must be written in the corresponding link of the Outcomes tab for all negative items (as determined by the program).
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Survey Worksheet: NOTE: before you can enter the data into the Employer Survey tables, you must fill in the “# of graduates employed” in the “Positive Placement” link of the Outcomes tab. Then…
You must select the Grad Year for which you want to enter the Survey results. (NOTE: programs will enter the results for the graduates of 2012, 2011 and 2010.)
Next, for Graduate Surveys – enter the # of surveys sent and the Total # returned.
Next for Employer Surveys – enter the # of surveys sent and the Total # returned. The Return Rate will be computed for each survey type (threshold = 50%). These numbers may be entered / edited from any survey / domain link. The Employer and Graduate Surveys are divided into the three learning domains, and the grids on the Survey Worksheet correspond to the number of question in each of these sections: Employer Survey: Cognitive (EC‐1 to EC‐28), Psychomotor (EP‐1 to EP‐7) and Affective (EA‐1 to EA‐9) Graduate Survey: Cognitive (GC‐1 to GC‐28), Psychomotor (GP‐1 to GP‐7) and Affective (GA‐1 to GA‐9) The AR calculated threshold for each item is that 80% or more of the numerical ratings (5 through 1) must be 3 or above (N/As and Omits are subtracted from the # of surveys returned before the calculation is made).
Any items not meeting the 80% threshold are marked as “negative”. This automatic calculation may or may not correspond to the positive/negative designation for a specific program’s survey instruments. Programs must write a Detailed Analysis and an Action Plan (in the corresponding Survey / Domain link in the Outcomes tab) for each negative item AS DEFINED BY THE PROGRAM.
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Resources: Mark each listed resource as sufficient (Yes) or not sufficient (No). For any “No” response, you
must write a Detailed Analysis and an Action Plan to correct the problem. Start any narrative(s) with the name of the resource. For any entries/changes to the page, you MUST click Update in the lower left corner of the screen.
Defaults to 2012
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Standards: Mark each listed Standard as Met (Yes) or Not Met (No). For any “No” response, you must write
a Detailed Analysis and an Action Plan to correct the problem. Start any narrative(s) with the number of the Standard.
Also, the Standards require that the Advisory Committee must meet at least annually (II.B). Enter the dates of the meetings of the last two (2) Advisory Committee meetings.
For any entries/changes to the page, you MUST click Update in the lower left corner of the screen.
Defaults to 2012
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Comments: Enter any comments, suggestions, or concerns relating to your program or generally
to Cytotechnology Programs Review Committee.
Be sure to click Update after every entry or change.
Defaults to 2012
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Distance Education: Indicate whether any of the Program is offered by distance education
(Yes) or not (No). If you answer “Yes”, additional questions will appear asking for the specifics of the amount and type of distance education delivered by the program.
Defaults to 2012
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Related Documents: This section was added in 2012, and its use is optional; however, you may find it a
useful place to store suggested items in one place to be easily accessed. You may reference some items in other areas of the Annual Report that you have stored under Related Documents. CPRC reviewers will review them as part of the Annual Report process, if they are noted in your Comments, Outcomes, Standards, etc. You may use this section to upload the following documents:
Advisory Committee Minutes
Affiliation Agreements
Curriculum
CVs
Other
Surveys Click on the Add a Document button to access the screen below. Once you select a category from the pull‐down listing, you may select a Title for it and then click Browse to upload it from your computer files
Don’t forget to click Save after you have uploaded your documents.
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Submitting the AR: Programs click the “Create, Review, and/or Submit the Annual Report”
button to create a pdf file of the AR information.
Click on this button to Create the PDF report, then to review the report (and save it to your computer) or submit the report to the CPRC CoA.
After clicking the button, a second screen appears to allow two options:
1. Generate the Report or 2. Submit a copy of the Annual Report via email to the CoA
DO NOT CLICK ON “SUBMIT A COPY…” UNTIL YOU HAVE GENERATED THE REPORT, REVIEWED IT AND SAVED IT TO YOUR COMPUTER. After the report is generated, the message of “successfully generated” appears in the window. Programs can now “Download Report” to review it and save it – BEFORE SUBMITTING IT.
Clicking on “Download Report” creates a PDF file of the entire AR. Use the PDF report to review for any errors or omissions. If needed, go back into the AR to make any changes and repeat the steps to re‐generate and re‐download the report.
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2012 Report on Current Status for an Education Program in
Cytotechnology at
__________University or Community College, etc.
CoA Program Reference: XXXXcprc
Programs may repeat these steps as often as necessary to ensure the accuracy of the AR, before submitting it to the CPRC.
Once the Annual Report is complete (on or before June 15, 2013), Programs must “Submit a copy of the Annual Report via email to CoA.” This action will cause the Annual Report to be filed via email directly to the CPRC Coordinator’s office. If a Program wishes to change an already submitted AR (prior to the deadline of June 15, 2013 then the CPRC Coordinator must be contacted (Deb MacIntyre Sheldon (302) 543‐6583, [email protected]) to have the AR “Unsubmitted”. Once “Unsubmitted”, the Program may then repeat the procedure to file the AR. The CPRC will review the last AR after it is submitted on or before June 15, 2013.
Support:
For questions about the Annual Report or to “Unsubmit” (on or before June 15, 2013) a previously filed AR, please contact:
CPRC Coordinator ASC National Office
Debby MacIntyre Sheldon (302) 543‐6583
For corrections to Personnel information on President/CEO or Dean or Program Director:
CAAHEP Executive Office [email protected]
