Prepare for a Site Visit?

The following items must be present at the facility. See Minimum Standard 2, Minimum Standard 6, and Minimum Standard 14. 

1. Prominently posted Complaint Procedure, Certificate of Occupancy/Business License, and current Certificate of Authorization*. 
   1. *Initial applicants will be notified that the Certificate of Authorization is required to be posted once issued.
2. Adequate and sanitary space for instructional and non-instructional areas. 
   1. Proper lighting and HVAC-equipped facility
   2. Instructional areas fully set up to deliver the program (based on the programmatic content, number of students, instructional modality, and equipment needs)
   3. Necessary equipment and materials based on the type of programming being offered (I.e., allied health-related programs, trades programs, etc.)
   4. Restrooms, offices, lounges, storage and maintenance rooms. 
3. Protocol to ensure safety is maintained. 
   1. First Aid/Emergency medical equipment
   2. Campus security measures
   3. Fire extinguishers
4.  Student records are stored digitally/remotely via cloud storage, or a second copy is stored off-site. 
   1. If paper files are temporarily maintained, they must be kept in secure, fireproof storage pending transfer to a permanent digital file.

Hybrid-Online Programs must have a Learning Management System with the following available for review. See Minimum Standard 2, Minimum Standard 14, and GNPEC's Hybrid-Online Guidelines. 

• Curriculum platform through which the students and faculty communicate, give and receive instruction, submit work, and provide feedback
• Complaint process clearly marked for students to access
• 24-hour technical support available
• Adequate online security protocols

These should be available for review during the site visit.* See Minimum Standard 1.

1. Certificate-granting institutions have lesson plans available for each course taught in a program of study.
2. Exit criteria are established for determining successful completion of coursework. 
   1. Exams, assignments per the syllabus or course equivalence, and externship requirements (if applicable to the program(s)) 
3. Instructional materials pertinent to the course offerings, such as textbooks, resource materials, and equipment.

*Renewal applicants are expected to provide the number of currently enrolled students. 

The following are expected at the facility. See Minimum Standard 2.

• Resources (libraries, texts, electronic resources, laboratories, computers, internet access, research databases, any materials that support a student’s educational experience) that are always easily and readily accessible to students and faculty
• Resource materials appropriate to the courses of study and their respective education levels
• Resources are managed by a qualified person who orients, trains, and assists students and faculty in their usage

The following should be available for review, if any have been submitted. See Minimum Standard 14. 

• Records of submitted complaints and resolutions are that are in line with the posted complaint procedure.

The following must be available for explanation or review. See Minimum Standard 4.

• Institution maintains extensive, ongoing list of employer contacts/employment opportunities* for students within the career field of education/training. 
  • *Initial applicants will be notified that employer contacts/employment opportunities are required to be developed for students and future renewal visits.
• Institution has established procedures for placement assistance such as resume preparation, interview skills, job searches, etc.
• Institution has developed plan for gathering and recording placement information of students for a minimum of one year after the completion of their coursework

NOTE: Unaccredited institutions must submit the Student Outcome Data Report and Graduated Student Lists annually and provide the GNPEC Student Disclosure Form to each student at the time of enrollment. Expected benchmarks for placement will be communicated by the RS.

The following must be available for explanation or review. See Minimum Standard 1.

• Plan to determine the effectiveness of the institution, and each program is available for review
• Evidence of periodic evaluations to determine long-range and general effects of instruction (ex. student & faculty surveys, graduation rate, and placement information)*
  • *Initial applicants will be notified that evaluations are required to be developed and recorded.

NOTE: Unaccredited institutions must submit the Student Outcome Data Report and Graduated Student Lists annually. Expected benchmarks for graduation and placement will be communicated by the RS.

The following should be available for review at the time of the visit or scheduled to be reviewed separately with the RS. See Minimum Standard 3.

Faculty Overview

• Number of full-time faculty/instructors employed for authorized programming
• Number of part-time faculty/instructors employed for authorized programming

Faculty/Instructor Records Review*

Records will be randomly selected by the GNPEC Specialist to review the following. 

*Initial applicants will be notified of these faculty/instructor records requirements for future renewal visits.

• Faculty/Instructor Name
• Field of Expertise
• Proof of Education/Training to demonstrate the person meets Minimum Standard 3. (Transcript/Diploma, Previous Employment Verification, Current Licensure or Certification if applicable)
• Proof of Employment (Contract, Offer Letter, etc.)
• Proof of Institutional Orientation (signature page of employee handbook/institutional rules & regulations)

The following should be available for review at the time of the visit or scheduled to be reviewed separately with the RS. Records should be randomly selected by the GNPEC Specialist.

Student Records Review*

*Initial applicants will be notified of these student records requirements for future renewal visits.

• Student Name
• Status (Current, Graduated, Withdrawn)
• Program Name

Admissions Record

• Proof of Previous Education (Highschool Diploma, GED, Transcript)
  • May include entrance exam results, if required
• Enrollment Agreement (or Equivalent)
• GNPEC Student Disclosure Form (Unaccredited Institutions Only)

Academic Records

• Transcript (Graduated & Withdrawn students)
  • Current students should have access to assignment grades
  • Graduated students should have access to their certificate of completion/diploma
• Attendance Record (Current Students)

Financial Records

• Ledger (including source, charges, credits, and balance)

Withdrawal Record (for withdrawn/dropped/terminated students only)

• Withdrawal Form (or equivalent) demonstrating both:
  • The reason for not completing the program
  • Refund calculations based on the withdrawal date