Provided N/A Missing or Incomplete

Transcription

1 DOCUMENTATION SCHOOL DATE The documentation list highlights policies, procedures, and documents that the Association believes reflect best practice. The documents provide background information that correlate with the s for Membership and may demonstrate to a visiting team how a school meets those s and the congruence between policy and actual school procedures. Full disclosure through this documentation is expected and appreciated. Schools are encouraged to maintain documentation beyond the time of the evaluation visit and to provide additional documentation as needed to reflect other policies, procedures, and/or aspects of the school s program. In assembling and reviewing the documentation, schools and chairs are advised to take a qualitative approach. A separate folder for each listed document is an effective organizational strategy. All documents must be available to the visiting team chair six to eight weeks before the visit and to the visiting team at the time of the visit. PHILOSOPHY AND MISSION STANDARDS 1. The school has a clearly stated educational mission and philosophy consistent with the needs of children and the requirements of a pluralistic society. 2. The statement of philosophy is implemented by a specific statement of objectives and manifested in the educational program. If a school is religiously affiliated, the academic and co-curricular programs must be based primarily on an educational rationale. 3. There is full disclosure of the school s mission, policies, programs, and practices. 4. There is congruence between the stated mission of the school and the actual program of the school. 5. The school is engaged in ongoing, well-understood, and effective evaluation and improvement. PHILOSOPHY AND MISSION DOCUMENTATION PM1 Statement of philosophy 1 PM2 Mission Statement 1 PM3 Statement of objectives 2 PM4 List of locations where philosophy, mission, and objectives are disclosed Documentation List, revised March, 2010 p. 1 COMMUNITY OF THE SCHOOL STANDARDS 6. The climate and culture of the school support the school s mission. 7. In keeping with its mission, the school promotes an equitable, just, and inclusive community that inspires its members to respect others and value diversity. 8. Provision is made for the appropriate involvement of administration, faculty, students, parents, alumni, and Board in the development and implementation of the total program, in ways consistent with the purposes and objectives of the school. 9. The school admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school, and further, does not discriminate on the basis of race, color, national and ethnic origin in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs, or otherwise discriminate in violation of federal, state or local law. 10. Admission policies and procedures are consistent with the stated mission and philosophy of the school. 11. All candidates undergo appropriate evaluation and are admitted only after there is a determination that enrollment is in the student s interest. 12. The school describes fully its admission policy to prospective students, parents, and guardians. 13. Information relating to the financial responsibilities of the parent/guardian or student to the institution is clearly stated in writing and is made available prior to enrollment. 14. The school maintains sufficient and accurate records for personnel, students, and graduates. 15. These records are protected against loss by fire or theft and are available only to authorized persons. 16. The school provides developmentally appropriate opportunities for students to assume responsibility and/or leadership in the school community. 17. Appropriate and responsible adult supervision of students is based upon established and published criteria. 18. Rules and policies governing dormitory life, leaves, privileges, and discipline are published so that both dormitory students and their parents are properly informed. 19. The residential program is so conceived and staffed to fulfill that aspect of the school s mission, particularly with respect to the portion of the day outside regular classroom hours. 20. Measures are taken to ensure a safe and wholesome environment, a proper diet, supervised study, recreation, and a healthy balance between leisure time and school activities. 21. Applicable health and safety regulations for residential programs are fully observed. COMMUNITY OF THE SCHOOL DOCUMENTATION Students CS1 Student handbook 3, 17 CS2 Description of honor system 16 Co-curricular Programs CS3 Listing of co-curricular programs 6 CS4 List of leadership opportunities for students 16 CS5 List of community service activities 16 CS6 Descriptions of school-related summer programs 3

2 COMMUNITY OF THE SCHOOL DOCUMENTATION Health Services CS7 Procedures and related forms utilized in case of 70 accidents CS8 Procedures and related forms utilized in case of 70 sickness CS9 Student health form 14, 15, 70 Parents CS10 Parent handbook 3, 8, 17 CS11 List of parent organizations 8 CS12 List of parent volunteer opportunities 8 CS13 By-laws from parent organization 8 CS14 Minutes from a parent organization meeting 8 CS15 Policies for parent fundraising 8, 65 CS16 List of fundraising efforts sponsored by parents 8 Alumni CS17 Alumni publication/news 8, 27 CS18 Alumni Council purpose/bylaws 8 CS19 Alumni Council meeting agenda/minutes 8 Publications CS20 Marketing materials 3, 6, 9 CS21 Sources of electronic information (i.e., website, social networking) CS22 Annual report / magazine 3, 6 CS23 School directory (students, faculty, staff) 3, 6 CS24 Student newspaper and yearbook sample 3, 6 Admissions CS25 Admissions statistics ( Statistics Schedule 4) for current and preceding 4 years. Enrollment history Student attrition and retention Geographical representation Size of graduating classes Admissions activity CS26 Diversity representation ( Statistics Schedule 5) for current and preceding 4 years. CS27 Admissions evaluation instrument(s) 9, 10, 11 CS28 Admissions materials, including: 9, 10, 12, 13 Brochure Nondiscriminatory statement Admissions policies/procedures Campus map Application forms Schedule of tuition and fees School Profile Financial Aid Policy statement CS29 CS30 Financial Aid report ( Statistics Schedule 6) for current and preceding 4 years. Enrollment agreement (including financial terms of arrangement) 3, 6, 8 7, 9, , Documentation List, revised March, 2010 p. 2

3 COMMUNITY OF THE SCHOOL DOCUMENTATION Records (Note: Blank forms or names deleted.) CS31 Student records retention checklist 14 CS32 Alumni records retention checklist 14 CS33 Faculty and Staff records retention checklist 14 CS34 All records retention and protection policies (including protection and access of school records into perpetuity should the school close) CS35 Transcript form 14 CS36 Sample grade report forms for each level 14 Boarding CS37 Staff handbook, including supervision policies 17, 18, 19, 20, 21 CS38 Student/Parent handbook 3, 17, 18, 19, 20, 21 CS39 Sample daily schedule, including non-instructional hours 17, 18, 19, 20, 21 Survey results Full accreditation surveys are required at the initial or ten-year visit. Evidence of intentional solicitation of feedback from constituents is required for the interim visit. CS40 CS41 CS42 CS43 CS44 CS45 CS46 Administration Board Faculty Parents Students Alumni Past Parents 15 Documentation List, revised March, 2010 p. 3

4 INSTRUCTION AND PROGRAM STANDARDS 22. The school s overall educational program is developed from the school s stated philosophy and mission, and from the educational and developmental needs of its students. 23. The curriculum development and review process is ongoing, clear, and deliberate. 24. The school has a published curriculum, informed by its educational mission and philosophy, which is sequential and cohesive, and each course includes a description of content, texts and materials, and evaluative criteria. 25. The published curriculum is implemented in the educational program and instructional philosophy and practices. 26. The school demonstrates that its educational programs, instructional practices, and institutional culture are informed by relevant research regarding how students learn and the knowledge and capacities they may need in the 21 st century. 27. Respectful of its mission, the school has in place a procedure for follow-up on graduate success, and utilizes resulting data to assess its goals and programs. 28. The school day and year are carefully planned and are of sufficient duration to provide for the total program of the school as set forth in its purposes and objectives. 29. The school maintains or has available for its use on a continuing basis both physical facilities and equipment appropriate to the needs of the program. 30. The school has adequate library resources to provide for the program of the school and the needs of the students and professional staff. 31. The school s library staff is adequate and appropriately trained to enhance the educational philosophy, mission, and program of the school. 32. There is a written institutional technology plan with a corresponding budget that is in keeping with the school s mission and philosophy. 33. The school integrates technology skills and applications into the instructional program where appropriate. 34. The counseling and advisory program of the school meets the needs of the students enrolled and supports the stated mission, philosophy, and objectives. 35. The school maintains full licensure or certification for its preschool program, if offered, pursuant to Virginia Code Sections et seq. and , or is exempt from licensure or certification pursuant to Virginia Code Section Materials, routines and procedures in the school s preschool program are so organized and implemented as to reflect the developmental needs of the children served. 37. The extended day or child care program, if offered, maintains licensure pursuant to Virginia Code Section or is certified pursuant to Virginia Code Section INSTRUCTION AND PROGRAM DOCUMENTATION Curriculum IP1 Curriculum review process and schedule 23 IP2 Published curriculum (including description of content, 24, 26 texts and materials, and evaluative criteria) IP3 Other curriculum descriptions (syllabus, etc.) 24, 26 Students IP4 Test Scores (AP, SAT, ERB, etc.) 22 IP5 Graduation requirements 4, 22 IP6 Description of procedure used to follow up on graduate 27 success and samples of data IP7 College/High School/Middle School Admissions 26, 34 counseling materials IP8 Description of counseling and advisory program 34 Scheduling IP9 Published calendar for school year (including # of 28 instructional days/instructional hours) IP10 Daily and alternate schedules (indicating start/end 28 time, period lengths, etc.) IP11 Master teacher schedules 28, 17 Library IP12 Library schedule 31 IP13 Resource acquisition procedures/policies 30 Technology IP14 Institutional Technology Plan 32, 33 IP15 Technology budget 32 IP16 Resource acquisition procedures/policies 32 Athletics IP17 Coaches handbook and policies 17 IP18 Physical form(s) blank or with names deleted 14, 15 IP19 Listing of sports offered, including seasons 16, 29 IP20 Training rules Preschool IP21 Licensing or Certification report (Department of Social Services) IP22 Handbook and policies (philosophy, objectives, range of services) Documentation List, revised March, 2010 p , 36

5 INSTRUCTION AND PROGRAM DOCUMENTATION Extended Day IP23 Licensing or Certification report (Department of Social Services) IP24 Enrollment agreement including health information, financial responsibility IP25 Handbook/policies (philosophy, objectives, range of services) , 29 PROFESSIONAL PERSONNEL STANDARDS 38. The school employs qualified personnel without regard to race, color, ethnic background, national origin, sex, handicapped status, or age. 39. The teaching faculty and administration are sufficient in number to carry out the program of the school and provide for the needs of the students. 40. Faculty and administration are qualified for their position and responsibilities by education and/or experience. 41. The school has evidence of a regular, documented evaluation of the performance of all teaching professionals. 42. The school has evidence of a regular, documented evaluation of the performance of all administrative staff and other personnel as appropriate to their responsibilities. 43. The school has a functioning program for continuing professional development. 44. Faculty and staff understand and support the school s philosophy and objectives. 45. Each member of the faculty and administration is clearly informed by written contract of his/her compensation and terms of employment. 46. The faculty and administration lead the review, planning, and development of the school s program. PROFESSIONAL PERSONNEL DOCUMENTATION 38 P1 Employment application materials, including nondiscriminatory statement P2 School Statistics (Schedules 2 and 3) for current 39 and preceding 4 years. P3 List of employees including: 40 School(s) attended Degree(s) Verification of official transcript on file (Note: Official transcript copies should remain in personnel files.) Teaching license and year of expiration. (Note: Official license copies should remain in personnel files.) Areas of responsibilities P4 Faculty Handbook 3, 17, 43, 44 P5 Instrument(s) used to evaluate faculty 41 P6 Process and schedule for faculty evaluation 41 P7 Instrument(s) used to evaluate administrative staff and 42 other personnel P8 Process and schedule for administrative staff and other 42 personnel evaluation P9 Professional development program: policies, budget, 43 and list of participation P10 Sample job descriptions 45 P11 Benefits description 45 P12 Sample hiring letter/ Administrative personnel 45 contract / employment Faculty 45 agreement Staff 45 Documentation List, revised March, 2010 p. 5

6 GOVERNANCE AND ADMINISTRATION STANDARDS: A. HEAD OF SCHOOL A. HEAD OF SCHOOL 47. The administration and supervision of the school is the chief responsibility of the Head of School who is chosen by and reports to the governing body. 48. The Head of School employs or oversees the employment of all faculty, staff, and support personnel who in turn report to the Head. 49. The Head of School is responsible for school curriculum and programs, all school personnel, maintenance of facilities, and resources. 50. The Head of School oversees the management of financial resources including budget-making, accounting, and provision for an annual independent audit of the school s finances. 51. The Head of School initiates adequate procedures for review of school organization, administration, and plant, as well as the determination of short- and long-range needs. 52. The Head of School and governing body work together to develop fair and appropriate personnel policies, salaries, and benefits for faculty and staff. HEAD OF SCHOOL DOCUMENTATION HS1 Evidence of head of school contract and job description 47 HS2 Organizational chart 47, 48 HS3 Minutes of a recent administrative staff meeting GOVERNANCE AND ADMINISTRATION STANDARDS: B. GOVERNANCE B. GOVERNANCE 53. The governing body of the school understands and adheres to the NAIS Principles of Good Practice for Governance and works in partnership with the Head of School to fulfill these principles. 54. The governing body develops and regularly reviews the school s mission and statement of philosophy. 55. The school has a governing body which has well-established and understood procedures for developing school policy. 56. The governing body periodically reviews its by-laws, policies, issues, and needs. 57. The governing body has developed and approved a clearly stated strategic plan and a process which ensures a review of the plan on a regular basis. 58. The school s three- to five-year financial planning projections are aligned with the strategic plan. 59. The governing body generates necessary resources for providing and maintaining physical facilities and plant adequate to support the program of the school. 60. The Board has a regular, clearly defined, and well-administered program of evaluation for itself as an entity and for individual Board members. 61. There is ongoing professional development for the school s governing body, including board member orientation. 62. The governing body is organized in such a way as to be independent of any special-interest group, and ensures no conflict of interest between business, professional or parental roles and duties to the school. 63. The governing body evaluates and supports the Head of School. GOVERNANCE DOCUMENTATION G1 Bylaws 55 G2 Charter/Articles of Incorporation G3 IRS 501(c)(3) letter and any related correspondence G4 List of board members with titles and committee 55, 62 assignments G5 Evidence that the school s mission and philosophy have 54 been reviewed (board meeting minutes) G6 Board policy manual 55 G7 Agendas and minutes of recent board meetings 56, 57 G8 Sample of head of school s report to board 56 G9 G10 Strategic plan, demonstrating alignment with three- to five-year financial planning projections Fiscal policies (investment, endowment spending, check signing, gift acceptance, debt financing/compliance, etc.) G11 Procedures/programs utilized for board self-evaluation 60 G12 Procedures for board professional development and 61 orientation G13 Conflict of interest statement signed by board. 62 G14 Process/instrument used to evaluate head of school 63 51, 57, 58, 59 55, 56, 59 Documentation List, revised March, 2010 p. 6

7 GOVERNANCE AND ADMINISTRATION STANDARDS: C. FINANCIAL RESOURCES C. FINANCIAL RESOURCES 64. The financial resources are adequate to sustain the program of the school. 65. There is evidence of efficient and effective management of resources sufficient to advance the mission of the school. 66. The school has appropriate policies and procedures for managing the financial resources of the school including the following: a. A budget-making process. b. Accounting for the various funds of the school. c. Three- to five-year financial planning projections. d. A full-opinion professional audit annually. e. A financial and debt management plan. 67. The school has a crisis management plan, reviewed and updated annually, that provides school personnel appropriate training to respond effectively to school emergencies and crisis situations. 68. The school has a risk management program that minimizes loss to school property and exposure to liability and loss from potential injuries to guests and members of the school community. FINANCIAL RESOURCES DOCUMENTATION 65, 66a, 66b Fiscal policies (budget-making process, records FR1 retention, check signing and processing, billing, purchasing, payroll, segregation of duties, etc.) FR2 Operating budgets (current and past two fiscal years) 59, 64-66a FR3 Financial plan (3-5 year plan) 59, 66c FR4 Current audit, management letter, opinion letter 64, 65, 66d FR5 Debt Management plan 59, 64, 66e FR6 Fundraising Statistics ( School Statistics 59 Schedule 7) for current and preceding 4 years. FR7 Fundraising solicitation materials FR8 Crisis management plan 67, 20 FR9 Risk management program 68 GOVERNANCE AND ADMINISTRATION STANDARDS: D. SERVICE MANAGEMENT D. SERVICE MANAGEMENT 69. Service personnel are adequate to sustain the program in a manner consistent with the purposes and objectives of the school. 70. Health care personnel, facilities, policies, and procedures are adequate to meet the needs of the institution. 71. The school provides documentation to demonstrate compliance with applicable federal, state, and local health and safety regulations for students and employees, facilities, equipment, and vehicles, and demonstrates care and consideration for a clean, healthy, and safe environment. 72. Facilities and staff for food service are adequate, and the food served is nutritious. 73. Food service facilities and staff meet state and local health standards. SERVICE MANAGEMENT DOCUMENTATION SM1 List of all contracted services and agreements 69 SM2 Emergency drill reports; fire marshal inspection report 71, 20, 21 SM3 Physical plant inspection reports and schedules 71, 20, 21 (includes food service/vehicles inspection) SM4 Preventive maintenance plan 71 SM5 Sample menu 72 SM6 Health Department inspection reports 70, 71, 72, 20, 21 SM7 Plans for capital improvements 66c ADDITIONAL DOCUMENTATION AD1 Previous Visiting Team Report AD2 One-Year Report from School AD3 Document List Documentation List, revised March, 2010 p. 7

8 DOCUMENT REVIEW SCHOOL DATE Summary of missing/incomplete documents (to be completed by the visiting team chair at the conclusion of the document review): Signature of Chair: Date: Signature of Head of School: Date: Final instructions for the Chair: Make 2 copies of the document review list: o One copy is to be kept by the school and placed in the document box (AD3). o Keep one copy as a reference. Mail the original document review list to the office Director of Accreditation 6802 Paragon Place, Suite 525 Richmond, Virginia Final instructions for the Head of School: Make any modifications or improvements to documentation as requested by the Chair. If any required items are missing or incomplete, they should be mailed to the office and Chair of the visiting team no later than one month prior to the visit. Keep a copy of the completed document review list in the document box (AD3). Documentation List, revised March, 2010 p. 8