General Preconditions Evidence Requirements

Precondition 1 for Institutions of Higher Education
1a. Accreditation and Academic Credit. The program(s) must be operated by (a) Institutions of higher education: A college or university that (i) is fully accredited by the Western Association of Schools and Colleges or another of the six regional accrediting associations, and (ii) grants baccalaureate academic credit or post baccalaureate academic credit, or both. An institution approved to offer educator preparation in California must notify the Commission within 30 days if its regional accreditation status changes.

A signed and dated letter from the Superintendent or CEO on institutional letterhead stating unit head continued support for the program.

2. Enrollment and Completion.
Once a candidate is accepted and enrolls in an educator preparation program, the approved program sponsor must offer the approved program, meeting the adopted standards, until the candidate:

1. completes the program;
2. withdraws from the program;
3. is dropped from the program based on established criteria; or
4. is admitted to another approved program to complete the requirements, with minimal disruption, for the authorization.

In the event the program closes, a teach out plan, which includes individual transition plans for each candidate as well as a plan for candidates and graduates to access their student records would need to be developed.

• A signed and dated statement of assurance by Unit Head (Dean, Superintendent) on institutional letterhead that the institution understands that once it enrolls candidates that candidates must be able to complete the program even if the program plans to close. The statement should include an assurance covering all language in i-iv.

• A copy of or Direct link to the institution’s teach out plan in the event the programs would close or a description of the teach-out plan (sufficiently specific) about how the institution will provide for candidates’ needs and ability to complete a program.

3. Responsibility and Authority.
To be granted continuing accreditation by the Committee on Accreditation, the entity shall provide the following information:

1. Identify the position within the organizational structure that is responsible for ongoing oversight of all educator preparation programs offered by the entity (including educator preparation programs offered by an extension division, if any).
2. Provide a description of the reporting relationship between the position described in (a) and the individual(s) who coordinate each educator preparation program offered by the entity. If a reporting relationship is indirect, describe the levels of authority and responsibility for each educator preparation program. Include an organizational chart for the institution as well as the division(s) within the institution responsible for the oversight of educator preparation programs; include any parent organization, outside organization(s), or partner(s) who will be involved in the oversight of the educator preparation unit and/or responsible for any aspect of program delivery.
3. Provide policies to ensure that duties regarding credential recommendations are provided solely by persons who are current employees of the Commission approved institution.

• Title of the person responsible for oversight of all educator preparation programs (i.e., the Unit Head). Name of the current occupant of that position is helpful but not required. Program Directors/Coordinators are not the unit head unless that person is also institutional leadership, has oversight of all credential programs offered by the institution, and authority to designate institutional resources for all programs.
• An organization chart largely addresses this requirement. Please review the organization chart to make sure it is representative of all the credential programs offered by the institution, the positions responsible and the reporting relationships between key individuals. If any aspect of the program is delivered by an outside organization or individuals, please ensure that they are included in the information provided. Lines of authority must be clear.
• Statement of Assurance from the Unit Head on institutional letterhead, signed and dated, indicating that no one other than employees of the approved institution will submit credential recommendations accompanied with copies or Direct links to policies that indicate who is responsible for all credential recommendations to the Commission and that any individual who is recommending will always be a current employee of the approved institution.

• Direct links to or copies of documents such as employee handbooks, recruitment materials, job postings, etc. that include non-discrimination language related to employment.
• Direct links to or copies of documents that include non-discrimination language related to candidates in the program such as admissions, retention, graduation, and so forth. These are typically in candidate handbooks or candidate recruitment materials.

• Identification of the person (name, title, and email address) for reporting and responding to all requests from the Commission for data.
• Statement of Assurance from the Unit Head on institutional letterhead, signed and dated, indicating that the institution understands that it is its responsibility to check the contact information listed on the Commission’s approved programs page and to make any necessary updates at least on an annual basis.

• Direct links to the institution’s grievance process for candidates and applicants that are easily accessible.
• Evidence that demonstrates how candidates are informed of the existence of the grievance process such as direct links to slide decks, orientation materials, or meeting agendas where it is clear that the grievance process is discussed.

• List of all faculty members to whom this precondition would apply (i.e., those who regularly teach one or more courses in an educator preparation program but not those outside of the Department, School or College of Education).
• On that list, indicate how each faculty member has participated in the public-school system at least once every three years.

• Direct link to the approved program sponsor website that does not require individuals to provide information to the entity, create a log in and password, or any other barrier to accessing information about the institution and the program.
• The website must include information about admissions requirements, course and fieldwork requirements, and completion requirements.

11. Student Records Management, Access, and Security.
To be granted continuing accreditation by the Committee on Accreditation, the sponsor must demonstrate that it will maintain and retain student records in accordance with the institution’s record retention policy.

Institutions will provide verification that: (a) Candidates and graduates will have access to and be provided with transcripts and/or other documents for the purpose of verifying academic units and program completion. (b) All candidate records will be maintained at the main institutional site or central location (paper or digital copies). (c) Records will be kept securely in locked cabinets or on a secure server located in a room not accessible by the public.

• Statement of Assurance from the Unit Head on institutional letterhead, signed and dated, indicating the following: A description about how the program provides candidates with access to their transcripts and other student records, including how candidates will have access to their records after they graduate or transfer and how they will be notified if records are scheduled for destruction.
• Statement of Assurance from the Unit Head on institutional letterhead, signed and dated, indicating that student records will be maintained at a central location or designated/main institutional site.
• Statement of Assurance from the Unit Head on institutional letterhead, signed and dated, indicating the location in which the student records are housed are secured (i.e., locked cabinets or secure server) not accessible by the public.

• Statement of Assurance from the Unit Head on institutional letterhead, signed and dated, indicating that the institution does not use any outside entity to provide direct educational services to candidates,

• A list of the outside organizations and what their role is in providing direct services to candidates. This may include partner institutions that are not approved program sponsors, pre- packaged curriculum providers, and other individuals or entities that provides educational services to candidates in the program, including but not limited to coursework/curriculum, field supervision, advisement, and/or admissions.