![Page 1: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/1.jpg)
Best Practices COE Accreditation Calendar
Dr. Diane Culpepper
Lake Technical College
Eustis, FL
![Page 2: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/2.jpg)
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.
![Page 3: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/3.jpg)
About Lake Technical College
• Public Institution
• Located in Central Florida
• 30 Programs
• Charter member of COE – accredited since 1974
![Page 4: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/4.jpg)
![Page 5: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/5.jpg)
![Page 6: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/6.jpg)
![Page 7: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/7.jpg)
Partnership with NASA
Partnership with Lake County Sheriff’s Office
![Page 8: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/8.jpg)
COE and Compliance –
Overwhelming??g???
Let’s break it down into small bites
![Page 9: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/9.jpg)
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
![Page 10: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/10.jpg)
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.
![Page 11: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/11.jpg)
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
![Page 12: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/12.jpg)
![Page 13: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/13.jpg)
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
![Page 14: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/14.jpg)
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
![Page 15: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/15.jpg)
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
![Page 16: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/16.jpg)
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
![Page 17: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/17.jpg)
![Page 18: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/18.jpg)
![Page 19: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/19.jpg)
![Page 20: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/20.jpg)
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
![Page 21: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/21.jpg)
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
![Page 22: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/22.jpg)
![Page 23: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/23.jpg)
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
![Page 24: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/24.jpg)
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
![Page 25: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/25.jpg)
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
![Page 26: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/26.jpg)
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
![Page 27: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/27.jpg)
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”
![Page 28: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/28.jpg)
Fall Advisory Committee
and Business Partner Event
![Page 29: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/29.jpg)
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
![Page 30: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/30.jpg)
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
![Page 31: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/31.jpg)
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
![Page 32: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/32.jpg)
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!
![Page 33: Best Practices COE Accreditation Calendar · 2019-12-20 · proper credentials (high school diploma, licensures, industry certifications, years of experience, etc.) •Attend the](https://reader034.vdocuments.us/reader034/viewer/2022050307/5f6f6ba411addf735154fc97/html5/thumbnails/33.jpg)
Thank you
Lake Technical College
2001 Kurt Street
Eustis, FL
Laketech.org