the site visit. why do we do the site visit ? validate the self-study provides a snapshot in time sv...

The Site VisitThe Site Visit

Why do we do the site visit?Validate the self-studyProvides a snapshot in timeSV provides context and “richness” to what is written in

the self-studyBased on school/program’s own mission, goals and

objectivesReviewers look to your self-assessmentNot a comparison to other schools/programs

Primary staff contact• Will often be the person who will serve as team

coordinator on your SV teamIf not, you will always have a primary staff contact

• Should be point of contact for all questions and information

• Will relay questions/messages as needed to chair, prelim reviewers, SV team members, consultants, other staff, etc.

• Don’t contact team directly. It can cause confusion and miscommunication

Site visit teamsPrograms: 3 membersSchools: 5 members

At least one academicAt least one practitionerTeam coordinator (usually CEPH staff member)Team chair (can be academic or practitioner)

Roles and functions of SV teamServe as eyes and ears of CouncilGather information, evidenceValidate the self-studyAssess compliance with criteriaParticipate before, during and after the visit

Hotel/Lodging• Close to school/program• Meeting space• Chair’s suite• Internet access• Good lighting and a desk• Hotel restaurant/nearby restaurants

Transportation from airport• Make sure that taxis are available for site visitors arriving

on a Sunday if airport is small• If school/program has existing business relationship with

certain taxi company, be sure to communicate name of taxi company to site visitors

• Car rentals in rare cases – please advise if this makes sense in your setting

Transportation from hotel

• Dean/director/faculty pick-up• University shuttle• Pre-arranged limo/car service• Allow enough time for travel and set-up for first

meeting• Consider transportation during the SV also

University officials meeting…are they across campus?

Physical meeting spaceConference style with hollow square is bestLimit meetings to 10-15 peopleLimit or eliminate shuffling between meeting roomsClose to lavatoriesComputer with wireless internetOn-site resource file should be in roomShould be large enough to serve breakfast/snacks/ lunchSite visit flow:

Team controls the flowDon’t allow next group to come in until called

Exit interview: room must have computer, LCD projector and screen, printer, extra paper & stapler

FoodWork with CEPH staff to organize working lunchesConsider dietary restrictions

Vegetarian is most common, but may be allergies to consider

Ask team members about this ahead of timePlan for other meals (breakfast)Consider # of participantsWater/coffee/soft drinks during the day

The Agenda

Agenda (1 of 2)

Start working at least 3 months prior to visit with staff contactSeveral drafts - work with staff on arranging topicsTry to keep related topics togetherStaff contact will review with site visit chairAllow time for breaks after each sessionAllow time for resource file reviewSessions between 45-75 minutes are best

Agenda (2 of 2)

Include names of participants on agenda draftsList criteria to be discussed in sections (helps the SV team

eliminate repetition)OK to cover same topics, ask same questions to multiple

groups

Who’s involved?• Faculty

Core and Other faculty

• Students Invite all or selected group Distance-based students by

teleconference Meet during lunch

• Administration: university and school/program Typically meets on day 2

• Alumni Give advance notice! Meet during lunch Parking will be an issue!

• Community Representatives/ Preceptors/ Advisory Boards Meet during lunch Parking will be an issue!

The Resource File

What’s in the resource file? (1 of 2)

Copies of recruiting materials Course schedules over past 3 yearsMinutes of all committee meetingsFaculty CVsCourse syllabiFaculty Handbook and P&T GuidelinesSurveys and course evaluation response and data

summariesStudent complaints/grievancesDocumentation of determination of equivalency for joint

degree(s)

What’s in the resource file? (2 of 2)

Documentation of decision-making process for any type of waiver (eg, practicum)

Course substitutionsBylawsAffiliation agreements/MOUsSample of publicationsExamples of student work

thesesgraduate research projectsfield placement reportscompleted practicum forms

Resource FilesWhat is the key?OrganizationLabelingLogical arrangement for syllabiAlphabetical order for CVsChronological order for meeting minutesConfidentiality for student informationMust mail list of resources to CEPH/site visit team 1 month in

advanceExpect changes and additional requests

Electronic resource fileLengthy documents that are only available online may not need to be printed out

Examples: faculty CVs at SPH, examples of student portfolios, etc.

General rule of thumb: if it’s available in print format, provide it in print format in the resource area

When deciding whether to go electronic, think of ease of use

The Interviews

On-site interviewsWhat kinds of questions will site visitors ask?

The team is there to verify the self-study document. They will ask constituents to expand further about items covered in the document OR they will ask them to describe processes already described in the self-study document

To whom will they ask them?Anyone. They are likely to repeat the same question to

several groups

What to tell interview participants before the site visitDates and times they need to be available and present for the

interviewParticipants are expected to respond to questions – talking is

requiredBe candid in responses – team will not reveal who said whatThis isn’t an interrogation – it is a time to engage in

conversation regarding the school/programYou don’t need to prepare any specialized knowledge – site

visitors want to learn from your experienceAll participants should be familiar with the self-study

Any questions?