Time Sensitive Standards:

Time-sensitive standards are one of those things in accreditation that can quietly cause big problems if you’re not paying close attention.

And one of the most common areas of confusion I see is around the word “annual.”

Most people naturally think “annual” means once per calendar year.

But in accreditation, it doesn’t.

It means once every 12 months.

And that small difference can make a big impact.

For example, if something is completed in February of one year, it must be completed on or before February of the following year to remain in compliance.

Not by December or end of the year.

Not “sometime later that year.”

Within 12 months.

Why This Matters

The tricky part about time-sensitive standards is that once you miss them… you can’t go back and fix them.

There’s no rewind button.

You can correct it moving forward, but that moment in time is gone.

That’s what makes these standards so important to stay on top of.

It’s More Than Just “Annual”

While “annual” is one of the most common, there are many types of time-sensitive references you’ll see in standards, such as:

• Biennial (every 2 years)
• Semiannual (twice a year)
• Quarterly, monthly, daily
• Within 30 days, 90 days, etc.
• Specific deadlines (like “by January 31”)

Some are clearly defined, and others are embedded directly in the language of the standard.

Which means it’s easy to miss them if you’re not intentionally looking.

How to Stay on Top of Them

There’s no single perfect system—but there are a few methods that work really well when used together.

Some common approaches include:

• Spreadsheets to track requirements and due dates
• Calendar reminders with recurring events
• Task assignments in PowerDMS
• Email reminders with clear expectations and examples
• PowerDMS automated document reviews

The key is not the tool—it’s the consistency.

And more importantly…Planning ahead

A Simple Mindset Shift

Don’t plan to meet the deadline.

Plan to beat it.

Give yourself a buffer—weeks or even months in advance—so you’re not scrambling at the last minute.

Because once that deadline passes, there’s no fixing it.

What If You Miss One?

It happens.

But how you respond matters.

Address it immediately. Get it done as soon as possible, communicate it through your chain of command, and document it appropriately.

Don’t ignore it or wait until the next cycle.

Quick Takeaway

Time-sensitive standards aren’t difficult—but they do require intention.

Especially when it comes to definitions like “annual.”

It doesn’t mean once per year
It means once every 12 months

And that one detail can make all the difference.

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