Think Like Assessors: The Consistency Playbook

Accreditation files aren’t built for us—they’re built for the people who will review them.?When you approach file building from an assessor’s point of view, you spot the small details that can either speed things up or slow everything to a crawl. Below are practical habits I’ve gathered from years of reviewing—and being reviewed. Adopt what works, tweak what doesn’t, and watch your next assessment run more smoothly.

1. Keep Highlighting and Labels Consistent
   Assessors develop a rhythm. If every file looks different—new naming conventions or inconsistent formatting—that rhythm breaks and the review slows. Pick a standard set of attachment and highlight labels, then stick to them. All highlights in PowerDMS should be linked to consistent, brief highlight labels. Thing of labels as the navigation menu that guides the assessor through each attached document and it's corresponding highlights.

2. Use Comparable Proofs Year-to-Year
   When Year?1 shows a training roster, Year?2 shows an e-mail, and Year?3 shows a memo, assessors have to pause and decide whether each proof meets the bullet. Whenever possible, use the same or nearly identical format across all years.

3. Follow the Standard’s Sequence
   Arrange attachments in the exact order the standard lists them (statement first, then each bullet). Assessors shouldn’t have to hunt or jump around.

4. Limit Clicks and Attachments
   More clicks =?more time. Combine like documents (e.g., all three annual proofs in one PDF). Highlight only what’s necessary and combine when practical.

5. Capture Requirements in the Standard Statement
   Don’t skip straight to the bullets. If the standard statement itself contains a measurable requirement, highlight it in the directive.

6. Check Readability
   Scan, zoom, and enlarge every attachment. If you must zoom in to read it, your assessor will too—and that slows everything down.

7. Hyperlink vs. Upload
   External links can be useful, but only if the site loads quickly and returns to the assessment easily. Otherwise, attach a PDF or screenshot.

8. Provide Context
   If an attachment isn’t self-explanatory, add a brief note: “There were no Year 2 occurrences...” note after an attachment that only shows Years 1 and 3. Or, "Officer White is the only member assigned to conduct background investigations." after a proof that only shows one certificate when the standard calls for at least 3. 

9. Document Statuses, Waivers, and Exemptions
   A single-line note—“N/A: Agency has no holding facility”—keeps assessors in the Attachments tab and out of the Status tab or having to ask.

10. Point Assessors in the Right Direction
    For interview/observable bullets, include a note such as “Interview: Sgt. Diaz, Training Supervisor, ext.?1234.”

11. Create an “Assessors” User Group
    Remove assessors from default groups so they see the assessment only—no inbox clutter or policy acknowledgments.

12. Consistency Above All
    Choose a style, document it, and apply it across every standard. When you must deviate, explain why in a note.

Adopt these habits and you’ll help assessors move quickly, reduce follow-up e-mails, and show your agency at its best.

Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup 

Areaka P. Jewell

Accreditation Academy

areaka@accreditationacademy.net

(305) 360-1075