Process of Accreditation

Since accreditation is a voluntary process, each institution must make its own choice: to seek accreditation or re-accreditation or not. Schools/Institutions/Colleges (Henceforth named INSTITUTITUTIONS) desiring accredited status is expected to take the initiative in going through a series of steps that are outlined below. Institutions seeking accreditation or re-accreditation assume the burden of proof in presenting themselves as meeting the established standards.

The Steps in the accreditation process are:

1. Register your Institute/College.

Download the Institute Registration Form from our website (www.ncaa.ac )   and submit at our office along with a DD of Rs. 5,00,000 (INR) for one time.  Once the institute is registered, it will be given a Username (Unique Registration Number) and Password to login to their portal on our website. The registered institute will also be provided a Certificate of Registration from the NCAA.

The Institute is registered for a period of One (1) years, after which the institute has to pay Rs. 1,00,000 INR for a renewal fee.  Once the institution is registered, NCAA guides such registered institutions on all points that require immediate and future assessment and institutional development.

2. Login to the Portal and Upload the required Documents.

You will find an Add Course Tab, clicking this tab will open a small form about the course to be added for accreditation and assessment. The applicable fees will be immediately reflected. For more than one course, please Save and repeat the process by Adding More Courses. Courses will be either in Management, Vocational or Technical category.

Once all the courses are added in the portal, a total applicable fee amount will be generated in the system and reflected in your portal. There will be a New Box asking for DD No. to proceed further.

Once you have made the DD and submitted the DD No. details, NCAA will wait for the DD to be delivered and cleared into NCAA the accounts.
NOTE:  Once a course is registered and approved, it will not require any renewal.

Then, NCAA will follow-up with your Institute/College for Physical and Site Visits, which are detailed below.

3. Undergo Readiness Assessment (Initial Applicants Only)

For initial applicants, the institution submits 3 copies of the draft of its SER (no later than 60 days from the date of application). Once NCAA receives this document, the Director of Accreditation and Assessment will coordinate a review by an evaluator for a Readiness Assessment. The evaluator reviews the SER and writes a report stating if the institution is deemed “ready,” to undergo a full on-site visit. Then the institution proceeds to the next step. If it is not deemed “ready,” then it must correct the areas of concern before proceeding with the accreditation process.

4. Submit Course Materials, NCAA Schedules ‘On-Site Visit’ and Surveys Students

Institution submits courses materials for review: Course materials also are required to be submitted as part of the accreditation process.

Date of Visit is Set: A mutually convenient on-site examination date is coordinated with the institution. On-site visits are from one to two days, depending upon the size of the institution. In cases where resident training is provided as a required or as an optional part of a distance education course, the training facilities are examined to make sure that outcomes of resident training contribute to the total course objectives

Students Surveyed: The names and addresses of the first 50 students consecutively enrolled with the institution beginning on the first day of the 12th month preceding the date of the application must be submitted on self-adhesive mailing labels. If you have fewer than 100 students, submit all the names and addresses. Insofar as possible, the number of students must reflect the same proportion of the enrollments for each of the institution’s major course offerings. For example, if you have 100 students enrolled in two separate courses, then approximately one-half of the students on the mailing labels should be from each respective course. These students are asked to complete a survey form which contains questions about enrollment practices, lessons, student services, and student satisfaction with the course(s) and the institution. A self-addressed stamped envelope is mailed with the survey to encourage the student to return the survey to the Commission.

5. Submit SER, Receive Subject Specialist Reports, and Respond to Comments

6. Institution Undergoes On-Site Visit and Examiners Write Reports

Institution undergoes the on-site visit: During the visit, the questions asked by the examiners and the methods of inquiry help safeguard impartial judgment. Each examiner develops a comprehensive picture of the institution’s operations before the visit by doing a thorough review and study of the SER. Information provided in the report is verified at the time of the visit. The Examiner’s Rating Form directs Examining Committee members in their inquiries. Also, the presence of an Accrediting Commission observer helps ensure objectivity, impartiality, uniformity, and adherence to established procedures.

At the time of the on-site visit, it is vital that all key staff members are present or available, including faculty, principal managers, outside accountants and instructors. Members of the Examining Committee will want to interview many of the key staff members during the on-site visit. School representatives, the Educational Standards Evaluator (and possibly the Chair) will want to discuss the Subject Specialist Reports and student survey results (if previously forwarded) during the on-site visit.

Evaluators test and verify information in the SER: Below are details for the on-site visit. Basically, the Committee members will work in their area of expertise during the examination. They will interview staff and examine files, review records, verify data, and assemble relevant information to aid in preparing their individual reports.

Chair informs the institution when to expect the Chair’s Report: At the end of the visit, the Chair will meet with the CEO/President and tell him/her when he/she may expect to receive the Chair’s Report (typically it is one month after the visit).

Evaluators write reports and send them to the Chair
Commission surveys on-site evaluators: After the on-site visit, the Commission surveys the examiners for any comments they may have on the institution’s SER, the on-site visit, and the accreditation process.

7. Chair Writes & Submits Report and Institution Responds

Chair writes report and sends it to NCAA: Once the Chair receives all of the examiner reports, the Chair then prepares a Chair’s Report. The purpose of the Report is to present to the Accrediting Commission a thorough, succinct, and accurate statement of the findings of the Examining Committee. It presents a composite view of the findings of Committee members and subject specialists on the policies, conditions, and practices of the institution as measured against the published standards for accredited institutions. The Chair’s Report also summarizes the findings and recommendations of the Subject Specialist reports and the institutions comments about them.

In the Report, the strengths and the deficiencies of the institution are noted. The Report lists Committee findings and presents Committee recommendations on how an institution might take action to bring existing policies, practices, materials, or services into accord with specific standards. The Chair’s Report does not, however, make any recommendation to the Accrediting Commission as to the overall approval or disapproval of the institution’s application for accreditation. The Chair sends his/her report to the Executive Director of the Commission. The Executive Director does not edit or make changes to the Chair’s Report

NCAA sends the Chair’s Report to the institution for comment: A copy of the Chair’s Report is forwarded, approximately 4 weeks after the on-site visit, to the CEO/President of the applicant institution by the Executive Director of NCAA for comment and response before the Accrediting Commission takes action. This procedure provides the institution with the opportunity to respond to Committee findings as well as to report on any corrective actions taken subsequent to the visit.

Institution responds to Chair’s report: The institution has 14 days from the receipt of the Report to comment on the Report and to submit additional written materials which it desires to place before the Accrediting Commission.

8. Commission Reviews, Takes Action and Announces NCAA decision

The Commission reviews surveys, Chair’s report and the institution’s response to the Chair’s report:. At each meeting, the Commission reviews information and documentation on the various applications for initial accreditation or reaccreditation. The Commission looks at the Chair’s Report; the school/institute’s response to the Chair’s Report; student surveys; school’s advertisements and catalog; any communications between the school and the Accrediting Commission; and other relevant documentation from various sources.

Commission makes NCAA decision and informs institution:

The Commission can take one of four courses of action:

1. accredit a new applicant institution, or continue an institution’s accredited status;
2. accredit, or continue accreditation, with conditions that an institution must agree to meet within a period not to exceed one year. (Note: the Commission will initiate adverse action against an institution if it fails to meet all of the stipulations within the specified time unless the NCAA Commission agrees that the time period should be extended for a good cause.);
3. defer a NCAA decision for a period not to exceed one year pending receipt of a Special Report, or submission of additional information and, possibly, a follow-up on-site visit; or
4. deny accreditation to an applicant, or withdraw accreditation from an accredited institution.

If the NCAA Commission determines there is a “good cause” it may grant an extension of time on a deferral and/or accreditation with stipulations.

9. Once the courses are approved, the same will be reflected on the NCAA’s website. Any student, prospective student or other professional bodies wanting to know your registration and Course accreditation details can do so at this stage by visiting NCAA website and submitting your Institutes Unique Registration Number in the Accredited Institution Section of the website.

NOTE: After a final NCAA decision is made, the NCAA Commission will notify the institution within 10 days of its NCAA decision. If the NCAA Commission votes to deny or withdraw accreditation, the institution is sent a statement of the reasons for denial and the institution may appeal or request reconsideration of the decision of the NCAA Commission. The NCAA Commission will hear the appeal at the earliest practical time. If an institution is denied accreditation or if accreditation is withdrawn, the institution must wait one year from the date of the NCAA Commission’s decision before making application for accreditation again.

All judgments of the NCAA Commission are final.