Developing Electronic Resources for SACS Reaffirmation of Accreditation

SACS Leadership Team Meeting

September 1, 2010

SACS Guidelines It is important to consider:

What type of electronic formatting will be used Flow of information – electronically Assurance of user-friendly access for the off-site

reviewers

Dedicated electronic materials submitted for reaffirmation may not be altered after the institution submits its Compliance Certification Report.

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Choosing a Format Access

A web-based version is most easily accessed by a wide variety of people.

Various techniques may be used to limit what information is accessible for different audiences (e.g., password protection, separate servers, etc.).

Currency While websites provide current information, link

addresses may change. It is necessary to “freeze” the presentation website after submission (e.g., alternative website, CD/DVD).

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Review of Institution’s Technical Capabilities Resources

The goal is to have simple and effective access for the reviewers that does not distract from the materials submitted. Institutions should use widely available software

packages Electronic versions should be .html or .pdf formats Web-based solutions should be browser-independent

An alternative medium must be provided in case the technology does not work at the time of the

review.

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Review of Institution’s Technical Capabilities (continued)

Personnel and Expertise Must have individuals able to:

Program web-sites Format (and debug) documents and final

reports Provide appropriate and current links Generally ensure information appears and

functions properly

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Review of Institution’s Technical Capabilities (continued) Training

All persons involved in the development of compliance materials should be trained in the software skills needed – this allows for integration of technology into normal institutional processes.

Training and support staff need to be in place to facilitate this process – the earlier this is implemented, the sooner electronic formats, documents, and links can be effectively put into practice.

Volume Due to the immense amount of materials needed to

present the information, all materials should be produced using the same medium. The institution should not have links to documents not on the same medium.

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Electronic Design RecommendationsThese recommendations have been found by SACS to be

common, accessible, useful and least likely to lead to problems.

Navigation Reviewers should encounter a user-friendly

introduction that guides them through the process. A reviewer should initially see a short description of the

process, followed by a step-by-step guide to using the materials.

It should be easy for the reviewer to navigate forward or return to previous locations without needing to learn any other computer techniques.

A simple point and click menu should make it apparent to any user exactly what to do at each step of the process.

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Electronic Design Recommendations (continued)

General Design Keep it simple

Keep the number of levels to a minimum. Be consistent

Keep all the organization and style the same – don’t worry about trying to “spice it up”.

Maintain specificity and relevancy of documents and narratives. State clearly and obviously which judgment of compliance

your institution has identified for each requirement and standard and be sure the text addresses only that particular standard.

Know that cross references to compliance narratives for other requirements or standards may be used if applicable.

Always consider the use of simple navigation.8 SACS Leadership Team Meeting 9/1/10

Electronic Design Recommendations (continued)

Organization The flow of information is an important consideration, and the

heart of the presentation is the compliance narrative. Main page should provide an overview and basic arrangement

of information available. SACS recommended guidelines would be to have links to the

following three categories: The Institution and Instructions

Resist the temptation to provide public relations materials. SACS Template Example

Compliance Reports This is the entry to convincing compliance narratives arranged by

requirements and standards. SACS Compliance Certification example

Document Directory Allows for reviewers to directly access the full referenced documents and

databases without having to go to each report. SACS Index of documents example

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Best Practice Examples Southeastern Louisiana

Combined SACS Campus Website with Compliance Certification Report http://www2.selu.edu/sacs/

Prairie View A & M Separate SACS Campus Website and Compliance

Certification Report http://www.pvamu.edu/pages/4041.asp http://www.sacs.pantherconnect.com/index.html

Albany State Compliance Certification Report with use of CD for

protected information http://asu-sacs.asurams.edu/compcert.aspx

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Action(s) Needed:

Identify technical resources

Determine and implement technical

strategy

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