CVTEA accreditation policies and procedures

Last update to this section: July 2021

Appendix F – Self-Study Submission Requirements, Documents, and Comprehensive Verification 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.

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.

Download self-study report

All Self-Study Reports and Comprehensive Verification Materials must be:

  1. Authored by the Program Director or Interim Program Director and reviewed and approved by any necessary institutional personnel.
  2. 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
  3. 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.

The following is an example summary of:

  1. All required documents to upload to the self-study report and;
  2. Additional comprehensive verification materials to provide to the site team via a secure cloud based server, or through the program's learning management system (LMS). The CVTEA Self-Study Documents and Required Comprehensive Verification Materials must be arranged according to the applicable accreditation standard. Provide the instructions for digital access to via email to jhorvathatavma [dot] org (AVMA Staff) (jhorvathatavma [dot] org). This information is due along with the self-study report.

Name files per the File Name Nomenclature indicated and then upload to indicated location.

Standard 1 – Institutional Accreditation Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 1 Content Location to Upload Material
1-B 1-B Institutional Accreditor Letter Upload current accreditation status letter from your institutional accreditor Armature
1-E1 1-E1-Institutional Accreditor Citation Letter
1-E1-Citation Resolution Letter
If relevant, upload documentation on Institutional accreditor e.g. citations and resolutions Armature
Standard 3 – Organizational and Communications Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 3 Content Location to Upload Material
3-D 3-D-Organizational Chart Upload an organizational chart showing placement of the program Armature
3-E2 3-E2-Advisory Committee Roster Upload a membership roster of the program advisory committee including email address and representation category; veterinarian, veterinary technician, veterinary supply industry, public, students Armature
3-E3 3-E3-PAC Minutes-Date 1
3-E3-PAC Minutes-Date 2
Upload minutes of the last two program advisory committee meetings Armature
Standard 4 – Physical Facilities and Equipment Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 4 Content Location to Upload Material
4-A1 4-A1-room/location descriptor
Example: 4-A1-Surgery Room
Upload images and/or video of all on-campus primary learning facilities. Does not include externship/internship/preceptorship sites.
See also Standard 4 – Additional Guidance below
Secure cloud link
4-B1 4-B1-room/location descriptor
Example: 4-B1-Horse Barn
Upload images and/or video of all off-campus primary learning facilities. Does not include externship/internship/preceptorship sites.
See also Standard 4 – Additional Guidance below
Secure cloud link
4-B3 4-B3-equipment not owned descriptor
Example: 4-B3-Cattle Chute
If relevant, upload images/video of required equipment not owned by the program
See also Standard 4 – Additional Guidance below
Secure cloud link
4-B6a 4-B6a-_MOU_Off-Camups_List If relevant, upload a list of all in force MOUs with active date, expiration date, and type of site (+/-) resource provided. Armature
4-B6b 4-B6b-MOUs of all off-campus sites
Example: 4-B6b-ABC Clinic
If relevant, provide copies of all in force MOUs. Secure cloud link
4-D1 4-D1-USDA Inspection Report Upload a copy of the most recent USDA inspection report Armature
4-E1 4-E1-Emergency Plan Upload a copy of the program’s emergency plan Armature
4-E2 4-E2-Safety signage descriptor
Example: 4-E2-eye wash station
Upload images of safety signage (i.e. radiology, biohazardous waste, fridges, eye wash stations, hearing protection, etc.) Secure cloud link
4-G1 4-G1-Rabies Policy Upload a copy of the rabies policy for students Armature
4-G4 4-G4-Aggressive Animal Policy Upload a copy of the program’s aggressive animal policy Armature
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 Armature
4-G6 4-G6-Student Pregnancy Policy Upload a copy of the program’s student pregnancy policy Armature
4-G7 4-G7-Whistleblower Policy Upload a copy of the program’s whistleblower policy Armature
Standard 4 Additional 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
Blue text indicates self-descriptor of your choice/as appropriate

Standard 5 Content Location to Upload Material
5-E1 5-E1-IACUC Roster Upload a roster of your IACUC members indicating designated role (e.g. chair, attending veterinarian, public) Armature
5-E3 5-E3-IACUC Minutes-Date 1
5-E3-IACUC Minutes-Date 2
Upload copies of the minutes of the last two IACUC meetings Armature
5-E4 Begin each file name with “5-E4” followed by descriptor of choice Upload evidence of reporting to the Institutional Official for at least the past 12 months. Secure cloud link
5-E5 Begin each file name with “5-E5” followed by descriptor of choice Upload all animal care and use protocols Secure cloud link
5-E6 5-E6_Clinical Resource List-MOU” A list of all in force MOUs with active date, exit strategy time frame and type of resource provided. Secure cloud link
5-E7 Begin each file name with “5-E7” followed by descriptor of choice Upload copies of all signed MOU’s with animal resources and off-campus providers of clinical instruction Secure cloud link
5-E8 Begin each file name with “5-E8” followed by descriptor of choice If applicable, upload documentation of any other requirements, or policies referenced in the MOUs, for providers of resources and off-campus clinical instruction Secure cloud link
5-H2 5-H2-clinical services descriptor
Example: 5-H2-Animal Use Consent Form
If relevant, upload documentation (consent forms, brochures, etc.) that describes how the program is informing clients that students will be working on pets Secure cloud link
5-I Begin each file name with “5-I” followed by descriptor of choice Upload medical logs utilized by the program, including controlled substance log and/or mock controlled substance log Secure cloud link
5-I1 Begin each file name with “5-I1” followed by descriptor of choice Documentation on how students are taught medical recordkeeping Secure cloud link
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
Secure cloud link
Standard 6 – Library and Informational Resources Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 6 Content Location to Upload Material
6-E2 6-E2-Library Books-Periodicals Upload a list of titles of all books and periodicals including electronic holdings related to veterinary medicine Armature
Standard 7 – Admissions Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 7 Content Location to Upload Material
7-G Begin each file name with “7-G” followed by descriptor of choice If applicable, upload program admission packet materials Secure cloud link
7-G1 Begin each file name with “7-G1” followed by descriptor of choice If applicable, upload program brochures Secure cloud link
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 Secure cloud link
Standard 8 – Students Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 8 Content Location to Upload Material
8-L 8-L-Student Handbook Upload a copy of the program’s student handbook Armature
Standard 9 – Faculty Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 9 Content Location to Upload Material
9-M 9-M-Program Director Job Description Upload a copy of the job description for the program director Armature
9-M1 Begin each file name with “9-M1” followed by descriptor of choice Upload copies of resumes of all program personnel assigned at least 25% time Secure cloud link
9-M2 Begin each file name with “9-M2” followed by descriptor of choice Upload copy(ies) of license of the program’s licensed full-time equivalent (FTE) veterinarian Armature
9-M3 Begin each file name with “9-M3” followed by descriptor of choice Upload 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 Armature
Standard 10 – Curriculum Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 10 Content Location to Upload Material
10-D 10-D-Curriculum Sequence Upload the program curriculum showing suggested course sequencing Armature
10-D1 10-D1-Course Catalog Descriptions Upload 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. Armature
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 Secure cloud link
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 Secure cloud link
10-I Begin each file name with “10-I” followed by descriptor of choice Upload all standardized criteria used for the evaluation of essential skills Secure cloud link
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 Secure cloud link
10-L1 10-L1 Externship List Upload a list of all in use externship/internship/preceptorship sites indicating type of experience provided Armature
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 Secure cloud link
Standard 11 – Outcomes Assessment Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

Standard 11 Content Location to Upload Material
11-A 11-A-VTNE window date
Example: 11-A-VTNE Nov-Dec2019
Upload copies of official CVTEA school report as provided by AAVSB for each testing period for the last five years. Armature
11-E 11-E-State Exam date
Example: 11-E-State Exam July 2019
If relevant and available, upload any state exam results Armature
11-J1 11-J1-Survey Results descriptor
Example: 11-J1-Graduate and Employer Survey Results 2020
Upload a summary of recent graduate and employer survey results. It is preferred that you summarize in one document; however, multiple documents are allowed. Armature
11-N Begin each file name with “11-N” followed by descriptor of choice Provide samples of completed graduate and employer surveys Secure cloud link
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 Secure cloud link
11-N2 Begin each file name with “11-N2” followed by descriptor of choice If available, provide job placement information Secure cloud link