CVTEA Accreditation Policies and Procedures - Appendix G

Last Update to this Section: January 2018

Email for a fillable self-study template.

Self-study Report

Accreditation Information and Self-Evaluation

Report of Self-Evaluation for ____________________________________________________________
(title of program)
(name of college or school)

Report by___________________________________________________________
(name) (official position)

Signature of Author: ____________________________________________________________

Date_______ Telephone Number _________________________________ 

Email: _______________________________________________________


To save time for all concerned during the evaluation visit, and to ensure accuracy of the records of AVMA, see Appendix F for submission guidelines. If an index or table of contents can be provided with the material submitted, it will greatly enhance the review process.

Administration, faculty, and students should be fully involved in the self-study, and any active advisory committees should have an opportunity for input before the final report is sent to CVTEA. Self-evaluation should be an ongoing activity of the program. This form is offered as a general outline for the report. Discuss each major section in detail in narrative form.

Principal Administrative Officers (if titles are not applicable, provide appropriate terms)

  1. President or Chief Executive_______________________________________________
    Officer of College or School

    Signature: _______________________________________________

  2. Dean of Academic Affairs__________________________________________________

  3. Dean of Student Affairs__________________________________________________

  4. Director of Financial Affairs__________________________________________________

  5. Department Head/Division Dean___________________________________________________

  6. Director of Program for_____________________________________________________
    Educating Veterinary Technicians


  1. Provide a brief history of the program.
    1. What is the institution classified as? i.e. Community College, private for-profit, private not-for profit, etc.
  2. Note the strengths and challenges of the program.
  3. Do any critical or major deficiencies from your last accreditation evaluation remain unmet? If so, describe, otherwise leave blank.
I. Institutional Accreditation

Which agency recognized by the United States Department of Education accredits the parent institution?

1. Provide date of last institutional accreditation review.

2. Provide date of next institutional accreditation review.

3. Is the program in good standing with the institutional accreditor?

II. Finances
A. Fill out the following financial page. Be sure to include Total Institutional Operating budget. Insert the years and whether it is based on fiscal or calendar year.
  Two Years Past Prior Year Current Year (Budgeted)
State appropriated funds      
Federal funds      
Student tuition and fees      
Other (specify)      
Total Revenue of Program      
Personnel (include numbers for each column in each category)      
Veterinarians (  )      
Credentialed Veterinary Technicians (  )      
Other Technical Personnel (  )      
Other Instructional Personnel (  )      
Non-academic Personnel (  )      
Benefits on salaries (  )      
Other (specify)      
Total Expenditures of Program      
Total Assets of Institution      
Total Liabilities of Institution      
B. What would be the theoretical total cost for student who is a resident of the state (if applicable) to complete the program, based on current tuition, fees, and equipment, books, and related costs.
C. Are program-specific scholarships or grants available? If yes, briefly describe including amount of funding.
D. Is the present budget adequate for program needs?
E. Are changes in the present budget needed? If so, what changes?
F. What provisions are made for emergency needs outside the established budget?
III. Organization and Communications

Program Mission

  1. Provide the mission statement for the program.
  2. What is the primary focus of the program (companion  animals, equine, food-producing animals, laboratory animal medicine)?
B. Communications
1. Indicate organizational placement of the program within the institution and describe the line of communication between the program and the institution's administration.
2. Provide membership of the advisory committee and copies of the minutes of the last two advisory committee meetings.
3. Are improvements in communications needed? If so, what improvements are planned?
IV. Physical Facilities and Equipment

For all primary learning facilities used by the program including on-campus and off-campus facilities: (i.e campus clinical and laboratory facilities, large animal facilities, etc.) Primary learning sites include any location where hands-on essential skills are being assessed by the Program

  1. Provide photographic or video images of all facilities and primary learning sites.(not externship sites)
  2. List all facilities and give a third person narrative description of each site. [Distance Education Programs (DEP) only – include description of any physical office space and where administrative offices reside]
B. Classrooms, laboratories, animal holding areas, and clinical facilities:
1. Discuss the adequacy of rooms and areas, including adequacy of lighting and ventilation. [DEP only – include any campus labs used for student instructor or assessment of hands-on skills]
2. What changes are needed, if any?
3. Is the program registered with the U.S. Department of Agriculture (USDA)? If so, include a copy of the latest USDA inspection report and responses to deficiencies noted.
C. Equipment for classrooms, laboratories, and clinics: [DEP only – describe the types of software used to view hands-on skills received for assessment including bandwidth size, describe IT support available to instructors and students

Complete the following table to identify where required equipment is owned or available. If available to the program, who is providing the equipment?


Required Equipment
If equipment is owned, note how many in this column
Estimate number if item is a consumable supply 
If equipment is available at another resource, identify where in this column




*Presentation system including software
*Video recording and viewing equipment
*Large animal skeleton/limbs
*Small animal skeleton




  *Anesthesia machine – small animal
         *Non-rebreathing system
         *Waste anesthetic gas exhaust system
*Animal gurney or stretcher
*Bandaging/casting material
*Bathing equipment
*Blood pressure monitoring equipment
*Cages complying with federal regulations
*Cardiac monitor
*Controlled drug cabinet
*Dental instruments – large animal—dental floats
*Dental instruments – small animal—ultrasonic scaler and polisher including appropriate hand instruments
*Electric clippers
*Electrocardiograph (with printing capabilities as optional)
*Emergency crash kit with accessible emergency drugs and dosages, supplies and equipment (including, but not limited to, endotracheal tubes and Ambu bag with adaptor for endotracheal tube and resuscitation mask)
*Endotracheal tubes
*Esophageal stethoscope
*Examination tables
*Fluid Pump
*Hoof trimmers and picks
*Microchip Scanner
*Nail trimmers
*Oral dosing equipment
       *Laboratory Animal
       *Large animal
       *Small animal
*Oral speculum-small animal (Mouth gag)
*Orthopedic equipment
*Pulse Oximeter
*Scales, animal
*Surgical instruments, basic
*Surgical lights
*Surgical tables
*Syringes, multiple dose
*Temperature monitoring device (e.g. thermometer)
*Tubes – feeding and gavage
*Vaginal speculum
*Warming device (e.g. circulating warm water blanket, forced warm air blanket)




Laboratory Animal
Large animal
      *Cattle chute (a restraint device whereby the animal head is fixed and the back and sides are closed to allow safe examination and treatment of patient)
Small animal
     *Elizabethan collar
     *Restraint pole




*Clinical chemistry analyzer
*Manual (differential) blood cell counter
*Electronic blood cell counter
*Hand tally cell counter
*Microhematocrit centrifuge




*Aprons & gloves, protective
*Cassette holders
*Film identification markers
Lead eyeglasses (if required by state law*)
*Protective thyroid collar
*Radiation safety badges
*Storage racks for gloves and aprons
*Radiographic machine – fixed
*Radiographic machine – portable
*Radiographic machine-dental


2. What non-essential equipment is desired?
D. Office and program storage space:
1. Is office space adequate for needs, including privacy of student counseling? [DEP only – omit question if no office space is provided by the institution]
2. Discuss or describe storage space provided for program. [DEP only – describe storage and archival of electronic student files]
3. What changes are needed, if any?
E. Off-campus clinical sites for primary instruction of student skills (other than externships/practicums), if used:
1. List and describe sites used. [DEP only – also describe the criteria used for approval of clinical sites]
2. Are memoranda of understanding in place with off-campus providers of instructional support that clearly indicate the responsibilities of the sites, the program, and program students?
3. How are these sites used in the delivery of instruction?
4. How many students are at each site at a given time?
5. Who is responsible for validating the acquisition of requisite competencies at these sites, and how is that validation verified? [DEP only – include how the program evaluates student's experience at the clinical site]

How are student learning activities at these sites monitored by program personnel?


Briefly describe any emergency preparedness or disaster plans in place for the program and the institution. (see Appendix A)

G. Describe how the program handles and disposes bio hazardous waste materials. If a contracted service is used, identify the contractor.


V. Resources for Clinical Instruction
A. List species of animals and numbers of each available for teaching purposes. 
  *Species preceded by an asterisk are required. All others are recommended.
Guinea pigs    
Non-human primates    
Other - please specify    
B. How does the program ensure that adequate numbers of animals are available to provide sufficient hands-on experience for each student?

What is the student to animal ratio for laboratories with? 

  1. Small animals?
  2. Large animals?
  3. Laboratory animals?
  4. Birds?
D. From where are animals that are used in the program procured? If using sources such as animal shelters, do you have memoranda of understanding with these sources?
E. How are animals transported from the sources to the program?
F. Provide membership of the required institutional animal care and use committee (IACUC) and copies of the minutes of the last two meetings.
G. Who is in charge of animal care?
H. How are teaching models used in program instruction?
I. If clinical services are provided to the public, how are these used to enhance program student educational experiences?
VI. Library and Informational Resource
A. Library operations:
1. How many hours per week is the library open? Provide total and daily hours. 
2. What is the seating capacity?
3. How is the library staffed? What is the name and credentials of the lead librarian? What are the credentials of other library personnel?
4. Where is the library located in relation to the Program facilities?
B. Library veterinary technology-specific holdings:
1. How many books specifically relate to veterinary technology and veterinary medicine?
2. How many periodicals specifically relate to veterinary technology and veterinary medicine?
3. What databases are available that pertain to veterinary technology?
4. What autotutorial and/or other learning resources are available to the veterinary technology students, including space, materials, personnel, computers and other equipment?
C. How much money is allocated to veterinary technology-related acquisitions?
D. Evaluation:
1. Are library facilities adequate?

Are library holdings of reference books and periodicals current and adequate?

a. How often are books and periodicals reviewed and purged?

3. What changes in library services would benefit the program?
4. Describe methods to develop students' knowledge of quality library and information resources and retrieval skills.
VII. Admissions
A. Maximum number of students to be admitted to program in each enrollment period.
B. Number of times students are enrolled in the program per year.
C. Number of qualified applicants for each enrollment period for the current first year of the program.
D. Number of students entering each enrollment period for the present first-year class.
E. Describe procedure for selecting first-year students:
1. Minimal scholastic requirements, tests used, interview system, documentation required, and special provisions for out-of-state students, if applicable.
2. How are program personnel involved in the admissions process for program students?
3. What changes in admission requirements would benefit the program?
VIII. Students
A. Institutional enrollment
1. Total head count:
2. Full-time equivalent:
B. Number of students presently at each stage of the curriculum: (If the program offers more than one option, provide numbers for each program option separately)
1. First year:
2. Second year:
3. Third Year (if applicable):
4. Fourth Year (if applicable):

Enrollment options

  1. What enrollment options do students have? (i.e. full-time only; part-time; evening, etc.)
  2. What is the full-time equivalent enrollment in the program?
D. Do you anticipate this number changing in the next two years? If yes, what is the anticipated maximum number in the next two years?
E. If enrollment takes place at more frequent intervals, please show current enrollment in each academic term.

Provide retention information for the last three complete academic years by completing the table below. (Use data based on a July 1st to June 30th year. Beginning enrollment is the total number of students enrolled in the program on July 1. Graduates is the number of graduates between July 1st to June 30th. New Starts is the number of students enrolling in the program between July 1st to June 30th. Re-entries is the number of students who re-entered the program between July 1st to June 30th and Ending Enrollment is the total number of students enrolled in the program on June 30th. 


Two Years Past
​Prior Year (2015-2016) ​Current Year

EE=Ending Enrollment

 (as of June 30)​


(July 1 to June 30)​


(as of July 1)​

NS-New Starts

(July 1 to June 30)​


(July 1 to June 30)​






Provide number of graduates for each of the past fiveyears including, the current year based on a July 1st to June 30th year. (If graduation occurs several times each year, show numbers of graduates in each academic term.) (Provide numbers for each program option separately)


​Academic Term

(e.g. spring 2011)

​Four Years Past ​Three Years Past ​Two Years Past ​Prior Year ​Current Year
Total Graduates​


H. For new programs, when will the first class graduate and with how many students?
I. Student safety issues. (see Statement on Safety, Appendix A)
1. Provide program policy for student pregnancy.
2. Provide program student rabies prevention vaccination policy.
3. Have any student injuries or accidents occurred that required medical assistance beyond first aid?
J. Briefly describe student support services, including academic and personal counseling.
K. Describe the activities of the student veterinary technician organization.
1. How do the organization's activities contribute to the quality of the program?
2. Is the student organization an institutional member of the National Association of Veterinary Technicians in America (NAVTA) and the state veterinary technician organization?
L. Through what channels do students have input to the program's policies and curriculum?
IX. Faculty and Staff
A. Number of faculty/staff and full-time equivalents (FTE) devoted to the veterinary technology program and salary information. Only include faculty/staff from other departments who teach core veterinary technology courses to program students:

Program Director






Credentialed Veterinary Technician

Non-Veterinarian Instructor

Other Program Staff (specify)            
B. Provide the following information for each faculty/staff member assigned one-quarter time or more to the veterinary technology program:


Indicate state(s) person is licensed or credentialed in

Education, Indicate degree(s), name(s) of institution(s), and each year of degree conferment Title or Rank Date of Original Appointment Full- or Part-Time or Adjunct Average Teaching Load in Student Contact Hours Per Week Professional Association Memberships

Jane Smith Jane Smith


Licensed in the states of IL and MI

ABC University,
Instructor January 1, 1909 Part-time

Student contact hours= total of lecture plus lab hours per week and any office/advising hours engaged with students

Example: If the instructor teaches a 5 credit course which consists of 3 hours of lecture and 2 hours of lab per class and the class meets twice a week then the total student contact hours is 10 hours per week

American Veterinary Medical Association (AVMA)

Is the program instructional staffing adequate for program needs? If not, what are those needs?

1. What is the program personnel to student ratio for:

a. Animal handling laboratories?

b. Program laboratories without animals?

c. Lecture classes?

D. Describe clerical support available to program
E. Are institutional policies for retirement, consultation or outside work by faculty, etc. adequate? If not, explain: (Do not include the faculty handbook)
1. Are program personnel supported, either financially or otherwise, to attend scientific meetings? If yes, describe how?
2. Briefly describe College support and requirements for professional development of instructors.
F. Personnel issues:
1. Are salaries adequate?
2. Discuss faculty and staffing continuity and stability.
3. Describe the policy and financial provision for part-time faculty, the number currently used in the program, and how they are used in the program.
4. Who is responsible for hiring and dismissal of program faculty members and support personnel?
5. How is teaching effectiveness evaluated?
6. Describe any changes needed in personnel policies.
X. Curriculum
A. Total number of credit hours:
a. Based on quarters or semesters?
B. What degree(s) (or certificate) is/are granted?
C. Provide the program curriculum showing suggested course sequencing.

Student time involved in classes:

1. Hours per week
2. Weeks per term
3. Terms per year
4. Number of externship/internship/preceptorship hours in the curriculum (honing skills). Do not include hours at off-campus sites where primary learning occurs.
5. If applicable, number of hours during the externship/internship/preceptorship spent in primary learning (completing essential skills including assessment).
6. Length of consecutive time to complete the program (based on full-time enrollment).
7. Total number of contact hours to complete the program (including lecture and laboratory)

E. College calendar:
1. Date present academic year began:
2. Date present academic year will end:

Provide a brief catalog-style (outline) description. (Do not repeat student attendance, honesty, grading, conduct policies).

1. Each core veterinary technology course.

2. Each general education course that is a pre-requisite for the Program.

G. Provide two examples of standardized criteria used for evaluating student acquisition of skills.
1. Describe how standardized criteria are used to ensure that all students have completed all required tasks and have been assessed using the defined criteria.
2. Who is responsible for evaluating skills acquisition in the program? [DEP only – also describe how hands-on skills are evaluated including feedback, turn-around time, and how exams are proctored.]
H. Describe off-campus assignments for the practical veterinary experience (preceptorships, internships, externships, affiliations, practicums, field trips).
1. Are memoranda of understanding used that delineate the expectations of all parties?
2. Are there criteria in place for onsite supervisors to assess student performances?
3. How are student learning activities at these sites monitored by program personnel?

What changes in the curriculum, if any, are being considered?

  1.   Describe process for curricular review.

J. Describe use of distance learning (if any) or any anticipated use (if not a DLP). 

Describe efforts to instill habits of life-long learning, including continuing education offerings.

L.​ ​Does the program accept high school veterinary technology courses for college credit? If yes, what is accepted?
M. ​Does the program accept credits from non-accredited veterinary technology programs? If yes, explain how the program assesses the rigor of transfer.
XI. Outcomes Assessment

Submit copies of Official CVTEA School Report as provided by AAVSB for the last five years (summary sheets and domain scores of VTNE may be provided if the Official CVTEA School Report is not available).

Complete the following table:


2012 – 2013
2013 – 2014
2014 – 2015
2015 – 2016
2016 – 2017
Number of first-time test takers passing VTNE
(July 1 to June 30)
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Total number first-time test takers
(July 1 to June 30)
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VTNE pass rate
(July 1 to June 30)
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B. If a state veterinary technician examination is used, report data for the past five years, including current year to date.




Is there a credentialing requirement in the state? If yes, who is responsible for the credentialing of veterinary technicians ?

Provide summaries of assessments of:

1. Surveys of graduates indicating educational preparedness and employment satisfaction.
2. Surveys of employers of graduates indicating satisfaction with graduates.
3. Evaluations by faculty and staff related to adequacy of clinical resources, facilities and equipment, library resources, and preparedness of graduates (e.g. describe feedback provided by your faculty and staff regarding current program resources).
4. Any other method of assessment used.
E. Provide numbers of surveys sent out and numbers received.
F. Have representative samples of surveys available for site team perusal at the site visit.
G. How is collected data from graduates and employers used to improve the program?
H. How is feedback from the advisory committee used for program improvement?
I. How is data from VTNE results and applicable state examinations used for program improvement?
J. Are Program graduates prepared with entry-level skills?

​Provide a link to the webpage where VTNE results are reported. The following table is an EXAMPLE of what is required to be posted on program's website:


July 1, 201X - June 30, 201X
Number of eligible first-time candidates
Number of first-time candidates that have taken the VTNE
Three-year VTNE pass percentage