Navigating the Annual Report
Annual Reporting is an essential accreditation process to record Surgical Technology and Surgical Assisting program status and monitor compliance with the Standards between site visitations. The ARC/STSA reviews program compliance using specific Annual Report (AR) protocols, and this year we have made several changes to the Annual Report platform to further streamline the process.
We know that preparing and submitting the AR can be stressful, so we have provided some helpful tips and best practices to help make it a seamless process for everyone. Please read this article to ensure you have the latest information to successfully prepare and submit your program’s 2025 Annual Report between May 1 and July 31*.
Annual Report Changes and Requirement Updates
Plan of Action (PoA) Form(s) – A PoA serves as a follow up for Outcomes or PAC requirements that fall below the Standards, so please complete any needed PoAs before your AR is due. Once completed, the PoA information can be transferred (cut and pasted) into the AR. PoAs should be detailed, comprehensive, and measurable to be accepted by the ARC/STSA. As best practice, we recommend that programs keep each PoA updated and readily available for upcoming site visits and reporting requirements.
Program Advisory Committee (PAC) Section – Programs must list any PAC members who were absent from a scheduled PAC meeting in the Communities of Interest/PAC section of the AR. Programs must include how the program will ensure all PAC members will be present/involved in future PAC meetings. PoAs required for PAC concerns will be requested later in the AR.
Clinical Affiliate Site Reporting Form – This year, programs will upload their current Clinical Affiliate Site Reporting Form into the AR platform rather than manually inputting each clinical affiliate. So, before you log on to the AR, confirm that your program’s Clinical Affiliate Site Reporting Form is updated with all clinical affiliates and partners.
Curriculum Changes – Please note changes to curriculum are no longer reported outside of the AR. Programs must include any curriculum changes that have been implemented since the previous AR.
Outcomes Section – Programs are required to manually input their outcomes into the AR platform and upload the Outcomes Tracking Tool (OTT) for the applicable reporting period. The ARC/STSA will review the OTT to verify the data entered and then contact the program if a discrepancy is noted. Please note the 2025 AR reporting period is 8/1/2023-7/31/2024.
Attestation Process – The attestation must be completed by a program administrator (i.e., Dean or President) prior to the program submitting the AR. Administration will be notified via email to complete their attestation. Once complete, the Program Director will receive an email notifying them to submit the report. Please note, the Report cannot be submitted without completion of the attestation.
* Any programs that were awarded accreditation through CAAHEP after May 1, 2025, are not required to submit an AR for the current year.
Annual Reporting Best Practices
Several AR requirements can be completed well ahead of the AR submission deadline and can be uploaded and/or copied and pasted to the final AR:
Please note, the ARC/STSA has recently updated many of the forms on our website. Be sure to download and complete current forms to avoid delay in acceptance of the program’s Annual Report.
We recommend that you keep your form updates and changes in one place for easy access ahead of AR submission deadlines, with reminders, to ensure any updates or changes are completed as they arise. Most of the required information for Annual Reporting can be maintained and updated throughout the year, which will help to avoid last-minute issues potentially leading to a late or incorrect submission.
Whether this is your first time completing an AR or you are looking for a refresher, the ARC/STSA is here to help. The Maintaining Accreditation page of the ARC/STSA website provides resources to assist you in completing your AR successfully, including AR submission instructions and a video walkthrough of the 2025 Report. You’ll find three Office Hours help sessions on the Webinars page of the website, and the ARC/STSA team is also available to answer any questions you may have. Email ARQuestions@arcstsa.org for assistance. We’re happy to help!