Best Practices COE Accreditation Calendar

Dr. Diane Culpepper

Lake Technical College

Eustis, FL

PURPOSE

The purpose of this presentation is for every

institution to be a COE CHAMPION. You will

learn about a month-to-month guide focusing

on compliance while seeking excellence.

About Lake Technical College

• Public Institution

• Located in Central Florida

• 30 Programs

• Charter member of COE – accredited since 1974

Partnership with NASA

Partnership with Lake County Sheriff’s Office

COE and Compliance –

Overwhelming??g???

Let’s break it down into small bites

November???

Attend the COE Annual Meeting

• COE notifies membership of changes that will be voted on during the

annual meeting

• Read the updates to the Policies and Rules of the Commission Manual

• Read the updates to the Handbook of Accreditation

Changes are highlighted in blue if voted on by the

membership

Changes are highlighted in yellow if a mandate from US

DOE

• Attend the Self-Study Workshops (Part 1 and 2), How to Host a

Visiting Team Workshop, The Annual Report, Reporting Student

Data, and even the Team Member Training Workshops

December??

It is Annual Report Month

• Finalize data for Annual Report and submit to COE

• There is more to the Annual Report than just your CPL data

• Allows us to be prepared at all times for unannounced visit

• As the Chief Academic Officer, I am ultimately responsible for the Annual

Report. By signing, I am stating that my institution is in compliance with all

the criteria on the annual report.

December??

Exit Process

• As students graduate, there is an exit process and an application for

graduation

• Students meet with the Career Success Coordinator

• Take an anonymous survey of their experiences at LTC

• Questions about faculty, program, instructional materials,

technology, admissions process, student support services are

part of the survey

• Check address and phone number for follow up

• Discuss employment opportunities and services available

January???

Time to Review/Update

• Now that we have the updated information from the COE Annual

Meeting, it is time to review ALL the plans, any new compliance

requirements, and any new policies and procedures

• Set a meeting with administrative team

• Responsible stakeholders attend portion of the meeting as

appropriate

• Strategic Plan

• Evaluation of what is now complete/changed

• Include budget for items requiring funding in the Strategic Plan

January???

Time to Review/Update

• Faculty schedules spring advisory meetings

• Administration reminds everyone to work on CPL

Print data for all faculty to review

• Update community/campus events calendar – career days at high

schools, community events, chamber events. Take pictures for social

media and blog

• Go on at least one COE team visit each year

February

Update/Review Continues

• Update and review COE Approved Program list

• Ensure program names are correct on the website and in the catalog

and all other materials

• Using the new information from the COE Annual Conference, begin

planning updates to the catalog as well as any new policies/procedures for

next school year

• Review the 20 items that COE requires for the catalog using the worksheet

titled “Criteria for Publications”

• Always remember that every decision should start with COE

February

Spring Advisory Committee Meetings

• Faculty invite their members to the meetings

• For both the fall and spring meetings, faculty utilize a standardized

agenda/minutes format (they can add to it – but not delete)

• Minutes go to administrator for review with a standard file naming convention then

sent to COE Liaison to store electronically

OACAccountingOperationsSpring2019Minutes

• Equipment and media requests are discussed and approved at spring meetings

and then provided to the administrator in preparation for the next budget

March

Start Planning for the New School Year

• Faculty/staff evaluations – all employees (even part time)

• Utilize “Program Review” tool which incorporates Standard 2 criteria

• Prepare for budgeting

• Professional development planning for the new school year

• Review grievance process for both staff and students

April

Planning for New Year and Wrapping Up the Old

• Finalize “Educators in Industry” (Standard 8)

• Faculty submit requests for new books, equipment, uniforms, other

materials for new school year so cost sheets can be created

• Review and update syllabi (Master Plans of Instruction) always

keeping in mind Standard 2 requirements

• Take institution-wide inventory

May

Institutional Governing Board

• Meet a minimum of five times each year

• Set dates for new year

• Vote on officers

• Review and update mission statement

• Begin to finalize new policies/procedures/catalog, etc. to present to

Board for approval at the July meeting

• In addition, staff attends FA and VA conferences so any changes for

catalog or policies manual can be made

June

Only One Month Left Until New School Year

• Update all brochures and recruitment materials

Store for at least three years

• Finalize new catalog and policies and procedures manual

• Conduct a self audit of refunds, financial aid records and student records

• Submit all earned licensures and industry certifications into internal system (TOM)

• Submit all placement information into internal system (TOM)

• Prepare purchase requisitions to replenish instructional supplies in preparation for

July 1 – new budget

July

We are Not Finished Yet…

• Update the organizational chart

• Include all new hires for school year

• Ensure the titles on the org chart are the same as on the job

descriptions

• HR reviews employee files for proof that every staff member has

proper credentials (high school diploma, licensures, industry

certifications,

years of experience, etc.)

• Attend the summer COE conference, any state and local

conferences

July

We are Not Finished Yet…

• Conduct “New Faculty” workshops

• Two-year program

• New Employees attend orientation

• Refresh first-aid kits

• Deep clean facility

• Repaint yellow lines in shops

• Ensure sharps containers are on a schedule for proper disposal

• Remove HazMat waste/oil

• Check fire extinguishers

August

Here We Go Again….

• Schedule fall advisory committee meeting

• Begin collecting Employer Verification Forms

• Set faculty meetings, staff meetings, admin meetings, cluster leader meetings for the year

• All agendas/minutes one are tracked by one person

• Plan attendance at community events, take pictures, post to websites

• Faculty/staff take pictures all year for social media, website, blog

• All employees sign that they have read the updated “Policies and Procedures

Manual”

Fall Advisory Committee

and Business Partner Event

August

Student Recruitment/Orientation

• Open houses

• Monthly program information sessions

• Billboards, social media ads, and digital ads

• Attendance at community events, high school activities, offer tours, etc.

• Since we have open enrollment, student orientation is online

• Includes the requirement for Campus Sexual Violence Elimination Act

• Drug and Alcohol policy

• Orientation to Technology

Orientation is updated each year based on COE, DOE, LTC policies and procedures

September

Thinking About the Future

• Begin planning for new programs based on industry need

• Focus groups

• Industry data

• Develop partnerships

• Write grants

• Secure start-up funding

Keep COE requirements in mind when planning for new programs

October

Monitor Implementation of Plans/Policies/Procedures

• Effectiveness of Student Retention plan (new)

• Written agreements with work based activity partnerships

• Need to be current, signed

• Follow Up plan – stay focused on CPL all year long

This is Lake Technical College’s Calendar of

Events for COE Compliance

However, school happens, so we are flexible

The key is that everyone on campus lives

and breathes COE

Be a COE Champion!

Thank you

Lake Technical College

2001 Kurt Street

Eustis, FL

Laketech.org