Chapter 5. The Mock On-Site Assessment

Utilization of a mock assessment is strongly recommended.

Preparation

The Accreditation Manager should plan to observe or participate in a mock assessment. Although this process is not a part of the Commission's formal program, peers will often assist agencies in obtaining accredited status by role-playing this most important test. When the agency has completed the self-assessment phase, it should arrange on its own for a mock assessment. Mock assessments are not required, but when conducted properly can be the most helpful strategy to prepare for the actual Commission evaluation.

Mock assessments are a tremendous classroom for people who are assessing an agency. When asked to participate on a mock team, the Accreditation Manager is assisting his or her own agency at least as much as the agency being assessed. Whenever possible, Accreditation Managers should participate on mock teams. Please bear in mind that all costs for a mock assessment are borne by the agency, although colleagues may be willing to do the mock for little or no cost.

Generally, the mock assessment will be evaluated by local assessors, thereby keeping the cost at a minimum and avoiding any conflicts later with assessor availability. An assessor who performs a mock assessment will not normally be utilized on the final assessment of the agency involved in the mock. Plan to receive a written evaluation for record-keeping purposes.

The Accreditation Manager should conduct a thorough review of all folders. Setting up a final review of all agency folders prior to holding a mock assessment will give the Manager one last opportunity to fill any gaps and correct last-minute compliance. How thorough the review must be is dependent upon many factors; however, giving one last check never hurts.

Schedule and Host a Mock Assessment

MSLEAC does not arrange for mock assessments. However, staff personnel will assist in identifying potential assessors from the Commission pool. The Accreditation Manager is responsible for organizing a team, making all the arrangements for the team, determining what is to be looked at, and time scheduling. The more comprehensive the mock, the more likely the actual assessment will be successful. Mock assessments are not required, but are considered critical to a successful on-site assessment. Agencies are expected to conduct internal mock assessments as part of preparations for assessment.

Review Mock Team Findings

Review the mock team findings and amend folders as appropriate. The mock team will probably make suggestions as to compliance, format or arrangements in their final report to the agency. They may make recommendations in all of these areas and others, too. The Accreditation Manager must not take the team's recommendations personally. The entire mock team format is designed to identify discrepancies now, so that it will be easier when the true test comes.

The Manager should review all mock team comments and weigh the relevance of each item. In one case, additional proofs may be suggested for a particular folder. In another case, rewording may be suggested. In rare cases, a complete rewriting of policy may be recommended. The agency has the option of accepting or not accepting the mock team recommendations. The Commission does not consider mock team findings when determining accredited status. One strategy on contested items may be to contact several other Managers or assessors prior to making any changes suggested by the mock team. When appropriate, make the changes.

Retrain Employees

Whenever a substantive change in policy is made, the retraining of affected personnel is necessary.

Make the decision as to whether to hold a second mock assessment. Mock assessments are relatively inexpensive and provide the agency with a professional evaluation without risk. Some agencies have been known to have more than two mock assessments prior to the initial full-fledged assessment. Two mock assessments are recommended for all agencies prior to their initial evaluation by the Commission team.