Directions for Submitting Accreditation Reports on the CAPTE Accreditation Portal APTA Accreditation Department (6/15/2017)

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This document contains Portal instructions for both an Application for Candidacy (AFC) and a Self-study Report (SSR); any differences are delineated.

Table of Contents

General Instructions for the Application for Candidacy/Self-study Report (AFC/SSR)

Important Considerations for Using the CAPTE Accreditation Portal (Portal)

Internet Settings

Adobe Acrobat

URLs

Formatting Narrative Responses

Notes related to Uploaded documents (appendices, CVs, scholarship forms, syllabi, course exams)

Notes related to Individual Elements

Faculty qualifications

Outcome Data

Curricular Content: Performance/Practice Expectations

Notes related to documents REQUIRED during the on-site visit

Appendices:

I: Sample response format for Performance / Practice expectations

II. Formatting narrative response text in Portal

III: Contact Information for Assistance

Developing the Application for Candidacy/Self-study Report on the Portal

Login

Logout

Adjust screen size

Adjust Internet Settings

Application for Candidacy/Self-study Report Grid

Access Additional Materials

Validate/Preview/Print

Upload Additional Materials

Faculty Grid

Faculty Detail Page

Course Grid

Course Detail Page

Graduation Rate and Outcome Info

Graduation Rate Data

Income and Expense Statements

Preface

Standards & Elements

Attaching Appendices; Deleting Appendices

Accessing the Validation Page

Validation Page

Signature Page

Submitting the AFC/SSR

Reminders

Directions for Submitting Accreditation Reports on the CAPTE Accreditation Portal APTA Accreditation Department (6/15/2017)

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General Instructions Related to BOTH the Application for Candidacy (AFC) and Self-study Report (SSR) on the CAPTE Accreditation Portal

1. All instructions should be read carefully and shared with all those involved in the process.

2. This document is intended to provide instructions for USING the Portal and is not intended to delineate the information required for an AFC or SSR. Programs must use the respective documents provided at the time the Portal AFC or SSR is made available; these documents identify the required narrative evidence, forms, appendices and onsite materials. The most current versions will be available through the Access to Additional Materials link above your AFC/SSR grid on the Portal.

3. Early in the process careful attention needs to be paid to instructions specific to the size of the narrative responses and the formatting and naming of appendices.

4. Plan sufficient time to enter the AFC/SSR on the Portal. The amount of time needed can vary greatly and can be affected by factors that are out of your control – and out of the control of the Accreditation Department. Uploading appendices can be time consuming; documents should only be uploaded once finalized. Keep in mind the need for consistency across documents. Since CAPTE’s review is a slice in time, it is IMPERATIVE that the information provided in your AFC/SSR, to the extent possible, represents the same time period. For a Self-study Report, this time frame ideally is the academic year of the site visit. For example, teaching assignments are identified in various documents (CVs, syllabi), forms (course list that is developed from details about individual courses) and narrative responses (related to faculty qualifications). Documents and responses that represent different time periods will be confusing to the reviewers and will only require additional work on everyone’s part, including yours! Should you need to upload additional materials after your report is submitted, you must use the naming conventions that are delineated here.

5. SSR submission only: some portions of the Annual Accreditation Report (AAR) will pre-populate into the SSR. The Preview Page will allow you to download both the SSR as you begin this process to help determine which fields are missing responses or need to be updated.

To Preview the document: Click the Validate/Preview/Print button under the AFC/SSR grid on your home page OR click the Validate button found on most screens. This will take you to the Validation Page. Scroll down to the bottom of the page, click Preview/Print button, which will take you to the Preview Page. Click Preview and Print (Full) or Preview and Print (Forms Only). See screen shots below.

6. The 3rd button/option on this page is the Download Attachments button. This creates a WinZip file with most of the appendices that enables the user to save and access these documents when off line. Note: syllabi and exams are only available in the WinZip file.

7. Only one person at a time can be entering data on the Portal.

8. Older web browsers may not work on Portal. Compatible browsers are listed below: See Internet Settings regarding Pop-Ups and Trusted Sites.

Microsoft Edge

Chrome 22 and higher

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Firefox 27 and higher

Opera 14-16 and higher

Safari 5 and higher on iOS devices, 7 and higher on OSX

Important Considerations for Using the CAPTE Accreditation Portal (Portal)

Given the great variety of software and platforms available, please contact your IT Department for assistance with adjusting internet settings, using Adobe Acrobat®, etc.

1. The Portal will time out after 30 minutes of inactivity and require login to continue. Therefore, always save your work frequently. Please note that just having a screen open and entering data or a narrative response does not constitute activity; saving data does constitute activity.

2. Functions of the buttons on the bottom of each screen are as follows:

Buttons that save data: Save; Save and Close; Next Page; Previous Page; Validation Page; Next Criterion; Previous Criterion

Buttons that will NOT save data: Close; Home Page

3. ** Adobe Acrobat® (which is not the same as the free Adobe Reader®) or the equivalent MUST BE USED to create PDF

documents that will be uploaded. Please confirm your access to the appropriate software at your institution early in the accreditation process.

4. Formatting of narrative responses to the elements:

Font & Font Size: The narrative response text should be of a consistent Font type and Font Size. The Font Size must be no smaller than 12 and no larger than 14. It is especially important when copying from multiple source documents to ensure that the font & font size are consistent for all responses. Preferred fonts include Ariel and Tahoma. Times New Roman is NOT recommended.

There is a 5,000 character limit for each narrative response (including punctuation and spaces). The vast majority of responses should fit within this limit! If a response is greater than 5,000 characters, first look to see if the wording can be revised to be more concise (see next bullet for hints). If necessary, place the remainder of the response in an appendix. Placing the entire response as an appendix is NOT acceptable. Tip: If there is an inconsistency between the character count in Portal and the character count in Word, use the character count in Word.

Create responses in Word (or equivalent) and check the character count and spelling prior to pasting or entering it into the Portal as there is no spell check function in the Portal. Review responses to ensure they are as concise as possible. Do not repeat unnecessary terms in the narrative; e.g., use ‘students’ rather than ‘students in the program’; use ‘program’ rather than the ‘physical therapy program’ or the ‘Potomac Community College’s PTA program’.

Periodically download and review your narrative responses to see how the response will look.

Should you choose to include URLs in a narrative response, check to make sure each is a live link in the downloaded report.

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Notes related to appendices

1. All documents, except for the Self-study Report Check-in form or Application for Candidacy Check-in form, must be in a PDF format that allows for bookmarks.

2. Do not scan large items and save as a PDF as this will often exceed the size limit for an attachment. WinZip files cannot be uploaded.

3. Large documents (i.e., handbooks, catalogs) must include bookmarks to any item that is specifically requested in the Evidence of Compliance listings. Please name the bookmark according to the requested information in the evidence of compliance listings. It is NOT sufficient to just use the table of contents of the document; creating hyperlinks/bookmarks to the information specifically requested will greatly facilitate reviewers’ use.

4. In the narrative, identify the appendix by its file name. For large documents, also include the page number(s) for the specific reference.

5. While you must attach an appendix to each related element, you only upload each document once. Once uploaded, you can select the document to attach it to any given element.

6. Deleting an appendix: see instructions below.

7. Please also review instructions about appendices in the Instructions and Forms packet, which includes information regarding how to name files.

Notes related to Individual Elements

Descriptions of individual faculty qualifications (4A – core faculty and 4D- associated faculty): The narrative description of each individual faculty member’s expertise related to assigned teaching areas and effectiveness as a teacher is placed on the ‘faculty detail page’ for that faculty member and not in the narrative response for the element.

1. SSR submission ONLY -- Graduation Rate Data: The Portal will request data for specific years; these are the years that allow all programs to meet the 150% time to complete a program, which is included in the graduation rate definition. More current graduation and retention data, if available, must be provided in the narrative response to Element 1 C1.

If there were no graduates for any of the requested years, follow the instructions below.

2. Curricular Content - Performance/Practice Expectations - Element 7D: Tabular format cannot be used. It is unacceptable to ONLY upload the narrative response in a table. The narrative response that addresses each component of the evidence list MUST be placed in each narrative field, including: For PTA: each intervention delineated in 7Da-i and each data collection skill delineated in 7D24a-n. See additional instructions in the evidence lists for 7D. For PT: each test and measure delineated in 7D19a-w and each intervention delineated in 7D27a-i Course objectives MUST include the course prefix/number, the related objective number from the syllabus, and the wording of the objective.

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Program Login to Portal

Login to the APTA CAPTE Portal using valid credentials; to get to Portal page, either go to: https://capteportal.capteonline.org/Pages/Login.aspx

or click on www.capteonline.org and click on the Accreditation Portal quick link.

Save this page as a ‘Favorite’ to facilitate going there!

If you don’t remember your password, click the Forgot Password link and use your email address to request that your password is sent to you. If you are an on-site reviewer and program director, both passwords will be sent.

If this is the first time you have logged in, please refer to the

Adjust Internet Settings instructions.

Logout and Adjusting the Screen and Logging Out

To adjust the screen: Use the Change Zoom function at the bottom of the screen. Set to the % wanted to increase or decrease size of page.

To Log Out: Use the Logout button at the top of any screen

Logout Button

Change Zoom function

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Adjust Internet Settings

IMPORTANT: If this is your first time using this site (or if you haven’t done this previously), make the following security changes. Contact your IT department if your institution prevents this as some features/items will require these settings. SEE NEXT ROW.

1. Allow Pop-Ups from this site: Click Tools, Pop-Up Blocker, Pop-Up Blocker Settings, add this website address (capteportal.capteonline.org), click Add. Blocking level should be set to Low: Allow pop-ups from secure sites; Close.

2. Add this site to your Trusted List: Click Tools; Internet Options; Choose the Security Tab; Select Trusted Sites and click on Sites. Add this webpage (capteportal.capteonline.org) to your Trusted Sites; Click Apply (if available) and then OK.

Pop-up Blocker Settings

Internet Options Security Tab

Trusted Sites:

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Program Information

On the top of the Portal Home Page, there is a Program Information box that contains several links that enable you to:

Change login information (username and password)

Verify information about program contacts. Our system only allows for the program director, dean, CAO, & CEO. Any changes must be emailed to the Accreditation Department.

The Print Signature Report link can be used to create a signature page for a SSR, AFC or Compliance Report.

Program Information

Department of Physical Therapy

_1_University of DRET

Program Director - De Roxas, Jansen

Accreditation Status - Accreditation

Update Login Information

View Program Contacts

Print Signature Report

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Application for Candidacy/Self-study Report Grid on Home Page

SSR/AFC Grid provides access to each item noted in the grid, including:

Access Additional Materials link provides access to a CAPTE website with related documents, including the Portal Version of the Application for Candidacy/Self-study Report.

Onsite Review Conflicts allows you to identify and submit conflicts; see next row for instructions.

Onsite Review Details allows you to view onsite visit dates and, for a SSR ONLY, confirm or change dates. Provides access to onsite reviewer resumes.

Each major item of the AFC/SSR

Note: Graduation Rate and Outcome Data only for SSR submission.

Validate/Preview/Print. The Validation Page is where errors and items not yet completed are identified. Scroll down to the BOTTOM of the Validation Page to access the Preview/Print button, which will send you to the Preview Page.

There is also a Validation button on most pages.

Upload Additional Materials button: To submit documents after the Application for Candidacy/Self-study Report has been submitted under the Upload Additional Materials button under the AFC or SSR grid. The Accreditation Department will receive a message and inform the reviewers.

Name these documents in the following format:

For additional materials after document is submitted, but prior to visit: include Add Mat_ at the beginning of file name & revision date; i.e.: Add Mat_CV_ Rice John 3_12_2016.pdf

For institutional response to Visit Report, include IR_ at the beginning of file name; i.e.: IR_CV_Rice John 5_5_16.pdf

For materials specifically requested by the CAPTE reviewer, include Extra Mat_ at the beginning of the file name, i.e., Extra Mat_SPT666 Revised Feb2 2016.pdf

Self Study Report

Access to Additional Needed Materials

Section Status

Onsite Review Conflicts To Do

Onsite Review Details To Do

General Information To Do

Faculty To Do

Curriculum To Do

Graduation Rate and Outcome Data To Do

Income Statement To Do

Evaluative Criteria To Do

Validate/Preview/Print

Upload Additional Materials

Application for Candidacy

Access to Additional Needed Materials

Allows you to upload additional material after the AFC/SSR is submitted. Don't use prior to submission.

Identifies if the item:

has not yet been started (To Do),

has been accessed (In Progress), or

AFC/SSR was submitted (Complete).

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Submitting Conflicts

Section Status

Onsite Review Conflicts To Do

Onsite Review Details To Do

General Information To Do

Faculty To Do

Curriculum To Do

Graduation Rate and Outcome Data To Do

Income Statement To Do

Evaluative Criteria To Do

Clicking the Onsite Review Conflicts link takes you to the screen found on the next page of this document

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To Submit Conflicts: Click the Submit button which takes you to the next screen

2. To Add Individuals Who Are In Conflict: Click the Add New Reviewer Conflict button, which will take you to the screen below

Search function is ONLY for those already identified as a conflict. Enter last name and click Search button. Individuals from your state are automatically in conflict and are excluded from the names available

1. Print the current list of on-site reviewers and Commissioners. Circulate list among faculty and administrators to identify conflicts; then enter on Portal

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Finished? Click the Close button to return to the previous screen to submit conflicts

Alternate Option to Find Name of Individual Who Is In Conflict: Use the numbers to scroll through the pages

Click Select if the individual is in conflict; this places the individual’s name in the previous screen

Best Option to Find Name of Individual Who Is In Conflict: Enter last name and click the Search button

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Program Enters AFC/SSR Using CAPTE Accreditation Portal

The AFC or SSR Grid provides access to the components of the report, beginning with the General Information link and ending with the Evaluative Criteria link; the latter provides access to Standards and Required Elements. Available links will vary depending on whether you are working on an AFC or SSR

TO BEGIN: Click General Information link.

Application for Candidacy

You will be routed through the General Information pages.

For Self-study Reports, some fields may pre-populate with responses previously provided.

Note: Validation Error Messages, where applicable, will be displayed at the top of the screen when the page is saved.

Note: Use the Tab key to move through the fields.

Function of buttons at the bottom of EACH page: Previous Page saves and redirects the user to the previous page.

Save – saves the information, stays on same page.

Home Page – redirects to the Portal home page and does NOT save the information.

Validation Page – saves and redirects the user to the validation page.

Next Page saves and proceeds to next page.

IMPORTANT: Home Page button does NOT save the information.

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Faculty List and Faculty Detail Pages

SSR only -- Review the Program Faculty list that pre-populates from the AAR to determine needed changes.

Enter ALL faculty members before proceeding to the next section, the Course List, where the assignment of faculty to each course is required.

Don’t know who will teach (or is teaching a section of) a course? Create a ‘dummy’ faculty by following these steps:

Create a new Faculty record and select ‘Yes’ in the drop-down option ‘Faculty Member Not Yet Identified’.

Enter ‘TBD’ in the Last Name Field; no other data will be required for this record

Save the TBD Faculty record and assign it to courses as appropriate

*This is the ONLY faculty record for which the field ‘Faculty Member Not Yet Identified’ is used. For records of identified Faculty members, that field should always stay set to the default blank option. PTA: No scholarship form is required. Upload blank document if validation error received. If it is not known which of several faculty members might teach a course, identify one potential faculty member with the course AND provide a narrative explanation under Element 4A & 4D. Use the Core and Associated Faculty Information Sheet located in the Forms Packet for Portal Submission to collect necessary data.

Sort the grid by clicking on the column name

Search Function to find specific person

ADD a new faculty

member

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Faculty Detail Page

The narrative responses to the elements about qualifications of core and associated faculty go in the Summary of faculty member’s qualifications for teaching responsibilities and other responsibilities field.

Scholarship forms (PT Programs only) and CVs MUST BE NAMED IN A SPECIFIC FORMAT. See Self-Study Report Instructions and Forms document for naming requirements.

Program Courses: Course Grid

For the SSR: Course list will pre-populate from AAR. Download full report to review pre-populated course details. Make any necessary changes.

The search function: Will search on either the Course Prefix Number or Course Title. Sort the chart by clicking on the title of the column. View additional courses already entered by clicking on the numbers; this lets you scroll through each page of the chart.

Course Prefix and Course Title must each be under 60 characters.

Enter narrative response for each individual for Elements 4A (Core Faculty) or 4D (associated faculty)

here.

Attach CV (PT & PTA) and Scholarship Form (PT only)

Add new courses

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Course Details Page

A faculty member must be assigned to the course in order to save the page. The search function only allows you to search for faculty already assigned to the course. Do NOT use the search function to select faculty.

TO SELECT FACULTY: Click Add Course Faculty button.

This will take you to the Course Faculty Detail Page.

Course Faculty Details:

New Field: Faculty Member Not Yet Identified. Only use this field if you are creating an entry for a position that has not yet been filled. Select Yes in the drop-down and enter a Last Name, then Save and Close.

Use the drop down arrows to select correct option. The faculty list available will be the names of those previously entered. Return to the Faculty List and enter additional faculty if necessary.

See Forms instructions for Role options. If no option matches roles in your program, pick the closest role AND describe alternate role in related criterion.

Repeat the process until all faculty who teach in the course have been added. For Associated (PT) or Adjunct Faculty (PTA), only include those individuals who teach/are involved in 50% or more of the contact hours of a course.

Uploading Syllabi and Exams: These documents MUST be named in a specific manner as described in the Instructions and Forms document.

Syllabus:

S_PT 720.pdf

Remove

Exam:

E_PT 720.pdf

Remove

Use drop down arrows to view selected options; individual must have been previously entered

Type: Primary or Other. At least one person must be assigned as the Primary Instructor

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Graduation Rate (SSR ONLY)

Provide data for years requested in this section. Provide more current graduation in the 1C1 narrative response.

Select 'View' to go to the data

entry page for that year

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If a Cohort is graduating for that year, be certain that YES is selected here. Selecting NO will result in that year's data not appearing on the Report.

Insert the MM/YYYY of Matriculation and Expected Graduation below it.

MM/YYYY that represents 150% of Program Length will auto-calculate based on the above dates.

Insert data for all cohorts graduating in that year. If no additional cohorts, insert 0's for all remaining fields in those columns

The graduation rate will auto-calculate based on this formula: GRADUATION RATE: ([G1.6]+[G1.7]) / [G1.5]-[G1.10c +G1.10d+G1.10e])

This formula was updated in 2015. Older grad rate data you may be reporting on your website should be updated to reflect the new formula. In most (if not all) cases, the new formula will improve the rate(s).

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Budget Statements

The timeframes required for budget statements are different for the AFC and SSR.

For AFCs:

Academic years are specified based on when the AFC is due.

All AFCs MUST contain budget information for the academic years that the AFC is submitted through the last term of the charter class.

Click the Add Budget Statement for Year button for the desired

timeframe.

Use the drop down function to select the desired timeframe and click the ADD button

For SSRs:

Budget information is required for the following:

Academic Year Previous to Visit

Academic Year of Visit

Academic Year Following Visit

Use the drop down function to select the desired timeframe and click the ADD button. See next row regarding the identification of the specific years.

Select desired timeframe and click ADD

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FOR SSRs ONLY:

At the top of the next screen, enter the beginning and end of the Academic Year chosen (use YYYY format).

SCROLL TO BOTTOM OF SCREEN AND SAVE BEFORE CONTINUING.

Academic Year Previous to Visit

Begin Year:

End Year:

Income Items

Note: This refers to all income or allocations; total income should at least equal expenses; do NOT indicate 0 (zero) income!

Click “Add Income Item” button to add amount of income for each source.

Academic Year Previous to Visit Income Items

Search: Search Clear

There are currently no records to display.

Add Income Item

Income Item Details

Enter in Source of the income/allocation.

Enter in the Amount of the income/allocation.

Click “Save and Close” button. Repeat until all income (allocations) are entered.

Expense Items

Click “Edit” next to the expense category in which you need to add an expense amount.

ALL expense categories must have data. If dollar amount is 0 (zero), an explanation MUST be provided under the criterion related to program having sufficient financial resources.

Academic Year Previous to Visit Expense Items

Category Amount

Faculty Development Edit

Clinical Education Edit

Operational Edit

Equipment Edit

Other Edit

Core Faculty Salary (Excluding Benefits) Edit

Associated Faculty Compensation (Excluding Benefits) Edit

Staff Salary (Excluding Benefits) Edit

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Expense Items Details.

Enter in the expense Amount.

Click “Save and Close” button to save the expense amount and return to the Income and Expense Items page.

For the Other category: Provide information regarding what items you have included in this category in the Narrative response to the appropriate Element.

Enter the Core FTEs for that academic year; if need be, enter expected/planned FTEs.

Note: The amount entered in Core Faculty Salary (Excluding Benefits) should reflect the expected Core FTEs. If money comes from a different budget, provide explanation under appropriate narrative response.

Click Save or Save and Close. If you don’t save and then edit an expense category, the FTEs will not save.

Academic Year Previous to Visit Core FTEs

Core FTEs:

Save

Close

Save and Close

Repeat process until you have entered income and expense statements for all three (3) years.

Click "Next Page" button to proceed with the Application for Candidacy/Self-study Report.

Page MUST BE SAVED after entering this # to retain this response. If not ready to leave this page, click Save. If finished, click Save and Close.

Any zero (0) amount must be explained in the narrative.

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Evaluative Criteria

Preface Page

Enter the Preface information, which should include a brief historical overview of the program.

See the AFC for additional required information.

The Preface page allows you to upload appendix items specifically requested for the Preface. Items uploaded here will NOT appear anywhere else in the report.

Click the Next Page button on the bottom of the page to be routed to the Standards & Elements.

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Standards & Elements:

The most current version of the Standards and Required Elements

is available from the Download Latest Criteria Link. In addition,

this document is available by clicking the Access Additional Needed

Materials link that is above the SSR or AFC grid on your home page. To search for a specific Element:

Enter the Element into the search box and click ‘search’ button.

To Enter or Edit a narrative response for a specific Element:

Click Edit link in the related Element row.

Standards & Elements

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Adding a new Appendix document to an Element

*** The maximum size of an appendix item is 10mb. *** 1: Open the Element in Portal, then select 'Add New Appendix'

2: Select 'Browse'

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3: Select the file to upload from your computer; the file-name will populate in the name field

4: Select 'Save and Close'

5: You will now see the new appendix item listed in the Appendices grid.

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Adding an existing Appendix document to an Element An existing appendix document is one that has previously been uploaded for another Element. Some documents will be associated with multiple Elements. You do NOT need to upload the document each time. After you've uploaded the document one time, you will be able to select it from a list of existing Appendix items.

1: Open the Element in Portal, then select 'Add New Appendix'

2: You will see a grid of previously uploaded appendices for all Elements, under the heading Attach Existing Appendix:

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3: Select the appendix item you want to attach to this Element:

4: The appendix has now been attached to this Element:

5: If you know the exact name of the file, you can also type it in the Search box. This is helpful if you have a large list of appendix items to search through

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Deleting an Appendix document from an individual Element 1: Open the Element and select Delete from the appropriate grid row

2: A pop-up window will allow you to Confirm or Cancel the deletion:

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3: Confirm the selection and Portal will refresh the page. The updated grid will no longer show the deleted appendix item:

NOTE: This method will only delete the appendix item for that specific element. To delete an appendix item that has been attached to multiple

Elements at once, follow the steps in the next section, 'Deleting an appendix document from multiple Elements'.

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Deleting an Appendix document from multiple Elements This method will remove the appendix from the report completely. To replace an Appendix that has been referenced in multiple places, use this method instead of deleting each reference separately.

1: Open any Element and select Add New Appendix. This will bring up a grid that lists all uploaded appendix items for any Element:

2: Select Delete for the Appendix item you wish to remove from all Elements to which it has been attached:

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3: Confirm the deletion:

The appendix item will no longer appear as an attachment to any Element. When replacing or updating a document that has been referenced in multiple elements, use this method to delete all references, then re-upload the new version to an element following the steps shown in Adding a new Appendix to an Element. For additional elements, use the steps shown in Adding an existing Appendix to an Element.

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Validation/Preview/Print

The Validation Page can be accessed in a variety of ways:

Option 1: From the home page, click the Validate/Preview/Print Button under the AFC/SSR grid

Self Study Report

Access to Additional Needed Materials

Self Study

Section

Onsite Review Conflicts

Onsite Review Details

General Information

Faculty

Curriculum

Graduation Rate and Outcome Data

Income Statement

Evaluative Criteria

Validate/Preview/Print

Upload Additional Materials

Option 2: From the bottom of most screens, including the Standards & Elements Grid, click the Validation Page button

Standards & Elements

Validate / Preview / Print

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Validation Page:

Shows errors for missing or incorrect information. Click on the link to be re-directed to the page where there is an error.

Correct response – SAVE – and use the back arrow key to return to the validation page. OR, click the Validation button on the bottom of the screen to return to the validation page.

Application for Candidacy/Self-study Report Errors MUST be corrected.

Application for Candidacy/Self-study Report Warnings alert you when a response is unusual; warnings should be checked to ensure correct response was entered.

Self Study Report Validation

Self Study Report Errors

An Income Statement for Academic Year Previous to Visit is required.

An Income Statement for Academic Year of Visit is required.

An Income Statement for Academic Year Following Visit is required.

Self Study Report Warnings

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Directions for Submitting Accreditation Reports on the CAPTE Accreditation Portal APTA Accreditation Department (6/15/2017)

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Preview Page:

Allows report to be downloaded:

Click Preview and Print (Full) for entire report to be downloaded

If you are using Firefox or a Mac and you find that the entire report does not download or cannot be printed, use Internet Explorer. Some individuals – but not all – using Firefox or a Mac have experienced difficulties with this function.

Click Preview and Print (Forms Only) to download the forms created by the data entered into portal fields

Click Download Attachments button to download a WinZip file that includes all Appendices. The Syllabi, Exams, CVs and Scholarship Forms (PT Only) are INCLUDED in the WinZip File.

Printing the Signature Page:

The Signature page can be printed from the home page of Portal by selecting the option ‘Print Signature Page’ in the Program Information area. This can be done at any time. Contact the Accreditation Department staff if any name or title changes are needed. A scanned or original Signature Page must be received by the Accreditation Department within two business days of submitting the report on the CAPTE Accreditation Portal. Ship to Accreditation Department, 1111 N Fairfax Street, Alexandria, VA 22314 or email to accreditation@apta.org.

Submitting the Report:

Once the AFC / SSR is complete, has no errors, and has been CAREFULLY CHECKED FOR ACCURACY, click the Submit button. The Submit button will not be enabled until all Application for Candidacy/Self-study Report errors have been resolved.

The Accreditation Department will receive a message that the report has been submitted. After checking the report, Accreditation staff will send an acknowledgement email that the report has been received and is being sent to the reviewer(s).

Directions for Submitting Accreditation Reports on the CAPTE Accreditation Portal APTA Accreditation Department (6/15/2017)

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Once you have submitted the report, you will no longer be able to make edits. However, additional documents can be uploaded using the Upload Additional Materials button under the AFC / SSR grid on your home page.

Reminders

Following submission, programs must:

A signed Signature Page must be received by the Accreditation Department within two business days of submitting on the Portal.

Prepare paper or electronic copy(ies) of AFC/SSR for reviewer(s) use while on site

Prepare paper and electronic copies (WORD format only) of onsite forms for candidacy reviewer/team to be given on first day of visit (General Information Form, Persons Interviewed Form, and Materials Provided On-Site Form). These are required, even if no change from the AFC/SSR as they become part of the Visit Report.

See General Instructions for the Application for Candidacy/Self-study Report (AFC/SSR) for further information.

Please be aware that the program’s Application for Candidacy/Self-study Report grid will be available for uploading additional materials until just prior to the CAPTE meeting at which the program is being reviewed; at that time, the program’s AFC/SSR will be removed from the Portal. It is imperative that the program capture/copy all components of their AFC/SSR prior to this time. Please note that no new materials will be accepted within 30 days of the CAPTE meeting at which the program is scheduled for review unless specifically requested by the CAPTE reviewer.

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Directions for Submitting Accreditation Reports on the CAPTE Accreditation Portal APTA Accreditation Department (6/15/2017)

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Appendix 1: Sample FORMAT for Responses to Practice/Performance Expectations

Note: This is provided as an example of format and are not intended to reflect CAPTE’s expectation for the element.

7D7 Communicate effectively with all stakeholders, including patients/clients, family members, caregivers, practitioners,

interprofessional team members, consumers, payers, and policymakers. Learning Experiences: Professional Seminar I, in term 2, introduces communication concepts through lecture & reading assignments, followed by small group discussions analyzing video tape communications, including if done in a culturally competent manner. Lab activities in all clinical science courses include opportunities to provide patient instruction during lab activities. In the 3rd year, Professional Seminar III includes role playing for contacting physicians to report evaluation results discuss changing a patient’s treatment. All clinical education courses include interactions with CI, other staff and patients. The CPI provides students with feedback. Objectives: PT 555 Prof Seminar I #5 Analyze patient interactions on videotape PT 555 Prof Seminar I #6 Provide constructive feedback to peers PT 588 Ms Skel #6 Instruct patient using terminology appropriate to the situation PT 666 Cl Ed III #1 Communicate effectively with all individuals involved in the care of the patient PT 666 Cl Ed III # 2 Assess the effectiveness of communication with patients, family, and other health care providers PT 666 Cl Ed III #6 Provide constructive feedback to clinical instructor Level of Actual Student Achievement: 100% of CPI evaluations from final clinical experience for the last graduating class indicate that students meet or exceed entry level expectations for Clinical Performance Criterion #4; 95% of graduate and employer surveys indicate

graduates meet this expectation.

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Appendix 2: Formatting Narrative Response Text Note: Use the character counter at the bottom left to limit the size of each narrative response to 5,000 characters or less. It is important to use the latest version of your preferred browser to ensure compatibility with the automated text editor. Older browsers may not be compatible with all website features.

TIP: If there is an inconsistency between the character count in Portal and the character count in Word, use the character count in Word.

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HTML code is no longer required when entering narrative responses in CAPTE Portal. Users have two options when formatting narrative response text: Option 1: Format your text as you type it in an off-line document (using Microsoft Word or a similar word processing software). When done, copy and paste the response into Portal, and save it. The formatting should retain automatically. ** This is the method CAPTE recommends, as it allows the user to retain an off-line copy of the responses for reference, and work is not lost in the event of a technical glitch on Portal or with the user’s technology. Option 2: Use the text formatting tool in the CAPTE Portal to format the response. This method is only recommended for ‘quick fixes’ and corrections, as CAPTE portal will time-out and log the user off after 30 minutes of non-activity. Typing and editing text in Portal does NOT constitute activity, but saving changes does – Save often to ensure no work is lost by a Portal time-out. Note: Although the new text editing features allow for a great deal of formatting (such as text color, font selection, size, inserting images, etc.), we remind users to please keep text formatting basic. This helps to make things easier for reviewers and staff. Images such as pictures/charts should continue to be added as appendix items if the program wishes to include them as part of a response. Font & Font Size: The narrative response text should be of a consistent Font type and Font Size. The Font Size must be no smaller than 12 and no larger than 14. It is especially important when copying from multiple source documents to ensure that the font & font size are consistent for all responses. Preferred fonts include Ariel and Tahoma. Times New Roman is NOT recommended.

Use the Preview option available on Portal to review the final output of your response. This is what reviewers will see, so ensure the responses appear exactly as you intend for them to be seen. TIP: You can keep the report preview open in its own browser tab or window and refresh it to see the real-time effect of any changes made in the narrative response areas. This can save time as the report will not need to re-open to view new changes or updates. The preview will time-out and close after 30 minutes if it is not refreshed in that period. If you do not see the refresh icon on your browser window, use the F5 key on your keyboard.

Directions for Submitting Accreditation Reports on the CAPTE Accreditation Portal APTA Accreditation Department (6/15/2017)

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Appendix 3: Contact Information for Assistance Need help from staff during normal business hours? Please feel free to contact us: For Technical Assistance: Tej Chana 703-706-3236 tejchana@apta.org Developing Programs (PT/PTA): Anastasia DiCicco 703-706-8593 anastasiadicicco@apta.org PTA Accredited Programs: Lisa Finnegan 703-706-3241 lisafinnegan@apta.org Michael Chevalier 703-706-3385 michaelchevalier@apta.org PT Accredited Programs: Candy Bahner 703-706-3242 candybahner@apta.org Eva Donley 703-706-3243 evadonley@apta.org For Information about On-site Visits: Tasha Johnson 703-706-3247 tashajohnson@apta.org Send Contact Change Requests for the Signature Page to: accreditation@apta.org Main line for the Accreditation Department: 703-706-3245 Need help from staff during evenings and weekends that cannot wait until work hours? Please feel free to contact us: Candy Bahner, Lead PT Specialist, 785-456-5748 Lisa Finnegan, Lead PTA Specialist, 702-521-3588 Anastasia DiCicco, Lead Pre-Accreditation Specialist, 703-980-4605 Sandra Wise, Sr. Director, Accreditation Department, 727-776-3135

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