BeautyLink - Volume 6, Issue 1 - (Page 14)
HOW TO SURVIVE AUDITS, ON-SITE VISITS
AND FEDERAL REVIEWS
BY LETHA BARNES
ngoing compliance with
oversight standards is
critical to maintaining
a level of excellence in
your school and getting through a variety
of audits and reviews with success. It
is essential to develop and integrate an
"audit-ready" mentality as a function of
your school's normal daily routine. By
planning and implementing strategies for
avoiding non-compliance, your institution
can focus on continued success in all operational areas with the confidence that all
compliance issues and statistical data are
current and readily available when needed.
Know what is required by each
* Developing a full understanding of the
standards required of your institution
by each agency is essential.
Develop and apply appropriate
written policies and procedures.
* Develop a written Standard Operating
Procedures Manual that addresses not
only general operations but ensures your
Hold "Compliance Classes" during regular
staff meetings, and ask each employee
to present a class on a key section of the
Procedures Manual. Each employee should
be responsible for preparing and presenting on a separate topic. There is no better
way to become an expert on any given topic
than teaching it.
| BE AU T Y L I NK | PRE P-A-RA-T ION | 2014
school is in compliance with all agency
Use the Procedures Manual to educate
all stakeholders on operating and agency
requirements. Stakeholders should, in
fact, be involved in developing the policies to ensure their ownership and commitment to follow them. Employees
should have easy access to the written
manual. Providing it in PDF format to
each employee eliminates any excuse
for not knowing the policy or following its requirements. Classes should be
scheduled during regular staff meetings
to review key sections of the manual.
Further, each employee should be responsible for preparing and presenting a class
on a specific section of the manual. There
is no better way to become an expert on
any given topic than teaching it.
Develop an internal procedure for
informing staff members of changes
to policies, and require written
acknowledgement that the new policy
is understood and will be followed.
Such interoffice memoranda should be
memorialized and maintained in a special section of the Standard Operating
Before implementing new procedures,
do the necessary research to ensure the
change will comply with all oversight
requirements. If unsure, contact the
agency and ask.
Adopt a "visit ready" policy that ensures
your school is ready for a review at any
time. Set up binders for each oversight
agency. After completing your research
on what is required by each agency, prepare a binder with a table of contents
listing all the documents required by
the agency. If the area of compliance
cannot be included in a binder, insert a
narrative or explanation as to where or
how the reviewer may find the required
Review, review and review
* Developing policies and educating stakeholders is a waste of time unless proper
implementation is monitored regularly.
* Inform employees that regular monitoring will occur. Monitoring will include
regular performance evaluations for
each employee using the individual's
position description and applicable
compliance checklists as guides.
Classrooms will be observed; student
files will be audited; attendance records
and grades will be checked; students
will be interviewed; ledgers will be verified; financial aid awards and disbursements will be reviewed; outcomes will
be evaluated; staff meeting minutes will
be checked; advisory committee meetings will be observed and so forth.
* Do NOT procrastinate. If any area is
found to be non-compliant, take immediate action. Putting off a solution could
be the very issue that sends you to "compliance jail."
Develop an internal inspection
* There is no excuse to fail because you
already have the answers to the test.
State Inspection forms are usually
available online at the agency's website.
Print them out. Accreditation standards
and criteria are printed in the agency's
handbook or published on the agency's
website. Compliance audit requirements
are found in the audit guide and also
Table of Contents for the Digital Edition of BeautyLink - Volume 6, Issue 1
Message from the AACS President and CEA Chair
An Audit-Ready Mentality
Launching a Career in Beauty
Your Fire: Your Purpose
Beauty Changes Lives
Good for Them and Good for Your School
Stopping the Taboo Mentality
Skin Care Council
Planning Your Financial Future in 2014
A Student’s Perspective
What They Want
2013 AACS Annual Convention In Review
People & Places
Associate Member Profiles: Accountants
Upcoming 2014 Events
New School Members
Index to Advertisers
BeautyLink - Volume 6, Issue 1
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