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Middle States Evidence Inventory: Overview

Directions for working with evidence collected for the 2020 Cal U Middle States Accreditation Report.

Introduction

Middle Stated Evidence Inventory is a private group.

The Middle States Evidence Inventory is a private group comprised of the people working on the 2020 Cal U Middle States Accreditation Report. Its primary purpose is to provide a place to store electronic documents and resources used in writing the report. The group is run through the Office 365 Web software. As a private group, only members of the group will have access to it. Once added to the group, you will find it listed in your Outlook account.

If you are part of the Cal U Middle States Accreditation process but did not receive access to the Evidence Inventory, please contact: Dr. Len Colelli, colelli@calu.edu.

Searching for Files

You can search for files by KEYWORD in SharePoint.

Because the files are stored in a Microsoft environment, you will be able to search for files by keyword, similar to how you can search your computer to find files. When you add search terms they are combined with a Boolean "AND." This will narrow your results to include only documents that have ALL of those terms.

If you begin at the main Documents directory, your search will include all subfolders. This is great if you don't know which folder to search. If you go into a subfolder, however, you can limit your search to that folder. This will be helpful when you know which office to search. 

Evidence Inventory Co-Chairs

If you need help, please contact one of the Evidence Inventory Co-Chairs:

Loring Prest, Library Services, prest@calu.edu, x5769

Ryan Sittler, Library Services, sittler@calu.edu, x4923

File Arrangement

Files are organized according to the DEPARTMENT or OFFICE that CREATED it.

Electronic files are located in the "Documents" section of the Office 365 group. Files are arranged in folders named for the DEPARTMENT or OFFICE that is the source of the document. They are NOT grouped by subject or by Middle States Standard. This organization will allow for a single instance for each document without having to provide cross-references. 

When looking for a file, you should ask, "What office or group produced this file?" Did it come from the Admissions Office, the President's Office, Academic Affairs Office, etc.?

Example: If the Provost created a report, it would be located in the "Academic Affairs" folder. Regardless of what the document is about, it will be located based on the office that created it.

File Naming Protocol

Filenames use a PREFIX - NUMBER - TITLE - DATE syntax.

Files that are added to the Evidence Inventory will be located in the folder named for the SOURCE of the file.

Filenames will begin with an abbreviated prefix that indicates the office/folder where it lives. This will be followed by an accession number that simply reflects the order that the file was added to the folder. Files will not be grouped by subject. As a new file is added, it will simply get the next number. Next is the title of the document, which should enable you to recognize the content of the document. If the title does not already include a date, one will be added after the title.

This is the filename template:

[Source Prefix]-[Accession Number]-[Title of the Document]-[Date]

Here is an example of what a filename would look like for a document from the Academic Affairs Office:

AccAffrs-004-Provost Report to Council of Trustees-2017-03

 

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