CVTEA Accreditation Policies and Procedures - Appendix F

Last Update to this Section: January 2015

Self-study Submission Guidelines and Site Visit Materials

The purpose of the self study is to:

  1. Provide the program with an opportunity to describe and evaluate its educational process in detail,
  2. Allow the program to take corrective action to improve its organizational efficiency and the quality of the educational services,
  3. Ensure that the program is properly oriented and prepared for a site visit, and
  4. Provide the site team with a complete and accurate description of all facets of the program.

You will need to prepare five copies of your Self-Study Report. Mail one copy of the report, along with a College catalog, to each of the five evaluation team members. AVMA staff will provide the mailing addresses of the team members as they are identified. Track your packages and call or email the AVMA office to confirm when the reports have been shipped. In addition, email an electronic copy of the self-study report, including appendices to the AVMA office.

All Self-Study Reports should be:

  1. Authored by the Program Director or Interim Program Director and reviewed and approved by any necessary institutional personnel.
  2. Limited to 50 pages for the narrative section and 50 pages for the appendices. Course outlines may be submitted on thumb drive or as a separate bound booklet.
  3. Single-sided, single-spaced.
  4. Page numbered (including appendices).
  5. Sectioned by Standard, with each section and appendix separated by a tab. Tabs should be numbered to coincide with the Standard.
  6. Spiral bound with a soft cover. No three-ring binders unless spiral binding is economically not feasible.
  7. Concise, yet complete. Be judicious in the amount of material included in the report. (i.e., CVs of faculty should be brief and feedback questionnaires should be summarized). If you are unsure as to whether or not to include something, contact the AVMA office.

Provide the following information in Appendices: (Information in the appendices should be organized by Standard and the tab appropriately labeled)

  •  Most recent letter of accreditation from Institutional Accreditor.
  • Organizational chart.
  • Membership of the advisory committee and copies of the minutes of the last two advisory committee meetings.
  • Facility diagrams and photographic evidence of facilities. If using an online video source such as YouTube provide the link to the video in the narrative of the self-study report. Photos may also be submitted on a thumb drive.
  • Copy of latest USDA Inspection Report and responses to deficiencies if noted.
  • Copy of one example of Memorandum of Understanding with off-campus clinical site (if applicable).
  • Copies of last two IACUC meeting minutes and an example of one animal use protocol.
  • Student Pregnancy Policy and Student Rabies Vaccination Policy.
  • Job Description of Program Director.
  • Suggested course sequence.
  • Course descriptions
  • Copies of Official CVTEA School Report as provided by PES for the last five years (summary sheets and domain scores of VTNE may be provided if the Official CVTEA School Report is not available. Reports may be submitted on thumb drive.

Provide the following as separate Items along with the self-study report:

Item 1 - College catalog (if print copies are no longer used, provide a link to the website on a cover page).

Item 2 - Student handbook and orientation materials, if applicable.

Item 3 - Aggressive animal and management of animal bites/injury to student policy.

Item 4 - Course outlines on a thumb drive.

Have the following items at the site visit for the site team:

One copy of each for the team to review will suffice. Arrange items according to the Standard. Note: although some items listed below may have already been submitted in the self-study, have the documentation at the visit for the team.

  1. Standard I
    1. Document verifying institutional accreditation with
  2. Standard III
    1. Current roster of the membership of the program advisory committee
  3. Standard IV
    1. Aggressive animal policy
    2. Management of animal bites/scratches policy
    3. Emergency plan (if not provided in SSR)
  4. Standard V
    1. All animal care and use protocols
    2. Animal care and use concern complaint protocol
    3. Evidence of reporting to the Institutional Official
    4. Institutional Animal Care and Use Committee minutes
    5. Animal Care and Use Committee membership (if different from membership submitted in self-study)
    6. All signed memoranda of understanding (MOU's) [animal resources and off-campus providers of clinical instruction]
    7. Medical logs utilized by the program, including controlled substance log and/or mock controlled substance log
    8. Documentation of requirements, if any, for providers of off-campus clinical instruction
    9. Photographs or video of off-campus sites used for primary instruction
  5. Standard VI
    1. List of texts, periodicals, and databases available to the program (can be in an electronic format)
  6. Standard VII
    1. Program admission packet, if applicable
    2. Program brochures, if applicable
  7. Standard VIII
    1. Documentation of student enrollment numbers
  8. Standard IX
    1. Resumes of program personnel (at minimum those employed at least 25% time) and additionally:
      • Veterinarian(s)-copy of license(s)
      • Credentialed veterinary technician(s) who fulfill the FTE requirement-copy of degree transcript(s) from CVTEA accredited veterinary technology program; copy of veterinary technician credential(s) (i.e. LVT, CVT, or RVT)
    2. Documentation of program personnel workloads
  9. Standard X
    1. All standardized criteria used for the evaluation of essential skills
    2. Course syllabi
    3. Examples of course content (e.g. unit of instruction with lecture and laboratory components, exams)
    4. Signed externship/internship/preceptorship agreement/contracts
  10. Standard XI
    1. Samples of completed Graduate and Employer surveys
    2. Samples of evaluations by preceptorship/internship/externship supervisors, students, or program personnel, if available
    3. Job placement information, if available