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CODA Communicator: Winter/Spring 2018

An Introduction from the Chair Upcoming Hearings, Events and Meetings 
Winter 2018 Commission Meeting Highlights  CODA Extra  
Major Actions of Interest Deadlines for Program Reports
Actions of General Interest  CODA Staff

 

An Introduction from the Chair

Picture of Dr. William Leffler

The Commission on Dental Accreditation (CODA) took steps at its Winter 2018 Meeting to align its materials with its stated purpose, as well as to reinforce its expectations related to privacy and data security. 

CODA adopted an action to remove the word “Specialty” from all CODA documentation, as well as its website, and instead refer to all advanced dental education disciplines as Advanced Education Programs. CODA staff will submit an Action Plan, to include a high-level schedule of all document revisions and a strategy for communicating the implementation of these revisions to CODA’s Communities of Interest. The Commission will consider this Action Plan at its Summer 2018 meeting, and we will keep you informed of progress made related to these revisions. More details about this action are published later in this newsletter. 

The Commission also took action to increase the Privacy and Data Security Policy violation fee from $1,000 to $4,000. Since August 2013, the Commission has assessed a penalty fee to programs or institutions that violate CODA's Privacy and Data Security Policy. Many programs and institutions, however, continue to violate this Policy. The Commission has acted to increase the penalty fee in an effort to further reduce the occurrence of such data in materials submitted to CODA. Visit the Commission's Privacy and Data Security Policy for complete information. Again, there are more details later in this newsletter. 

At this Meeting, the Commission also took Accreditation actions, updated Standards, and directed CODA staff to initiate development of additional web-based training programs for site visitors, the latter of which aligns with the feedback our Communities of Interest provided in the Communication Follow-Up Study conducted last year.

Read on for more information regarding the Commission’s actions and decisions from its Winter 2018 Meeting.

William G. Leffler, D.D.S, J.D.
Chair, Commission on Dental Accreditation (2017-2018)

Winter 2018 Commission Meeting Highlights

This year's Winter 2018 Meeting was held on February 1-2, 2018. The Unofficial Report of Major Actions (PDF) provides a summative review of the major activities during this meeting.

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Major Actions of Interest to All Accredited Programs

The Commission reviewed accreditation reports and took 411 accreditation actions on dental, advanced dental and allied dental education programs and recorded four (4) mail ballots on dental assisting and dental hygiene education programs. Accreditation Status Actions can be found on the Commission’s website.

Fourteen programs received a formal warning that accreditation will be withdrawn in August 2018 unless the requested information, demonstrating compliance with accreditation standards, is submitted prior to that time.

The Commission affirmed the reported voluntary discontinuance effective date or planned closure date of one (1) dental assisting, two (2) dental hygiene, and one (1) oral and maxillofacial surgery education programs, at the request of their respective sponsoring institutions.

The Commission took action to withdraw the accreditation of one (1) dental laboratory technology education program.

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Additional Commission Actions of General Interest

CODA Directs Elimination of “Specialty” Terminology

At its February 2, 2018 meeting, the Commission on Dental Accreditation took action to remove the word specialty from all CODA documentation, as well as its website, and instead refer to all advanced dental education disciplines as advanced education programs.

The Commission is aware that there are misconceptions among many in the communities of interest of the role, if any, that the Commission plays in regards to specialty recognition. The change in terminology clarifies that the Commission accredits education programs, but does not designate which disciplines in dentistry are “specialties.” The Commission’s sole mission is to serve the public and profession by developing and implementing accreditation standards that promote and monitor the continuous quality and improvement of dental education programs.

At its Winter 2018 meeting, the Commission directed CODA staff to identify all necessary CODA materials to be revised, including CODA’s Rules, policies and procedures, Accreditation Standards and supporting documents, and CODA’s website. The Commission also directed staff to submit an Action Plan, to include a high-level schedule of all revisions and a strategy for communicating the implementation of these revisions to CODA’s Communities of Interest. The Commission will consider this Action Plan at its Summer 2018 meeting, to be held August 2-3, 2018.  The Commission will continue to keep its communities of interest informed of progress made related to these revisions.

The complete announcement can be found on the Accreditation Updates page.

Commission Increases Penalty for Violations of Privacy and Data Security Policy

At its Winter 2018 Meeting, the Commission on Dental Accreditation took action to increase the Privacy and Data Security Policy violation fee from $1,000 to $4,000, effective in 2018 upon communication to the educational programs under CODA&'s purview, and carried forward in 2019.

This fee change went into effect on documents submitted to CODA postmarked or emailed on or after February 19, 2018.

As stated in the Privacy and Data Security Summary for Institutions/Programs document (find the document here): to protect the privacy of individuals and to comply with applicable law, the Commission on Dental Accreditation prohibits all programs/institutions from disclosing in electronic or hard copy documents provided to CODA or CODA volunteers, other than on-site during a site visit, certain personally identifiable information; generally, this includes Protected Health Information [PHI] that would be protected under the Health Information Portability and Accountability Act (HIPAA), and Sensitive Personally Identifiable Information [PII] that would be protected under state data breach laws.

Since August 2013, the Commission has assessed a penalty fee to programs or institutions that violate CODA's privacy and data security policy. However, even with the application of this penalty, many programs and institutions continue to include prohibited data in their submissions. These violations put the program/institution and the Commission at risk.

In an effort to further reduce the occurrence of PII and PHI in materials submitted to CODA, plus reduce the severe risk into which such submissions place institutions, programs, and CODA itself, the Commission is taking this action to increase the violation fee to $4,000 per program / per occurrence.

Visit here for complete information on the Commission's Privacy and Data Security Policy.

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UPCOMING COMMISSION HEARINGS, EVENTS AND MEETINGS

Proposed Standards Circulated for Public Comment are due June 1, 2018, or December 1, 2018, as applicable. Read Hearings on Standards/Comments Due for the list of standards open for comment and their respective due dates.

2018 American Dental Education Association (ADEA) Annual Session Hearing on Standards 

The Commission will conduct a hearing on accreditation standards at the 2018 ADEA Annual Session on Saturday, March 17, 2018, 11:00 a.m. to 12:00 p.m. at the Gaylord Palms Resort & Convention Center, Palm Beach Room, Orlando, Florida. Visit Hearings on Standards/Comments Due for the agenda. Please note that no written materials will be provided at this hearing.

2018 ADEA Annual Session: Additional CODA Events

The Commission will host a Question & Answer Room during the ADEA meeting on Saturday, March 17, 2018 from 3:00 PM to 5:00 PM at the Gaylord Palms Resort & Convention Center, Palm Beach Room. Commission staff will be available to say hello and answer questions related to accreditation matters. This Q&A is an informal session, so please stop by as your schedule permits.

Also at the ADEA Annual Session, the Commission will host orientation sessions for Program Directors of dental education programs with site visits in 2018, 2019 or 2020, as well as update sessions for CODA Site Visitors. Please note that these orientation and update sessions are by invitation only. Emails were sent to invitees near the end of February 2018.

Please check the final ADEA schedule for the latest room assignments.

2018 American Dental Hygienists’ Association (ADHA) Annual Conference Hearing on Standards

The Commission will conduct a hearing on accreditation standards at the 2018 American Dental Hygienists’ Association (ADHA) Annual Conference in June 2018 in Columbus, OH. The agenda and other information will be posted on the Commission’s website when these materials become available.

Summer 2018 Commission on Dental Accreditation Meetings:
• Review Committee Meetings – July 9-13, 2018 
• Commission Meeting – August 2, 2018 (Closed Session) and August 3, 2018 (Open Session)

For a more comprehensive list of all upcoming meeting dates, read Review Committee and CODA Meeting Dates.

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CODA EXTRA

New Webinar for Program Directors Now Available

A new webinar, titled An Introduction to CODA, is now available on the CODA Training Webinar Series page of the Commission’s website. This on-demand webinar provides a brief overview of the accreditation responsibilities of directors of Commission-accredited dental or dental related education programs. It is also a good source of information for current program directors who wish to strengthen their understanding of accreditation, standards, site visits, reporting, and more.

At its Winter 2018 Meeting, the Commission directed staff to initiate development of web-based training programs with a progress report to the Commission, through the Quality Assurance and Strategic Planning Committee, for consideration in Summer 2018. In particular, the Commission believed that annual training of site visitors is important and can be accomplished through mandatory web-based training.  Watch for more details in this newsletter and on the Webinar Series page.

CODA to Survey Deans and AEGD Program Directors

The Commission also directed CODA staff to survey Dental School Deans and all United States-based Advanced Education in General Dentistry (AEGD) program directors. The goal is to identify interest, as well as resource and governance issues, that may impact CODA’s decision as it considers whether to establish an accreditation process for the use of international sites where educational activity occurs for United States-based, CODA-accredited Predoctoral (DDS/DMD) and Advanced Education in General Dentistry (AEGD) programs, with a report to the Commission at its Summer 2018 Meeting. Dental School Deans and AEGD program directors of CODA-accredited programs will receive an electronic survey in the coming months.

Call for Review Committee Nominations

The Commission requests nominations to fill vacancies on Review Committees. This call for nominations is for 2018 vacancies. Review Committee Nomination Forms are due to CODA staff by June 1, 2018 for consideration at the Commission's Summer 2018 Meeting. Visit the Call for Nominations page for more information and nomination forms. 

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Deadlines for Program Reports

*Deadlines for many Program Change Reports are June 1 and December 1. Please refer to the Program Changes and Other Report Guidelines page for details. The Commission expects programs to adhere to published deadlines. These deadlines allow sufficient time for the appropriate Review Committees and the Commission to review the report and determine whether the change could impact the program's potential ability to comply with the accreditation standards. You may also contact Commission staff with specific questions about reports and deadlines.

Anytime

Applications for programs pursuing CODA accreditation; The first opportunity for the Commission to consider the program, provided that the application is in order, could be approximately 12 to 18 months following the application submission date

May 15, 2018

Deadline for Progress Reports related to Site Visits

June 1, 2018

Deadline for Initial Response to Site Visit Reports

June 1, 2018


Deadline for:

  • Program Change Report
  • Request for Authorized Enrollment Report
  • Sites Where Educational Activity Occurs Report
  • Teach-Out Report
  • Other reports for Commission review in Summer 2018

NOTE:  Program reports and documentation must not include Patient Protected Health Information (PHI) or Personally Identifiable Information (PII). A $4,000 penalty fee will be assessed if a program submits documentation that does not comply with the CODA policy on privacy and data security.  A resubmission that continues to contain PHI or PII will be assessed an additional $4,000 fee. Review the Policy on Privacy and Data Security Summary for Institutions/Programs on CODA's website.

Programs are also reminded that they must comply with CODA’s Electronic Submission Guidelines

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Staff Contact Information

Commission staff are available to assist you.