Analyst_Reviewer_User_Guide_

U.S. Department of Education Office
of Postsecondary Education E­
recognition System

e-Recognition System Administrator's User Guide Analyst/Reviewer User Guide

e-Recognition System Analyst/Reviewer User Guide

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Contents
1 Access and Login ........................................................................................... 3
1.1 Accessing the System ................................................................................. 3
1.2 Forgot Password......................................................................................... 3
1.3 Change Password ....................................................................................... 4
1.4 Help ........................................................................................................... 5
1.5 User Guides ................................................................................................ 5
2 Analyst .......................................................................................................... 5
2.1 Manage Agencies and Countries ................................................................. 6
2.2 Introduction ............................................................................................... 7
2.3 Table of Contents ....................................................................................... 9
2.4 Review ..................................................................................................... 10
2.5 3rd Party Comments................................................................................. 15
2.6 Historical Information Documents ............................................................ 17
2.7 Analysis Information ................................................................................ 18
2.8 Generate Staff Report .............................................................................. 20
2.9 Generate Agency/Country Report ............................................................ 21
3 Reviewer ..................................................................................................... 22
3.1 Manage Agencies and Countries ............................................................... 22
3.2 Introduction ............................................................................................. 23
3.3 Table of Contents ..................................................................................... 23
3.4 Review ..................................................................................................... 24
3.5 3rd Party Comments................................................................................. 25
3.6 Historical Information Documents ............................................................ 27
3.7 Analysis Information ................................................................................ 28
3.8 Submit Screen .......................................................................................... 30
3.9 Finalize Submission .................................................................................. 32
4 e-Folder ...................................................................................................... 32
4.1 e-Folder.................................................................................................... 32
4.2 Advanced Search ...................................................................................... 34
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This section describes the screens used by the analysts to review the agency reports.

2.1

Manage Agencies and Countries

When you log in, the Manage Agencies and Countries screen will display showing the agencies and
countries assigned to you and information about the status of their reports. The agencies are in
sections by agency type. Click directly on the name of the agency as listed to begin reviewing the
report.

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This screen has links to all of the screens needed to complete your review.

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meet the requirements for this criterion. The agency will need to enter a response for this
criterion after the report is set for resubmissions
Substantially Compliant – The analyst indicated on the compliance worksheet that the
agency was substantially compliant for the requirements of this criterion.
Meets – The analyst indicated on the compliance worksheet that the agency met the
requirements for this criterion.
N/N – The analyst indicated on the compliance worksheet that the agency did not need
to respond to this criterion.
N/R – The analyst has not begun their review.

The status column will contain the following values for countries and foreign veterinary agencies:
• OK – Comprehensive Response Provided
• Not OK – Additional information is requested
• N/R – The analyst has not begun their review.

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•

3rd Party Comments – View any 3rd party comments and oral comment requests and enter a
staff analysis of the third party’s written comments. The number of third-party comments is
displayed on the Introduction screen. This link is not display for countries and foreign veterinary
agencies. (See Section 2.7)

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Historical Information – View the Department’s decision letters and transcripts from prior
meetings. The number of historical documents is listed on the Introduction screen. (See
Section 2.8)

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Generate Draft/Final Staff Report – Generate the draft or final staff report in PDF or HTML
format. Once you submit and the status has been changed to Response in Process the report
in PDF format, it will be saved in the e-folder. Any prior versions of the report will be deleted.
(See Section 2.10)

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Generate Draft/Final Agency/Country Report –Generate the draft or final agency/country
report in PDF, Word, or HTML format. If you generate the report in PDF format, it will be saved
in the e-folder. Any prior versions of the report will be deleted. (See Section 2.11)

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Set for Draft Clearance – If the agency or country is in Narrative Submit status, this link will
display. After you have finished reviewing the agency/country, click this link to notify the
reviewers via email that that the draft staff analysis is ready for Draft Clearance.

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Resubmit Agency – If the agency or country is in Narrative Submit status, this link will display.
After reviewing the agency/country, click this link to resubmit the agency/country petition for
additional input.

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Resend Email – If the agency or country is in Response in Process status, this link will display.
After reviewing the agency/country, click this link to resend the Draft Analysis Notification
email to the agency/country.

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Set for Final Review – If the agency or country is in Response Submit status, this link will
display. After you have finished reviewing the agency/country, click this link to notify the
reviewers via email that the final staff analysis is ready for Final Review.

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Resend Final Email – If the agency or country is in Final Review status, this link will display.
After you have finished reviewing the agency/country, click this link to resend the final review to
the agency/country.

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Meeting Date – At the bottom of the screen, you can select a different meeting date for the
agency from the dropdown menu. The Introduction screen will redisplay for the date selected
to allow you to view the agency's report.

Click the ‘Introduction’ link in the top menu to return to the Introduction screen from any of the other
review screens.

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You can perform the following actions on this screen:
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Review the narrative or response.
If the agency/country uploaded any supporting documents, they will display beneath the
narrative. Click the document title to view the document. You may enter your comments
about a document in the Analyst Comments text box.
Indicate if the agency met the requirements for this criterion or not. For countries, indicate if
a comprehensive response was provided or if additional information is needed.
Enter your remarks in the Staff Analysis textbox. Your remarks are limited to 64,000 characters
and spaces. A counter below the textbox tracks the number of remaining characters.
Upload your supporting documents at the bottom of the page. Enter the title and click
the Choose File button to select the file from your desktop. After you save, the uploaded
file is displayed at the bottom of the screen. The document will be added to the e-folder
also.
To delete a document which you uploaded, click the Delete button next to it. The document
will be deleted from the e-folder also.
If you click ‘Does not Meet’ as the status of the criteria, a Staff Determination text box will
display. The text you enter here must be added to the staff report by clicking the Populate
from Criteria button on the ‘Analysis Information’ link located on the Introduction screen. This
text box will also display for foreign veterinary agencies when you click the Additional
Information Requested option. Click the Save button at the bottom of the Analysis
Information screen.

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Click the Save button to save your entry and perform one of the following actions:
• Save – Redisplay the screen to upload another supporting document.
• Save and Return – Return to the Review screen.
• Save and Display Next Criterion – Display the Compliance Worksheet screen for the next
sequential criterion for which the agency entered a narrative or response.
If the agency is not in Narrative Submit or Response Submit status, the Save buttons are disabled.
If the report is in Narrative Submit or Response Submit status and you need the agency to enter
additional information, contact the Department’s Accreditation Group Records Manager to have the
agency's report unsubmitted. NOTE: This action will save the draft staff analysis entered and will be
viewable by the agency.
The Compliance Worksheet screen has the following additional links in the menu bar at the top which
are not displayed on the other screens:
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Back to Review – Returns to the Review screen (see Section 2.4)

The following links will display in a separate window:
• Criteria – Displays the list of criteria page appropriate to the agency type on ED’s web site.
• Contact Agency/Country – Pops up a new email window with the To: field pre-populated with
the email for the agency/country's point of contact.
• ED Home – Displays ED’s Accreditation home page.
• OPE ED Home – Displays the Office of Postsecondary Education home page.
• NACIQI –Displays ED’s National Advisory Committee on Institutional Quality and Integrity
home page and only displays for domestic agencies.
• NCFMEA –Displays ED’s National Committee on Foreign Medical Education and Accreditation
home page and only displays for countries.

2.5

3rd Party Comments

When you click the ‘3rd Party Comments’ link on the screen, the 3rd Party Comments
screen will display.

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2.6

Enter comments on the 3rd party files or review of the agency’s response to the thirdparty comments, in the text box and click the Save button.
If the agency uploaded any files in response to the comments, they will display at the bottom
of the screen.

Historical Information Documents

Click the ‘Historical Information’ link on the screen to display Department decision letters or transcripts
from prior meetings for this agency/country. To view a document, click on the document name link.

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2.8
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Enter the analysis information and click the Save button.

Generate Staff Report
When you click the ‘Generate Draft/Final Staff Report PDF’ link on the Introduction or the
Analysis Information screen, the Staff Report PDF will display in a separate window. When in
Narrative Submit status, the analyst will complete the review section for each criteria. Only
when the analyst clicks on the analysis information link, populates the issues and problems and
saves the updated information, will the draft staff report will be saved in the e-folder.
Once in Response Submit, the same process occurs. When the updated information is saved,
the staff report will be updated and that version will be uploaded to the e-folder. Any prior
versions of the draft/final staff report will be deleted.
When the agency’s report is set for resubmission, the draft version of the PDF is available
to them when they log into the e-recognition system.
When the agency is placed in final review status, the final version of the staff report is
available to them when they log into the e-recognition system.

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3.6

Historical Information Documents

Click the ‘Historical Information’ link on the screen to display Department decision letters or transcripts
from prior meetings for this agency/country. To view a document, click on the document name link.

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3.8

Enter the analysis information and click the Save button.

Submit Screen

When you click the ‘Submit’ link on the screen for an agency or country in Narrative Analysis Complete
status, the Submit screen will display. The draft analysis notification email will display at the bottom of
the page. The date the email was updated and the user ID of the user who updated it will also display.

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By default, only Current meetings will be searched. To search archived meetings, select
archived from the Archived/Current Meetings dropdown.
If you select an agency from the dropdown, the meeting date dropdown will populate
with meeting dates for that agency.
To search document titles or comments, enter the word or words you wish to search for in
the Search For text field. By default, the document or narrative must contain all of the words
you enter. If you want to search for any of the words or an exact phrase, select that option
from the dropdown.
Click the Search button.
The e-Folder Search Results screen will display with a list of the documents that match your
search criteria.
Your search criteria will be displayed at the top of the screen.

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