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The Site Visit

The Site Visit. Why do we do the site visit ?. Validate the self-study Provides a snapshot in time SV provides context and “richness” to what is written in the self-study Based on school/program’s own mission, goals and objectives Reviewers look to your self-assessment

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The Site Visit

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  1. The Site Visit

  2. Why do we do the site visit? • Validate the self-study • Provides a snapshot in time • SV provides context and “richness” to what is written in the self-study • Based on school/program’s own mission, goals and objectives • Reviewers look to your self-assessment • Not a comparison to other schools/programs

  3. Primary staff contact • Will often be the person who will serve as team coordinator on your SV team • If 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

  4. Site visit teams • Programs: 3 members • Schools: 5 members • At least one academic • At least one practitioner • Team coordinator (usually CEPH staff member) • Team chair (can be academic or practitioner)

  5. Roles and functions of SV team Serve as eyes and ears of Council Gather information, evidence Validate the self-study Assess compliance with criteria Participate before, during and after the visit

  6. Logistics: Often works well to have one school/program staff member in charge of site visit team’s well-being

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

  8. 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

  9. 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?

  10. Physical meeting space • Conference style with hollow square is best • Limit meetings to 10-15 people • Limit or eliminate shuffling between meeting rooms • Close to lavatories • Computer with wireless internet • On-site resource file should be in room • Should be large enough to serve breakfast/snacks/ lunch • Site visit flow: • Team controls the flow • Don’t allow next group to come in until called • Exit interview: room must have computer, LCD projector and screen, printer, extra paper & stapler

  11. Food • Work with CEPH staff to organize working lunches • Consider dietary restrictions • Vegetarian is most common, but may be allergies to consider • Ask team members about this ahead of time • Plan for other meals (breakfast) • Consider # of participants • Water/coffee/soft drinks during the day

  12. The Agenda

  13. Agenda (1 of 2) • Start working at least 3 months prior to visit with staff contact • Several drafts - work with staff on arranging topics • Try to keep related topics together • Staff contact will review with site visit chair • Allow time for breaks after each session • Allow time for resource file review • Sessions between 45-75 minutes are best

  14. Agenda (2 of 2) • Include names of participants on agenda drafts • List criteria to be discussed in sections (helps the SV team eliminate repetition) • OK to cover same topics, ask same questions to multiple groups

  15. 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!

  16. The Resource File

  17. What’s in the resource file? (1 of 2) • Copies of recruiting materials • Course schedules over past 3 years • Minutes of all committee meetings • Faculty CVs • Course syllabi • Faculty Handbook and P&T Guidelines • Surveys and course evaluation response and data summaries • Student complaints/grievances • Documentation of determination of equivalency for joint degree(s)

  18. What’s in the resource file? (2 of 2) • Documentation of decision-making process for any type of waiver (eg, practicum) • Course substitutions • Bylaws • Affiliation agreements/MOUs • Sample of publications • Examples of student work • theses • graduate research projects • field placement reports • completed practicum forms

  19. Resource Files What is the key? • Organization • Labeling • Logical arrangement for syllabi • Alphabetical order for CVs • Chronological order for meeting minutes • Confidentiality for student information • Must mail list of resources to CEPH/site visit team 1 month in advance • Expect changes and additional requests

  20. Electronic resource file • Lengthy 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

  21. The Interviews

  22. On-site interviews • What 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

  23. What to tell interview participants before the site visit • Dates and times they need to be available and present for the interview • Participants are expected to respond to questions – talking is required • Be candid in responses – team will not reveal who said what • This isn’t an interrogation – it is a time to engage in conversation regarding the school/program • You don’t need to prepare any specialized knowledge – site visitors want to learn from your experience • All participants should be familiar with the self-study

  24. Anyquestions?

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