Mock Assessments

A mock assessment should be a comprehensive "dry-run" review of your accreditation files by knowledgeable accreditation practitioners. While not a required component of the accreditation process, mock assessments have become such an effective quality control measure that the CALEA staff begins the assessment scheduling process by determining the status of your mock. Some might ask, "If a mock assessment is so important to CALEA, why doesn’t CALEA establish criteria and structured procedures for them?" The answer is that CALEA wants to ensure the candidate agency has as much flexibility, autonomy, and economic options in this decision as possible. Most agencies rely on local accreditation coalitions or networks for mock assessors. Normally these assessors work for free or charge nominal fees. Some agencies may have knowledgeable, trained assessors within the organization or at nearby agencies, and still others may pursue alternative venues for mock assessors. Whether you have nearby access to coalition mock assessors or not, CALEA staff will be happy to provide advice.

A recent polling of practitioners in the field concerning mock assessments revealed some common themes for success.

        Have a Mock

An effective mock assessment has proven to be the best tool for ensuring a smooth CALEA on-site assessment. Scheduling your on-site assessment without the benefit of mock assessment feedback will cause delay in confirming dates with CALEA because extra quality control measures have to be taken by the CALEA staff. The lack of a quality mock makes your agency more vulnerable to major noncompliance issues which may be difficult or impossible to correct during the on-site assessment. For initial accreditation, it is recommended the mock assessment be scheduled six months prior to the anticipated call to CALEA for an actual assessment. More experienced accreditation managers may shorten this period if only minor corrections to accreditation files are likely. The most common mistake in scheduling a mock is to underestimate the time it will take to correct files before the arrival of CALEA assessors.

Pick the "Nit-pickers"

As the agency needs outside, objective feedback, selecting mock assessors can be one of the most critical decisions made by an agency seeking accreditation. Attention to detail and knowledge of the accreditation process are the two most important qualities of a mock assessor. You should be looking for a few qualified "nit-pickers." Most agencies choose two or three mock assessors who spend about two days reviewing files. When mock assessors arrive, emphasize that your goal is for them to be helpfully critical of the files they review. As few agencies have the levels of accreditation expertise and, more importantly, the objectivity needed for this type of review within the organization, outside, objective advice is often the best.

Share Your Concerns

Most accreditation managers have pre-conceived ideas about where compliance documentation might be weak or strong. Open discussion of such information with mock assessors is a good way to eliminate tunnel vision, while identifying additional areas needing attention. Additionally, mock assessors can answer questions or address concerns you have about procedures beyond file work, such as, interviews with key personnel, tours, or static displays.

Evaluate Feedback

While the focus of a mock assessment should be on a thorough review of all files, some mock teams will offer feedback on other procedures and logistics; such as assessor work areas, adequacy of facilities, public information sessions, or tours. Upon review of all accreditation files, it is not unusual to receive at least a few legal size pages of corrections or recommendations from your mock assessors. It is important to evaluate all feedback carefully. Each recommendation will either involve a minor file correction or a major correction involving new procedures, facility changes, or other time-consuming projects. Disagreements may occur. Serious dialogue should occur between the mock assessment team and the accreditation manager before significant changes are made. Keep in mind that this is a "dry-run." Mock assessors' recommendations are not binding or final, and CALEA staff is always available for guidance when there is conflict. It is also recommended you contact staff before expending substantial agency resources or making major facility changes, pursuant to advice given by mock assessors.

Make ALL Necessary Corrections

The most common mistake is to lose sight of the recommendations given by the mock assessors. First of all, if your mock assessors review all accreditation files and tell you they didn’t find a thing wrong, you are either an exemplary organization or you may have not selected qualified mock assessors. Often you hear only what you want to hear during the exit interview with the mock assessors. Sometimes mock assessors will qualify the exit interview by saying something like, "Provided you make the corrections we identified, you should be ready for your CALEA on-site assessment." Some accreditation managers and CEO’s only hear the "you should be ready for your CALEA on-site assessment," subsequently failing to evaluate the recommendations and making all necessary corrections. Frequently, the accreditation manager underestimates the time it will take to make all necessary corrections. Remember, if standards are in non-compliance during your mock assessment, they are not likely to be overlooked or approved by CALEA assessors a few months later. If you are not comfortable that you have made all necessary adjustments and can demonstrate compliance with all applicable standards within the time frame, the best course of action is to delay the on-site.

The best on-sites don’t happen by accident. They happen when the agency has maintained compliance with standards, the accreditation files and agency are well prepared, and the CALEA assessors complete their review expediently. This permits assessors to have time during the week for interviews, observations, ride-alongs and other interaction with your personnel. Positive on-sites are often described by CEO’s and CALEA assessors as a mutually rewarding experience, offering true professionals an opportunity for the exchange of great ideas.