2015 CPRC CoA Annual Report

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2015 CPRC CoA Annual Report

Welcome to the 2014 Annual Report (AR) for the Cytotechnology Programs Review Committee (CPRC), the Committee on Accreditation (CoA) through the Commission on Accreditation of Allied Health Education Programs (CAAHEP).

The filing deadline for the 2015 Annual Report is July 6, 2015.

Quick start…

Personnel

:

The information for President/CEO, Dean, and Program Director is pre-filled from the CAAHEP

database. Corrections cannot be made directly in the AR. To update that information, email

the changes to [email protected].

If your current personnel are not on file with the CPRC, you must also communicate this change

with the CPRC Coordinator, with appropriate documentation ([email protected]).

Programs will enter information on the billing contact, Medical Director, Clinical/Education

Coordinator (if applicable), and all full- and part-time Cytotechnology faculty. Do not duplicate Medical Director or Clinical/Education Coordinator in the faculty sections.

Enrollment & Retention

:

The entering classes of students (enrollment cohorts) are displayed in columns – one column per class. The column to the far right is always used to create new classes. Once that information is saved, the column is positioned in chronological order by enrollment year.

Enter enrolled class of students for 2014, and any updates for 2012 and 2013.

Outcomes:

For each outcome measure (links on the left side of the screen), a table for data entry is on the top portion of the screen with the threshold calculation (3-year average for 2014+2013+2012). In the lower portion of the screen are two text boxes: one for entering the Detailed Analysis of

that outcome measure, the other for entering the Action Plan. Programs must provide a

Detailed Analysis and Action Plan for any outcome measure that does not meet the threshold for the 3-year average (2014+2013+2012).

Survey Worksheet:

The results of the Graduate and Employer Surveys are entered into this tab/screen.

Survey results for the graduates of 2014 need to be entered; you have already done this for 2013, 2012, 2011, etc.

You should have circulated the Graduate and Employer surveys to your graduates and employers in early 2015. The surveys are divided into the three learning domains, and the grids on the Survey Worksheet correspond to the number of question in each of these sections:

Employer Survey: Cognitive (EC-1 to EC-28),Psychomotor (EP-1 to EP-7) and Affective (EA-1 to EA-9)

Graduate Survey: Cognitive (GC-1 to GC-28), Psychomotor (GP-1 to GP-7) and Affective (GA-1 to GA-9)

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The AR will calculate the % of responses that were rated 3 or better. Items that have 80% or more ratings of 3 or better will be marked automatically as positive (green light). Items with less than 80% ratings of 3 or better will be marked automatically as negative (red light). However,

each program must determine its own positive/negative item, if the automatic AR calculation is not applicable. A detailed Analysis and Action Plan must be written in the corresponding link of the Outcomes tab for all negative items (as determined by the Program).

Report Submission:

Programs may generate and download copies of the report (PDF file) as often as they wish for their own review. To submit the report to the CPRC, first check the “Submit a copy of the Annual Report via email to CoA” above the navigation buttons; then click the “Generate / Submit Report” button. A PDF file of your Annual Report will be sent to the CPRC Coordinator, and you will receive an email receipt of the submission. If you wish to re-submit your report, you must first contact the CPRC Coordinator to “Un-submit” it.

The CPRC will use the last Annual Report submitted on or before

July 6, 2015 as the official Program Report for 2015.

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Directions for the 2015 CPRC Annual Report

Log In:

The link to the login screen is: http://arms.caahep.org/

Your “User Name” is a Program ID plus “cprc” (e.g. LSUcprc). Your User Name and Password were emailed to the Program Director on file with the CPRC Coordinator.

If you forget your password, click on “Forgot Password?”, enter your User Name in the next screen, click “Submit”, and your password will be emailed to you (email address on file with the CPRC Coordinator).

For help, contact Deb MacIntyre Sheldon at: (302) 543-6583 or[email protected].

Program Menu:

You will see your institution name and your program(s) listed below.

Click here to Logout

Your program sponsor name here

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Institution Screen:

Clicking on your institution/sponsor name allows you to view your institutional information on file with CAAHEP. You cannot edit this information in the AR. Send corrections to

[email protected].

Navigation:

For data entry, move to the various screens by clicking on the tab buttons.

Click on each of these 11 TABs to move from section to section

Throughout the data entry process you must always Update and Save the information. To make

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Personnel:

The information for President/CEO, Dean, and Program Director is pre-filled from the CAAHEP

database. Corrections cannot be made directly in the AR. To update that information, email the changes to

[email protected].

NOTE: If your current personnel are not on file with the CPRC, you must communicate this change with the CPRC Coordinator, with appropriate documentation. ([email protected]). To enter Personnel information for Billing Contact, Medical Director(s), Clinical/Education Coordinator (if applicable), Didactic/Lab Faculty, and Clinical Faculty, click on the corresponding link on the left side of the screen.

To enter the first and additional personnel, click on the plus sign in each of the appropriate categories.

Program Information:

Enter the information on Program Design. After completing the entriesyou MUST click on Update at the lower left corner of the screen.

Enter each accredited award level. All programs must use column labeled “Award Level 1.” If your Program has an additional award level, use the column labeled “Award Level 2.”

Select the Personnel category by clicking on these links.

Enter all paid and unpaid Cytotechnology faculty. Do not duplicate the Program Director, Medical Director or Education Coordinator in the Faculty categories.

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You must click Update after any entries/changes on this page to save them.

Satellites & Affiliates:

Enter the information for each program Satellite Location (see definition*) and each program Clinical Affiliate.

Don’t forget to

Save

!

Don’t forget to SAVE your entries!

*Satellite: off-campus location(s) that are advertised or otherwise made known to individuals outside the college at which the Cytotechnology core didactic and laboratory courses of the Program are available (does not pertain to sites used by a completely on-line/distance education program for individual students). Satellite location(s) function under the direction of the Key Personnel of the program.

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Enrollment & Retention:

Always use the far right column to create a new class.

Start by selecting an Enrollment Year from the drop down list. Hover your cursor over the Comments

symbol ( ) for definitions of the data to be entered.

Use the drop down calendar to enter the Enrollment Date and the “On-time” Graduation Date. NOTE:you do

not need to scroll to select the year and month. After opening the calendar (pause for a few seconds), click on “2013” for a drop down list of years. Click on the month displayed for a drop down list of the Months.

Programs that start multiple classes in a calendar year will enter the same Enrollment Year for each one in that year, but will enter the specific Enrollment Dates and “On-time Graduation Dates” that pertain to the individual classes.

After entering the data in the far right column, you must click on the “Save this new column” button at the

bottom of that far right column. Once Saved, the screen will refresh and the column will be repositioned in chronological order of Enrollment Year.

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Enrollment & Retention:

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Enter each enrolled class of students for 2014, and make updates, if needed for 2012 and 2013.

When the students in a given Enrollment Cohort (column) graduate, that number is entered into the appropriate “Graduated in [year]” row. Be careful to not use a “Graduated in …” row that is earlier than the “On-time Graduation Date” for the Enrollment Cohort.

For example, if a class of 18 students started on September 6, 2006 (with an “On-time” Graduation Date of June 2, 2008) and 14 of those students graduated in 2008, then the number “14” would be entered in that “September 6, 2006” column in the row labeled “Graduated in 2008”. If 1 student of that Enrollment cohort had stopped out for a year, but graduated in 2009, then the number “1” would be entered in that “September 6, 2006” column in the row labeled “Graduated in 2009.”

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Enrollment & Retention:

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Don’t forget to “Save this new column” after creating a new class, then wait for the column to be placed to the left before exiting that tab. Note: once a class has been created with the Enrollment Year, that Enrollment Year field cannot be edited.

Edit

an existing column by clicking on the Edit button at the base of that column.

When in edit-mode there will be boxes in the cells. Only then can the data in the boxes be changed.

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Outcomes:

Columns for 6 years are displayed in the 2015 AR (i.e. 2014 through 2007). Outcomes results for graduation year 2015 can be entered, if known; however, results for 2015 are not computed in the 3-year average – that

calculation uses graduation years 2014+2013+2012.

Navigate to the various outcome measures by clicking on the links at the left of the screen.

For any outcome measure NOT meeting the threshold, you

MUST write a Detailed Analysis and an Action Plan

to correct the problem.

Navigate to the outcomes tables by clicking on these links.

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Exams (ASCP-B0C): Enter the “# of grads attempting” (an unduplicated headcount of graduates who have

attempted the exam one or more times. Multiple exam attempts by the same graduate represent

only one (1) attempt.) Enter the “# passing – 1st_{attempt” and the “# passing – subsequent} attempts”. The “Total passing to date” will be calculated by the tool. The CPRC CoA has a

success (#passers/#attempters) threshold of 80% for the ASCP BOC exam.

If the 3-year average is below the Threshold, a Detailed Analysis and Action Plan to correct the problem MUST be written.

***Note: This diagram is not the most current, to include 2014, but the directions are the same.

Attrition/Retention: All data in the table comes from the Enrollment & Retention tab. The CPRC

has a threshold for retention of 80% or more.

Pre-filled from the Enrollment & Retention table

Count # of graduates who have attempted the exam

one or more times (unduplicated head count) – NOT the # of exam attempts

Calculated field

3-year average for the years indicated to the left

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Positive Placement: Enter the “# of grads employed” and then enter the “# of grads not employed, but who

are continuing their education or serving in the military”. The sum of those 2 numbers represents Total Positive Placement (threshold is 75%). The number of grads employed will be carried to the Survey Worksheet tab for use with the Employer Surveys.

# of Grads: Pre-filled from Enrollment & Retention table

# of grads employed: Enter # of grads employed in related field. This # flows to the Survey Worksheet for Employer Survey calculations.

Enter # of grads NOT employed, but who are continuing their education OR serving in the military.

NEW this YEAR for Positive Placement

The CPRC would like Programs to share where their graduates go after graduation beyond “# of grads

employed” and “# of grads continuing education or serving in the military, NOT employed.” In the Detailed

Analysis of Positive Placement section, please breakdown graduates in the following categories:

• Cytotechnology

• Ancillary profession

• Military

• Graduate/Medical School

• Not employed

NOTE: Programs must fill in the # of graduates employed,

before entering data into the Survey Worksheet.

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Surveys: There are separate links on the Outcomes tab for each type of survey (Employer and

Graduate) for each learning domain (cognitive, psychomotor, and affective). There is no data entry in these Outcomes tables. All outcome results are from the Survey Worksheet tab.

Survey results for the graduates of 2014, 2013 and 2012 need to be entered.

Enter the frequency distribution of the responses to each survey item. The AR will calculate the % of

responses that were rated 3 or better. Items that have 80% or more ratings of 3 or better will be automatically marked as positive (green light). Items with less than 80% ratings of 3 or better will be

automatically marked as negative (red light). However, each program must determine its own

positive/negative item, if the automatic AR calculation is not applicable.

A detailed analysis and an action plan must be written in the corresponding link of the Outcomes tab for all negative items (as determined by the program).

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Survey Worksheet:

NOTE: before you can enter the data into the Employer Survey tables, you must fill in the “# of

graduates employed” in the “Positive Placement” link of the Outcomes tab

. Then…

• You must select the Grad Year for which you want to enter the Survey results. (NOTE: programs will enter the results for the graduates of 2014, 2013 and 2012.)

• Next, for Graduate Surveys – enter the # of surveys sent and the Total # returned.

• Next for Employer Surveys – enter the # of surveys sent and the Total # returned.

The Return Rate will be computed for each survey type (threshold = 50%). These numbers may be entered /

edited from any survey / domain link.

The Employer and Graduate Surveys are divided into the three learning domains, and the grids on the Survey Worksheet correspond to the number of question in each of these sections:

Employer Survey: Cognitive (EC-1 to EC-28),Psychomotor (EP-1 to EP-7) and Affective (EA-1 to EA-9)

Graduate Survey: Cognitive (GC-1 to GC-28), Psychomotor (GP-1 to GP-7) and Affective (GA-1 to GA-9)

The AR calculated threshold for each item is that 80% or more of the numerical ratings (5 through 1) must be 3 or above (N/As and Omits are subtracted from the # of surveys returned before the calculation is made).

Any items not meeting the 80% threshold are marked as “negative”. This automatic calculation may or may not

correspond to the positive/negative designation for a specific program’s survey instruments. Programs must write a Detailed Analysis and an Action Plan(in the corresponding Survey / Domain link in the Outcomes tab)

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Resources:

Mark each listed resource as sufficient (Yes) or not sufficient (No). For any “No” response, you must write a Detailed Analysis and an Action Plan to correct the problem. Start any narrative(s) with the name of the resource. For any entries/changes to the page, you MUST click Update in the lower left corner of the screen.

For 2015 only:

The CPRC wants to know how Programs have progressed with integrating and implementing the NEW entry-level competencies into their curricula. We cannot adapt the AR to obtain this information; therefore, a survey has been developed for Program Directors to complete.

The “CPRC Competency Checklist” must be completed by all Program Directors.

Please access the survey via the link below:

https://www.surveymonkey.com/r/CPRCcompetencies

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Standards:

Mark each listed Standard as Met (Yes) or Not Met (No). For any “No” response, you must write a Detailed Analysis and an Action Plan to correct the problem. Start any narrative(s) with the number of the Standard.

Also, the Standards require that the Advisory Committee must meet at least annually (II.B). Enter the dates of the meetings of the last three (3) Advisory Committee meetings.

For any entries/changes to the page, you MUST click Update in the lower left corner of the screen.

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Comments:

Enter any comments, suggestions, or concerns relating to your program or generally to Cytotechnology Programs Review Committee.

Be sure to click Update after every entry or change. Defaults to 2014

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Distance Education:

Indicate whether any of the Program is offered by distance education

(Yes) or not (No). If you answer “Yes”, additional questions will appear asking for the specifics of the amount and type of distance education delivered by the program.

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Submitting the AR:

Programs click the “Create, Review, and/or Submit the Annual Report” button to create a pdf file of the AR information.

Click on this button to Create the PDF report, then to review the report (and save it to your computer) or submit the report to the CPRC CoA.

After clicking the button, a second screen appears to allow two options:

1. Generate the Report or

2. Submit a copy of the Annual Report via email to the CoA

DO NOT CLICK ON “SUBMIT A COPY…” UNTIL YOU HAVE GENERATED THE REPORT, REVIEWED IT AND SAVED IT TO YOUR COMPUTER.

After the report is generated, the message of “successfully generated” appears in the window.

Programs can now “Download Report” to review it and save it – BEFORE SUBMITTING IT.

Clicking on “Download Report” creates a PDF file of the entire AR.

Use the PDF report to review for

any errors or omissions

. If needed, go back into the AR to make any changes and repeat the steps to re-generate and re-download the report.

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2014 Report on Current Status for an Education Program

in

Cytotechnology

at

__________University or Community College, etc.

CoA Program Reference: XXXXcprc

Programs may repeat these steps as often as necessary to ensure the accuracy of the AR,

before

submitting it to the CPRC

.

Once the Annual Report is complete (

on or before July 6, 2015

), Programs must

“

Submit a copy of the Annual Report via email to CoA.

” This action will cause the

Annual Report to be filed via email directly to the CPRC Coordinator’s office.

If a Program wishes to change an already submitted AR (prior to the deadline of June 15, 2013 then the CPRC Coordinator must be contacted (Deb MacIntyre Sheldon (302) 543-6583,

[email protected]) to have the AR “Unsubmitted”.

Once “Unsubmitted”, the Program may then repeat the procedure to file the AR. The CPRC will review the last AR after it is submitted on or before July 6, 2015.

Support:

For questions about the Annual Report or to “Unsubmit” (on or before July 6, 2015) a

previously filed AR, please contact:

CPRC Coordinator

ASC National Office

Deb MacIntyre Sheldon

(302) 543-6583

[email protected]

For corrections to Personnel information on President/CEO or Dean or Program Director:

CAAHEP Executive Office

https://www.surveymonkey.com/r/CPRCcompetencies