COMMUNICATIONS Communications to visiting team members and the institution requesting accreditation can be made by letter e mail telephone or any combin

Document Sample
COMMUNICATIONS Communications to visiting team members and the institution requesting accreditation can be made by letter e mail telephone or any combin Powered By Docstoc
					                                        COMMUNICATIONS

Communications to visiting team members and the institution requesting
accreditation, can be made by letter, e-mail, telephone, or any combination
of the three (3). The importance is not necessarily on the method of
communication as much as it is on the timeliness and content of the
communication. (See the Team Chair Checklist for timeframes.)

The following pages contain sample letters, memos, and/or forms that can be
used by the Team Chair for all of the situations where communication is
required, before and after the campus visit. These are only samples. The
Team Chair can use these as they appear, by filling in the blanks with
appropriate information, or can feel free to adapt to his/her own writing
style.

All written communication should be done using official stationary supplied
by the Association of Technology, Management, and Applied Engineering
(ATMAE).




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(Sample Telephone Call)                                    Introductory Telephone Call
                                                           to Institution Upon Receiving
                                                           Formal Assignment

First communication, by telephone, to the designated contact person, as
means of introduction:

    1. Briefly go over information on the “Request for Accreditation” and
       the ”Notification of Team Assignments” forms.

    2. Ask the status of the Self-Study Report and answer any questions they
       might have.

    3. Inform them of next steps, as they concern the visiting team, and
       indicate to them when they can expect to hear from you again.




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(Sample Letter/Email)                                      Institution After Initial Telephone
                                                           Conversation


Date

Address Block

Dear _______________,

As a follow-up to our telephone conversation, I am submitting this letter as it relates to
your ATMAE accreditation site visit scheduled for ______________________. This letter
addresses critical pre-visit and on-site activities. It is most important that the institution
contact person adhere to this request in order that the on-site visit will be a success.

                                                     Pre-Visit

    1. The ATMAE travel agent has made reservations for us at the
       ___________________ Motel for _____________________. We will pay and be
       reimbursed by ATMAE.

    2. Per our conversation, we will rely on the college/university to provide
       transportation while we are in _____________________. I will contact you with
       the arrival times, in the near future.

    3. Please send each of us a copy of the college/university catalog and any other
       information used to describe and/or publicize the Industrial Technology programs
       at __________________________.

    4. We also need you to develop an on-site agenda for Sunday (or Wednesday)
       evening, Monday (or Thursday), and Tuesday (or Friday) morning,
       ________________ (list dates). For Sunday (or Wednesday) evening, it is
       important that the team visit with you to outline the objectives of the visit, review
       which materials should be made available, confirm and/or modify the on-site
       schedule, discuss preliminary concerns as a result of our review of the Self-Study
       Report and to interview you.

I recommend we also tour all IT facilities that Sunday (or Wednesday) evening. (or it can
be done early Monday (or Thursday) morning) Any other activities for Sunday (or
Wednesday) are left to your discretion. During the day on Monday (or Thursday) and on
Tuesday (or Friday) morning, we will need to visit and interview the following persons or
their representatives, either as a group or as individual members of the visiting team.

         A. President (if available)                                     Team
         B. Vice-President for Academic Affairs                          Team
         C. Dean                                                         Team



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         D. Department Chair (if applicable)                      Team Member
         E. Librarian                                             Team Member
         F. Budget Director                                       Team Member
         G. Student Groups (at least 2)                           Team Members
         H. Physical Plant Director                               Team Member
         I. All Faculty in Programs Being Reviewed                Team Members
         J. A representative of Student Services                  Team Member
         K. Representative of Placement Services                  Team Member
         L. Admissions Director                                   Team Member
         M. Person in Charge of Program Assessment                Team Member
         N. Dean/Chair of Department Offering Support             Team Member
            Classes for Industrial Tech. Majors
         O. Computer Support Personnel                            Team Member

It is left to you to coordinate the time and place of each interview. We will also need to
visit with members of your program advisory committee(s), employers of recent program
graduates and program graduates, or have telephone numbers available for us to call.

There should be time for us to drop in on classes to observe, but not interrupt
classroom/lab activities. Usually a classroom schedule is provided to the ATMAE
Visiting Team when we arrive on-site. The overall on-site schedule shall also include
time for team members to review on-site display materials, such as:

         A. All course syllabi
         B. Textbooks and reference books used in all courses in the programs being
            reviewed.
         C. A sampling of student assignments (projects)
         D. A sampling of student examinations
         E. A sampling of student graded work.
         F. A Faculty Handbook
         G. A copy of the institution Policy Manual
         H. Marketing materials
         I. Any other materials that will help in our review of the program(s)
         J. Advisory Committee policy and minutes of past meetings

Finally, an informal exit interview time should be set between ________and ______pm.
on Tuesday (or Friday). This report is made to the highest administrative person available
1. (usually the President), contact person, program head, chief academic officer, and
anyone else you or the President feels should be there. This session usually last for about
20 minutes. In final preparation for that meeting, we will need team time of about on hour
before the meeting to complete preparation for that exit interview.

On-Site

    1. Please provide a team resource room that has a telephone and computer with
       internet access, if possible. All of the reference materials (syllabi, textbooks,



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         graded student work, etc.) should be on display in this room. We, or someone, on
         your staff, should be able to secure the room to ensure confidentiality and
         protection of the materials on display.
      2. Usually the contact person will provide campus maps, guides or escorts for team
         members as we move to visit individuals around the campus.

      3. We can take care of our own lunches, or meals can be a part of meetings
         scheduled by the contact person. If a dinner or reception is scheduled for Sunday
         (or Wednesday) evening, it should end by 8:00pm in order that the team will have
         time to review its work and make adjustments for Monday (or Thursday)
         morning. Please do not schedule social events that will involve the visiting team
         anytime after Sunday (or Wednesday) evening.

      4. We ask the contact person to be flexible during our visit, as we might need
         additional information or materials, or we may have to modify the schedule, as
         may be required to make our visit more meaningful.

I have tried to cover our needs and address concerns with this letter. If, however, you
have questions or concerns, please do not hesitate to call or e-mail me. I will follow-up
with you when we are close to the time for the visit.

We look forward to our visit to ____________________________ and a successful on-
site process.

Sincerely,


___________________, Chair
ATMAE Accreditation Team

Cc:      ______________________, Team Member
         ______________________, Team Member




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(Sample Letter/Email)                                             Team Member Initial Contact


Date

Address Block

Dear ________________,

I have received our formal assignment to conduct a ATMAE Accreditation Visit to
________________________________ on ____________________________. I have
had a telephone conversation with ______________________, our local contact. They
are in the final stages of Self-Study development and feel assured that they will have it to
us within 30 days of our scheduled visit.

I will be in contact with you again when I receive, and have made a brief review of the
Self-Study.

I look forward to working with you on this very important assignment.

Sincerely,


_________________, Chair
ATMAE Accreditation Team




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(Sample Letter/Email)                                             Institution Upon receipt of
                                                                  Self-Study Report


Date

Address Block

Dear _________________,

I have received your Self-Study Report and have made one quick review of it. I commend
you on submitting a very attractive report that appears complete and easy to read. As
soon as I more thoroughly review the Report, I will e-mail you a tentative on-site agenda
that will include the names of individuals and groups we will want to interview while on
campus, along with a list of materials we will need to have available for review.

I have talked to the other team members. They too have received the Self-Study and also
their travel arrangements. We all look forward to our assignment at ________________
___________________________.

You should be locating a team resource room that we can call “home” for the duration of
our visit. We need a room to spread out materials for review, write, and have the privacy
to discuss issues and other pertinent information as we draw conclusions and consider
levels of compliance for each of the ATMAE standards for accreditation.

I know it will be helpful to us, and I think to you also, if we could plan to meet together
for dinner on _________________ evening. I would recommend at least you, program
heads and possibly some from your administrative team try to attend. This would provide
the opportunity to discuss changes in the on-site schedule that may become necessary and
also the opportunity for questions on various aspects of the accreditation process that
others may have. If nothing else, it is a good opportunity to meet one another before we
start the on-site activity. We can talk about this later.

This is the first of several communications we will have. The team will continue its
preparation for the visit and we all look forward to being with you in ______________
________________ on __________________.

Sincerely,


__________________. Chair
ATMAE Accreditation Team




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(Sample Memo/Email)                                                     Team Members upon
Receipt
                                                                  of Self-Study Report


TO:                (Team Members)

FROM:              (Team Chair)

DATE:

RE:                Accreditation Visit to __________________________

The following is information pertaining to our visit to _________________________ on
__________________________.

Team Travel:

 I have received copies of travel arrangements for each of you from the travel agency in
Ann Arbor, Michigan. We should all be checked into the ____________________ motel
located at __________________________ by 5:00pm when I have scheduled our first
team meeting. I will be checked into the motel by 2:30pm.

The Self-Study Report:

If you have not received your copy of the Self-Study Report, please call me immediately
at _______________. I have conducted my initial review of the Self-Study and it appears
that guidelines have been followed and requested information has been presented, either
in the report narrative or the appendices.

I suggest that as you conduct your review that you (1) read each standard carefully, (2)
read each response to standard carefully in relation to everything the standard is asking
for, (3) review documentation supplied in the appendices, and (4) “post-it-note” any page
where you might have questions. We will discuss these when we get together on ______
_____________ evening. This will help to give us direction as we prepare to conduct
interviews.

Tentative On-Site Agenda:

The following is a very tentative plan for our time in _____________________. I have
not discussed this with ____________________, our local contact, but will do so very
shortly. I have put this together based upon information he supplied in the Self-Study.
This will be used as a base for discussion with him/her, and also give you some idea of
how full our days on campus will be.



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                              Tentative Agenda and Interview Schedule
                                           (Sample)

                                                                  TM=Team Member
                                                                  TC=Team Chair

                                                       Day #1

5:00pm             Team Meeting                                   TC’s Room
6:00pm             Dinner                                         Team and College Personnel
7:30pm             Team Work Session                              TC’s Room

                                                       Day #2

8:00am             Leave Motel for College
8:30am             Welcome and Campus Tour
9:00am             Student Group #1                               TC and TM-1
                   Student Group #2                               TM-2 and TM-3
9:45am             Team Meeting                                   Resource/Work Room
10:00am            _______________ (Design Tech)                  TM-1 and TM-3
                   Check Resource Materials                       TC and TM-2
10:30am            _______________ (Electronics Tech)             TC and TM-3
                   _______________ (Electronics Tech)             TM-1 and TM-2
11:00am            _______________ (Manufacturing)                TC
                   Team Meeting                                   TM-1, TM-2 and TM-3
11:15am            _______________ (Manufacturing)                TM-1
                   _______________ (Manufacturing)                TM-3
                   _______________ (Manufacturing)                TM-2
11:30am            _______________ (Manufacturing)                TC
12:00 noon         Lunch
1:30pm             Tour Off-Campus Facilities                     Team
2:30pm             Advisory Committee Members                     Team
3:15pm             Material Review and Writing                    Team (Resource Room)
5:30pm             Return to Motel
6:00pm             Dinner and Private Time
8:00pm             Team Work Session                              TC’s Room

                                                       Day #3

8:00am             Check out and leave Motel
8:30am             _______________, Librarian                     TM-1
                   _______________, Placement Office              TM-2
                   _______________, Dean/Academic Affairs         TM-3
                   _______________, Dean/Student Affairs          TC
9:00am             _______________, Div. Chair, Budgets           TM-2 and TM-3
                   _______________, President                     TC and TM-1



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9:30am             _______________, Div. Chair, Dist. Learn.      TC
                   Follow-up Interviews                           TM-1, TM-2 and TM-3
10:00am            Writing and Material Review                    Resource/Work Room
12:00 noon         Working Lunch (?)
1:30pm             Writing and Material Review                    Resource/Work Room
3:00pm             Exit Interview

As you can see, we are going to be very busy. We have a very important job to do and not
a lot of time to do it, but we will get it done and have the report in rough draft form,
before the exit interview. You will have work piled up when you return home, so you
don’t need report writing responsibilities added to other tasks.

If you need to talk to me about any of this, please call me at ____________________, or
e-mail me at _______________________. I will be in contact again before the visit.

Again, I look forward to working with each of you on this project!!




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(Sample Memo/Email)                                                     Final Team Member
Contact
                                                                  Before On-Site Visit


TO:                (Team Members)

FROM:              (Team Chair)

DATE:

RE:                Accreditation Visit to _________________________

This will be my last formal communication to you before we meet in ______________
______________ on ____________________. Please contact me if you feel the need.

Lodging:

The ___________________ Motel is located at ______________________. Reservations
have been made in your names. You will be responsible for paying your lodging
expenses. ATMAE will reimburse.

Travel Expenses:

Please keep receipts for all visit related expenses, from the time you leave home until
your return. ATMAE is very good about accepting our word, should we forget to get 1 or
2, but it is helpful if we submit them with our expense request.

Report Writing Responsibilities:

Some Team Chairs make writing assignments to individual team members before the on-
site, and it works well for them. I have never done that. As we progress through the
process, of course standards will be assigned to individual team members for final writing
of the team response. We will all have our share, or more. We will have a “full draft” of
the report completed before we leave ________________________, and then you won’t
have to be concerned about it when you return home------and I won’t have to be
concerned about getting your written work, once we leave ______________________. If
you can bring a laptop computer, for writing activity, it will be very helpful.

Revised On-Site Agenda and Interview Schedule:

After my review of the Self-Study Report, I contacted ______________________, our
local contact with questions and a couple of suggestions, which have resulted in changes
to the schedule that I previously sent to you. Discard the schedule sent previously!! The
following is our latest on-site schedule.




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                               On-site Agenda and Interview Schedule
                                             (Sample)


                                                                          TM=Team Member
                                                                          TC=Team Chair

Day #1

5:00pm             Team Meeting                                   TC’s Room
6:00pm             Dinner                                         Team and College Personnel
7:30pm             Team Work Session                              TC’s Room

Day #2

8:00am             Leave Motel for College
8:30am             Welcome and Campus Tour
9:00am             Student Group #1                               TC and TM-1
                   Student Group #2                               TM-2 and TM-3
9:45am             Team Meeting                                   Resource/Work Room
10:00am            _________________, (Design Tech)               TM-1 and TM-3
                   Check Resource Materials                       TC and TM-2
10:30am            _________________, (Electronics Tech)          TC and TM-3
                   _________________, (Electronics Tech)          TM-1 and TM-2
11:00am            _________________, (Manufacturing)             TC
                   Team Meeting                                   TM-1, TM-2and TM-3
11:15am            _________________, (Manufacturing)             TM-1
                   _________________, (Manufacturing)             TM-3
                   _________________, (Manufacturing)             TM-2
11:30am            _________________, (Manufacturing)             TC
12:15pm            Lunch
1:30pm             Tour off-campus facilities                     Team
2:45pm             Team Meeting                                   Resource/Work Room
3:00pm             _________________, Div. Chair, Articul.        TC and TM-2
                   _________________, (Div. Chair, Gen Ed.        TM-1 and TM-3
3:30pm             Material Review and Writing                    Resource/Work Room
5:30pm             Return to Motel
6:00pm             Dinner and Private Time
8:00pm             Team Work Session                              TC’s Room

Day #3

7:00am             Advisory Committee Breakfast                   Motel
8:00am             Check out and leave motel
8:30am             _________________, (Librarian)                 TM-1
                   _________________, (Placement Office)          TM-2



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                   _________________, (Dean/Stud.Affairs) TC
                   _________________, (Dean/Acad. Affairs) TM-3
9:00am             _________________, (Div. Chair, Budgets) TM-2 and TM-3
                   _________________, (President)           TC and TM-1
9:30am             _________________, (Div. Chair, Dist.Learn)TC
                   Follow-up Interviews                     TM-1, TM-2 and TM-3
10:00am            Material Review and Writing
12:00 noon         Lunch (?)
1:30pm             Report Writing
3:00pm             Exit Interview


I am really pleased with the Self-Study. Remember that our sole purpose for going to
________________________ is to validate the institutional Self-Study Report.

Again, I look forward to working with each of you!!

See you in _______________________!!!




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(Sample Letter/Email)                                             Team Member with Draft Report
                                                                  (within 2 weeks after visit)


Date

Address Block

Dear __________________,

Enclosed is the “draft” of our Accreditation Report for __________________________.
Please review, carefully, our team response to each of the standards. Does it say what we
want to convey to the institution and the ATMAE Board of Accreditation? Are our
findings of compliance, partial and/or non-compliance correct? Are we still in agreement
on our recommendation to the Board of Accreditation?

Please contact me within1-week of your receipt of the report, with your comments,
questions and/or concerns. Contact me by telephone at ____________________,
electronically at ___________________________ or in writing at the following address:

                                       ____________________________
                                       ____________________________
                                       ____________________________

Your review and reply within the time requested will allow me to make any required
changes and send the “draft” to ____________________________ for their review
within the established timeframe required by ATMAE.

I would like to thank you for your contributions to our team effort, and for your
commitment to the National Association of Industrial Technology (ATMAE).

Sincerely,


___________________, Chair
ATMAE Accreditation Team




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(Sample Letter/Email)                                             Institution with Draft Report
                                                                  After Review by Team Members


Date

Address Block

Dear ___________________, (Institution Contact Person)

Enclosed is the “draft” of our Accreditation Report for the Industrial Technology
programs at ___________________________.The other team members have reviewed
the report and feel that, based upon our analysis of you Self-Study, material reviewed,
and interviews conducted, our findings are accurate and we are recommending ______
________________________ to the ATMAE Board of Accreditation.

Please review this “draft” carefully for any factual errors we may have made, and
respond to me within 2-weeks after your receipt of the report. You may contact me by
telephone at ___________________, electronically at ________________________ or in
writing at the following address:

                                       ________________________
                                       ________________________
                                       ________________________

After I have received notification of errors in factual information from you, I will finalize
the report and forward copies to the ATMAE national office, your institution, and the
other visiting team members.

I would again like to thank you and your staff for the fine hospitality and overall
reception we received while performing our tasks on your campus. Everyone involved
was very open and helpful to our effort.

Sincerely,


___________________, Chair
ATMAE Accreditation Team




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(Sample Letter/Email)                                             Team Member with Final Report


Date

Address Block

Dear __________________,

Enclosed please find a copy of the National Association of Industrial Technology
(ATMAE) Accreditation Final Report sent to President ______________________ at
___________
___________________________, and the ATMAE national office.

 As Team Chair, I again want to express my sincerest thanks to you for your professional
assistance and contributions to our work as the ATMAE Accreditation Team for
_________
___________________ (college/university). For me, and I hope for you also, it was a
very enjoyable and professionally rewarding experience. Your prompt attention to the
details and requests inherent to this task were most appreciated.

On behalf of ATMAE, please accept my sincere thanks and compliments for a job well
done. Best wishes and good luck to you in both your career and your professional
participation in the National Association of Industrial Technology (ATMAE).

Sincerely,


__________________, Chair
ATMAE Accreditation Team


Enclosure




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(Sample Letter Not Email)                                         Final Report to Institution
                                                                  President, Chancellor, etc.
Date

Address Block

Dear ___________________,

It was indeed my pleasure serving as Chair of the accreditation team to_________
_________________ representing the Association of Technology, Management, and Applied
Engineering (ATMAE). On behalf of ATMAE, visiting team members
_______________________and _______________________, and myself, please accept our
sincere thanks for the hospitality and courtesy we were afforded by all staff, students, faculty, and
administrators during our visit last _______________________. They should all be commended
for their efforts.

Enclosed, please find a copy of our report to the ATMAE Board of Accreditation for your review
and files. The Board will act on the team’s recommendation in its upcoming meeting on
____________________in ____________________ during the ATMAE Annual Conference. It is
our hope that the faculty of the Industrial Technology programs reviewed, and the administration
of the department use our report as a means to further strengthen their fine academic program,
and to contribute to its development and progress. If upon reviewing the final report, your
institution wishes the Board to review brief written materials related to the report’s factual
accuracy, such material must be sent to the Association of Technology, Management, and
Applied Engineering Executive Director forty-five (45) days prior to the Board of Accreditation
meeting. This meeting will be held ____________, in ________________.

An institution may petition for review of an adverse decision (Non-Accreditation) if the
institution feels the board and/or the visiting team failed to follow stated procedures; failed to
consider all the evidence and documentation presented in favor of an institution’s application;
acted erroneously by disregarding accreditation standards; or if a visiting team member was
guilty of bias.

Finally, _________________________ should be congratulated for seeking the accreditation of
the Industrial Technology program by the Association of Technology, Management, and Applied
Engineering (ATMAE). If you have questions, or if I can be of further assistance and service to
you, do not hesitate to contact me.

Sincerely,

___________________________
Chair, ATMAE Accreditation Team


Cc: _________________, Chair, Board of Accreditation
   _________________, Executive Director, ATMAE
   _________________, Visiting Team Member
   _________________, Visiting Team Member



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(Sample letter not email)                                           Final Report to Institution
                                                                    President, Chancellor, etc.
Date

Address Block

Dear ______________,

Enclosed, please find the Association of Technology, Management, and Applied Engineering
(ATMAE) Accreditation Report for the Industrial Technology program at ______________
________________________. The ATMAE Accreditation Team visited you campus on
_____________________. The Accreditation Team was very impressed with the quality of
people working at ______________________________ and the attractiveness of the facilities and
campus.

The Accreditation Team is recommending __________________________to the ATMAE Board
of Accreditation, which will be meeting at the ATMAE conference this fall. If upon reviewing the
final report, your institution wishes the Board to review brief written materials related to the
report’s factual accuracy, such material must be sent to the Association of Technology,
Management, and Applied Engineering Executive Director forty-five (45) days prior to the Board
of Accreditation meeting. This meeting will be held ____________, in ________________.

An institution may petition for review of an adverse decision (Non-Accreditation) if the
institution feels the board and/or the visiting team failed to follow stated procedures; failed to
consider all the evidence and documentation presented in favor of an institution’s application;
acted erroneously by disregarding accreditation standards; or if a visiting team member was
guilty of bias.

The Accreditation Team’s recommendation will be acted upon at the Board of Accreditation’s
Annual Meeting to be convened in ________________________ on____
___________________. You, or your representative, should plan to attend the Board meeting
where you will have the opportunity to briefly address the Board. Details regarding the meeting
schedule will be sent to you once the convention program is completed.

On behalf of _____________________ and ______________________, who served with me on
the Accreditation Team, I wish to extend our most sincere thanks and appreciation for the
hospitality and courtesy extended to us by your students, administrators, faculty and staff. Our
association with the _________________________ was an enjoyable and rewarding professional
experience. For you and the Industrial Technology programs, we wish the very best and
continued success in the pursuit of your mission.

Sincerely,

____________________, Chair
ATMAE Accreditation Team

Cc. ___________________, Executive Director
    ___________________, Visiting Team Member
    ___________________, Visiting Team Member




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(Sample Letter not email)                                           Final Report to Institution
                                                                    President, Chancellor, etc.
Date

Address Block

Dear ________________,

It was a pleasure serving as Chair of the ATMAE Accreditation Team that visited your campus
on _______________________. The faculty of the Industrial Technology Department was very
responsive in providing us the information and materials we needed to complete our report. I
want to especially thank ___________________ for his (her) efforts leading up to, and during,
our visit.

Enclosed is a copy of our final team report to the ATMAE Board of Accreditation. The Board
will meet on _____________________ in _______________________ at the ATMAE annual
conference. . If upon reviewing the final report, your institution wishes the Board to review brief
written materials related to the report’s factual accuracy, such material must be sent to the
Association of Technology, Management, and Applied Engineering Executive Director forty-five
(45) days prior to the Board of Accreditation meeting. This meeting will be held ____________,
in ________________.

An institution may petition for review of an adverse decision (Non-Accreditation) if the
institution feels the board and/or the visiting team failed to follow stated procedures; failed to
consider all the evidence and documentation presented in favor of an institution’s application;
acted erroneously by disregarding accreditation standards; or if a visiting team member was
guilty of bias.

You should plan to have a representative at the meeting. In addition to having the opportunity to
briefly address the Board, there may be questions that members of the Board would like to
address to the college representative. The Board will take action on the team’s recommendation at
this meeting. The schedule for the hearings will be sent to you approximately 60 days before the
meeting.

If I can provide additional information about the report or procedures to be followed by the
Board, please contact me.

Sincerely,


___________________, Chair
ATMAE Accreditation Team


Cc: ________________, Executive Director
    ________________, Visiting Team Member
       ________________, Visiting Team Member




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Description: Formal Dinner Sample Letter document sample