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Electronic Submission 101 for New Applicants
Presenters:
Cathy Hakes
Director of Accreditation & Certification Activities
Juliana Lancaster
Director of Institutional Effectiveness
2008 SACS Annual MeetingDecember 7, 2008
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Session Objectives
• Provide a brief historical perspective of Georgia Gwinnett College and its accreditation status
• Offer rationale for the submission of an electronic application
• Discuss the resources needed to develop an electronic application
• Review our process for designing and building an electronic submission
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Session Objectives
• Provide an example of an actual timeline for development of an electronic submission
• Recognize common pitfalls to the process• Identify reader/user limitations and how to
overcome these• Provide for audience comments and questions• Distribute a resource CD with sample
documents to aid in developing an application
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Georgia Gwinnett College
The 35th member of the University System of Georgia
Located In Lawrenceville, GA
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• GGC opened its doors to an inaugural junior class of 120 students in fall 2006
• The first freshmen class of 337 was admitted fall 2007 with total enrollment of 787.
GGC firsts…
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Celebrating Our Successes• First graduation was held on June 28,
2008
• Enrollment has grown to 1563 students
in 2.5 years and is projected to be
10,000 in the next 3 years.
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Mission & Majors• GGC’s mission supports access to baccalaureate
degrees that meet the economic development needs of the growing and diverse population of the northeast Atlanta metropolitan region.
• GGC offers majors in:
Biology
Psychology
Information Technology
Business Administration
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GGC’s Accreditation Status• September 2006 – Started writing application
• October 1, 2007 – Submission of Initial Application
• December 8, 2007 – Candidacy visit authorized (15 mos)
• March 31- April 2, 2008 - Candidacy Committee Visit
• June 26, 2008 – Awarded Candidate status (21 mos)
• December 2008 – Completion of Compliance Certification
• March 31- April 2, 2009 – Accreditation Committee Visit
• December 2009 (projected) - SACS accreditation decision
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Why Use an Electronic Format?
• Development of the Application:– Provides accessibility to all those working
collaboratively on document development.– Ease in updating and correcting documents.– Maintains version control – Allows for a central repository of referenced
documents and materials
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More reasons why…
• Delivery of the Application:– Eliminates the need for massive hard copy documents.– Manuals, handbooks and catalogs are easily accessible– Significantly decreases mailing costs to SACS and
Committee members.– On-line electronic documents allow for 24/7 accessibility
by reviewers using multiple ISPs, platforms and/or browsers
– Use of CD and/or flash drive permits portability for access at any point in time
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Cost ComparisonHard Copy Submission Electronic Submission
Initial Application
2 copies of application and narratives 2 copies of application and narratives
2 copies of ALL catalogs, manuals, handbooks, audits, and other supporting documents
2 copies each of catalog, student handbook, and audits
Revised Application
7 copies of application and narratives w/ Executive Summary (revised application)
7 copies of application and narratives (revised application)
7 copies of ALL catalogs, manuals, handbooks, audits, and other supporting documents
7 copies each of catalog, student handbook, and audits
Committee Materials
7-9 copies of application, narratives, and updated narratives (Executive Summary) for committee members and SACS
7-9 copies of application, narratives, and updated narratives (for committee members and SACS)
7-9 copies of ALL catalogs, manuals, handbooks, audits, and other supporting documents
7-9 copies each of catalog, student handbook, and audits
Each set = 7000 pages (x 9) vs
1 CD (x 9)
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Binders of Every Size…
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Or, more visually
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Resources Needed• Technology to support document development
– Lead person to coordinate documents– Software to support a shared file program to allow
access to multiple users (helpful but not required)
• In-house website design and building– Graphic and web development support to design site,
post documents, and establish links– Readers to check all links in/to all documents– Technology assistance with creating pdf documents
and burning CDs and/or flash drives
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The Process: Writing the Application
• Start with a basic template that includes the text and standard for each criterion
• Develop a narrative that supports the rational for compliance
• Use tables where possible to decrease amount of text.
• Indicate supporting documents in the narrative and in a table at the end of each narrative
• Review, proof and do it again!
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The Process: Building the Website
• Establish the basic layout and navigation plan• Convert all narratives and internal supporting do
cuments to pdf format• Convert long documents from external sources t
o pdf format and highlight referenced sections• Create master list (Documentation Directory)of
all referenced documentation• Write user guide & tutorial for reviewers
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The Process: Linking Documents Electronically
• Establish links to governing agency files like:– Lengthy documents, reports, regulations, &
procedures that are referenced– Scanned original documents– Faculty manuals, college catalogues,
student handbooks, and policy & procedures manuals
• Link to specific page in each document being referenced by using pdf
• Check and double check links
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Remember…
• Check to be sure links are all live and go to correct documentation page(s).
• Provide a listing on an introductory page to a Documentation Directory with hot links for ease in locating documentation outside of narratives.
• Keep the navigation simple.
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Our Timeline for Development
Writing and Revising the Application
Start Planning
First Draft
Final Draft
First Delivery
SACS Read
Revise C&R Delivery
Update On-site Delivery
Sept 2006 Dec2006
Jan 2007
Feb2007
June2007
July-Sep2007
Oct2007
Jan2008
April2008
Design Load & Test
Live Access
Revise & Test
Live Access
Update Live Access
Developing the Website
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Common Pitfalls To Avoid
• Make sure all links go to specific page referenced so reader does not have to scroll for the reference in lengthy documents.
• Documents that are not authored by your institution should be made into a pdf to preserve their initial appearance and to ensure ability to locate them at a later date as web addresses get changed.
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User Considerations• Provide a user-friendly introduction that may include a
tutorial that shows how to navigate through the application and documents.
• Include instructions for use including minimum requirements for hardware, software and Internet accessibility.
• Provide a link to the free Adobe Acrobat Reader• Provide phone numbers and email addresses for tech
support and navigation assistance.
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Further Important Details
• As up-dates are made to documents, be sure to clearly label revised documents to reflect they are newer versions for readers to review.
• If accessing password-protected sites, be sure to provide log on information and passwords for all users.
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Discussion & Comments
• Participant’s comments about their experiences with electronic documentation
• Questions about the process?• Other comments….
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Cathy Hakes [email protected] 678-407-5875
Juliana Lancaster [email protected] 678-407-4834
Georgia Gwinnett College www.ggc.usg.edu
1000 University Center LaneLawrenceville, GA 30043
Presenter Contact Information