Application Process Page 1 of 12. Application Process

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1 Page 1 of 12 Application Process Login Initiate an Online Application Process Payment of Application Fees Uploading Required Documentation Cloning Unlocking Program Related Applications Initial Grant of Accreditation and Additional Location Application Process Initial Applicant Registration Process Initial Applicant Web-Based Application Initial Applicant - Registration Details Initial Applicants Web-based Application Detail For Further Assistance

2 Login Application Process Page 2 of 12 From the ACICS member portal ( click on Login and enter the username and password for the corporate, main campus or additional location. HINT: If you login using corporate credentials, you can act on behalf of any institution (main and additional location) within that corporate hierarchical structure. If you login using a main campus credentials, you can act on behalf of the main and the additional locations (formerly referred to as branch campus). If you login using an additional location credentials, you can act on behalf of that campus only. You must act on behalf of an institution or corporate to obtain authority to initiate an application. Individual account credentials will not give access to application activity. HINT: If you reset credentials, you MUST enter the unique address associated with the account you are attempting to access. The unique addresses are created and managed by the member institution, not ACICS. Each record, whether individual, corporate, main, or additional location, MUST have a unique address. No duplicates allowed.

3 Page 3 of 12 Initiate an Online Application Process Click Here Applications are displayed in alpha order horizontally across the top of the grid. Main and additional locations are displayed vertically on the left side of the grid. Campus Application Select the application and campus and using the up and down arrows, enter the quantity of applications you wish to initiate for the campus. The details of the order will display on the bottom of the page. Click Proceed to confirm your order. Review, confirm, and print the order. Click OK to proceed to the checkout screen.

4 Payment of Application Fee(s) Complete a final review of the order, and click Checkout to enter the credit card information required to pay the application fee(s). Application Process Page 4 of 12 If the total order is over $40,000, a Bill Me feature will be triggered. This allows the member to proceed with the application process and to submit the fees via check. If this method is chosen, attach a copy of the order to the check to ensure accurate accounting. Uploading Required Documentation Return to the main membership page and click In Process Applications Click Here Click OK to view the applications in process status with ACICS Note: INITIAL applications and ADDITIONAL LOCATION applications are unique and will be described under Initial / Additional Location Application instructions at the end.

5 Page 5 of 12 Click one Click on an application type to move to the next screen. Note: The incomplete Number is a record of how many applications remain in process status. If a visit is required before final inclusion is awarded, certain applications will remain in process until the Council grants final inclusion. To upload a document, click the checkbox under the application type. Click the green square (it will display a check mark and turn yellow when selected) and click Browse. A browser window will open. Locate the document to be uploaded and open or attach the file. The name of the file will display in the field below. Click Upload. The system only allows for one document to be uploaded at a time.

6 Cloning Application Process Page 6 of 12 Although only one document can be uploaded at a time, the system does contain a cloning feature which allows a single document to be duplicated (cloned) and sent to multiple campuses when uploaded. Select multiple campus locations listed under a specific document simultaneously and click Browse. When the document is linked and the user hits Upload, the identical document will be sent to the applications for all campuses selected. Caution: This feature may be triggered inadvertently and documents submitted to the electronic document management system (EDM) are permanently archived. Make certain that the document you intend to send to all campuses selected is identical in content and that all campuses are referenced on the document, if required. Once a document has been uploaded, the square will turn red. Unlocking Program-Related Applications New program, non-substantive program modification, and substantive changes to existing program applications require a program name to be entered before a document can be uploaded. A lock in the box indicates a program name is required. Click on the text Prog to the immediate right of the campus detail and a larger box will display. Enter a program name and OK. The lock will disappear and the box will display green. You can now upload documents to this specific application at this specific location.

7 Initial Grant of Accreditation and Additional Location Application Process Application Process Page 7 of 12 An Initial Grant of Accreditation or Additional Location application process involves creating an account and completing a web-based application vs. a paper form uploaded as described above. A more detailed description of the steps to the process for these applications is provided on our main Web site at / Accreditation tab / Applications and Forms / Initial Applicant Application or Additional Location Initial Applicant - Registration Process The first step in the initial applicant or additional location application process involves creating an institution account. On our public Web site, click Create an Account and enter a unique address for the institution. This cannot contain a personal name or be a duplicate of an associated with an existing ACICS account. After entering the , username and password, select the Institution Account link and complete the registration information requested. Upon completing the Institution Account, create an Individual Account for the onsite administrator (if no account currently exists), and a Corporate Account (not required for additional locations). Send an to ACICS (see Web instructions for the specific account address) informing staff that you have completed the registration for an additional location or as an initial applicant. The registration information will be reviewed and the account created activated. A notification to proceed will be sent to the account used for the new account. NOTE: New applicants do not have access to applications until staff review the registration information and activate the account. The Registration Detail for New Applicants section of these instructions discloses the registration questions. Upon receiving confirmation from ACICS staff to proceed, login using the new account credentials, select Online Applications and initiate the initial application or additional location application through payment of the fee. (see section above) Initial Applicant - Web-Based Application After submitting payment for the initial application or additional location application fee, select In Process Applications. Click Here There will be a single application for this account (either the additional location application or the initial applicant). These applications will be identified as a FORM, indicating a web-

8 Page 8 of 12 based, interactive application process. Check the spelling of the data submitted as this information will go directly into the ACICS database. Below are screen prints of the registration and initial accreditation application form. The Initial Accreditation form is used by the initial applicants and the additional location. When the web-based application FORM has been completed, return to the main page of the membership Web site and select In Process Applications. The screen will now display the remaining documents required to complete the application process. Initial Applicants - Registration Detail When creating a new institution account, the following questions will be asked. The process requires that each question has a response or an error message will appear on the first page. Therefore, if the question is not relevant to the situation, enter 0 if a number field, or N/A if a text field. When complete with page 1 and 2, click CONTINUE to advance to the next page. Institution Registration Page 1 Official name of institution Physical address and mailing address (if different from physical) Telephone, fax, & URL Institution Registration Page 2 Onsite Administrator s name, title and address Chief Executive Officer s name, title and address

9 Page 9 of 12 Credentials offered at the institution (Press CTL + click to select multiple items) All non-main locations Name, address and phone Corporate type Date the institution was originally established and the date the institution was established under current ownership Do you participate in a federal financial aid program Do you offer distance education activities Unit of credit awarded by the institution REMINDER: All initial applicant non-main locations must also register and create an account with ACICS. Institution Registration Page 3 Personnel Number of FT and PT administrative staff Number of FT and PT faculty Number of FT and PT faculty with bachelor s degree, master s degree and doctorate degree Number of admission s representatives Students Is high school graduation required (Y/N) Enrolled students FT, PT, TOTAL and enrollment for DAY, EVENING, and ONLINE Total number of graduates that have graduated within the past Annual Institutional Report year (July 1 to June 30) Total graduates are captured by degree level If not applicable enter 0 Do you accept public, tuition paying students - private (contractual training for corporation schools, - or government sponsored (job training partnership ACT students) (Y/N) Initial Applicants Web-based Application Detail As stated, the initial applicant web-based application is used for initial applicants seeking accreditation from ACICS for the first time and additional locations being added to existing main campuses. Below are screen prints of the 5 page, web-based application. As with the registration, a response is required in each field in order for it to be recognized as successfully completed. You may find information that is repetitive with the registration. This is due to the varied scenarios associated with initial applicants and additional locations. They can be organic, acquired or transferred from an existing accrediting agency. Therefore the timeframe between registration and submission of the application varies.

10 Page 10 of 12 Each section of this application has a SAVE / Next / and CANCEL link at the bottom of the page. Users should SAVE before selecting Next and advancing to the next set of questions. If it isn t possible to complete the entire application in one setting, the user can log out and login later, select the FORM from the In Process Applications link and proceed with the application until it has been successfully completed. Initial Applicant Application INSTITUTION Tab Date of original establishment of institution Date of acquisition by present ownership Year of establishment of present form of ownership Institution is: (select one) Chartered, Licensed, Other, or Registered By the following agencies or authorities Continuously since what date: Initial Applicant Application PERSONNEL Tab Number of Administrative Staff FT and PT Number of Faculty Members FT and PT Of the Faculty Members: Number who hold a Bachelor s Degree FT and PT Number who hold a Master s Degree FT and PT Number who hold a Doctorate Degree FT and PT Initial Applicant Application STUDENT Tab Is high school graduation required for admission to the institution s programs? If no, explain the nature of the exceptions Enrolled Students: # of FT - # of PT Total # enrolled # of day students - # of evening students - # online students Total number of graduates who have completed a program during the past Annual Institutional Year Certificate level (Total #) Diploma level (Total #) Occupational Associates Degree level (Total #) Academic Associates Degree level (Total #) Bachelor s Degree level (Total #)

11 Page 11 of 12 Master s Degree level (Total #) Doctorate s Degree level (Total #) Students are currently enrolled as: (respond to each question with a Yes or No) Public, Tuition Paying Students Private (e.g. contractual training for private partnership act students) Government sponsored (e.g., Job Training Partnership Act Students) Explain any private or government sponsored students: Initial Applicant Application ACADEMIC PROGRAM INFORMATION Tab Unit of credit awarded by the institution (select all that apply) Clock Hour Quarter Credit Semester Credit If quarter or semester credit hour: How many contact hours equal one lecture credit? How many contact hours equal one lab credit? How many contact hours equal one internship/externship credit? Be prepared to list all programs of at least 300 clock hours offered by the institution. The following information will be required for each program. Once entered and SAVED this information will establish the institution s program listing in the ACICS database: Name of Program (as it is approved by the State and currently being offered) Credential Awarded (drop-down selection using ACICS classifications) Description (see NOTE below) NOTE: This selection box returns a current list of Government CIP codes from our member institutions. If the CIP that accurately describes your program objective is not in this list, contact ACICS staff. The CIP will be added to the table. If you are unsure of your program CIP, go to for guidance. Is any portion of this program taught through nontraditional education (distance education, self-paced) instruction? Yes/No What is the length of the program in weeks What are the total credits per semester/quarter What are the total clock/contact hours Current enrollment by day and evening What is the year the program began What is the year the program was last revised What is the number of graduates in the past year What is the number of graduates in the past three years

12 Initial Applicant Application MANAGEMENT INFORMATION Tab Application Process Page 12 of 12 For initial applicants, has this institution ever been accredited by ACICS? Yes/No If yes, give dates of accreditation and reason not currently accredited. Is this institution or any of its components accredited by another accrediting agency? Yes/No If yes, list agency Has it ever applied to another accrediting agency? Yes/No If yes, list agency Does it currently have pending any accrediting action by another accrediting agency? Yes/No If yes, describe Is any other activity conducted at this specific location? Yes/No If yes, describe other activities and state if the activity is operated by the same management as the school. Is any legal action of any type now pending by or against this institution? Yes/No If yes, describe Does the institution participate in federal financial aid programs? Yes/No Provide details. For additional assistance with purchasing or uploading documents using the enhanced application process, please contact the Help Desk at