Assistant Chair Training Wednesday, February 3, 2009

1. Assistant Chair TrainingWednesday, February 3, 2009 If you have trouble with the Voice or Web connection please contact Genesys Help Desk, 1-866-436-3797 (press option 2) International Help: +1-303-267-1097

2. Announcements This presentation and the accompanying materials are available for download from: http://www.wascsenior.org/ac2009 For assistance with Voice or Web connections please contact: Genesys Help Desk, 1-866-436-3797 (press option 2) International Help: +1-303-267-1097

3. Training Outcomes To build understanding of the role and responsibilities of the assistant chair To build skills to serve as assistant chair To identify common challenges that assistant chairs face on visits and provide guidance on how to address these challenges

4. Agenda • Introductions (name, institution being visited, WASC experience) • Review outcomes and agenda • Review and discuss responsibilities • Discuss common challenges • Voices of experience

5. Roles and Responsibilities of Assistant Chair • Before the visit • Talk with the chair and AD to review the timeline and plan the pre-visit preparation • Assist the chair, as needed, in planning the pre-visit conference call and sending of first chair memorandum to the team • Compile the worksheets for the pre-visit conference call • Take notes on the pre-visit conference call

6. More pre-visit work… • Send pre-visit conference call notes to team re: • Issues • Lines of inquiry • Visit strategies • Team assignments • Participate on call with president (sometimes)

7. More pre-visit work… • Prepare an outline of the report • Draft opening sections of report • Description of institution and visit • Quality of report and alignment/evidence • Response to last action letter recommendations

8. During the Visit • Make notes as needed in opening strategy/planning session and other meetings • Help keep team members on track with issues and lines of inquiry • Help team chair be alert to issues with the team functioning

9. During the Visit • Attend your scheduled meetings, etc. • Draft your own sections of the report • Work with ALO and AD re adjustments to schedule, additional documents, etc.

10. During the Visit • Checking the email account • Check for and print emails every day • Share with team chair and team as appropriate • Ensure that team is diligent in investigating issues raised by emails • Ensure that report does not make unsubstantiated claims based on emails

11. During the Visit • At end of visit: • Help chair and team to draft the recommendations to be shared with the campus at the exit meeting • Ensure that the team completes the Educational Effectiveness Framework • Collect drafts of each team members’ report sections

12. After the Visit • Compile the sections of the report • Edit the report for continuity, voice and coverage • Avoid redundancy • Identify gaps • Correct grammar, punctuation, spelling • Eliminate report no-no’s • Send to team chair • Send completed EEF to WASC director

13. Guidance on Team Reports • Team judgments must be linked to specific Standards and CFRs • CFRs must be cited in reports • Standards and CFRs form the basis for Commission decisions • Standards and CFRs provide a guidebook to continuous quality improvement

14. Effective Team Reports • Reflect a thorough assessment of the institution’s capacity and/or effectiveness • Are evidence based • Cite the Standards and CFRs • Provide the basis for a sound and supportable Commission decision • Identify important areas for the institution to address

15. Using Evidence in Team Reports • Use qualitative and quantitative evidence • Select evidence carefully and purposefully • Connect evidence to an assertion or question • Analyze data; do not just set forth data • Let evidence suggest improvements • Use evidence that speaks to the institution’s themes and the team's questions • Address retention and graduation rates

16. Team Recommendations Should be: • Overarching and important • Supported by evidence • Linked clearly to Standards and CFRs • Supported by text in the report • Distinguish major from minor recommendations and from suggestions embedded in the report

17. Tips for Writing Team Reports • Remember the multiple audiences for the report: the institution, Commission and staff • Honor requirements for length • Start writing before you arrive on campus • Be sure report addresses the priorities and goals set by the institution • Be sure report addresses the Commission’s concerns as expressed in last action letter • Make commendations, but don’t overdo it • Use praise that does not send the wrong or a mixed signal

18. More Tips on Team Reports… • Follow a logical sequence • Check your facts to be sure that they are correct • Support findings and recommendations with evidence and tie them to CFRs • Ensure that evidence is sound and valid • Distinguish major and minor recommendations • Use formal language and tone, e.g., no “we” or “they” • Do not criticize or praise personnel by name • Do not be overly prescriptive or try to solve the institution’s problems

19. Some Challenges • Team does not gel • Chair is ineffective or disorganized • Team member is not prepared • Team does not achieve consensus • Team member does not complete his/her assigned sections of the report

20. New for 2008-09 Visits • Commission Decision Indicators • Assessment Rubrics • Pilot/draft GE Rubric • Framework for Evaluating EE • Compliance Audit • OCDE report • New team report formats • CFR/IRP changes

21. Thank you for your service to WASC and the regionThis presentation and the accompanying materials are available for download from:http://www.wascsenior.org/ac2009