PREPARING FOR THE WRITING ISSUES
Preparing for and avoiding problems is easier and quicker than fixing them.
Goals for this Workshop:
 Explain writing process
 Launch a Pre-emptive strike
 Style sheet
 Format
 Rhetorical strategies
 Practice session
 Xitracs – Final Report Preparation
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
WRITING PROCESS
 February 2011 – August 2011
 Gathering of Evidence
 Writing of initial draft of
narrative (with or without
links)
 Completing draft with links
 Review by Team Leaders
 Revisions (as needed for
compliance)
First complete report draft due
September 2011
 September 2011 – July 2012
 Mock Review by outside
reviewers
 Revisions (as needed for
compliance)
 Final editing with Editor (to
ensure a “one voice”
document)
 Review by University of
Kentucky SACS Leadership
Team
Complete final report for
SACSCOC due September 2012
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
STYLE SHEET
 Assists in defining consistency
This is KEY as there are many contributors from
disparate fields
 Defines writing (style) issues
 Provides Terms & Abbreviations
 Will be widely available (on-line)
 Helps begin the creation of a consistent “voice”
throughout the document
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
BASIC NARRATIVE STRUCTURE
First sentence: Reword the standard confirming “in
compliance”
Next 2 -3 sentences: Provide a road-map for the
narrative
Use headings for destruction of multi-part
standards
Final sentence: Summarize with confirming “incompliance”
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
STYLE SHEET – COMMON ISSUES
 Names, Titles, and Programs
 List Item Syntax
 There is no set SACS standard
 Must be consistent
 Be careful of “over-bulleting”
 Illustration/Table references
 Do not refer to illustration placements as “above” or “below”
 Follow labeling convention in style sheet
 Working document
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
WRITING GOALS
Clear & Concise
Accurate & Accessible
Think like the reviewer
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
WRITING ISSUES: ACTIVE & PASSIVE VOICE
Active voice: the subject performs the action expressed in the verb
“The Faculty Senate authorizes all curriculum changes.”
Passive voice: the subject receives the action expressed in the verb
“All curriculum changes are authorized by the Faculty Senate.”
Select Active (when possible)
 Shorter – (therefore clearer) sentences
 Implies authority and forcefulness
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
WRITING ISSUES: EXPLETIVE CONSTRUCTION
Sentences that begin with there, here, or it followed by a form of to be
(There are…, It is…, Here are…)
Focus on the real subject of the sentence
Example: There are several programs designed to provide academic
support to students.
Revision: Several programs provide academic support to students.
Example: It is common for over 20 faculty to attend these training
seminars.
Revision: Over 20 faculty commonly attend these seminars.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
WRITING ISSUES: NOMINALIZATIONS
Turning a verb or an adjective into a noun
Focus on “real” verb in sentence
Example: Department heads provide an evaluation of candidates.
Revision: Department heads evaluate candidates.
Example: Budget cuts constitute a threat to faculty development programs.
Revision: Budget cuts threaten faculty development programs.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
TIME TO PRACTICE…
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 1
1. The Adult Student Services Resource Center is a great support network for those
juggling work, family, community, and academic responsibilities.
The Adult Student Services Resource Center supports students juggling
work, family, community, and academic responsibilities.
2. The University has established nine electronic classrooms on campus. The
classrooms are located in six of the academic buildings on campus.
The University maintains nine electronic classrooms located in six of the
academic buildings on campus.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 1
3. Nominations for those seeking the status of graduate faculty are made by the
department head following consultation with existing graduate faculty in the
respective programs.
The Department Head nominates graduate faculty after consulting with
existing graduate faculty in the program.
4. Northern Alaska University is one of the state’s sixteen public institutions of the
University of Alaska. It is a regional comprehensive university governed by the
Board of Governors of the University of Alaska and the Board of Trustees of
Northern Alaska University. Minimum admissions requirements are set by the
Board of Governors of UAK, but institutions may set higher standards.
As one of the state’s 16 public institutions of the University of Alaska, the
UAK Board of Governors sets minimum admissions requirements, but
institutions may set higher standards.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 2
1. There are programs and policies administered by the Office of the
President that promote a healthy, safe, and secure environment.
The Office of the President administers programs and policies that
promote a healthy, safe, and secure environment.
2. There are currently 26 members of the graduate faculty at Northern and
there are three categories of graduate faculty: full members, affiliate
members, and temporary members.
NAK currently includes 26 members of the graduate faculty in
three categories: full members, affiliate members, and temporary
members.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 2
3. The President and the NAK Board of Trustees also attempt to exercise control
over affiliated entities through interlocking directorates and corporate
membership provisions which are mandated to be contained in the Bylaws of the
affiliated corporate entities, as well as affiliation agreements, and policies and
regulations delineating requisite relationship between NAK and its affiliated
corporate entities.
The President and the NAK Board of Trustees also exercise control over
affiliated entities through interlocking directorates and corporate
membership provisions contained in:
- the Bylaws of the affiliated corporate entities;
- affiliation agreements; and
- policies and regulations delineating requisite relationship
between NAK and its affiliated corporate entities.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 2
4. Home-schooled students will have their records considered by the University
ONLY under the following conditions: the student provides an official transcript of
all work completed; this should include course names, descriptions, grades, and
the amount of credit awarded; the student provides official score reports of the
SAT I or ACT tests.
The University considers home-schooled students only if the student
provides the following:
- an official transcript of all work completed;
- official score reports of the SAT I or ACT tests
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 3
1. The institution demonstrates that it has identified expected outcomes for all its
academic programs.
The institution has identified expected outcomes for all its academic
programs.
2. In addition to the electronic classrooms, there are multiple portable laptops
available for faculty and students to use in general classroom settings.
In addition to the electronic classrooms, multiple portable laptops are
available for faculty and students to use in general classroom settings.
OR
In general (non-electronic) classrooms, faculty and students may use one
of a number of portable laptops.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 3
3. Student Support Services tries to be a comprehensive academic support program
that provides services to assist students in achieving the outcome of the three
major goals of transition, retention, and graduation. The services that have been
offered to program participants are designed to meet these goals including
advising, tutoring, academic, career, and personal counseling, mentoring, and the
provision of accommodations for students with disabilities.
Student Support Services helps students achieve the three major goals of
transition, retention, and graduation. Services offered include advising,
tutoring, academic/career/personal counseling, mentoring, and providing
accommodations for students with disabilities.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
GROUP 3
4. Any requirement exemption requested in the Liberal Arts Program must have the
approval of the advisor, department head, dean and Provost. A student’s
completion of the requirements in the Liberal Arts Program is monitored by
professional advisors in the university’s advising center as well as major advisors.
The advisor, Department Head, Dean, and Provost all must approve any
exemption to the Liberal Arts Program. Professional advisors and major
advisors monitor students’ progress in and completion of their general
education requirements.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
LONGER REVISION
On-Campus Resources
Caribou Library has a materials budget of $2.3 million which is expected to
increase annually for the next three to five years. The collection currently contains
more than 702,000 books and bound periodical volumes. There are over 2.5
million units of microforms, and it subscribes to over 2,330 current periodical
titles including regional, national, and international magazines, journals and
newspapers. Over 150 on-line databases are subscribed to by the library, many
containing full-text articles, covering all subject areas. The library is a selective
depository for federal and state government documents and contains
approximately 280,000 publications from various government agencies. The
Curriculum Materials Center strives to contain state-adopted textbooks,
curriculum guides and kits, 24,000 audiovisual items, and a children’s literature
collection. Additionally, the library collection contains over 210,000 maps. Special
Collections houses manuscript collections, books, photographs, and other
resources documenting the history and culture of Northern Alaska, Canadian
Northwest Territories, and the Inuit Nation. (156 words)
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
LONGER REVISION
Caribou Library’s material budget was $2.3 million for FY 2009 – 10 and $2.7 million for FY 2010 – 11.
This budget will increase commensurate with the University’s enrollment growth. The collection contains
more than:
 702,000 books and bound periodical volumes;
 2.5 million units of microforms;
 2,330 subscriptions to current periodical titles including regional, national, and international
magazines, journals and newspapers;
 150 subscriptions to online databases, many containing full-text articles, covering all academic
subject areas;
 280,000 government publications (the Library is a selective depository for federal and state
government documents).
Specialized Collections
 The Curriculum Materials Center (CMC) in Caribou Library contains state-adopted textbooks,
curriculum guides and kits, 24,000 audio-visual items, and a children’s literature collection.
 The collection houses over 210,000 maps.
 Special Collections houses manuscript collections, books, photographs, and other resources
documenting the history and culture of Northern Alaska, Canadian Northwest Territories, and the
Inuit Nation. (144 words - clearer)
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
SCENARIO – SUSPECT CONTENT
An author submitted the following passage as part of a response that outlines
admissions categories at the university. While the writing could be revised for
clarity, there are more pressing and serious “red flags”; can you find them?
Post-Baccalaureate Students
Graduates of accredited four-year institutions may apply for admission to work toward
another undergraduate degree. A student may obtain from the university a
second bachelor’s degree provided the degree is in a different major. A second
degree in the same major may not be obtained by the student. The general
requirements for second degrees are stated in the section of this catalog on
degree programs and requirements.
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
XITRACS
Simplifies the process with:
• Formatting
• Print
• Electronic
• Delivery
• Links to Evidence
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU
WWW.UKY.EDU/SACS
J.SKAGGS@UKY.EDU