The binder is not a system.
Most programs run across shared spreadsheets, a shelf of binders, and the program director's memory. It works until someone asks you to prove it.
The OTT is a yearly scramble
Retention, placement, and survey numbers exist all year. They only meet each other the week the Outcomes Tracking Tool is due.
The program lives in one head
Site contacts in one file, PAC minutes in another, inventory counts on paper. When that one person is out, so is the program.
Audit prep eats your semester
When a site visit lands, you stop running the program and start reconstructing it. That time never comes back.
Log it once. It stays proven.
Three moves, in the order your program year already happens.
Run the day in one place
Roster updates, site asks, PAC minutes, inventory counts, tasks. The work you already do, entered once, where it happens.
Every record maps to the standard
Each entry ties to the accreditation requirement it satisfies as you go, not in a December cleanup.
Reports become exports
The OTT workbook, the PAC form, the Program Evaluation Plan, and the survey PDFs generate onto ARC/STSA's own templates from the year you already logged.
Take back the hundreds of hours the rebuilding costs you.
Running a program means the same handful of jobs every year. WeaverKeep does not remove them. It removes the part where you rebuild them, because the answer lives in four places: the OTT, the surveys, the clinical sites, and the PAC binder.
- 1annual report, on a fixed deadline
- 8outcome measures with thresholds to hold
- 2survey populations to send, chase, and count
- 3consecutive misses trigger an outcomes review
The standing load on one program director, on top of teaching. You are not disorganized. You are outnumbered.
| Today | With WeaverKeep |
|---|---|
| The OTT gets rebuilt the week it is dueRetention, exam results, placement, and survey returns are gathered from wherever they ended up. | The OTT is already currentEvery measure sits in the tool's own columns all year, so you review it instead of reconstructing it. |
| Six spreadsheets, four versions of one numberThe roster says one thing, the capacity sheet says another, and both are almost right. | One record, one numberSeats, placements, and student status share a source, so they cannot disagree with each other. |
| Site visit prep is a searchPAC minutes in one binder, standards in another, evidence assembled from memory. | Evidence is filed as you workStandards map to the records that satisfy them, so preparing means printing. |
| The program lives in one person's headSite contacts, seat agreements, and history leave when that person does. | The program survives a vacancyThe record holds what the institution needs to keep running. |
| Survey returns are chased by memoryA low return rate surfaces after it has already cost you a threshold. | Returns are tracked as statesSent, returned, and satisfied are visible, and a falling rate shows up as a flagged measure. |
| A short term shows up in week oneFour students without a seat, and no time left to place them. | A gap shows up months earlyNeed against confirmed seats is visible per term, so a fall problem gets solved in spring. |
One record of everything your program has to defend.
Program management software built for surgical technology programs, covering the tracking work accreditation actually requires without making your team learn six tools.
Outcomes tracking (OTT)
Retention, placement, and survey returns tracked per cohort all year, in the OTT's own columns and color language.
Student roster
Every student from enrollment to graduation, with the outcome codes and survey status your reporting expects.
Clinical capacity
A site bank with seats by term. See need against confirmed placements, and send ask letters that only ask about the terms that matter.
PAC meetings
Agendas, attendance, and minutes for your advisory committee, filed the way your accreditor expects to find them.
ARC/STSA accreditation readiness
Standards mapped to evidence as you work, with key dates, submission rules, and the annual report steps in one place.
Site evaluation agenda
ARC/STSA fixes the order and the length of every activity, so the agenda is not something you draft. Set the dates, the format, and a start time, and the day re-times itself in all four zones.
The accreditor's own forms
The OTT workbook, the graduate and employer survey PDFs, the PAC form, and the Program Evaluation Plan generate onto ARC/STSA's actual templates, not lookalikes. The PEP's outcomes half fills itself from your eight measures. Submissions come out as one bookmarked PDF.
Inventory count sheets
Lab supplies and instrument counts off the clipboard and into a record that carries over term to term.
Your whole program team
The director, the clinical coordinator, and every adjunct, each with their own role. Site visits are assigned from that list and the mileage summary comes out per person. Nobody is counted as a seat.
Built from the program director's chair.
WeaverKeep comes from people who have run a surgical technology program, taught in the lab, and sat across from a site visitor. The workflows match the day you actually have, not the one software vendors imagine.
Works the way the year works
Terms, cohorts, and reporting years are native here, not bolted onto a generic CRM.
Nothing to reconstruct
Every update lands in the record when it happens, so your records are always the current truth.
Speaks your accreditor's language
The OTT's columns, codes, and color language are native, not translated after the fact.
Five programs. One term. No charge.
WeaverKeep came out of running a surgical technology program, and it works. The first five programs run it free for one full term, about three months.
Not a thirty-day trial. A full term, so you reach a real reporting moment with it instead of evaluating it in the quiet part of the year.
What you get
Every module, your historical cohorts imported, and your current reporting year built before you start. Setup is done with you, not handed to you.
What I ask for
A short conversation once a month about what is working and what is not, and permission to name your program as a reference once you are willing. Naming is optional. The conversation is the part I need.
What happens after
You decide at the end of the term. If it is not for you, export everything and you owe nothing. If it is, founding programs keep a locked rate that never increases, below what everyone joining later pays.
Someone upstairs has to approve it.
Your dean or business office will ask what line this comes out of and what it replaces. Here is the answer in their language, ready to paste into a request.
What program directors ask first.
Straight answers about what WeaverKeep does, what it does not do, and what it costs.
What is WeaverKeep?
Program management software for surgical technology programs. It holds outcomes, the student roster, clinical sites and seats, PAC meetings, inventory, and accreditation evidence in one record, so the reporting your accreditor asks for comes out of work you already did.
Does it replace Trajecsys or a clinical tracking system?
No, and it is not trying to. Those tools track students inside clinical rotations: case logs, hours, preceptor sign-offs. WeaverKeep tracks the program: outcomes, thresholds, sites, PAC, and accreditation reporting. Most programs will run both, and they do not overlap.
Does it handle the ARC/STSA Outcomes Tracking Tool?
Yes, in both directions. It imports the OTT workbook you already keep, reading ARC/STSA's real template cohort by cohort. From then on retention, certification exam results, placement, and survey returns live in the OTT's own columns and color language all year. When the annual report is due, the workbook generates onto the official form rather than a lookalike.
Do I have to re-enter last year's data?
No. Hand it the OTT workbook you already have and it stands the program up from that: cohorts, measures, and the year you already reported. Historical cohorts are imported and your current reporting year is built before you start, at no extra charge.
How does it handle PAC meetings?
Agendas, attendance by community of interest, minutes, recommendations, and action items are filed as the meeting happens, then the PAC form generates onto ARC/STSA's own template. The Program Evaluation Plan they expect you to share with the committee generates the same way, with its outcomes half already filled from your measures.
How does it track clinical sites and seats?
A site bank holds every contact and seat commitment by term, showing confirmed against requested. You see need against confirmed placements per term, so a fall shortage surfaces in spring instead of week one. Ask letters go out asking only about the terms that matter.
What does it cost?
Simple annual licensing for your program. No per-student fees, nothing billed to your students, and no pricing structure your business office has to decode.
The first five programs run one full term at no cost, about three months. See the founding cohort for what that includes and what I ask for in return. After that, founding programs keep a locked rate that never increases.
Historical cohorts are imported and your current reporting year is built before you start. For a number, email support@weaverkeep.com and you will have one the same day.
Need to make the case internally? See how to justify fitting WeaverKeep into your budget.
Is student data safe?
Records are hosted in the United States and never used to train AI. Isolation between institutions is enforced at the database level and proven by a test that signs in as one institution and asserts it cannot read or change another's rows. A data processing agreement with FERPA school-official language is available before you ask for it, because your IT office will. See the privacy policy for specifics.
What about the site visit itself?
ARC/STSA fixes the order and the length of every activity, so the agenda is not something you draft, it is something you schedule. Set the visit dates, the format, and a start time, and the whole day re-times itself across all four time zones. It tracks the people you have to line up, PAC members and clinical affiliates, against the agenda that is due to ARC/STSA 30 days before the visit, and the evidence each activity calls for.
Can I see it before deciding?
Yes. A 30 minute demo walks through the real system, and there is a live demo at app.weaverkeep.com that opens with sample data and no account needed. Your program's own OTT is imported during onboarding, after the data processing agreement is signed, because the workbook holds student records. Historical cohorts and your current reporting year are built before you start, at no extra charge.
How do I justify fitting WeaverKeep into my budget?
Your institution is already paying for this work. It is currently being done through program director hours, spreadsheets, shared folders, binders, and last-minute reporting preparation.
WeaverKeep gives surgical technology programs one operating system for outcomes, the student roster, clinical capacity, PAC meetings, surveys, inventory, tasks, and accreditation evidence. Information is recorded as the program operates and connected to the ARC/STSA requirement it supports, which cuts the time spent reconstructing the same information for annual reporting and site evaluations.
The value to the institution includes:
- Reducing administrative workload for program directors and faculty
- Keeping the Outcomes Tracking Tool current throughout the year
- Identifying outcome concerns and clinical placement shortages earlier
- Preserving program knowledge during leadership or staffing changes
- Maintaining accreditation evidence in a consistent, reviewable system
- Generating ARC/STSA forms and reporting materials from information already entered
- Supporting continuity, accountability, and accreditation readiness across the program
WeaverKeep uses a simple annual program license with no per-student fees and nothing charged to students. Depending on how your institution structures its budget, it may be classified as program management software, educational technology, accreditation support, compliance software, quality improvement, or departmental operating software.
“WeaverKeep is specialized program management software designed for surgical technology education and built around ARC/STSA requirements. It centralizes program outcomes, clinical capacity, advisory committee records, surveys, inventory, and accreditation evidence while generating required reporting materials from information maintained throughout the year. Funding WeaverKeep will reduce administrative burden, strengthen program continuity, provide earlier visibility into program risks, and improve the institution's readiness for annual reporting and accreditation review.”
See a full program year in 30 minutes.
A live walkthrough of the real system, not a slide deck. When you sign, your existing OTT is imported and your current reporting year is built before you start, at no extra charge.
Book a 30-minute demoNo setup fee to look. Your data stays yours.