commission on accreditation for respiratory care the site visitors are coming! transitioning from...

Committee on Accreditation for Respiratory Care (

Commission on Accreditation for Respiratory Care

The Site Visitors Are Coming! Transitioning from Successful Self-Study to Successful Site Visit

Bradley A Leidich, MSEd, RRT, FAARC

111/16/20092009 AARC BOD MeetingCoARC UpdateObjectiveswww.coarc.com

How to prepare for an accreditation site visit under the new standardsPlanning ahead to ensure participation by key individualsGathering and organizing essential documentationPreparing your students, faculty, and administrators for the site visitQuestions and Answers

211/16/20092009 AARC BOD MeetingCoARC UpdateSite Visit Processwww.coarc.com


The site visit is the most complex aspect of the accreditation process. It is also the most visible function of the Commission on Accreditation for Respiratory Care (CoARC).


Site visitation teams usually have two members, one of whom may be (and in some cases, must be) a physician. Site Visitors are on-site objective observers and gatherers of the facts that are reported back to the CoARC Referee as a part of the ongoing process of accreditation and reaccreditation.


During one to two days at a campus, site visitors interact with all of the communities of interest, review pertinent documents, and, when appropriate, inspect program facilities.


Through this process, the CoARC ensures that each programs documentation supports the analysis and action plans related to its resources and outcomes. Further, the visit offers an opportunity to document the degree to which the program meets the Standards


Prior to your site visit, the Referee assigned to that program (a Referee is a CoARC Commissioner assigned to a program to review and assist with a programs accreditation process) will communicate with you and the program regarding specific concerns or requests regarding the data submitted by the program in their self-study report, annual report, or progress report.


The Site Visitor will review the Program's Self Study and the Referee's Analysis of the Self Study prior to the site visit.

911/16/20092009 AARC BOD MeetingCoARC UpdateBudget for the Site Visitwww.coarc.com

Budget actual costAverage approximately $2,500Air fare and lodging largest variablesIt is preferred that you allow the site visitors to assume all costs during the visit. The Executive Office will then bill the college for the entire cost afterwards.

1011/16/20092009 AARC BOD MeetingCoARC UpdateBudget for the Site Visitwww.coarc.com

Consider any hospitality arrangements that need to be madeAdvisory committee luncheonWater, coffee, light snacks

1111/16/20092009 AARC BOD MeetingCoARC UpdateBefore the Site Visitwww.coarc.com

No gifts!


Reserve a room where the site visitors can work fromSchedule the following meetings for this roomGraduatesStudentsFaculty (didactic and clinical)Key personnelPossibly advisory committee luncheon if it worksMedical Director


Move relevant files to the room in advance so site visitors can do all their file reviewsAny documents that the Referee or team Captain requests should be made available in this roomLabel all files so that it is obvious what they areFlag any relevant information requested so that your team doesnt have to search


Meet with your advisory committee, administration, key faculty and medical director to prepare them for the visit.


Review all relevant files to be sure that they are in order and complete You want to make a good impression during the visitUnder the new Standards you should be prepared to show files for the past five years


You may be asked to present an example of a few students who had issues and how those issues were resolved (i.e. grading issues, disciplinary problems, academic dishonesty) Think about this in advance and have 2-3 student files tagged for review

1711/16/20092009 AARC BOD MeetingCoARC UpdateAttendancewww.coarc.com

It is important to have good attendance at your meetings.

1811/16/20092009 AARC BOD MeetingCoARC UpdateStudent Attendancewww.coarc.com

This should be easy since they are students and yes, you do have control over their schedule. Do not tell site visitors that they are not available because they are in class or clinical!

1911/16/20092009 AARC BOD MeetingCoARC UpdateGraduate Attendancewww.coarc.com

Invite past graduates from at least the past three years but not necessary to go beyond five years. More important to have grads there who are 1-3 years out versus 3-5 yearsEnsure a good representation of grads to meet with the site visitors

2011/16/20092009 AARC BOD MeetingCoARC UpdateDidactic/Clinical Faculty Attendancewww.coarc.com

Be sure that they are available and preparedBe sure they have an opportunity to read your self study

2111/16/20092009 AARC BOD MeetingCoARC UpdateAdvisory Committee Attendancewww.coarc.com


2211/16/20092009 AARC BOD MeetingCoARC UpdateMedical Director/Co Medical Director Attendancewww.coarc.com


2311/16/20092009 AARC BOD MeetingCoARC UpdateEvidence of Compliancewww.coarc.com

Following each Standard, there are items of evidence that need to be available to demonstrate that the program meets that Standard.


Instructional FacultyStandard 2.15: In addition to key personnel, there must be sufficient faculty to provide effective instruction in the didactic, laboratory, and clinical setting. In clinical rotations, the student to faculty ratio cannot exceed 6:1.


Evidence of Compliance Results of annual resource assessment as documented in the CoARC resource assessment matrix (RAM)Institutional student surveys of instruction (e.g , course evaluation)Course class lists and faculty teaching schedules


Assessment of Program GoalsStandard 3.06: Programs that include distance education components must document and report instructional effectiveness and program outcomes separately for base programs and program options.


Evidence of Compliance Results of student outcome assessments by cohort groups separately for base programs and program options.Results of student course and faculty evaluations by cohort groups separately for base programs and program options.

2811/16/20092009 AARC BOD MeetingCoARC UpdateInterpretative Guidelineswww.coarc.com

Available on the CoARC website

2911/16/20092009 AARC BOD MeetingCoARC UpdateOpening Session With Administratorswww.coarc.com

At the beginning of your site visit, both program personnel and representatives of the administration will be clearly informed about the purposes, function, and mechanics of the on-site evaluation and its relationship to the accreditation processes of the CoARC (opening statement).

3011/16/20092009 AARC BOD MeetingCoARC Update

Opening Session With Administratorswww.coarc.com

President and/or VP Division Dean and/or Chair Not necessary to attend:Advisory Committee ChairMedical Director


Do all students have the same privileges and status as other students enrolled in the educational institution? (Standard 5.02)Do all students receive the same type of credit for course work as other students in the educational institution? (Standard 5.02)Do the students receive a minimum of an associate degree upon completion of required curriculum? (Standard 1.01)


Are the Program Director and Director of Clinical Education of the program appropriately appointed as faculty of the educational institution? Does the Medical Director have a formal relationship with the institution/program? (Standard 2.03)Are the Program Director and Director of Clinical Education full time according to and consistent with the educational institution's policies? (Standard 2.03)


Are the financial resources of the program adequate to enable achievement of the program goal(s) and outcomes? (Standard 2.01) Are all students appropriately enrolled in the educational institution? (Standard 5.02)


The Site Visit Team will endeavor to gather program information relative to the Standards and to address any questions or concerns from the Referee. This information can be obtained from: On-site inspection of records, facilities, etc.Interviews of faculty, students, and graduatesDiscussions with the Administration, Dean, Program Director, Director of Clinical Education, Medical Director and the Advisory Committee.

3711/16/20092009 AARC BOD MeetingCoARC UpdateLab and Classroomwww.coarc.com

Take the time to clean and make sure everything is orderly No need to get out sample of supplies or equipment. The site visitors will simply look around and if there are questions regarding anything they will ask

3811/16/20092009 AARC BOD MeetingCoARC UpdateClosing Sessionwww.coarc.com

After the Site Visit team has completed their report, they will arrange to meet with the Program Director and Director of Clinical Education to confirm their data and to discuss their conclusions.The team will also provide informal ideas and suggestions to help the program personnel address any shortcomings in their program. Team members will then provide program personnel and administration officials with an objective oral review of the findings of the team during the on-site evaluation.

3911/16/20092009 AARC BOD MeetingCoARC Update

commission on accreditation for respiratory care the site visitors are coming! transitioning from...

Documents