Documentation
A notebook or file system should be developed to keep all of the documentation for each of the rating components as part of the self-evaluation process. For each of the rating items, written information needs to be developed, collected or referenced to ensure that when the on-site evaluation team arrives, they will be able to evaluate your program based on the information you provided. This will make it easier for each member of the team to effectively review the program. Both the self-evaluation and site visit use the same rating system and review the same items.
Consider these suggestions:
- Organize the documentation in the notebook according to the Standards and rating items. For your convenience,
this document can be printed to use for the notebook's Table of Contents and section pages to follow each tab. - Provide documentation for each rating item. Include a narrative comment to explain a little information about the documentation or where to locate verification of a statement.
- Items too large for the binder can be placed in labeled folders and referenced in the notebook.
- Some requirements are verified by visiting the lab, classrooms, or other facilities. Provide the evaluation team with documents to facilitate their on-site inspection, such as maps or inventory lists.
- If referencing information within a document such as a college catalog, reference the page numbers, tab the pages with "sticky notes," and highlight the appropriate information.
- Be mindful that Advisory Committee participation in the program is documented in the committee meeting minutes. Their input on specific standards is critical.
- Pay particular attention to the critical (Go/No Go) Standards. Non-compliance on one of these items will keep the program from achieving certification no matter how good everything else is.
- Save your notebook! Some years later, when you apply for re-certification, you will need only to update and/or add the relevant information to comply with the standards then in effect.
