Step-by-Step Guide to Completing Biennial Report

Reviews in SharePoint

Accreditation Department

June 2008

STEP 1- Find Website

• Enter the following address in web browser (save as a favorite for future use): http://aota.sharepointsite.com/default.aspx

Step 2- Select RAE Portal

Scroll down and click once on the RAE portal name

Step 2a - Select RAE Portal

Scroll down and click once on (More Links...)

Step 2b - Select RAE Portal

Scroll down and click once on the RAE portal name

STEP 3: Enter user name & password.

(If you are already a member of a SharePoint portal, such as ACOTE or PRODEC, it is the same.)

If you cannot log on?

• E-mail the helpdesk@aota.org

• Tell them that you are a member of the RAE SharePoint portal and you cannot log on.

• They will reset your password.

Step 4: click on “Shared Documents”

Step 5: Click on “Biennial Report Reviews”

Click on BR- Review Checklist (OT Doctoral, OT Masters, or OTA)

Click on OK

The BR Checklist will open as a word document.

Click on “Save As”

Identify location to save form on your computerand save

Return to shared documents and select BR-4M Form

Open the Form 4M and repeat the process of savingto your computer.

Complete your review of the report.

• Name the checklist:– BR Checklist-SCHOOLNAME-YourName.doc

• Name the BR Form4M– BR 4M-SCHOOLNAME-YourName.doc

Return to SharePoint and select the Biennial Report ReviewsFolder in the Shared Documents Section

Select your folder

Select Upload Document

Click on browse

Locate the file and click on open

Click on Save & Close

The file is now saved in your review folder- repeat the Process and save the BR 4M for the school.

Next Steps

• The two assigned reviewers are asked to collaborate on their findings.

• If consensus is reached, the ACOTE member will summarize the findings and prepare the motion form for the ACOTE meeting.

• If consensus is not reached, the findings will be summarized for discussion with a second ACOTE reviewer.

Timelines

• Post all completed checklists in the designated area of the RAE SharePoint portal (Biennial Report Reviews) by July 1, 2008.

• Collaborate with your assigned reviewer by phone or e-mail no later than July 11, 2008.

• ACOTE reviewers should contact Accreditation staff to request missing material from the PD prior to the ACOTE meeting.

• If the ACOTE review and RAE review are not in agreement, or if potential areas of noncompliance are identified, alert your ACOTE co-reviewer to log into SharePoint to review the comments and the Biennial Report in preparation for action at the August meeting by July 21, 2008 .

• ACOTE members are asked to bring all reviewer's reaction forms and any necessary backup with you to the meeting. Since we are meeting in DC area, staff will have all Biennial Reports available for reference as needed, so you don't need to pack them.

Reminder: Common options when completing the motion form:

1.No Further Information Required (in compliance).

2.No further information required, but note in action letter that the following item(s) will be tracked on future Biennial Reports: [cite area to be tracked].

3.Noncompliance cited regarding Standard(s) [cite Standard number(s)]. (cont…. Next slide)

4. Defer action on the Biennial Report...

Report incomplete. Does not add address item(s) [list missing items]. Completed report to be submitted on or before [indicate due date].

Or…

Additional information regarding the following item(s) needed to determine ACOTE action: [indicate additional information needed]. Requested information to be submitted on or before [indicate due date].

Questions??

Call us:

• Neil @ 800-877-1383 ext 2202

• Sue @ 800-877-1383 ext 2912