I am taking this course in order to be proactive for a potential review. We are applying for DETC accreditation and will be reviewed as part of the application process.
In order to prepare for this audit, I downloaded the chart of the required disclosures and sent it to our Registrar and Director. I am the Dean. We are a small online school and the Director and Dean determine what is posted on our site. These people will each review the document and highlight whatever applies to our school. We decided to include required disclosures that will be relevant once we are accredited. I set a time frame of 2 weeks. Once the 2 weeks are over, we will create a page on our site/platform titled Required Disclosures. We will post all required disclosures on that page. Additionally, we will determine what information needs to be sent directly to our students. We will compile that information in a document and we will include it in our orientation package for new students.
There are many more ways to prepare for an audit. This is one aspect of an audit that I focused on - ensuring that we are compliant in posting all information that must be disclosed to students.
Erica,
If there are specific topics you are seeking, I may be able to pull some info together for you if you couldn't see certain posts. Just let me know.
Traci Lee
Hi Everyone,
we are still the very new kids on the block and have not had an audit yet... But, I am soooo impressed with all the information on this forum. I will use the advice I have read...couldn't get to all the posts, but the few I read are very insightful and attainable for me and my school. Thank you all!
Shannon,
You highlight some key areas while also recognizing the importance to every department on an ongoing basis. Nice job!
Traci Lee
First and foremost compliance is an everyday, every division necessity. However, If I was on the receiving end of an audit and it was an known audit I would ensure that all divisions were reporting up to compliance by reviewing placement reporting cohort data, FA refund and packaging data, and educational retention/completion data.
Johanna,
Congratulations on your new position. I applaud your commitment to compliance and rectification of process concerns.
Traci Lee
What I would like to do in my new position as campus director is a common practice of internal sample auditing to train my staff to have 100% compliance. For example, every week I will request a sample of admissions files and do an audit of them personally. If I do see regular discrepancies that will notify me that there is a break down in a process that needs to be addressed. Hopefully with this common practice it will prepare our campus for any auditing visit.
I think its important to have every member of the staff and faculty involved in an internal audit, particularly in advance of an external audit. The catalog and most recently published compliance regulations should be checked against one another first to insure that all aspects of the requirements are covered within the school's policies. All files should have checklists so that they can be audited by any person who regularly submits information for those files. Every employee should have the ability to identify and request changes to their superiors and management should reward employees who find deficiencies/inconsistencies in either the wording, process or intent of the regulation.
Manuel,
Agreed - transparency and ongoing continuous compliance in daily practices is the best "preparation".
Traci Lee
Transparency and complying everyday with regulations is the best preparation for an audit. Do our best everyday and comply with regulations is key for the institution
JENNIFER,
It's great to hear this as I have seen too many school employees who are not familiar with the content of this critical document!
Traci Lee
I have always been told that our School Catalog is our bible. I would be proactive and make sure we all had the current version available. Have everyone meet on a day that would work, after we all have had the time to re-read the catalog. We have the history of having created and revised the catalog together so we should have ample familiarity with it's content. To make sure that we are doing what we say we are doing.
Susan,
Smart approach to reach out to those who have gone through an audit or review - and great that they were openly sharing their lessons learned. Ideally, those checklists could be used ongoing and proactively, regardless of audit schedules to do some "self reviews".
Traci Lee
We recently had an internal audit. In preparation for this audit, I contacted my colleagues at the other campuses (who had gone through a similar audit) to see if they could provide me with some helpful insight. The other school directors did not hesitate to share their lessons learned, best practices, etc. I also received detailed checklists which helped us to prepare for the audit. Our directors of admissions, financial aid, and student services also reached out to their counterparts (at the other campuses) and received valuable insight.
Amman ,
Great questions to reflect back on "rights", "wrongs", changes and what the auditor may be focused on during upcoming visits.
Traci Lee
For a known audit or potential review, I would go back to the previous audit information on hand and review. What did we do right? What did we do wrong? More importantly has anything changed since the last audit? Has the auditor changed? What is that auditor look for exactly? We have auditors who will just stop in to see if we are a legitimate organization with real fire extinguishers. So I would try to gather all past information and see how compliant we were before and then work to maintain or achieve compliance going forward.
I would create a checklist to make sure all procedures are being followed.
I think the best way to prepare for an audit will be to always follow all the procedures. Create checklist to make sure we dont forget any step or procedure for each student.Make sure that we are in compliance with all the requirements and that we are up-to-date.
Eddie,
Another well encapsulated summary - thanks for sharing! I especially like the mention on the opportunity to empower and grow by leveraging experienced team members as "mentors".
Traci Lee
First and foremost, I would essentially take notes on observations provided and observed. Identifying a team member that is both knowledgeable and or most familiar with the auditing process, is an opportunity to empower and grow. I would ensure that the catalog is aligned and updated accordingly. Finally, as a team we ensure there is rigor in our preparation, clarity and organization established to the best of our ability collaboratively.
