Continuous Accreditation Evidence Collection
By collecting evidence in real-time, you ensure that documentation is accurate, contextualized, and ready long before your submission deadline looms.
Phase 1: The Fall Press (September – November)
Focus: Governance, Policy, and Baseline Data
- September:
- Catalog & Handbook Archive: Save the final, published versions of the University Catalog, Student Handbook, and Faculty Manual for the new academic year as PDFs.
- Committee Kick-off: Ensure all standing committees or meetings (Curriculum, Faculty Senate, Department Meetings, etc.) have a designated “Evidence Librarian” to manage meeting minutes and collect other relevant documentation you may need later.
- October:
- Strategic Plan Review: Document any updates to the institutional or program strategic plan, vision or mission statement.
- News & Media Sweep: Collect press releases and news clippings from summer successes and fall media events during orientations (Video and pictures from the marketing department may be prevalent from this time period.)
- November:
- Governance Minutes: Collect approved minutes from the first round of fall committee and department meetings.
- Organizational Charts: Update and archive the current institutional or program reporting structure and leadership roster.
Phase 2: Mid-Year Review (December – February)
Focus: Budgeting, Faculty Credentials, and Infrastructure
- December:
- Financial Audit Reports: Secure a copy of the annual independent financial audit or mid-year budget reports to demonstrate financial viability of the institution or program.
- Facilities & IT Update: Capture photos or video of any new labs, equipment, or major software implementations completed during the fall.
- Capstone Projects: Senior capstone project presentations for mid-year graduates may be scheduled and provide opportunities for assessment data or pictures of presentations to larger audiences.
- January:
- Faculty Roster Update: Verify and archive updated CVs, transcripts, and credentials for any new faculty hires (full-time and adjunct) . Review accreditor requirements and follow-up on justification documentation that may be required.
- Syllabi Audit: Randomly sample and archive syllabi from the fall semester to ensure alignment with stated learning outcomes and standards.
- February:
- Governance Minutes: Collect the second round of fall/winter committee and department meeting minutes.
- Professional Development: Archive attendance logs or certificates from faculty development workshops or “Quality Day” events. Encourage faculty to participate in professional development opportunities still available in Spring.
Phase 3: The Spring Assessment (March – May)
Focus: Student Outcomes and Impact
- March:
- Assessment Data Collection: Begin gathering raw data from mid-cycle assessments.
- Student Support Services: Document usage statistics or satisfaction surveys from the Library, Career Services, and Tutoring centers.
- April:
- External Validation: Collect data on licensure pass rates, specialized program accreditation updates, or national student survey results (e.g., NSSE). Employer surveys and interviews should be conducted.
- Governance Minutes: Secure minutes from spring curriculum and policy votes impacting your program(s).
- May:
- Capstone & Showcase Media: Capture photos or videos of student capstone presentations, art shows, or research symposiums.
- Commencement Records: Archive the commencement program and official graduation numbers for the program.
Phase 4: The Summer Gap Analysis (June – August)
Focus: Reporting and Preparation for the Next Cycle
- June:
- Annual Assessment Reports: Collect final year-end assessment reports from all departments.
- Closing the Loop: Specifically look for evidence where data from the previous year led to a change in the current year.
- July:
- Gap Analysis: Conduct a “Checklist Audit.” Which accreditation standards lack fresh evidence from the past 10 months?
- Redaction Sweep: Review all collected evidence for the year and ensure student/staff PII (Personally Identifiable Information) has been properly redacted.
- August:
- Prepare for Annual Reporting: Review the previous year’s data and locate the data that will be necessary for this year.
- Executive Briefing: Provide a brief update to leadership (Chairs/Provost/Deans) on the state of the “Evidence Hub” and identify gaps for attention in the new academic year.
- System Cleanup: Ensure all files follow a standardized naming convention before the new cycle begins in September. Save documents as a static PDF files when possible.
Implementation Tip: The “48-Hour Rule”
The greatest threat to this checklist is procrastination. Implement a policy where assigned “Evidence Librarians” must upload finalized committee minutes or policy changes to the central repository within 48 hours of approval. When documentation becomes an immediate reflex, the “Accreditation Scramble” disappears.
