site visitor training administrators’ session atlanta february 2016

Site Visitor TrainingAdministrators’ Session

AtlantaFebruary 2016

Micki Cuppett

TRANSFORMING THE PROFESSION THROUGH QUALITY EDUCATION

Overview of Session

• Accreditation Defined• Self-Study and Site Visit Processes & Tips• Common Questions / Standards

• Afternoon Session – Using e-Accreditation • Q & A


Accreditation Defined: CHEA

• Accreditation: A collegial process based on self- and peer review for quality assurance, accountability, and improvement of academic quality in higher education.

• Accreditation Status: The decision made by the accrediting organization as a result of a review of an institution or program that identifies the level of accreditation of the institution or program, e.g., accredited, denial, probation, termination, withdrawal, suspension.

• Accrediting Organization: A private, non-governmental association organized to evaluate institutions or programs and render judgments about the accredited status of the institution or program.


Changes in Accreditation that will impact specialized accreditors

• Federal Regulation– Transparency– Accountability– Employability


Accountability, Transparency and Public Information• Higher Education Accreditation Requires It

– CHEA Standard 12 (A) (3) - standards or policies that include expectations of institutional or program quality, including student achievement,

– CHEA Standard 12 (B) (1) require institutions to provide reliable information to the public, including student achievement

– CHEA Standard 12 (C) Encourages self-scrutiny and planning for change and needed improvement


The Site Visit: Structure, Process, andExpectations (What is being reviewed with the SVers during this session)

• The Site Visit Team– Team members– Roles and Responsibilities– Communication

• Travel/Housing/Meal arrangements & expenses

• Professional Conduct– Dress Code and Appearance– Professional Expectations while at the site


Site Visit Team Members

• All team members– Responsible for becoming familiar with the Self-Study– Writing the Site Visit Report

• Chair– Coordinate all aspects of the Site Visit Process– Communicate with the PD prior to the visit

• Make contact within 1 week of receiving assignment• Select dates for the visit• Set the agenda• Questions regarding self-study• Reopen standards


Site Visit Team Members

• Team member– Travel to the site visit– Involved in interviews, etc.

• Reader– ‘Assist from afar’ – review documents, gather

information, discuss visit via phone– Travel if necessary


Site Visit Arrangements

• All site visit costs are covered by the Site Visit fee– Travel – SVers will make flight reservations; consult

with PD to determine best airport– Hotel – SVers will make reservations; might seek

input from PD– Car – Work with PD to determine if rental car is

necessary– Food – Dinner with institution/program officials the

first night; all other meals alone• Svers should pay for their own meals


Professional Conduct

• CAATE expects SVers to demonstrate utmost in professionalism– Dress / appearance

• Business attire• Conservative appearance

– Confidentiality– Use of electronic devices for SV business only– Professional in all interactions

Excellence

AssuranceValue

Preparing for the Site Visit


• Form a committee to assist– Administrators– Faculty– Preceptors– Students– Outside members

• Establish a realistic timeline – Allow plenty of time– Plan for delays, revisions, approvals/signatures– Don’t rush; allow time to check the details

Before You Start to Write


• Provide clear, complete, succinct narratives– Answer the questions completely – Avoid straying away from the question– Provide responses that can be understood by

someone not familiar with your program

Compiling the Self-Study


• Provide a complete view of your program– Detail unique aspects of your program– Don’t be afraid to address weaker areas– Be honest in your reflections and information

• The process is meant to help you/your program• Better for you to point out things (+ and -) than to

have them “discovered” later



• eAccreditation– Available 1 year prior to due date (continuing

programs)• Initial: as soon as pay fees (up to 2 years)

– “File Cabinet” – storage for program documents

– must transfer to self-study module– Update directory and documents– Upload requested information for each standard

• File names match content



• Recruit an outside reviewer– Someone outside the DISCIPLINE is helpful

• Clarity• Grammar• Completeness

• Review to ensure completeness• Submit your self-study on time

Finalizing the Self-Study


• Prepare program personnel– Purpose of the visit– Importance– What to expect– Prepare for potential questions

• Stakeholders– College / University administrators– Faculty– Preceptors– Students– Administrative Support

Preparing for a Site Visit


• On-site Materials– See list from CAATE– Update documents that have changed since the

self-study was submitted• Internet Access

– For eAccred & electronic records• Access to electronic records

– E-Value, ATrack– University records– Online course platforms



• Other preparations– Reserve a “hub” for site visitors

• A secure room where SV can have meetings, store on-site materials, etc.

– Determine other meeting locations, i.e. administrators

• Travel arrangements– Visit clinical sites

• Driving time, best routes, entrances, permissions to enter• Do a ‘pre-site visit’ inspection – EAP, BBP, Therapeutic

equipment calibrations



• Other preparations cont.– Enlist help of campus personnel – IT, dining,

secretarial, etc.– Determine dining options

• Campus availability• Menus

– Site Visitors can’t accept gifts, but beverages and snacks for work room are OK!

• Ask site visitors their preferences



• Dinner the first evening with site visitors and program administrators– Casual conversation– Overview of program

• Ensure site visitors have a clear picture of the program

During the Site Visit


• Site Visitors will debrief the program director daily– Will discuss potential areas of non-compliance– Don’t want any surprises– Program director can ask questions

• Have a copy of the Standards for Exit conference– Take notes regarding non-compliances– Site visitors won’t leave any written report

During the Site Visit

Excellence

AssuranceValue

After the Site Visit


After the Site Visit – Timeline

• Exit conference – preliminary report• SV Report sent to CAATE office within 1 week• Review Committee • Final SV Report sent to program within 8 weeks

– Email to program officials• No non-compliances• With non-compliances


Rejoinder

• Follows same process as self-study• Only non-compliant standards visible and editable• Due in 90 days

• Requires sign-off by chair and dean• Reviewed by Review Committee

– Sent to Commission for action


Rejoinder process – now electronic

• Non-compliant standards will be “re-opened” in e-accreditation with a rationale for non-compliance and requests for materials to submit in the rejoinder.

• If you are unclear about what we are asking, call the office.

• Documentation should be clear• Narrative should be concise• If the rationale indicates “no evidence found, etc”

don’t give the same material that the team reviewed at the site visit


Progress Reports

• Follow same process as rejoinder• Due date for PR will be in the instructions


Substantive Change

• PD Change• Change in level of degree• College or school change• Major curriculum change (20%)• Other changes (Budget, etc)

site visitor training administrators’ session atlanta february 2016

Documents