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Institutional Accreditation Evidence Package — Cognia

This file collects all evidence required from the Guidance & Counseling department for the Cognia review across the four standards. Each piece of evidence is linked directly to the file or section that generates it in the system. Evidence marked Ready ✓ can be exported immediately.

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Ready Evidence

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Partially Ready

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Needs Addition

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Readiness Rate

Leadership & Governance

Leadership & Governance — Program built on clear objectives aligned with school plan

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#	Required Evidence	Weight	Status	System Source	Notes
1.1	Annual Counselor Plan Measurable objectives aligned with school plan	High	✅ Ready	📁 File 08 — Annual Calendar	22 documented activities with dates and types
1.2	Annual Calendar Adherence Completion rate of the 22 scheduled activities	High	✅ Ready	📊 File 09 — Activity Indicators	Completion rate per section across all 12 sections
1.3	Weekly Advisory Program Regular weekly session documented with dates and topics	Very High	✅ Ready	📋 File 10 — Advisory	15 topics per stage — complete attendance record
1.4	Quarterly Results Report Data-driven decisions — periodic review	Medium	⚠️ Partial	📊 File 09 — Quality Report	Report available manually — recommended to schedule every 3 months
1.5	Linking Program Goals to School Strategic Plan Document showing how counseling supports school objectives	Medium	❌ Needs Addition	Manual document outside the system	Prepared manually by stage principal and counseling supervisor

Learning & Development

Learning & Development — Supporting students with documented, measurable interventions

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#	Required Evidence	Weight	Status	System Source	Notes
2.1	Student Cases Register Intervention type, priority, status, responsible counselor	Very High	✅ Ready	📁 File 08 — Student Cases 📊 File 09 — Cases Review	8 case types — exportable as CSV and JSON
2.2	Counseling Sessions Register Individual and group — with session count per case	Very High	✅ Ready	📁 ملف 08 — الجلسات الإرشادية	Linked to each case — avg sessions/case calculated
2.3	Case Closure Rate & Time Ratio of closed to open cases	Medium	✅ Ready	📊 File 09 — KPI Closure Rate	Auto-calculated per section and compared
2.4	Early Intervention & Prevention Programs Preventive activities before issues escalate	High	✅ Ready	📋 File 10 — Advisory Topics 📁 File 08 — Annual Calendar	Preventive activities documented with dates and types
2.5	Parent Communication Log Notifications — meetings — messages	High	❌ Needs Addition	Not available in current system	Recommended: add "Parent Notification" field in counseling sessions
2.6	Student Improvement Indicator (Pre/Post Intervention) Numerical assessment proving program impact	Very High	❌ Needs Addition	Not available — most critical evidence needed	Top priority — add Before/After assessment (1-5) in case file
2.7	College Readiness Preparation Every high school student has a documented Post-Secondary Plan	Very High	✅ Ready	🎓 File 11 — College Counselor	SAT/ACT/AP/TOEFL — College List — Application Status
2.8	Self-Advocacy — Student Independence Documented program for developing independence by stage	Very High	✅ Ready	📋 File 10 — Advisory (Elem/Middle)	15 Self-Reliance topics scheduled per stage

Resources & Support

Resources & Support — Operational efficiency and documentation quality

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#	Required Evidence	Weight	Status	System Source	Notes
3.1	Required Forms Completion Rate 12 forms required per counselor per semester	High	✅ Ready	📁 File 08 — Required Forms 📊 File 09 — Forms KPI	Tracking 12 forms per section across all 12 sections
3.2	Cross-Section Performance Comparison Equity standard — all 12 sections receive equal service	High	✅ Ready	📊 File 09 — Section Comparison	Comprehensive comparison table with scores and ratings
3.3	Average Sessions per Case Counseling service efficiency indicator	Medium	✅ Ready	📊 File 09 — Sessions KPI	Target: ≥ 2 sessions per case
3.4	Behavioral Violations Records Documentation of behavioral interventions and parent notifications	Medium	✅ Ready	📁 File 08 — Behavior & Attendance	4 severity levels — action taken — parent notification
3.5	Counselors Professional Development Report Training hours and development for counseling staff	Medium	❌ Needs Addition	Not available in current system	Maintained in HR files — section can be added in the future
3.6	Advisory Coverage Rate for All Students Proof that every student benefits from the program	High	⚠️ Partial	📋 File 10 — Total Attendance	Attendance recorded — coverage rate calculated from total student count

Results & Continuous Improvement

Results & Continuous Improvement — Is the program making a difference?

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#	Required Evidence	Weight	Status	System Source	Notes
4.1	College Readiness Program Results Grade 12 admitted students rate — avg SAT/GPA	Very High	✅ Ready	🎓 File 11 — Cognia Report	% students with Post-Secondary Plan — print-ready report
4.2	Improvement Trend Data Over Time Comparison of current semester vs previous	Very High	❌ Needs Addition	Requires data from at least 2 semesters	Automatically available after running the system for a full semester
4.3	Student Improvement Indicator Pre/Post Intervention The golden evidence — actual program impact	Very High	❌ Needs Addition	Top priority to add	Add Before/After assessment (1-5) to each case in File 08
4.4	Violations Data — Behavioral Improvement Trend Did violations decrease after intervention?	Medium	⚠️ Partial	📊 File 09 — Violations	Data available — time comparison needs a second semester
4.5	Advisory Coverage — Every Student Has an Adult Who Knows Them Cognia measures: does every student have a counselor who knows them?	Very High	✅ Ready	📋 File 10 — Advisory	Weekly sessions prove the existence of a regular program
4.6	Self-Study Review Report Official Cognia document — self-assessment of the program	Very High	⚠️ Partial	📊 File 09 — Quality Report	Data available — needs to be drafted as a formal Self-Study document

🚨 Missing Evidence — Priority Action Plan

These evidence items are not available in the system and represent a gap in the Cognia review. Listed by priority:

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Student Improvement Indicator Pre/Post Intervention (2.6 + 4.3)

Add Before/After assessment (1-5) to case file in File 08 — this is the most important "golden evidence"

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Parent Communication Log (2.5)

Add "Parent Communication" tab in counseling sessions — contact date, topic, outcome

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Improvement Trend Data Over Time (4.2)

Automatically available after a full semester — no additional work needed now

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Counselors Professional Development (3.5)

Data available in HR — can be linked manually to Cognia report

📥 Export Evidence Package

Choose what to export for uploading to the Cognia platform or presenting to the review team: