CVTEA accreditation policies and procedures
Last update to this section: January 2024
Appendix E – Self-Study Submission Requirements, Documents, and Comprehensive Verification Materials
The purpose of the self-study is to:
- Provide the program with an opportunity to describe and evaluate its educational process in detail,
- Allow the program to take corrective action to improve its organizational efficiency and the quality of the educational services,
- Ensure that the program is properly oriented and prepared for a site visit, and
- Provide the site team with a complete and accurate description of all facets of the program.
The program must complete the Self-Study Instrument according to the instructions provided.
Examples of the self-study questions can be found on the self-study report.
All Self-Study Reports and Comprehensive Verification Materials must be:
- Authored by the Program Director or Interim Program Director and reviewed and approved by any necessary institutional personnel.
- Concise, yet complete. Be judicious in the amount of material included in the report If you are unsure as to whether or not to include something, contact the AVMA office
- Submitted by the required deadline, no later, and no earlier, than 8 weeks prior to the site visit. Reports must include the most current data available. Self-study reports received after the required due date may result in a late fee of $250.
Summary of Self-Study Documentation
Name files per the File Name Nomenclature
All documents are to be uploaded to your self-study report (Instrument) in Armature
Standard 1 – Institutional Accreditation Documents
Self-Study Question |
File Name Nomenclature |
Standard 1 Content |
---|---|---|
1-B | 1-B Institutional Accreditor Letter | Provide current accreditation status letter from your institutional accreditor |
1-E1 | 1-E1-Institutional Accreditor Citation Letter 1-E1-Citation Resolution Letter |
If relevant provide documentation on Institutional accreditor e.g. citations and resolutions |
Standard 3 – Organizational and Communications Documents
Self-Study Question |
File Name Nomenclature |
Standard 3 Content |
---|---|---|
3-D | 3-D-Organizational Chart | Provide an organizational chart showing placement of the program |
3-E2 | 3-E2-Advisory Committee Roster | Provide a membership roster of the program advisory committee including email address and representation category; veterinarian, veterinary technician, veterinary supply industry, public, students |
3-E3 | 3-E3-PAC Minutes-Date 1 3-E3-PAC Minutes-Date 2 |
Provide minutes of the last two program advisory committee meetings |
Standard 4 – Physical Facilities and Equipment Documents
Self-Study Question |
File Name Nomenclature |
Standard 4 Content |
---|---|---|
4-B | 4-B-room/location descriptor Example: 4-B-Horse Barn |
Provide images and/or video of all off-campus primary learning facilities. Does not include externship/internship/preceptorship sites. If the number of off-campus primary learning sites EXCEED 15 sites, then upload complete image sets for the 15 sites selected by the site visit chair. Sites will be selected based on species, practice type, and geographic location, to provide a cross section of sites. Consideration will also be given to the number of students visiting a site, with a preference for sites with a greater number of students visiting. Video Image Guidance below. |
4-B2 | 4-B2-equipment not owned descriptor Example: 4-B2-Cattle Chute |
If relevant, provide images/video of required equipment not owned by the program. If uploading images of the cattle chute, provide images of all four sides. Video Image Guidance below. |
4-B6 | 4-B6 MOUs of all off-campus sites Example: 4-B6-ABC Clinic | If relevant, provide copies of all in force MOUs. If the number of off-campus sites EXCEED 15 sites, then upload complete image sets for the 15 sites selected by the site visit chair. |
4-D1 | 4-D1-USDA Inspection Report | Provide a copy of the most recent USDA inspection report |
4-E1 | 4-E1-Emergency Plan | Provide a copy of the program’s emergency plan |
4-E2 | 4-E2-Safety signage descriptor Example: 4-E2-eye wash station |
Provide images of safety signage (i.e. radiology, biohazardous waste, fridges, eye wash stations, hearing protection, etc.) |
4-G1 | 4-G1-Rabies Policy | Provide a copy of the rabies policy for students |
4-G3 | 4-G3-Rabies Mitigation Policy | Provide a copy of the rabies mitigation policy for students if students are not required to be immunized for rabies, or if waivers are allowed. |
4-G4 | 4-G4-Aggressive Animal Policy | Provide a copy of the program’s aggressive animal policy |
4-G5 | 4-G5-Bites and Scratches Policy | If different from Aggressive Animal Policy, upload a copy of the program’s management of bites and scratches policy |
4-G6 | 4-G6-Student Pregnancy Policy | Provide a copy of the program's student pregnancy policy |
Video Image Guidance
Most newer iPhones (or android equivalent) provide video of sufficient quality, however, CVTEA recommends (1) using a 'gimble' stabilizer to allow for the smoothest video possible, (2) recording and uploading in the highest quality possible, and (3) making multiple, short videos. In each of your video tours, the site team will want to see (as applicable);
- Facilities/ Building Tour
- Animal housing and animal holding areas
- Safety labelling and signage (Radiology, biohazardous waste, refrigerators, eyewash stations, etc.)
- Secondary labelling (OSHA compliance)
- SDS binder(s) or description of electronic access
- Controlled substances storage, and controlled substances log
- Radiology safety equipment (PPE, dosimetry badge storage)
- Radiology equipment (fixed, portable, and dental radiology equipment)
- Anesthetic monitoring equipment
- Anesthesia machines
- Surgical suite (s)
- Clinical pathology equipment (blood analyzer machines, centrifuges)
- Microbiology incubator
- Required large animal equipment items
- Cattle chute (with images of all four sites)
Standard 5 – Resources for Clinical Instruction Documents
Self-Study Question |
File Name Nomenclature |
Standard 5 Content |
---|---|---|
5-E1 | 5-E1-IACUC Roster | Provide a roster of your IACUC members indicating designated role (e.g. chair, attending veterinarian, public) |
5-E3 | 5-E3-IACUC Minutes-Date 1 5-E3-IACUC Minutes-Date 2 |
Provide copies of the minutes of the last two IACUC meetings |
5-E3a | 5-E3a-Whistleblower Policy | Provide a copy of the program's whistleblower policy |
5-E4 | Begin each file name with “5-E4” followed by descriptor of choice | Provide evidence of reporting to the Institutional Official for at least the past 12 months. |
5-E5 | Begin each file name with “5-E5” followed by descriptor of choice | Provide copies of all animal care and use protocols |
5-E7 | Begin each file name with “5-E7” followed by descriptor of choice | Provide copies of all signed MOU’s with animal resources and off-campus providers of clinical instruction |
5-H2 | 5-H2-clinical services descriptor Example: 5-H2-Animal Use Consent Form |
If relevant, provide documentation (consent forms, brochures, etc.) that describes how the program is informing clients that students will be working on pets |
5-I | Begin each file name with “5-I” followed by descriptor of choice | Provide controlled substance log and/or mock controlled substance log |
5-I1 | Begin each file name with “5-I1” followed by descriptor of choice | Provide documentation on how students are taught medical recordkeeping (an activity, lecture, or assignment) |
5-I2 | Begin each file name with “5-I2” followed by descriptor of choice | Samples of medical records of canine and feline anesthetic or surgical patients (at least 2 of each, with personal information redacted) Examples of horse, dog, cat, and dental radiographs completed by students (~3-6 of each species, for a total of 15-20 radiographs, completed within the last 12 months |
Standard 6 – Library and Informational Resources Documents
Self-Study Question |
File Name Nomenclature |
Standard 6 Content |
---|---|---|
6-E2 | 6-E2-Library Books-Periodicals | Provide a list of titles of all books and periodicals including electronic holdings related to veterinary medicine |
Standard 7 – Admissions Documents
Self-Study Question |
File Name Nomenclature |
Standard 7 Content |
---|---|---|
7-G | Begin each file name with “7-G” followed by descriptor of choice | If applicable, upload program admission packet materials |
7-G1 | Begin each file name with “7-G1” followed by descriptor of choice | If applicable, upload program brochures |
7-G2 | Begin each file name with “7-G2” followed by descriptor of choice | If applicable, upload copies of any ‘technical standards’ used by the program for admissions to the program |
Standard 8 – Students Documents
Self-Study Question |
File Name Nomenclature |
Standard 8 Content |
---|---|---|
8-L | 8-L-Student Handbook | Provide a copy of the program’s student handbook |
8-M | 8-M-DEI Policy | Provide a copy of the institution and/or program DEI policy |
Standard 9 – Faculty Documents
Self-Study Question |
File Name Nomenclature |
Standard 9 Content |
---|---|---|
9-M | 9-M-Program Director Job Description | Provide a copy of the job description for the program director |
9-M1 | Begin each file name with “9-M1” followed by descriptor of choice | Provide copies of resumes of all program personnel assigned at least 25% time |
9-M2 | Begin each file name with “9-M2” followed by descriptor of choice | Provide copy(ies) of license of the program’s licensed full-time equivalent (FTE) veterinarian along with institutional criterion of “full-time” |
9-M3 | Begin each file name with “9-M3” followed by descriptor of choice | Provide copy of degree transcript and credential(s) (i.e. CVT, LVT, LVMT, or RVT) for full-time veterinary technician/nurse who fulfills the full-time requirement along with institutional criterion of “full-time” |
Standard 10 – Curriculum Documents
Self-Study Question |
File Name Nomenclature |
Standard 10 Content |
---|---|---|
10-D | 10-D-Curriculum Sequence | Provide the program curriculum showing suggested course sequencing |
10-D1 | 10-D1-Course Catalog Descriptions | Provide a brief catalog-style (outline) course descriptions that includes core veterinary technology courses and gen ed courses that are pre-requisite for the program. This is typically the course descriptions provided online or in the college catalog. |
10-D2 | 10-D2-course title descriptor Example: 10-D2-Anatomy and Physiology |
Provide course outlines for all veterinary technology courses as well as all gen ed courses and pre-requisites required to complete the program |
10-D3 | Begin each file name with “10-D3” followed by descriptor of choice | Provide examples of course content (e.g. unit of instruction with lecture and laboratory components, exams). Include examples for one of the following: radiology, anesthesia, or surgical nursing |
10-I | Begin each file name with “10-I” followed by descriptor of choice | Provide all standardized criteria used for the evaluation of essential skills |
10-I1 | Begin each file name with “10-I1” followed by descriptor of choice | Provide two examples of completed essential skill assessments from recent graduates, with personal information redacted |
10-L1 | 10-L1 Externship List | Provide a list of all in use externship/internship/preceptorship sites indicating type of experience provided |
10-L2 | Begin each file name with “10-L2” followed by descriptor of choice | Provide copies of all signed agreements/contracts with all in-use externship/internship/preceptorship sites |
Standard 11 – Outcomes Assessment Documents
Self-Study Question |
File Name Nomenclature |
Standard 11 Content |
---|---|---|
11-A | 11-A-VTNE window date Example: 11-A-VTNE Nov-Dec2019 |
Provide copies of official CVTEA school report as provided by AAVSB for each testing period for the last five years. Include ONLY two pages from each reporting window – the summary sheet of pass/fail and the domain results for your program’s first-time test takers. |
11-E | 11-E-State Exam date Example: 11-E-State Exam July 2019 |
If relevant and available, provide any state exam results |
11-J1 | 11-J1-Survey Results descriptor Example: 11-J1-Graduate and Employer Survey Results 2020 |
Provide a summary of recent graduate and employer survey results. It is preferred that you summarize in one document; however, multiple documents are allowed. |
11-N | Begin each file name with “11-N” followed by descriptor of choice | Provide samples of completed graduate and employer surveys |
11-N1 | Begin each file name with “11-N1” followed by descriptor of choice | If available, provide samples of evaluations by preceptorship/internship/externship supervisors |
11-N2 | Begin each file name with “11-N2” followed by descriptor of choice | If available, provide job placement information |