NECPA Verification Visit Request

Thank you for requesting your verification visit with NECPA! The information below has also been sent to your email.

Thank you for choosing NECPA for your Accreditation. The NECPA Office has processed your verification visit request and scheduling will begin immediately to ensure you receive a visit date within 120 days from the date of your request OR 60 days if expedited.  If you are a currently accredited program and have concerns about a lapse in accreditation, please contact the NECPA Office immediately at 855-706-3272 to discuss your timeline and learn about the Extension Request Policy and Extension Request Form.

If your program has made payment to expedite the Verification Visit, your program will be scheduled within the 60 days of submission.

It is important that you are ready for your visit and that the day of your visit represents typical daily routines and staffing for your program.

  • Complete page 1, “Program/Center Identification and Contact Information,” of your Self Assessment Instrument (SAI).
  • Your verifier will review all items in the Yellow and Blue sections of your SAI as well as all necessary supporting documents.
    • Which questions am I required to answer in the Self Assessment Instrument? Please ensure that you answer all questions in the Yellow Documentation Section and the Blue Observation Section. Programs that have questions unanswered on the day of the visit may be considered unprepared for a visit and the verifier may find it necessary to end the visit early.
    • What if I answer “No” to a question in the Self Assessment Instrument? The goal is to get your “No” answers to become “Yes” answers. You should only utilize the “N/A” option if an item is truly not applicable—for example, if the item relates to infants, but your program does not serve that age group.
  • Documentation for the Yellow section must be well organized in a file box or binder and easily accessible. Please utilize the NECPA document box labels and checklist provided.
  • You are requested to disclose any potential verifier conflict of interest within 48 hours of being notified of your verification visit date and the name of the verifier(s) assigned to your program.
     

Please review the following NECPA Verification policies and Cancellation Fees:

1. To ensure the consistency of the NECPA Verification process, verifiers are instructed to immediately contact the NECPA Office if a program’s Self Assessment Instrument is not fully completed and/or if necessary documentation is not completed and easily accessible. Following the NECPA Office’s notification, and in the event the verifier must depart prematurely due to these circumstances, the program will be asked to resubmit a verification payment and the verification visit will be rescheduled.

 
2. The following fees will apply:
         a.     $75.00 – Denial of a verification visit date that is not listed as a block out date on your visit request form
         b.     $75.00 – Cancellation outside thirty days of a confirmed visit date
         c.     $625.00 – Cancellation within thirty days of a confirmed visit date
 
3. In the event there is a fluctuation or postponement of your visit due to NECPA scheduling variances, you will not incur penalties and will be notified immediately of changes by phone and/or email.

Additional information regarding your verification visit is provided below. Please contact the NECPA Office at 1-855-706-3272 with questions regarding your verification visit.  We look forward to supporting your program throughout the NECPA accreditation process. For more information on NECPA news, policies, procedures, amendments and updates, please visit www.necpa.net.

Sincerely,

The NECPA Team

Am I Ready for my Verification Visit?
  • I have completed my Self Assessment Instrument and have collected surveys from at least 70% of my full and part time staff and 50% of the families we serve.
  • I have completed Page 1 (Program/Center Identification and Contact Information) in the Self Assessment Instrument
  • I have a copy of my current state license for the verifier
  • I have a filing system with copies of written documentation for each item in the Yellow section.
  • I have ensured that the facility itself as well as teacher to child interactions, and program operations are fully aligned with the NECPA standards according to the policies and procedures described in the Yellow documentation section and the observation items in the Blue section of the Self Assessment Instrument.
  • I have staff training records accessible so that the verifier can easily review them for compliance with the NECPA standards
  • Diplomas, degrees and credentials of staff members are documented (a notarized statement of credentials will be accepted with appropriate information as to date and name of the educational institution where a graduation or degree was earned)
  • All staff training hours from 12 months prior to your visit date are well organized and ready to be reviewed by your verifier. This may require programs with staff members that have not yet completed the necessary 24 or 30 hours of continuing education to make additions to the documentation file with new training certificates or professional development plans in the weeks or months leading up to the visit.

Some Frequently Overlooked Items

  • Resilient surface on playground.  Programs must adhere to current Consumer Product Safety Commission standards to receive credit for this indicator.
  • First Aid and CPR certification/card for both part time and full time staff (American Red Cross, American Heart Association, National Safety Council for First Aid Training Institute, any state approved organization, or the equivalent of one of the four ).  Your verifier must see the actual Pediatric First Aid card/certificate issued by the trainer for each employee.  Notarized photocopies of original cards or certificates are acceptable proof of verification when original cards or certificates are not available as evidence of current CPR and First Aid certification.
  • Staffing pages in the Blue Section are filled out entirely with representation of who is responsible for each classroom.

The NECPA Verification Visit Day Process & Review

  • Your verifier will arrive at the agreed upon time.
  • After meeting the staff and touring the facility, your verifier will begin the observations and documentation review (Ensure this information is readily accessible to the verifier).
  • Your verifier will visit each room as often as needed for observation and documentation of standards.
  • Your verifier will use your program’s Self Assessment Instrument to make comments and document observations.
  • At the end of the verification visit, your verifier will initiate the exit interview with you, the program director, only.
  • If you answered “No” or “NA” or an item is marked “NV”, your verifier will document this in the Comment Section. During the exit interview, you will have the opportunity to provide a response to any comments written by your verifier.
  • Upon completion of the exit interview, your verifier will obtain your completed Self Assessment Instrument, Parent and Staff Surveys, and a copy of your program’s state license.
  • This information is sent directly to the NECPA Office for profiling.  Your program’s profile is then sent to the NECPA National Accreditation Council (NAC) and the NECPA Commission for review.
  • Because programs are reviewed on a rolling basis, the time frame to receive your NECPA National Accreditation result is 8 weeks from your visit date. If you are hoping to complete the review on a shorter time frame, you have the option to expedite the process for an additional fee ($300.00) and shorten the review time to 2 weeks from the date the NECPA Office has both the visit materials and the expedited request.