Schools and site visit teams submit certain reports to the association through the Portal. Use this article when you need to submit a report for your school or for your visit team. If you need to read reports instead, see View Your School's Reports in the Portal.
Before You Begin
Prerequisites
- Your contact role must have permission to submit reports. If it does not, you see a message explaining that you do not have permission instead of the submission steps.
- Your organization must have an accreditation record. For a visit report, this means your own organization, not necessarily the school you visited. If your organization has no accreditation, you cannot submit a visit report through the Portal, even for a visit at another school.
- If you are submitting a visit report, start from that visit instead of your reports list. That lets Rhythm attach the report to the correct visit.
Submit a Report for Your School
- From your reports list, select Submit Report.
- If your school has more than one outstanding report, choose the owed report you want to submit.
- Complete the form your association set up for that report.
- Submit the form.
Result
The report is saved with today’s date, under your contact and your school, with a status of Pending Review. If your association turned on a confirmation email for that report type, you receive one.
Some school reports are due outside the site visit process, based on your accreditation’s current phase or on ad hoc changes at your school. Because of that, you may see reports to submit here even between visits. Your association may also ask you to submit the same report type more than once. For example, a substantive-change report may be due each time that kind of change happens, so submitting one does not necessarily finish that report type permanently.
Submit a Report for Your Visit Team
- From the site visit’s page, select Submit Report.
- If more than one visit report qualifies for you, choose the owed report you want to submit.
- Complete the form and submit it.
Result
The report is saved and attached to the visit, just as a school report is saved and attached to your school’s accreditation.
Warning
The Portal shows the Submit Report option for a visit only after you open that specific visit. If you open the general submission page by itself, without a visit in the address, it offers a school report instead. It does not show a visit’s outstanding reports until you start from the visit. Submitting a report outside the context of a school or a specific site visit is not currently supported; there is no standalone submission entry point for accreditation reports.
Saving a Draft and Coming Back Later
You can leave a report form before you finish it and come back later. Rhythm saves your answers as a draft tied to your account and this form. When you reopen the form, it offers to resume where you left off. A draft does not count as submitted, and staff cannot see it until you submit the report.
Why You Might See Nothing to Submit
The Portal only offers reports you owe and have permission to submit. If nothing appears, there may be nothing outstanding for you right now, or your contact role may not have permission to submit the requirement that is due. In both cases, you see the message "There are no available reports for you to submit," rather than a permissions or access error.
Why a Submission Might Be Refused
If something you entered does not match what the report expects, such as a field in the wrong format, the submission is refused with an explanation. Nothing is saved, so correct the form and submit it again.
Tip
If you see an error message right after submitting, your report may still have been saved. The confirmation email is sent as part of the same request that saves the report, so an email failure can look like a submission error even though your report exists. If you are unsure, check your reports list before submitting the same report again.