Accreditation Preparation

With an increasing awareness of safety and liability issues, both on the part of riding establishments and the consumer, accreditation of riding programs is an idea whose time has come. We are approaching an age where expectations of the consumer become more demanding and government regulations are increasing. In an industry as unique as the equine industry, it could be tough to have regulations mandated by government.The intent of this packet of information is to familiarize you with CHA's Site Accreditation Program and help you prepare for your accreditation site visit If you have questions on this program, please contact the CHA Program Director at (800) 980-1410.

HISTORY OF THE CHA ACCREDITATION PROGRAM

PURPOSE OF SITE ACCREDITATION

The purpose of the CHA Site Accreditation Program is to educate facility owners and program operators in the administration of key aspects of riding program operation, particularly those related to rider safety. The standards establish guidelines for needed policies, procedures and practices.Ê Once CHA has verified minimum compliance with the standards, the facility is then responsible for on-going implementation of those policies.Another purpose of the accreditation program is to assist the public in selecting riding establishments that meet industry-accepted and government-recognized standards. While the focus of accreditation is on safety practices regarding the facility, the operations and the management of the riding establishment, this is no guarantee that the rider will be free of the inherent risk associated with the sport. However, accreditation does indicate to the public that the riding establishment has allowed voluntary comparison to standards established by professionals in the horse industry. Unlike licensing by a governing authority, CHA does not have the authority to close or otherwise penalize an entity not meeting its accreditation criteria, except by removing the accreditation status. Licensing focuses on the enforcement of minimum standards. Accreditation focuses on education and evaluation of the operation, using standards that go well beyond the minimum requirements of licensing.CHA standards identify safety practices that are considered basic to horse related activities and facilities, while keeping in mind the variety of riding establishments in existence. Many types of operations will apply for CHA accreditation; the purpose of CHA accreditation is not to make each operation conform to particular methods, but to insure that the operation meets general safety requirements.

ELIGIBILITY FOR SITE ACCREDITATION

Horse riding establishments, including camps, colleges, schools, private or public boarding or training operations, recreational riding programs or riding clubs, may seek accreditation by CHA. To become a CHA Accredited facility, a site must meet all of the following criteria:

1. Apply to CHA for Site Accreditation. Pay all Program Membership and accreditation fees. Conduct a self-assessment of the operation, according to Standards for Group Riding Programs. Schedule a site visit by two CHA Site Visitors, preferably during establishment operations. Site prepares for visitation by addressing concerns of the standards and preparing materials and written documentation required by the standards.
2. Site demonstrates 100% compliance with mandatory standards and 80% compliance with recommended standards during the site visitation.

SITE ACCREDITATION PROCEDURES

1. Site sends in accreditation application and fee. CHA sends to site Standards book, list of Site Visitors, Site Visitor Agreement. Site contracts two Site Visitors (SVs) and schedules visit. Site sends signed copy of Site Visitor Agreement to CHA Office. CHA Office sends letter of verification and accreditation paperwork to lead Site Visitor. Site prepares facility and documentation for site visit. Site visit occurs. Site Visitors verify compliance with each standard listed in Standards for Group Riding Programs. SVs do not score compliance or award or deny accreditation. Site Visitors simply verify whether or not site is in compliance with each standard. Lead Site Visitor checks-off standards on Accreditation Score Sheet; writes explanations where needed, and sends completed forms to CHA Office within one week of site visit. CHA Program Director reviews paperwork, scores compliance and awards or denies accreditation. CHA Office notifies site of results of accreditation visit within four weeks of site visit. Site must maintain annual membership in CHA and submit an annual statement of compliance to maintain Accreditation.
2. Site Accreditation is valid for three years. CHA Office will notify site before Accreditation expiration date. To renew Accreditation, site pays renewal fee and completes self-assessment of facility and program. If substantial changes have occurred (i.e., change of management or ownership; change in operations), another site visit may be required for Accreditation renewal.

WHAT TO EXPECT

Site Visits are made by two certified CHA Site Visitors (SVs). One will function as the "lead" SV; this person may be more experienced with CHA Accreditation and is in charge of the site visit and responsible for submitting the paperwork to CHA.The CHA Office will provide a list of certified Site Visitors (SVs) and the CHA Program Director or the Regional Director in the area may be able to assist the site in finding a SV. The site should contact a SV and discuss when and how the site visit may occur and get a verbal commitment from the SV, based on the SV Agreement form. The lead SV may prefer to contact a second SV to work with him/her.

Site Visitors are not paid for their services, but the site is expected to pay all travel expenses for the SVs. Site Visitors are strictly forbidden from accepting any gifts, tips, gratuities or other form of remuneration. SVs will not award or deny Accreditation, but simply verify whether or not the facility complies with CHA Standards. Site visits should be made during normal operations of the facility.

After contacting SVs and scheduling the site visit, the site should fill out the SV Agreement form and forward it to both SVs for their signatures. Then copies of the signed SV Agreement are sent to the SVs and to the CHA Office. The CHA office will then verify the site visit with the lead SV.The site should conduct a self-assessment of the facility and operation according to Standards for Group Riding Programs. Many of the standards require written documentation, policies and records; the SVs will review all of the relevant documents, including personnel records (for age and certification verification). The site should compile all of the required documentation into one notebook for review by the SVs on the day of the visit. It is also acceptable for the site to send documentation to the lead SV, prior to the day of the site visit. In many cases, required documentation may have been developed in order to satisfy the standards for accreditation. New documentation, records and policies are acceptable but the site should demonstrate incorporation of these new procedures into its daily operations. All routine facility maintenance and upgrades to facility should be completed prior to the day of the site visit. It is expected that the operation be at it's best on the day of the site visit

WHAT TO EXPECT THE DAY OF THE VISIT

The site should designate an individual to work with the Site Visitors throughout the day of the site visit. Preferably, this person is the program manager or facility owner and is completely familiar with all operations and administration of the program. Hopefully, all required documentation has been compiled and is ready for review by the SVs.The site representative should greet the SVs and take them on a thorough tour of the facility. This will be the opportunity for the SVs to get oriented to the facility and get a feel for the scope of operations. The SVs will not specifically be checking for compliance with standards during this initial tour, but may later be able to check off some standards based on what they see on the orientation tour.After touring the facility, the SVs, with the assistance of the site representative, will then begin verification of compliance with each standard. The SVs may go through the standards in any order, depending upon the layout and operations of the facility, as long as all standards are considered. For each and every standard, the SVs will check, "Yes" (complies), "No" (does not comply) or "DNA" (does not apply). For every "No" mark, the SVs will provide commentary on why the site is not in compliance with the standard. The SVs will need to review each document that substantiates specific standards regarding policies and records.At the discretion of the lead SV, the facility may be given a two-week grace period to rectify non-compliance. The purpose of this grace period is for situations that have arisen suddenly, such as a fence that was broken the night before the site visit. The grace period is not for the purpose of rectifying long-standing non-compliance. Since the site knows well in advance the standards against which it will be evaluated, it is assumed that standards would have been previously addressed.The Site Visitors will be friendly and supportive of the site. The SV's purpose is to help educate and improve safety and effectiveness for group riding programs. The SV will not have an adversarial attitude, but instead will enjoy being able to contribute to your program and give deserved recognition to quality operations. At the end of the site visit, the lead SV will give a Visitor Evaluation form to the site representative to complete and return to the CHA Office.

AFTER THE VISIT

The lead Site Visitor will complete the accreditation paperwork and send it to the CHA Office. The CHA Program Director will review all documents and score the site visit. If the site has attained 100% compliance with mandatory standards and 80% compliance with recommended standards, the site will be accredited. The site will receive notification of accreditation within four weeks of the site visit; upon accreditation, the site will receive certificates, CHA logo slicks and an accreditation sign (extra charge for sign).

It is the responsibility of the site to follow-up on any standards that were allowed a grace period to correct. The site should send follow-up documentation to the CHA Program Director. If accreditation is denied, the site must re-apply for accreditation after six months. Sites may appeal to the CHA Site Accreditation Committee for denial of accreditation.