ACCREDITATION PROGRAM GUIDELINES

Transcription

1 FOR Initial Accreditation Annual Accreditation Status and Progress Report Five- Year Accreditation Renewal ACCREDITATION PROGRAM GUIDELINES FLOCS is an accredited member of: Florida Association of Academic Non- Public Schools 5625 Holy Trinity Dr. Melbourne, FL Edition: revised February 2014 International League of Christian Schools Florida League of Christian Schools 1437 E. Memorial Boulevard Lakeland, Florida Extension Fax

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3 Table of Contents ILCS/FLOCS Accreditation Process...5 Purpose...6 Levels of Accreditation...6 Procedure to Apply For Initial Five- Year Accreditation...7 Eligibility...7 Accreditation Eligibility Checklist...9 Visiting Committee...10 Purpose and Objectives...10 Visiting Committee Chairperson and Members...10 Visiting Committee Chairperson and Members Expenses...11 Length of Accreditation...11 Annual Accreditation Status and Progress Report (ASPR)...12 Fifth- Year Re- Evaluation of Accreditation...12 Appeal and Complaint Procedures...12 Appeal Procedure...12 Complaints...13 Accreditation Standards for Early Education Centers and Preschools...16 Appendix Accreditation Application...26 Appendix Staff Qualifications Verification Form...29 Appendix Suggestions for Preparation of Self Study...31 General Guidelines...31 Organization of the Self- Study...31 Appendix Administrator s Checklist...33 Appendix Survey Administration Guide

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5 ILCS/FLOCS Accreditation Process Membership Accredita`on is only open to ILCS/FLOCS members. To become a member of ILCS/FLOCS, please contact the ILCS/FLOCS offices, or visit the website at Apply The accredita`on applica`on is found in the appendix of this document. The applica`on must be received with payment to be considered for accredita`on. Chair Assigned The Accredita`on Commissioner will assign an accredita`on chair whom will assist you through the self- study process. The team chair will be someone other than the center's assigned inspector. Self- Study Completed The Accredita`on Chair will help you begin the self- study, a thorough self- evalua`on of your school based upon the standards of accredita`on. A preliminary site visit may be conducted by the chair. A school will have four (4) years to complete the self- study once my applica`on is accepted. Site Visit Conducted Your team chair will conduct a two day visit to your school with addi`on team members, depending upon the size of your center. Your center is responsible for all expenses pertaining to the visit. Please see the Visi`ng Commidee Guidelines for details of the visit. Accredita`on Report Completed Your Chair will complete a detailed report of all of the team s findings and submit it to the Joint Accredita`on Commission (Na`onal Accredita`on Commission and Interna`onal Accredita`on Commission). The accredita`on commission will review the report. The review period is typically seven days. Accredita`on Determina`on Based upon sa`sfactory compliance with the standards of accredita`on, the commission will recommend that the board grant accredita`on for a period of five years. It is possible that a center does not meet the standards of accredita`on, at which `me the chair will assist the school in understanding the deficiencies as well as assis`ng the center in correc`ng them. 5

6 These guidelines are designed to guide member childcare centers through the ILCS/FLOCS Accreditation Program. Information is provided to help you understand the set of standards and the evaluative process that is in place to help verify a member school's commitment to its constituency and others that it is carrying out its Christian purpose. This manual will help schools complete the Initial Accreditation Application and prepare the self- study, file the Annual Accreditation Status and Progress Report and Survey (ASPR), and complete the Fifth- Year Re- evaluation Accreditation Renewal. The ILCS/FLOCS Accreditation Commission is the recognized accrediting body for member schools. The Commission is the representative body charged with carrying out the accreditation process. The Chairperson of the Commission provides direction for the accreditation program. Final review of the accreditation program and policies is made by the Commission, which then makes recommendations to the ILCS/FLOCS Executive Board for final approval. The Accreditation Program is designed to meet or exceed the minimum standards recognized by the major Christian School Accrediting Associations. It is important for all member schools to strive to be accredited. Only member schools may apply for accreditation. The initial process takes about one year. Accreditation is an ongoing process promoting excellence in Christian school education. Purpose The purpose of the Accreditation Program is to establish high, uniform standards among ILCS/FLOCS member schools. Achievement of accreditation status represents a standard of excellence which is recognized by other institutions and the constituency of the community in which the school is located. Accreditation requirements identify educational and spiritual criteria which establish high expectations for childcare centers. Parents seek accredited schools because they believe such schools offer a quality program. Likewise, the larger community of business and higher education value the standard of excellence established by school accreditation. To become accredited, a school will complete a self- study evaluation and open their school to an on- site visit by a qualified team of educators who will visit a school and examine its program to determine whether it is being operated within the published guidelines of the accrediting agency. ILCS/FLOCS standards are similar to those of other recognized educational accrediting agencies and are designed to meet or exceed the minimum standards for accrediting associations, including FAANS, and NCPSA. Levels of Accreditation In the accreditation process, a school progresses from Applicant to Candidacy to Accreditation. A school may remain in Applicant status or Candidacy status for a maximum of 2 years after being accepted by the Accreditation Commission. If significant progress is not made toward accreditation within this 2 year timeframe, a school will be dropped from the accreditation process. At the end of this 2 year timeframe, a school must submit a new application and pay an additional $450 application fee. 6

7 Applicant Status: A school is in Applicant status from the time an official application is filed with the Executive Director until all items have been received and accepted by the Accreditation Commission. A school at this stage of accreditation may only refer to themselves as being an Applicant with ILCS/FLOCS. Candidacy Status: Once a school's application and accompanying documentation have been received and accepted by the Accreditation Commission, the school will be advanced to Candidacy status and assigned a chairperson as an advisor. After the school receives their formal notice that their application has been accepted, they may refer to themselves as having Candidacy status with ILCS/FLOCS. Accreditation: Upon completion of the on- site visit, the visiting team will submit a report and recommendation to the Accreditation Commission. The Accreditation Commission then makes a status report to the Executive Board. Accreditation may be granted by the Executive Board for a maximum of five years. A school may refer to themselves as Accredited by ILCS/FLOCS upon receipt of notice of approval by the Executive Board. Revocation of Accreditation: A school may be dropped from accreditation for failing to maintain compliance with the standards or for failing to file an Information and Annual Report. A school must first be notified by the Executive Director of the reasons for the pending revocation by certified mail. A school so notified has the right to a hearing before the Executive Board. The decision of the Executive Board shall be final. The school will be notified of board action by certified mail. Upon receipt of said notification, the school must immediately stop referring to itself as an ILCS/FLOCS accredited school (See page 17 for Appeal and Complaint Procedures.) Procedure to Apply For Initial Five- Year Accreditation Eligibility Schools wishing to be accredited by ILCS/FLOCS must meet the following basic criteria: 1. Legal Authority to Operate. Any educational institution pursuing accreditation must demonstrate that they are established under the respective laws governing the operation of schools and preschools within their jurisdiction. This may include: Business license, or Articles of incorporation Occupancy licensure Required Health, Fire, Safety Inspections Preschool licensure, if required by state or local governing authority. Religious Exemption from licensure. If recognized by the state or local governing authority o Religious Exempt centers must comply with basic regulations concerning health, safety and sanitation, as well as, background screening. 2. Governance. Schools pursuing accreditation through ILCS/FLOCS must be governed by a board that is defined by the Constitution & Bylaws. 3. Existence. A school pursuing accreditation through ILCS/FLOCS must demonstrate that it has been in operation for twelve consecutive months prior to application. A school wishing to become accredited may request the accreditation program information by visiting the ILCS website at or the FLOCS website at or by contacting: ILCS/FLOCS Executive Director P. O. Box Lakeland, FL Phone (863) , ext

8 Guidelines and forms will be forwarded to the school. After a school submits its initial application for accreditation, a chairperson will be appointed. An initial on- site visit to the school may take place by the chairperson if the last two inspections accumulated more than 15 points in violations. The purpose of this initial visit is to verify that the applicant school has met all of the initial requirements listed in the Eligibility Checklist. At the time of this visit, the applicant school must be prepared to provide documentation that will verify that all eligibility requirements have been met. The applicant school is responsible to pay all expenses associated with this initial campus visit. The chairperson will file a Preliminary Site Visit Report to be included with the school's application. The school should be prepared to demonstrate to the chair that the school meets all of the requirements in the Eligibility Checklist. A school's application for accreditation will not be considered by the Accreditation Commission until this visit and report are completed. When a school seeking initial accreditation has its application processed and accepted by the Accreditation Commission, a contact/chairperson is appointed to assist the school in understanding the accreditation guidelines and completing the forms for the self- evaluation study. After the forms have been filled out completely and returned, a chairperson and a visiting committee will be appointed. A school has a maximum of four years from the time the application is filed to complete this visit and a report. If this is not completed within four years, the school must file a new application, including fees, and begin the process again. The school is responsible for the travel expenses of the advisor related to this visit. The following Accreditation Eligibility Checklist identifies areas that must be met for schools seeking accreditation. 8

9 Accreditation Eligibility Checklist The school must demonstrate through written policy and produce evidence in the form of an artifact that the school: Is a current member of ILCS or FLOCS*. Has legal authority to operate Has a concise, clearly written statement of its philosophy and objectives in order to guide the academic program and the overall development of its students. Has a curriculum consistent with its philosophy and objectives. This shall be designed to effectively fill the needs of the students enrolled. Curriculum offered shall be organized sequentially and described in current written curriculum guides and courses of study by subject and grade level. Has a physical facility that is suited to the purpose and adequate for the total program of each school. Evidence of conformity to local codes for school building and health, safety, and sanitation must be present. Employs faculty and administrative staff that meet criteria established by the accrediting body which are suitable to the program and mission of the school. The criteria must address the requirements of degrees and/or certification. Ensure the maintenance and safe- keeping of accurate student records and the provision of a transcript indicating work covered by students. Be financially resourced and managed as to sustain an educational program consistent with its philosophy and objectives. Evidence of financial stability in the form of a financial statement shall be prepared annually and be available for review by the Accreditation Association during evaluations. Issues statements of nondiscrimination (in writing) stating that they do not discriminate on the basis of race, color, national or ethnic origin. Complies with all applicable state laws and regulations. Is under control of a governing body, duly empowered with its governance, and meeting all state legal requirements. Is administered by a chief administrative officer designated for the school. Has been in operation a minimum of one (1) year. Has written statements of purpose and faith that are not in open opposition with the Statement of Fundamental Truths of the Assemblies of God (See Appendix.). Must send representatives to at least one ILCS or FLOCS* approved conference each year. An artifact of evidence would be a physical or tangible document that demonstrates compliance. For example, complies with all applicable state laws and regulations may be proofed by supplying a current fire inspection, health inspection, affidavit of good moral character, and all other state regulatory compliance forms. Any questions or concern can be directed to the chairperson, or the ILCS/FLOCS office. * Preschools operating under Florida Religious Exempt Certification offered through FLOCS pre- qualify for candidate eligibility. All FLOCS preschools are inspected twice each year to ensure compliance with FLOCS Religious Exempt Standards as described in the FLOCS Preschool Manual. Non compliance of accreditation standards as well as Religious Exempt standards results in correction, re- inspection, and possibly dismissal from accreditation and/or religious exemption. 9

10 Visiting Committee This visiting committee will consist of at least three or more people who have current education experience. This may include school administrator, college faculty, or a teacher with classroom experience who holds a bachelor s degree or higher. The inspector is always considered a member of the visiting committee. The committee chairperson will guide the school through the accreditation process. Chairperson responsibilities include the following: 1. Communication with the school administrator regarding ILCS/FLOCS accreditation standards. 2. Identification of areas needing improvement prior to the visit. 3. Setting a date for the committee's on- site visit. This should be a visit which includes attending a worship service (usually Sunday) and two instructional days. 4. Coordination of the Visiting Committee's activities. 5. Responsibility for the final written report. The Visiting Committee members shall each receive a copy of the self- study at least thirty (30) days before the on- site visit. If the self- study is not received at least 30 days prior to the visit date, the team visit will be rescheduled. All classes, programs, and records should be open to the committee. Committee members will talk with the pastor, administrator, teachers, staff, and students during the visit. Preliminary results of the evaluation will be given to the administration on the day of the evaluation. Detailed results will be provided in writing by the chairperson of the committee. Any reported deficiencies must be corrected before accreditation is granted. Purpose and Objectives 1. The primary purpose of the Visiting Committee's visit is a fact- finding and discovery to verify the school's self- study and to determine if it accurately reflects the school's programs and ministry. The visiting committee serves a key role in the accreditation process and in the assessment and improvement of the school. 2. The objectives of the accreditation visit include the following: a. Providing for the ILCS/FLOCS Accreditation Commission a final report that addresses every aspect of a school's program, assuring that the school's self- study is objective and accurate and that it reflects the school strengths; b. Having a Visiting Committee that brings objective expertise to the school to assist in conducting the evaluation. This provides insight that can lead to school improvement and future planning c. Serving as a stimulus for reviewing and/or changing those areas of the school's operation that are not in compliance with ILCS/FLOCS Standards; d. To determine that the school has no violations of ILCS/FLOCS Standards. Visiting Committee Chairperson and Members 1. The chairperson shall have served on a previous visiting committee on- site visit and have experience as a school administrator, principal, assistant principal, or college education department director/faculty member. Workshops are provided at ILCS/FLOCS Conferences to train perspective team chairs. 10

11 2. The selection of the Visiting Committee chairperson is the responsibility of the Director of Accreditation and/or the Executive Director. A list of qualified persons shall not include an individual deemed to have a conflict of interest as defined in the ILCS or FLOCS Bylaws, and including but not limited to an employee of the applying institution, a relative of an employee or church member. The school personnel may veto a suggested appointment if they feel a bias exists. 3. The Visiting Committee will consist of a chairperson and at least two committee members. Additional committee members may be added by the Director of Accreditation after consultation with the Executive Director, the Visiting Committee chairperson, and other appropriate personnel, such as the school administrator or pastor. 4. The final selection of the Visiting Committee members is the responsibility of the Director of Accreditation with input from the Executive Director. When possible, the Visiting Committee members are chosen from the same region or state in which the school to be visited is located. 5. The selected Visiting Committee members are chosen to provide balance and competence to the evaluation. Their professional background and expertise shall include the areas of teaching, programs, curriculum, administration, finance, facilities, and community relations. 6. No Visiting Committee chairperson or members shall serve without receiving training in the ILCS/FLOCS Standards and accreditation process. This training is provided at all ILCS/FLOCS conferences and may be provided prior to the visit by the team chair. 7. The administrator/principal of the school to be visited will be given the names of the visiting committee members by the Director of Accreditation at least 30 days before the visit. 8. Any changes in Visiting Committee members or dates of the visit must be made with the Director of Accreditation through the office of the Executive Director. No one shall be contacted for participation on a team by the administrator/director of the school without prior approval of the Director of Accreditation through the office of the Executive Director. Visiting Committee Chairperson and Members Expenses 1. All Visiting Committee member expenses (lodging, meals, travel) incurred during the visit are to be borne by the school being visited. When possible, the school should make arrangements to pay directly to the motel/ hotel the meals/lodging costs incurred by the visiting team. 2. The mileage for travel while on business for ILCS/FLOCS is the current rate allowed by the Internal Revenue Service. Other possible travel costs include parking, taxi, tolls, travel other than by automobile, etc. 3. Any costs for meals incurred by a Visiting Committee member en- route and any costs for meals during the visitation should be reimbursed by the school. All expenses should be indicated on the expense form. The expense form should be submitted directly to the administrator/principal of the school visited for reimbursement. 4. The Visiting Committee chairperson is to be paid a fee of $ (included in the initial application fee) for preparing/compiling the committee report. The check will be issued by the Executive Director when the final team report is received. Length of Accreditation Initial and fifth- year re- evaluation accreditation is for a maximum period of five (5) years. 11

12 Annual Accreditation Status and Progress Report (ASPR) All accredited schools are required to submit a completed annual report (See Appendix A) by August 31 each year along with the annual accreditation renewal fee of $ to the Florida office of ILCS/FLOCS. ASPR submissions along with the required documents (please see the ASPR form) will be reviewed by the Accreditation Commission during the regularly scheduled fall meeting. Schools that fail to submit an ASPR will be notified of non- compliance and given sixty (60) days in which to comply. Failure to file the appropriate ASPR and supporting documentation will result in the revocation of accreditation. Schools filing substantial changes (addition of building/rooms, new curriculum, drastic shifts in finances, staffing, or enrollment, or addition of age or grade levels, etc ) may be subject to an intermediate site visit to be conducted by a representative of the commission. Fifth- Year Re- Evaluation of Accreditation A school planning to apply for fifth- year re- evaluation accreditation must complete the Application for Renewal of Accreditation and a new self- study. The re- evaluation process follows the same process as the initial accreditation with one exception: items that were noted as recommendations in the previous accreditation will be specifically monitored and must have been met at this time. An onsite team visit will also take place following the same procedures as in the initial accreditation visit. The renewal process should be initiated no less than 18 months prior to the expiration of the current accreditation. Appeal and Complaint Procedures Appeal Procedure If the decision the commission and board is to place a school or program on probation or to deny or revoke accreditation, the League will notify the school administrator or program director and the head of the governing body. In the notice, a specific statement of the reason(s) for the action will be given, as well as information about the right to appeal. The school will have thirty (30) days from the date the school or program receives the notice decision letter in which the school or program may file a notice of appeal in writing and request an appeal hearing. If the school or program initiates the appeal within the prescribed 30 days, there is no change in accreditation status pending disposition of the appeal. If the school or program does not file a written notice of appeal within 30 days, the League's action becomes final and public. The school or program bears the burden of proof on appeal. The grounds for appeal are a) that the League's decision was arbitrary, capricious or not supported by substantial evidence in the record on which the League took action; or b) that the procedures used by the League to reach its decision were contrary to the League's By- Laws, Accreditation Program Guidelines or other established policies and practices, and that procedural error prejudiced the League's consideration. The appeal will be limited to only such evidence as was presented to the League at the time it made its decision (i.e. Changes made to a school program after the team has complete the site visit will not be considered on appeal). Appeals Panel An Appeals Panel will consist of three members, none of whom served on the site visit team. Each member of the Appeals Panel is subject to the League's conflict of interest policy. The Appeals Panel will be chosen by the board and 12

13 will be selected from accredited members of the League whom have also completed accreditation training. The Appeals Panel will select one of its members as chair. The appellant school or program shall be notified of the composition of the Appeals Panel as soon as it is constituted and shall be afforded the opportunity to present objections to the selection of any member of the Panel based on conflicts of interest. A hearing shall occur no later than 90 days from the panel s appointment. Notification of the hearing will be made, in writing to all parties concerned. A school or program shall be required to submit a detailed written statement setting forth its position on appeal. This statement must be provided to the Appeals Panel at least 15 business days prior to the appeal hearing. In addition, the school or program must submit artifact, written evidence, testimony, and/or material evidence that existed at the time of the aggrievance in defense of its appeal. Verbal appeal alone will not be considered sufficient to reverse a League decision. Opportunity to appear before the Appeals Panel will be extended only to the representative leadership from the school and two other individuals. As accreditation is a voluntary cooperative improvement process, no legal counsel will be permitted in the hearing. The school or program will have up to sixty (60) minutes to orally present its position along with supporting documentation. Thereafter, the Appeals Panel will direct questions to and hear responses from the school or program. The school or program will also be permitted to make a closing statement. The Appeals Panel will base its decision on conditions as they existed at the time of the League's decision and will not consider new evidence not before the League at the time of its decision. The Appeals Panel, in keeping with the standard for review on appeal, must determine whether the decision was arbitrary and capricious or not supported by substantial evidence that existed in the record at the time of the League's decision, and whether the action of the League was in accordance with its established procedures. The Appeals Panel, on a majority vote, either affirms, amends, reverses or remands the decision being appealed. If the Appeals Panel affirms the decision, the decision becomes final at that time. If the Appeals Panel amends, reverses, or remands the decision, it must provide a detailed written explanation of its rationale. The League will implement the Appeals Panel s decision in a manner consistent with any directive of the Appeals Panel and the Accreditation Procedures. The chair of the Appeals Panel will send notification, including specific findings, of the Panel s decision to the League within 21 business days of the hearing. The League will notify the school or program and the school or program's governing body of the Appeal Panel s decision within 3 days of its receipt. If the Appeals Panel upholds denial or revocation of accreditation, the name of the school or program will be removed from the list of accredited schools and programs and notification of the removal will appear on the appropriate League website. Additionally, appropriate state agencies and appropriate accrediting agencies will be notified immediately. If the panel upholds probationary or provisional accreditation, the school or program will remain on the accredited list, but notification of the probationary status will appear on the appropriate League website and the school or program must proceed with its accreditation review as prescribed in policy. Failure to do so will result in revocation of accreditation. The school or program shall be responsible for all costs incurred by the school through the appeal process, including travel to meetings as well as the cost incurred by the League to conduct follow up visits to the school. The school or program may terminate the appeal in writing at any time up until the decision of the Appeals Panel is rendered. In so doing, the school or program foregoes any right to reassert the appeal at a later date. The action of the League becomes final upon receipt of a written request to withdraw the appeal. Complaints The League is concerned about sustained quality of the schools and programs it accredits. the League requires that schools and programs maintain a record of written complaints and make that information available to the League upon request. Although the League is not a mediator of disputes within an institution, it will receive written and signed 13

14 complaints against a school or program that relate to League accreditation standards that might affect the accreditation status of a school or program. Since a documented grievance procedure is required in every accredited school, a complainant must have exhausted all administrative processes within an institution before filing a complaint with the League. Evidence of complying with the school's grievance procedure will be required. When a complaint is filed with League, the following procedures will apply. A complaint against an accredited school or program must be in writing, must be specific as to the accreditation standard that is being violated, must identify the outcome sought, must include documentation that appropriate administrative processes have been exhausted and must be signed. The League will file a Document of Concern on the appropriate form. Complaints against accredited schools or programs may be submitted to the League office at any time and are maintained on file for three years. In the absence of documentation that administrative processes have been exhausted or in the event the complainant has failed to be specific, the following will occur: o League staff will acknowledge receipt of the complaint within 15 days and advise that no subsequent actions are planned. o Copies of all materials received will be sent within 30 days of receipt of the complaint to the school or program against which the complaint has been made. o No further action will be taken. o Even though a complaint may not lead to formal action, the League will maintain a record of written and signed complaints for three years. If the complaint is specific and includes documentation that administrative processes have been fully pursued, the following steps will be taken by the League: o League staff will acknowledge receipt of the complaint within 15 days and provide information about subsequent actions to be taken o Copies of all materials received will be sent to the school or program within 30 days of receipt of the complaint, along with a request for verification that administrative remedies have been exhausted. o If the school or program acknowledges that the complainant has exhausted the administrative remedies at the institution, League staff, at the time it forwards the complaint to the school or program, will request that a written response to the complaint be submitted by the chief administrator of the school, or the head of the school's governing board within 30 days of receiving copies of the complaint materials. o The League's Executive Committee, which meets at least once per year but which will convene by either electronic means or meet by special telephone conference call within 15 days of receiving the response of the school or program for purposes of reviewing a complaint, will review the materials submitted by the complainant and the responses submitted by the school or program and will determine whether there is sufficient evidence to believe the school or program is in violation of League accreditation criteria. o If the Executive Committee determines that the complaint lacks sufficient evidence to proceed with an investigation, the complainant and the school or program will be so notified in writing within 15 days of the Executive Committee decision. o If the complaint appears valid, the Executive Committee will initiate an investigation within 30 days and may include a visit to the school or program, but in any event, both the complainant and the school or program representative will be offered an opportunity to present its case to the committee. 14

15 o It is expected that the EC shall have access to any and all information that is pertinent to the investigation. The EC will report its findings, along with its recommendation, to the full Board at its next regularly scheduled meeting. o The board shall be the final decision- making body. Based on these deliberations, or in the event a school or program fails to permit an investigation on a timely basis, the League's decisions may include any of the following: o continue the accreditation status of the school or program without change, o continue the accreditation status of the school or program, but initiate an earlier review of the school or program, o place an accredited school or program on probation, or o revoke the school or program s accreditation. o The school or program and the complainant will be advised of the League's decision and the reasons for the decision within 30 days. The school or program may appeal a board decision. The appeals procedures described elsewhere in this document shall apply, except that if accreditation is revoked and no appeal is made, a new request for review for accreditation will not be entertained until one year from the date of revocation. Complaints about the League's performance related to its own procedures, policies or criteria or about agency conduct inconsistent with good accreditation practices, may be forwarded to the President of the League at the offices. Complaints must be in writing, must be specific and must be signed by the complainant. League staff will seek to achieve an equitable, fair and timely resolution of the matter. If staff negotiations are unsuccessful, the complaint will be referred to the League's Executive Committee at its next regular meeting. The decision of the EC will be communicated to the complainant in writing within 30 days of the meeting of the EC. If the complainant is not satisfied with the resolution determined by the EC, the League will provide the complainant with the name and address of the appropriate office to which the League may subscribe. As a matter of policy, the League maintains complete and accurate records of complaints, if any, against itself and makes those available for inspection on request at the League office. Costs for complaint investigations shall be shared as follows: all costs of the complainant to participate in the process shall be borne by the complainant; all costs for the school or program representatives to participate in the complaint deliberations shall be borne by the school or program; and all costs for the investigative panel shall be borne by the League. If an earlier site visit is scheduled as a result of a complaint investigation, costs to the school or program shall include all expenses normally associated with an accreditation review. 15

16 Accreditation Standards for Early Education Centers and Preschools Initial Accreditation/Fifth- Year Re- evaluation Accreditation Guidelines The school should organize itself in such a manner as to adequately address each of the following standards utilizing a self- study process which is outlined elsewhere in this manual. The end result should be a document which demonstrates, through the provision of evidence and artifacts, how the school meets each of the accreditation standards and any sub- points contained therein. 1. Philosophy, Governance, and Administration 1.1. Foundational Documents The center has a written statement of educational philosophy regarding the education and care of children The center has a written mission statement and a written vision statement that clearly articulate the program s purpose, or a written purpose statement exists The center must have organizational goals/objectives in spiritual, academic, and developmental disciplines Governance The center shall be governed by a board, or some other body that maintains fiduciary responsibility for the center The center shall operate under a constitution and bylaws, unless operating as the ministry of a church, whereby it shall operate under the church s governing documents The governing body shall oversee the formulation and development of policies and maintain an official record of all policies and procedures, to include fiscal policies and procedures The governing body shall maintain a complete record of all board meeting minutes The governing body, or its designee, is responsible for the selection and formal evaluation of the center director Additional roles and responsibilities of the board not defined above shall be clearly defined in policy and procedure Administration The center shall have a Long- Range Strategic Plan that is focused on organizational improvement, realistic, prioritized, and regularly reviewed for progress and updates The center must maintain insurance adequate in liability, sexual misconduct, and transportation coverage to ensure the preservation of assets Professional Development Standards The administrator shall be responsible for, in addition to other administrative duties, the implementation of an annual teacher and staff evaluation plan The administrator shall be responsible for, in addition to other administrative duties, the implementation of an annual staff and faculty professional development plan Additional roles and responsibilities of the administrator not defined above shall be clearly defined in policy and procedure. 2. Organization and Finances 2.1. Christian Culture The center develops a distinct Christian culture based upon brotherly love and mutual respect, and maintains positive and professional relationships and interactions among children, parents, stakeholders, peers, superiors, the community, and other teaching staff Evident in employee to employee policy and interaction; Christian distinctive and professionalism are evident in employee to employee policy and interaction. 16

17 Policies and procedures include job descriptions and an orientation for new hires, as well as annual orientation for staff staff, to include crisis management, emergencies, and daily operations. Staff follow a biblical model for resolving conflict (Matthew 18:15-17) A written discrimination policy in regards to employment is clearly visible on all applicable publications and evidence clearly demonstrates adherence Evident in employee to student policy and interaction; Christian distinctive and professionalism are evident in employee to student policy and interaction. The center uses weekly and daily written lesson plans that address teacher/child interactions. Staff is trained in pro- social behavior and conflict resolution strategies that develop an atmosphere of mutual respect; each child is responded to on a positive, individual basis. Consistent, positive care of all children is required; corporal punishment along with withholding of food, water, toileting, or rest is prohibited Evident in student to student policy and interaction. All staff model mutual respect, and respect for children and human dignity. Children are guided in creating positive relationships that include concepts such as sharing, helping, encouraging, speaking positively, patience, self- control, kindness, goodness, and gentleness Policies and practices are reflective of biblical principles in all areas Finances Planning The administration develops a realistic and balanced budget The budget is developed in collaboration with the governing body Benefits are reviewed and offered within the means of the budget The administration provides for appropriate salary and benefits for all faculty and staff Managing The governing body ensures successful financial management of the center The center shall demonstrate a sound budgeting process by showing evidence of responsible fiscal management over the past three years The center provides formal financial reviews and reporting at least annually Receivables Tuition and Fees The center publishes a tuition and fee schedule that is available to parents and staff. The center publishes a tuition and fee refund policy The center has policies and procedures for receiving money that are ethical, reflects the highest sense of accountability and control, and is in compliance with generally accepted accounting practice The center clearly identifies all sources of revenue, including fundraising and development Payables The center clearly identifies all expenses through appropriate reporting The center has policies and procedures for the disbursement of monies that are ethical, reflects the highest sense of accountability and control, and are in compliance with generally accepted accounting practices Salaries are adequate and in compliance with local, state, and federal regulations The center maintains clearly identifiable records for disbursements. 3. Curriculum and Instruction 3.1. Spiritual Development Curriculum and instruction is consistent with the statement of educational philosophy The center shall provide for the memorization of the Holy Bible Bible is taught on a daily basis Prayer is a visible part of the daily program Child- Staff Ratios 17

18 One primary teacher is to be assigned to each group of children Staff child ratios for each age group are as follows: Age Maximum Staff:Child Ratio Maximum Group Size 0 12 months 1:4 8 max group months 1:5 10 max group months 1:6 10 max group months 1:7 14 max group 3 years 1:10 16 max group 4 years 1:10 20 max group 5 years 1:10 24 max group Mixed age groups of infants and toddlers located in the same room must follow the ratio for the youngest child in the group Mixed age group older than toddlers located in the same room must follow the ratio for the age of the majority of the children Curriculum The program implements a written curriculum across all age levels served that is developmentally appropriate, and addresses cognitive, emotional, physical, and spiritual development Lesson Plans Instructional staff develops lesson plans for each class/age group that have goals and objectives that reflect developmentally appropriate practices Instructional plans should include varied learning activities, learning centers, and other group and individual opportunities throughout the classroom Lesson plans must address the following standards: physical development; approaches to learning; social and emotional development; language and communication; emergent literacy; mathematical and scientific thinking; social studies and the arts; gross and fine motor development; provides balance of indoor and outdoor learning environments Evaluation The center shall systematically evaluate the effectiveness and relevance of all curriculum, not to exceed a five- year cycle The center shall formally assess the effectiveness of its academic programs through the use of individual student assessments Instructional staff shall be trained in providing and documenting assessments Conduct and document an age- appropriate assessment on each child a minimum of once per year Parents are informed of assessment results through formal parent conferences Assessment findings are used to guide individual and class instruction, developmental needs, and opportunities for school improvement Media and Technology The center shall have a written policy defining the process whereby literature and media are evaluated for developmental and age- appropriateness, and selected for student use The use of media (videos, DVDs & television) should only be used to enrich, and not replace, the curriculum. 4. Personnel 4.1. Faculty The center shall provide evidence that each employee professes to be a Christian. 18

19 Each teacher must undergo background screening as provided for in state law Must be 18 years old and hold appropriate credential as required by civil authority where required, or hold a valid ILCS/FLOCS Staff Credential Teachers must show continued professional growth through periodic, and effective teacher evaluations and earn 24 hours of continuing education training annually beginning August 1 of each year. Such training should be obtained from educational agencies approved to issue Continuing Education Units (CEU), or college credits Employee files are maintained for every employed teacher Files are organized in a systematic and professional manner Files contain ALL documents to attest to the above requirements The file should contain at a minimum the following: application; copies of college or university transcripts, if applicable; evidence of background screening as regulated by state law; annual staff evaluations; evidence of professional development; copy of contract/work agreement, if applicable; W- 4; I- 9 form; health assessment (if applicable) 4.2. Administration The center shall have at least one full- time employee appointed by the governing body that serves exclusively as the chief administrative officer for the center Must hold appropriate degrees or professional training, and be substantially qualified for the position for which they were hired as required by local or state law Must show continued professional growth through periodic, and an effective employee evaluation process The center employs sufficient number of administrators to meet the demands of the overall program An employee file is maintained for every administrator employed Files are organized in a systematic and professional manner Files contain ALL documents to attest to the above requirements Files contain copies of signed contracts (if applicable), employee evaluations, documentation of necessary qualifications, current W- 4, I- 9, and other legal documents required for employment Directors must earn 24 hours of continuing education training annually beginning August 1 of each year. Such training should be obtained from educational agencies approved to issue Continuing Education Units (CEU), or college credits The director or designee is responsible for maintaining minutes for each faculty meeting that is held periodically through the year Non- Teaching Staff The center shall provide evidence that each employee professes to a Christian Each employee must undergo background screening as provided for in state law All non- teaching staff must be 18 years old, must have earned a high school diploma, GED, or equivalent, must have professional training, and be substantially qualified for the position for which they were hired, and must have satisfied state training requirements Must show continued professional growth through a periodic and effective employee evaluation process and the completion of 15 hours of continuing education training annually beginning August 1 of each year. Such training should be obtained from educational agencies approved to issue Continuing Education Units (CEU), or college credits The center employs sufficient number of support staff to meet the demands of the overall program Employee files are maintained for every staff member employed Files are organized in a systematic and professional manner Files contain ALL documents to attest to the above requirements. 19

20 Files contain copies of signed contracts (if applicable), current W- 4, I- 9, and other legal documents required for employment Early Childhood specialist, where employed, or utilized, shall have at least a Bachelor s degree from an accredited college or university, and three years of full- time teaching experience in early child education Volunteers Volunteers must submit an application, appropriate background screening and fingerprinting, undergo center orientation to include crisis management, emergencies, and daily operations, as well as appropriate training Volunteers may only work under the supervision of qualified staff. 5. Students and Student Services 5.1. Student Records A student file shall be kept on every student enrolled in the center as well as for former students for a minimum of three years All files must be systematically organized, maintained regularly and must be up to date Student files must contain at a minimum: student Enrollment Application; parent agreements; health records as required by law; copy of Birth Certificate; discipline records; attendance records All records shall be maintained in a lockable, fire- proof file cabinet The center must have a policy regulating access to student records, recognizing both public access as well as privacy laws governed by the state in which the center resides The center must have a policy and procedure for documenting significant changes in a child s pattern of behavior, including how they are reported to parents and documented The center must have a policy and procedure for documenting significant changes in a child s physical condition, how they are reported to parents and documented A center enrolling children with special needs must: Have each child professionally evaluated Develop an individualized plan for each child Identify referral services needed Establish achievement expectations for each child and review progress regularly with all staff involved. 6. Campus, Facilities, Safety and Health 6.1. Campus The center provides a plan and process that ensures the proper maintenance of all buildings, grounds, and equipment The outdoor areas include square footage as is regulated by state or local law Playground equipment must be varied and sufficient for the number of children on the playground at any given time The playground is designed and equipped to provide optimal learning experiences for children Children are supervised at all times, and the child- adult ratio is maintained while the children are on the playground The center provides adequate protection for the play area, including fencing and a balance of sun and shade, and sufficient ground cover for fall zones Fencing must be continuous and in good repair with no extrusion hazards Wood chips, sand, and other cushioning materials of recommended depths are used under equipment such as swings and climbing apparatus, as recommended by state regulation or national playground safety standards The outdoor play area is regularly inspected and well maintained to prevent broken equipment, sharp edges, splintering, and rust Alternative activities are planned for large- motor exercise to be utilized during inclement weather days Facilities 20

21 Classrooms Classrooms size must be suitable for the age and activities of the children in the program. Floor space meets or exceeds the minimum state requirements Classrooms are cleaned daily and well maintained. Walls are freshly painted Furniture is in good condition Carpets/floors are clean and in good condition Classrooms show evidence of daily cleaning The physical environment of the program provides sufficient lighting, good ventilation, and a comfortable temperature Furniture is designed for preschoolers and facilitates optimal age- appropriate learning experiences, to include large groups, small groups, and individual activities Children are provided with individual spaces, such as cubbies, in which they can store their work and personal belongings Drinking water is provided as regulated by state or local codes Restroom Facilities The number of sinks and toilets must be sufficient in number to adequately service the number of children in attendance, and in compliant with state law Soap and paper towels, or dryers, are accessible to the children Diapering of Infants and Toddlers The diapering area is in good repair and is sanitized after each use Soiled diapers are stored in a sealed container Gloves as well as running water and soap for hand washing are accessible and utilized by the staff during diapering in compliance with local or state regulations Staff Areas The facility includes appropriate office space administrative and clerical staff The facilities provide adequate storage space to support the program Nutrition and Food Services Food program must be in compliance with state and local health requirements. Current food service inspection report must be posted Meals and/or snacks meet nutritional guidelines as suggested by the Child Care Food Program of the U.S. Department of Agriculture Menus are posted and dated with any noted substitutions and made available to parents Mealtime Procedures The center must provide sufficient adult supervision to accommodate age appropriate guidelines The center creates an appropriate social environment, which encourages good eating habits, appropriate table manners, and social interaction Age appropriate furniture and utensils are provided Bottle Feeding Staff will hold the child while bottle feeding. Record all food intake amounts and times Safety The center is inspected by city/state agencies as applicable for licensing or exemption under state or federal law (i.e., fire department, health department, food services, etc.) Inspection documentations are on file Exempt centers must show evidence of inspections and compliance Safe arrival, departure, and supervision policies and procedures are followed All children are in sight of two adults at all times; Children in transition from one teacher to another or from one area to another are clearly accounted for The staff maintains a continuous, accurate account of the children in their care. 21

22 At least one staff member with first aid certification and infant/child CPR certification will be present on the premises at all times Adequate first aid supplies and a universal precaution kit are stored and are easily accessible Accidents and/or illnesses are documented and kept on file, and a copy is given to the parents/guardians of the children in the program Emergency phone numbers are clearly posted for the purpose of contacting the fire department, police department, poison center, or other emergency agency All chemicals, medicines, and potentially dangerous materials are stored in their original containers, stored in a locked area, and located within easy access of the associated MSD (Material Safety Data) sheet Transportation Current vehicle safety inspections are on file Current driver qualifications are on file Vehicles are equipped with age- appropriate restraint devices and a first aid kit, and appropriate safety precautions are taken when children are being transported Succinct policies and procedures for the boarding, transporting in, and disembarking from vehicles must ensure the safe transportation and return of children in compliance with local or state law Toys and equipment are sanitized appropriately following a written plan that is in compliance with local or state regulation Hot water heaters must be set no higher than 110ºF if children have access to heated water Electrical outlets are child proofed by plugs. External outlets are secured to the walls. 7. Publications and Community 7.1. Family Partnership The center has clearly defined enrollment or admission policy, mission, and statement of nondiscrimination that comply with requirements as established by state, Federal law or Administrative Rule Parent Handbook The center publishes a Parent Handbook that includes policies and procedures and is reviewed annually; changes are communicated to all parents The Parent Handbook contains at least the following: The center s statement of educational philosophy; Admission or enrollment policies that appropriately identify those students for whom the academic program was designed Behavioral expectation and disciplinary procedures and measures; o Discipline procedures are based primarily on positive reinforcement. o Documentation provided for disciplinary action. o Corporal punishment and demeaning practices are not used. Policies regarding holidays, illnesses, hours of operation, fees and financial obligations, refunds, enrollment, and termination procedures; Explanation of daily procedures which parents must follow; Field trip policies and procedures that ensure the supervision of all children at all times The center must have a signed statement that parents acknowledge receipt, understanding, and agreement to the center s policies and procedures The program encourages family involvement in center activities and in each child s education The center hosts an annual parent orientation that addresses policies and procedures to insure the effective flow for communication exists between school and home The center has a venue to communicate with the parents about upcoming activities, events, and opportunities for parental involvement Teachers and staff members communicate daily with parents about observed child needs and concerns An open- door policy exists that allows parental access to visit the center during operational hours. 22

23 Parent- teacher conferences take place regularly to encourage parent involvement, address and plan for areas of developmental concern, and provide community resource information for further assessment An annual survey is provided by the center to obtain parental feedback and address concerns Staff and Faculty Handbook The center provides a handbook of policies and procedures to all staff and faculty that contain at least the following: Staff schedules that provide sufficient planning time away from the responsibilities of children The center s statement of educational philosophy; Procedures for handling conflict between staff using the guidelines found in Matthew 18: A formal grievance procedure Staff and faculty expectations to include: Dress codes; Sexual harassment; Center s student disciplinary procedures; Center s faculty and staff disciplinary procedures; Assessment procedures and expectations; Staff and faculty evaluation procedures; Guidelines for the storage and dispensing of medication in accordance to local or state law; Policy, procedures and training for the handling of blood- borne pathogens along with required protective equipment and procedures; Policy and procedures for teaching proper hand washing techniques to staff and children; Job descriptions; Policies regarding holidays, illnesses, hours of operation, and termination procedures; a tiered grievance procedure; Field trip policies and procedures that ensure the supervision of all children at all times. Explanation of daily procedures which staff and faculty must follow The center shall, prior to employment and annually, instruct the staff and faculty regarding the center s employee policies as well as other center policies (parent, financial, etc ) to ensure an efficiently run program The center must have a signed statement that faculty and staff acknowledge receipt of, understand, and agree to the center s policy and procedures The center shall provide other training prior to employment and annually as required or established by state or local government Communication Administrators and staff maintain periodic communication with parents utilizing a variety of verbal, print, and electronic means The center provides conference opportunity with parents at least twice per year and at other times as needed to discuss the child s developmental and academic progress The center shall report student academic progress formally and periodically, no less than two times each year Centers must have a policy and procedures for documenting and reporting child abuse. All child abuse reporting must comply with state and local laws and regulations A plan is in place to contact parents/guardians in case of an emergency closing, and the parents/guardians have been made aware of the plan Field trips Field trips are communicated to parents in writing and in advance of the planned trip Permission slips are attained from parents Student rolls are checked before, periodically during, and upon return to the center Parent Support Services The center is prepared to refer parents to available community services and resources regarding children with specific needs. Center administration should seek to work collaboratively with community agencies in providing information as needed. 23

24 7.5. Professional Educational Community Leadership and staff should work collaboratively in planning to ensure rigor and fidelity across age levels and in classes of the same age level, and reviewing the effectiveness of the academic and developmental programs Teachers should work collaboratively in planning, engaging in discussions about best practices, student achievement, and school improvement School staff should work collaboratively with parents and other stakeholders in reviewing the schools purpose and mission, assessing the effectiveness of the school s program, and working toward school improvement Stakeholder Surveys Administer Surveys School staff administers all FLOCS surveys periodically (not to exceed 5 years). Leadership Survey Staff Survey Parent Survey Interpret Data Strengths School identifies strengths as evidenced by Survey (See Administration Survey Guidelines, section 4) Weaknesses School identifies weaknesses as evidenced by Survey (See Administration Survey Guidelines, section 4) Action Plan Develop an action plan based upon the survey results (See Administration Survey Guidelines, section 4) 24

25 Appendix INTERNATIONAL LEAGUE OF CHRISTIAN SCHOOLS FLORIDA LEAGUE OF CHRISTIAN SCHOOLS P. O. BOX LAKELAND, FL