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EVALUATOR ORIENTATION

EVALUATOR ORIENTATION. Serving on Off-Site and On-Site Committees OVERVIEW. TYPES OF COMMITTEES. Reaffirmation Committee (Off-Site Review Committee or On-Site Review Committee) Substantive Change Committee Special Committee Candidacy Committee Accreditation Committee.

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EVALUATOR ORIENTATION

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  1. EVALUATOR ORIENTATION Serving on Off-Site and On-Site Committees OVERVIEW

  2. TYPES OF COMMITTEES • Reaffirmation Committee (Off-Site Review Committee or On-Site Review Committee) • Substantive Change Committee • Special Committee • Candidacy Committee • Accreditation Committee

  3. INVITATIONS TO SERVE AS AN EVALUATOR • Invitations Come From Commission Staff Member • Usually Invitations Are By E-Mail • Reply Promptly And Check For Conflict of Interest Because Declines Must Be Replaced As Quickly As Possible • Evaluators Are Selected from Evaluator Registry

  4. EVALUATOR REGISTRY • Arranged by level, type institution, category • Contains records of visits and ratings by chair and staff • Contains relevant comments concerning performance of committee members

  5. Helpful Information • Handbook for Peer Evaluators • Modules which can be accessed at www.sacscoctraining.org • COC Staff and Committee Chairs

  6. Logistics of Visits • Staff Member Sends Invitations • Staff Sends Packets with Forms, Handbooks, Principles, Travel Information, Information Outline Form • Committee Member Arranges Travel and Submits Expense Voucher After the Visit for Expenses

  7. Logistics…….. • Institution (for On-Site Review Committees and other types of committees) or Commission Staff (for Off-Site Review Committees meeting in Atlanta) Arranges for Accommodations and Provides Information Concerning Transportation To and From Airport • Institution (for On-Site and others) Or Staff (for Off-Site) Seeks Information on Dietary Needs and Computer Needs (for On-Site) • Staff, Chair, and Institution Communicate with Evaluators

  8. QUALITIES OF AN EFFECTIVE COMMITTEE MEMBER • Responds Promptly to Invitations • Within Reason, for On-Site Review Is Considerate of Institution in Making Travel Plans and Providing Information • Reviews Materials Thoroughly Before the Visit

  9. Qualities……. • On Time for Meetings, Transportation • Has an Understanding of Best Practices in Higher Education in His/Her Area of Expertise • Uses Professional Judgment in Applying Best Practices

  10. Qualities….. • Is Fair and Objective In Evaluation • Is Willing To Make Difficult Decisions • Works with Other Committee Members in Reaching Consensus about Issues • Submits Expense Voucher Immediately after Visit with Appropriate Receipts

  11. COMMONLY USED MATERIALS • Principles of Accreditation • Handbook for Peer Evaluators • Training Modules • Review and Writing Assignments • Tentative Agenda • Materials from Institution(s) • Materials from Commission Staff

  12. The Review Process for Reaffirmation of AccreditationOVERVIEW • Review of Compliance by Off-Site Review Committee • Report of Off-Site Review Committee Shared with Institution

  13. The Review Process….. • Review by On-Site Committeeof Quality Enhancement Plan and Compliance Issues (as identified by Off-Site Review Committeeor which arise during On-Sitevisit) • Report Completed by On-Site Review CommitteeSent to Institution and Commission as Basis on which Action Is Taken

  14. EVALUATOR ORIENTATION The Off-Site Review

  15. SERVING AS AN EVALUATOR ON AN OFF-SITE COMMITTEE

  16. Chair Finance Evaluator Institutional Effectiveness Evaluator Organization and Administration Evaluator Student Support Evaluator Learning Support Evaluator Educational Program Evaluators (Number Varies Depending on Complexity of Cluster Institutions) OFF-SITE REVIEW COMMITTEE7-9 MEMBERS

  17. OFF-SITE REVIEW COMMITTEETASKS Phase I • Phase I: Each Committee Member Receives Materials and Reviews Compliance in Assigned Area(s) for Each of the Three or Four Institutions in the Cluster(approximately six to eight weeks before meeting in Atlanta) Each Committee Member Completes a Draft Report for His/Her Review Assignments for Each Institution in the Cluster and Sends It to the Chair

  18. Phase II • Phase II: Committee Meets in Atlanta for Parts of Three Days to Review, Discuss and Determine Compliance for Each Institution in the Cluster Committee Completes a Report for Each Institution in the Cluster

  19. WHAT ARE CLUSTERS? • A Group of Three or Four Institutions Sharing Similar Characteristics • Assigned to an Off-Site ReviewCommittee for Review (Called a Cluster Committee)

  20. THE OFF-SITE REVIEWPurpose • Provide Assessment of Compliance • Core Requirements 1-11 • Comprehensive Standards and Federal Requirements • Provide Advice To Staff as Appropriate Concerning Make-Up of On-Site Committee

  21. THE OFF-SITE REVIEWPROCESS“Key Players” • Institution • Commission Staff • Off-Site Review Committee

  22. Role of Institution • Conducts Compliance Review • Completes Compliance Certification • Submits Compliance Certification and Materials Demonstrating Compliance To Off-Site Review Committee Members (Hard Copy or Transmitted Electronically)

  23. MATERIALS SENT BY INSTITUTION HARD COPY Compliance Certification Summary Form (with identification of technical support person if some of materials have been sent electronically) Catalog Financial Audit and Management Letter and Financial Aid Audit

  24. Materials Sent by Institution… HARD COPY OR ELECTRONICALLY TRANSMITTED Institutional Effectiveness Materials By-Laws, Minutes, Make-Up of Board Faculty Roster Denoting Qualifications Policy Manuals Other Materials Demonstrating Compliance

  25. Role of Commission Staff • Select and Invite Chair and Members of Off-Site Review Committee for Each Cluster • Send Roster and Pertinent Information to Chair and Committee Members • Send Roster of Off-Site Review Committee to Institutions in Cluster

  26. Role of Staff…….. • Make Arrangements for Meeting in Atlanta • Communicate with Chair and Committee Members and Institutions in the Cluster • Provide Support during Meeting in Atlanta

  27. Materials Sent to Chair and Committee Members by Staff • Roster of Off-Site Review Committee • Handbook for Peer Evaluators • Principles of Accreditation • Blank Report of Report of the Reaffirmation Committee

  28. Materials Sent by Staff….. • Review Assignments for Each Committee Member • Review Schedule for Institutions in Cluster • Information Concerning Travel and Housing for the Meeting in Atlanta • Expense Vouchers

  29. THE OFF-SITE REVIEW PRIOR TO THE MEETING IN ATLANTA (PHASE I) • Review the Principles of Accreditation • Review the Handbook for Review Committees • Review List of Institutions in the Cluster • Contact Staff IMMEDIATELY if you discover a conflict of interest with any of the institutions in the Cluster

  30. Check the List of Materials Sent by the Institution and by Staff Call the Staff Member if an Item Is Missing Call the Technical Support Person at the Institution If You Cannot Access Materials Sent Electronically Do Not Otherwise Contact the Institution Familiarize Yourself With the Institution

  31. TASKS • Scan the Compliance Certification Document • Review Your Assignment (For Institutional Effectiveness Evaluators, Primarily Core Requirements 4 and 5 and Section 3). • Review the Institution’s Compliance in the Area(s) of Your Assignment • Communicate with Other Committee Members and the Chair as Appropriate

  32. Tasks • Complete a Draft Report Reflecting Preliminary Assessment and Send It to the Chair, Other Committee Members, and Staff • Chair Will Compile Drafts Into One Draft Report and Will Send It To Committee Members and Staff

  33. Assessing ComplianceInstitutional Effectiveness • Familiarize yourself with mission of the institution • Familiarize yourself with size of institutions and programs offered • Review institutional effectiveness documents provided by institution

  34. Assessing Compliance…….. • Read the narrative provided by the institution describing its process • Determine who is responsible for the process at the institution • Determine whether there is a timeline provided by which process functions

  35. Assessing compliance…… • Is the process ongoing? • Is there evidence that it functions? What evidence might signal a functioning process? • Is the process integrated? Is there evidence that all areas of the institution are engaged in planning and evaluation?

  36. Assessing compliance…… • Is there evidence that the process is research-based? • Does it appear that meaningful goals and objectives are set by various units? • Are there various types of assessment means used? • Is there evidence that results of assessment are used for improvement?

  37. Assessing compliance…… • Are there representative samples from various units indicating that student learning outcomes have been identified and that they are assessed on a regular basis? • Is there evidence of improvement in the various units?

  38. COMMUNICATE WITH OTHER COMMITTEE MEMBERS • Throughout the process of off-site evaluation, it is crucial that Committee members communicate with each other. • Communication is especially important for the institutional effectiveness evaluator. • The roster of Committee members will contain e-mail addresses for assistance in communication.

  39. Communicate… • Committee members should monitor e-mail frequently during the time of review and respond as quickly as possible. • Staff and Chair should be copied on all e-mail so that they can render assistance and be aware of concerns.

  40. WRITE A DRAFT REPORT • For each institution in the Cluster, mark Compliance, Non-Compliance, or Did Not Review for each of your assigned Core Requirement(s), Comprehensive Standard(s), and/or Federal Requirements. • Write narrative explaining specifically why you made the determination of compliance or non-compliance

  41. Draft……… • Make suggestions to staff as appropriate concerning the On-Site Review Committee • Send your draft electronically to the Chair and other Committee members and Staff

  42. COMPLETING THE OFF-SITE REVIEW IN ATLANTA (Phase II) • Orientation Meeting of Committee • The Committee, Led by the Chair and With Discussion by All Committee Members, Determines Compliance of Each Institution in the Cluster • The Committee Produces a Report for Each Institution in the Cluster

  43. Completing the Review in Atlanta… • The Committee Agrees on All Areas Marked Compliance or Non-Compliance and Agrees on Narrative Supporting Each (Both Compliance and Non-Compliance)

  44. THE FINAL REPORT OF THE OFF-SITE COMMITTEE • Compliance: The Committee has determined that the institution has presented acceptable narrative and documentation demonstrating compliance. • Non-Compliance: The Committee has determined, after review of the narrative and documentation presented by the institution, that the institution is not in compliance.

  45. Completion of Work • The Committee’s Work Is Finished After the Report Is Completed • The Committee Has No Contact with Institutions Following Off-Site Review

  46. A Special NoteCONFIDENTIALITY • Maintain Confidentiality At All Times • Discuss the Institutions in the Cluster ONLY with Other Committee Members, Chair of the Committee, and Commission Staff • Do Not Contact the Institution (except tech support) Before, During, or After the Review Activities

  47. CHALLENGES OF THE OFF-SITE REVIEW • Difficulty in assessing compliance only on paper • Sometimes problems in accessing materials (especially electronically) • Amount of time needed to review three or four institutions

  48. EVALUATOR ORIENTATION The On-Site Visit

  49. THE ON-SITE REVIEW • The Make-Up of the On-Site Committee • The Tasks of the On-Site Committee • Preparing for the Visit • Conducting the Visit Reviewing Compliance Reviewing the QEP Writing the Report

  50. Make-Up of the On-Site Committee • Chair • CEO • Institutional Effectiveness • Educational Programs and Faculty • Learning or Student Support Services • Quality Enhancement Plan Evaluator • Others as Necessary

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