CVTEA accreditation policies and procedures

Last update to this section: January 2024

Appendix E – Self-Study Submission Requirements, Documents, and Comprehensive Verification Materials

The purpose of the self-study is to:

  1. Provide the program with an opportunity to describe and evaluate its educational process in detail,
  2. Allow the program to take corrective action to improve its organizational efficiency and the quality of the educational services,
  3. Ensure that the program is properly oriented and prepared for a site visit, and
  4. Provide the site team with a complete and accurate description of all facets of the program.

The program must complete the Self-Study Instrument according to the instructions provided.

All Self-Study Reports and Comprehensive Verification Materials must be:

  1. Authored by the Program Director or Interim Program Director and reviewed and approved by any necessary institutional personnel.
  2. Concise, yet complete. Be judicious in the amount of material included in the report If you are unsure as to whether or not to include something, contact the AVMA office
  3. Submitted by the required deadline, no later, and no earlier, than 8 weeks prior to the site visit. Reports must include the most current data available. Self-study reports received after the required due date may result in a late fee of $250.

Summary of Self-Study Documentation

Name files per the File Name Nomenclature
All documents are to be uploaded to your self-study report (Instrument) in Armature

Standard 1 – Institutional Accreditation Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 1 Content
1-B 1-B Institutional Accreditor Letter Provide current accreditation status letter from your institutional accreditor
1-E1 1-E1-Institutional Accreditor Citation Letter
1-E1-Citation Resolution Letter		 If relevant provide documentation on Institutional accreditor e.g. citations and resolutions
Standard 3 – Organizational and Communications Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 3 Content
3-D 3-D-Organizational Chart Provide an organizational chart showing placement of the program
3-E2 3-E2-Advisory Committee Roster Provide a membership roster of the program advisory committee including email address and representation category; veterinarian, veterinary technician, veterinary supply industry, public, students
3-E3 3-E3-PAC Minutes-Date 1
3-E3-PAC Minutes-Date 2		 Provide minutes of the last two program advisory committee meetings
Standard 4 – Physical Facilities and Equipment Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 4 Content
4-B 4-B-room/location descriptor
Example: 4-B-Horse Barn		 Provide images and/or video of all off-campus primary learning facilities. Does not include externship/internship/preceptorship sites.
If the number of off-campus primary learning sites EXCEED 15 sites, then upload complete image sets for the 15 sites selected by the site visit chair. Sites will be selected based on species, practice type, and geographic location, to provide a cross section of sites. Consideration will also be given to the number of students visiting a site, with a preference for sites with a greater number of students visiting.
Video Image Guidance below.
4-B2 4-B2-equipment not owned descriptor
Example: 4-B2-Cattle Chute		 If relevant, provide images/video of required equipment not owned by the program. If uploading images of the cattle chute, provide images of all four sides.
Video Image Guidance below.
4-B6 4-B6 MOUs of all off-campus sites Example: 4-B6-ABC Clinic If relevant, provide copies of all in force MOUs.
If the number of off-campus sites EXCEED 15 sites, then upload complete image sets for the 15 sites selected by the site visit chair.
4-D1 4-D1-USDA Inspection Report Provide a copy of the most recent USDA inspection report
4-E1 4-E1-Emergency Plan Provide a copy of the program’s emergency plan
4-E2 4-E2-Safety signage descriptor
Example: 4-E2-eye wash station		 Provide images of safety signage (i.e. radiology, biohazardous waste, fridges, eye wash stations, hearing protection, etc.)
4-G1 4-G1-Rabies Policy Provide a copy of the rabies policy for students
4-G3 4-G3-Rabies Mitigation Policy Provide a copy of the rabies mitigation policy for students if students are not required to be immunized for rabies, or if waivers are allowed.
4-G4 4-G4-Aggressive Animal Policy Provide a copy of the program’s aggressive animal policy
4-G5 4-G5-Bites and Scratches Policy If different from Aggressive Animal Policy, upload a copy of the program’s management of bites and scratches policy
4-G6 4-G6-Student Pregnancy Policy Provide a copy of the program's student pregnancy policy
Video Image Guidance

Most newer iPhones (or android equivalent) provide video of sufficient quality, however, CVTEA recommends (1) using a 'gimble' stabilizer to allow for the smoothest video possible, (2) recording and uploading in the highest quality possible, and (3) making multiple, short videos. In each of your video tours, the site team will want to see (as applicable);

  • Facilities/ Building Tour
  • Animal housing and animal holding areas
  • Safety labelling and signage (Radiology, biohazardous waste, refrigerators, eyewash stations, etc.)
  • Secondary labelling (OSHA compliance)
  • SDS binder(s) or description of electronic access
  • Controlled substances storage, and controlled substances log
  • Radiology safety equipment (PPE, dosimetry badge storage)
  • Radiology equipment (fixed, portable, and dental radiology equipment)
  • Anesthetic monitoring equipment
  • Anesthesia machines
  • Surgical suite (s)
  • Clinical pathology equipment (blood analyzer machines, centrifuges)
  • Microbiology incubator
  • Required large animal equipment items
  • Cattle chute (with images of all four sites)
Standard 5 – Resources for Clinical Instruction Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 5 Content
5-E1 5-E1-IACUC Roster Provide a roster of your IACUC members indicating designated role (e.g. chair, attending veterinarian, public)
5-E3 5-E3-IACUC Minutes-Date 1
5-E3-IACUC Minutes-Date 2		 Provide copies of the minutes of the last two IACUC meetings
5-E3a 5-E3a-Whistleblower Policy Provide a copy of the program's whistleblower policy
5-E4 Begin each file name with “5-E4” followed by descriptor of choice Provide evidence of reporting to the Institutional Official for at least the past 12 months.
5-E5 Begin each file name with “5-E5” followed by descriptor of choice Provide copies of all animal care and use protocols
5-E7 Begin each file name with “5-E7” followed by descriptor of choice Provide copies of all signed MOU’s with animal resources and off-campus providers of clinical instruction
5-H2 5-H2-clinical services descriptor
Example: 5-H2-Animal Use Consent Form		 If relevant, provide documentation (consent forms, brochures, etc.) that describes how the program is informing clients that students will be working on pets
5-I Begin each file name with “5-I” followed by descriptor of choice Provide controlled substance log and/or mock controlled substance log
5-I1 Begin each file name with “5-I1” followed by descriptor of choice Provide documentation on how students are taught medical recordkeeping (an activity, lecture, or assignment)
5-I2 Begin each file name with “5-I2” followed by descriptor of choice Samples of medical records of canine and feline anesthetic or surgical patients (at least 2 of each, with personal information redacted)

Examples of horse, dog, cat, and dental radiographs completed by students (~3-6 of each species, for a total of 15-20 radiographs, completed within the last 12 months
Standard 6 – Library and Informational Resources Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 6 Content
6-E2 6-E2-Library Books-Periodicals Provide a list of titles of all books and periodicals including electronic holdings related to veterinary medicine
Standard 7 – Admissions Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 7 Content
7-G Begin each file name with “7-G” followed by descriptor of choice If applicable, upload program admission packet materials
7-G1 Begin each file name with “7-G1” followed by descriptor of choice If applicable, upload program brochures
7-G2 Begin each file name with “7-G2” followed by descriptor of choice If applicable, upload copies of any ‘technical standards’ used by the program for admissions to the program
Standard 8 – Students Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 8 Content
8-L 8-L-Student Handbook Provide a copy of the program’s student handbook
8-M 8-M-DEI Policy Provide a copy of the institution and/or program DEI policy
Standard 9 – Faculty Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 9 Content
9-M 9-M-Program Director Job Description Provide a copy of the job description for the program director
9-M1 Begin each file name with “9-M1” followed by descriptor of choice Provide copies of resumes of all program personnel assigned at least 25% time
9-M2 Begin each file name with “9-M2” followed by descriptor of choice Provide copy(ies) of license of the program’s licensed full-time equivalent (FTE) veterinarian along with institutional criterion of “full-time”
9-M3 Begin each file name with “9-M3” followed by descriptor of choice Provide copy of degree transcript and credential(s) (i.e. CVT, LVT, LVMT, or RVT) for full-time veterinary technician/nurse who fulfills the full-time requirement along with institutional criterion of “full-time”
Standard 10 – Curriculum Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 10 Content
10-D 10-D-Curriculum Sequence Provide the program curriculum showing suggested course sequencing
10-D1 10-D1-Course Catalog Descriptions Provide a brief catalog-style (outline) course descriptions that includes core veterinary technology courses and gen ed courses that are pre-requisite for the program. This is typically the course descriptions provided online or in the college catalog.
10-D2 10-D2-course title descriptor
Example: 10-D2-Anatomy and Physiology		 Provide course outlines for all veterinary technology courses as well as all gen ed courses and pre-requisites required to complete the program
10-D3 Begin each file name with “10-D3” followed by descriptor of choice Provide examples of course content (e.g. unit of instruction with lecture and laboratory components, exams). Include examples for one of the following: radiology, anesthesia, or surgical nursing
10-I Begin each file name with “10-I” followed by descriptor of choice Provide all standardized criteria used for the evaluation of essential skills
10-I1 Begin each file name with “10-I1” followed by descriptor of choice Provide two examples of completed essential skill assessments from recent graduates, with personal information redacted
10-L1 10-L1 Externship List Provide a list of all in use externship/internship/preceptorship sites indicating type of experience provided
10-L2 Begin each file name with “10-L2” followed by descriptor of choice Provide copies of all signed agreements/contracts with all in-use externship/internship/preceptorship sites
Standard 11 – Outcomes Assessment Documents
Self-Study Question

File Name Nomenclature
Blue text indicates self-descriptor of your choice/as appropriate

 Standard 11 Content
11-A 11-A-VTNE window date
Example: 11-A-VTNE Nov-Dec2019		 Provide copies of official CVTEA school report as provided by AAVSB for each testing period for the last five years.
Include ONLY two pages from each reporting window – the summary sheet of pass/fail and the domain results for your program’s first-time test takers.
11-E 11-E-State Exam date
Example: 11-E-State Exam July 2019		 If relevant and available, provide any state exam results
11-J1 11-J1-Survey Results descriptor
Example: 11-J1-Graduate and Employer Survey Results 2020		 Provide a summary of recent graduate and employer survey results. It is preferred that you summarize in one document; however, multiple documents are allowed.
11-N Begin each file name with “11-N” followed by descriptor of choice Provide samples of completed graduate and employer surveys
11-N1 Begin each file name with “11-N1” followed by descriptor of choice If available, provide samples of evaluations by preceptorship/internship/externship supervisors
11-N2 Begin each file name with “11-N2” followed by descriptor of choice If available, provide job placement information