Help and documentation

Getting started

Start on the dashboard. It answers one question: is the program on track right now. Retention, clinical seats for the current term, and whether outcomes reporting is current. Anything that needs attention links straight to the screen where you fix it.

Set up in this order, because each step feeds the next:

• Add your cohort and set which terms are clinical and which are didactic.
• Add your clinical sites and the seats each one offers per clinical term.
• Add students to the cohort.
• Everything else, meetings, inventory, and tasks, can be filled in as the year goes.

Cohorts and reporting years

A cohort is a group of students who start together. A reporting year is the window your accreditor measures. Every cohort completing in the same reporting year shares one Outcomes Tracking Tool sheet and one academic year summary.

Use the cohort selector at the top of the screen to switch between them. Outcomes, roster, and capacity all follow the cohort you have selected, so if a number looks wrong, check which cohort you are looking at first.

Outcomes and the OTT

The Outcomes screen mirrors the Outcomes Tracking Tool column for column. Each measure shows the result, the threshold it is measured against, a flag when it falls short, the detail behind the number, and a trend across recent years.

The color language matches the OTT you already know: red for withdrawals and misses, blue for delayed completion or re-entry, green for in range.

Two things worth knowing. A measure that finishes below threshold two years running is called out, because a third consecutive year triggers an outcomes review with ARC/STSA. And the academic year summary combines cohorts the way the OTT combines them, so a single-cohort year will match the cohort summary exactly.

Clinical and didactic terms

Every term is one of two things: clinical, meaning students are out at sites, or on campus, meaning didactic with no placements.

Set this on the Capacity page, using the dropdown under each term name. It matters more than it looks, because it drives three other things. A didactic term shows no placement need, sites are never asked for seats in that term, and ask letters skip it entirely.

If a term is missing from a site's seat editor, that is why. Mark it clinical and it appears everywhere immediately.

Clinical capacity and seats

The site bank holds every clinical site with the seats it offers per clinical term. The capacity table shows, for each term, how many students need placement, how many are confirmed, and how short you are.

Work it in this order: mark your clinical terms, enter the seats each site has agreed to, then confirm placements as sites respond. The shortfall number is the one to watch, because it is the difference between a term that works and a scramble in week one.

Ask letters

An ask letter is the request you send a clinical site for seats. WeaverKeep generates it per site, asking only about the terms students are actually out, which is why marking didactic terms matters.

Letters are generated as documents you send from your own email. WeaverKeep does not send mail on your behalf.

Graduate and employer surveys

Both surveys exist as fillable forms you can generate and send. Track each one through three states, matching the OTT: sent, returned, and satisfied.

Return rates are a measured outcome, not just admin. If graduate or employer survey return falls below threshold, it shows on the Outcomes screen as its own flagged measure, which is usually the first sign a reporting year is going to be difficult.

PAC meetings

ARC/STSA policy requires at least one advisory committee meeting per year. The Meetings screen holds the agenda, who attended, what was decided, and what is still open, which is exactly the record a site visitor asks to see.

Close action items as they resolve. An open item from two years ago reads differently than a closed one.

Program Evaluation Plan

The PEP is the form ARC/STSA wants annually and expects you to share with your advisory committee. It has two halves and they behave differently.

The outcomes half fills itself. Each of the eight measures arrives with its threshold and the result you actually posted, because that number already exists on the Outcomes screen and typing it a second time is how the two copies start to disagree.

The goals and resources half stays yours. Budget, classroom, laboratory, library, faculty: those are judgements about your program, and nothing in the software is in a position to make them. Rows left blank are counted and shown on the dashboard, so an unfinished plan is visible before a site visitor finds it.

Site evaluation

This is the accreditation visit. It is a different thing from the clinical visits on the Clinical tab, which are a faculty member driving out to a rotation, and the two are kept apart on purpose.

ARC/STSA fixes the order and the length of all eleven activities, so the agenda is not something you draft. Set the visit dates, the format, your program's time zone and a start time, and both days lay themselves out in Eastern, Central, Mountain and Pacific at once. Change the start time and everything re-times.

The interview windows are where the work is. Three requirements have a clock on them:

• A PAC member can only be interviewed if they attended a meeting in the twelve months before the visit. That comes from attendance on the PAC tab, nowhere else.
• One of those interviews has to be a current employer and one a recent graduate.
• A clinical affiliate has to have direct contact with your students, so only sites holding students in the term the visit falls in qualify.

WeaverKeep fills the windows with people who qualify, and that is a starting point rather than a decision. Every list offers everyone on your roster. The ones that do not qualify are flagged rather than hidden, so if you know something the record does not, you can still pick them and fix the record afterwards.

The panel at the bottom is the review you would otherwise run by eye the night before: a required interview missing, someone scheduled whose attendance has lapsed, an interviewee with no credentials recorded, a student interview with no class in it. None of it blocks anything. When you are ready, the agenda generates onto ARC/STSA's own template, with both classes listed by name the way the form asks.

Accreditation reference

Every ARC/STSA form, policy, standard, deadline and contact in one place, with the continuing accreditation cycle written out step by step. Every link opens at arcstsa.org rather than showing you a copy, because they revise these documents and a copy would quietly go out of date without telling anyone.

Inventory counts

Count sheets for lab supplies and instruments. The point is continuity: this term's count sits next to last term's, so you can see what is disappearing before you are short during a lab.

Graduation and events

The pinning ceremony and its checklist, with dues and dates that feed the calendar, plus a one-click invitation to the graduating cohort so families are told in time rather than the week before.

Tasks and calendar

Tasks are the recurring parts of the job: the ones that come round every term, every year, or on a date you set. Completing a recurring task schedules the next one, so the list resets itself instead of decaying into a list of things you already did. Tasks can be tagged to a term, which is what makes a quarter's worth of work visible as a quarter.

The calendar is assembled rather than kept. Clinical visits, survey reminders, rotations, cohort milestones and ARC/STSA dates all appear on it because they exist somewhere else, which means nothing on it can be out of date with the record it came from. Dates that belong to no other screen, a faculty meeting or a budget deadline, can be added by hand. The whole calendar can be subscribed to from Google Calendar or Outlook, so it stays current on your phone without anyone re-entering anything, and it carries no student names.

Exports and reports

Exports are generated in your browser and saved to your own computer, in Word, Excel, or PDF depending on what the document is. Nothing is uploaded to produce them.

The OTT export is the one most programs use first. It takes the year you have already logged and puts it in the shape the tool expects, rather than asking you to rebuild it from spreadsheets in the week it is due.

Demo data

The demo is loaded with fictional students, employers, and numbers. Nothing in it is real, and the footer of the app says so. Reset the demo at any time from the link in the sidebar to put it back to its starting state.

Common questions