Frequently Asked Questions: CAA Reporting in the HES
Entering Data
Systemwide
Faculty
Systemwide
I just spent a long time entering data into the system, and it appears that the system has "kicked me out" and lost my data! What happened?
The HES is a secure, Web-based system that is set to "time out" after 30 minutes if left inactive. When online, please make sure to save your data frequently to avoid this problem. When the session times out, you will need to log on to access the system again; if you saved your data prior to that time-out, you will not have lost the entered data.
If you are composing lengthy narrative responses, we recommend that you draft those responses in a Microsoft Word (or other word processing software) document and then copy and paste that text into the related text box in the system. This will help you avoid the frustration of timing out and will allow you to verify the character count of your response before posting. Remember that text responses are limited to either 2,500 or 5,000 characters for 5-line text boxes and 10-line text boxes, respectively. Responses exceeding these limits will be cut off in the online system.
Can I copy and paste information into the text fields?
Yes. You can copy and paste text by using the drop-down file menu or the shortcut keystrokes (copy: Ctrl+C; paste: Ctrl+V). The HES does not allow the user to copy and paste by right-clicking over a text box.
Faculty
How do I update faculty information?
When you complete your CAA report for the first time, the Faculty Reporting list under Section 2.1 is blank. By selecting the the "Add/Edit/Remove Faculty" button, you will be taken to a module that provides a Total Faculty List. From this list, you can select faculty for whom you will report additional detailed information to the CAA. Detailed instructions are embedded in the HELP feature of the CAA reports in the HES.
It is important to remember that if you are reporting for both audiology and speech-language pathology programs, you will need to complete faculty lists separately for each respective report. Make sure that the faculty reported for each program are contributing FTE to that professional area program.
I need to provide information on a new faculty member to the CAA in my report. How do I add faculty to the Total Faculty List?
You can add new faculty to your Total Faculty List by using the "Add Faculty" feature. When adding faculty to this list, you will be conducting an active search of the ASHA member database to locate that individual's record. Please use the individual's ASHA member number when conducting the search. This will enable you to locate the appropriate record and avoid creating duplicate records that do not contain essential information reported to the CAA.
When I reviewed my Faculty Summary table and Individual Faculty detail (i.e., vitae), I noticed that a new faculty member's CCC status did not populate, and I cannot enter that data because the field is not data entry enabled. How do I report a faculty member's CCC status?
It is likely that when adding this individual to your Total Faculty List, you did not use his or her ASHA member number to search the database for the specific record. Or you may have created a duplicate record that does not contain the Certificate of Clinical Competence (CCC) status for this individual. Because an individual's certification status is managed and updated only by ASHA's Certification Unit, this information may not be updated to a duplicate record. In order to correct this problem, you will need to remove the faculty member from your Total Faculty List and conduct a search of the ASHA database using the faculty member's ASHA member number. Locate and add the correct faculty record containing the CCC status for that individual.
When completing the educational background section for some of my faculty, I am not able to find the institution from which one member obtained her degree. How do I report this information when the data field is "grayed out"?
Next to the field for the name of the institution of higher education, there is a "button" with an ellipsis (...). By clicking on this button, you can search data tables that contain institution names. This list is maintained and updated by ASHA and is based on a list of institutions provided by the Educational Testing Service (ETS). If the institution is located in the United States, it is very likely to be included in the search tables; however, some international institutions are not included. A request to add the institution can be made by providing the current name of the institution and its location in an e-mail to HES@asha.org.
To conduct a successful search, you should search only by location to broaden your results. Search results may be sorted alphabetically to help identify the desired institution. Searching by name may result in limited success unless you have entered the name of the institution exactly as it appears in the search tables. In addition, some institutions change their names over time and no longer match the name listed on a faculty member's vita; searching by location of the campus should help resolve this issue.
How do I report faculty FTE breakouts in my CAA report?
The CAA defines full-time equivalent (FTE) as the amount of faculty workload that is distributed across all categories (classroom teaching, supervision, advising, administration, etc.) in contribution to the accredited graduate program. The program should provide FTE for all faculty (part-time, full-time, adjunct) who are employed by the institution and are contributing to the accredited program. This also includes faculty who are members of departments other than that in which the program resides. When providing FTE percentages, the program should use the institution’s formula for assigning classroom teaching and estimate the remaining percentages so that the total percent contribution to the accredited graduate program is representative of the portion of time attributed to the accredited graduate education program. For example, when a faculty member holds a full-time appointment with the institution and contributes to the accredited graduate program and another program (i.e., undergraduate CSD program) only the percent of time contributed to the accredited graduate program should be reported to the CAA. This will result in an FTE that is less than 100%. The program should assure that the method used for determining faculty contribution and FTE per credit hour is applied consistently for all faculty.
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