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PREPARING FOR A COSMA SITE VISIT Robertha Abney, Slippery Rock University

PREPARING FOR A COSMA SITE VISIT Robertha Abney, Slippery Rock University Carol Barr, University of Massachusetts Heather Alderman, COSMA. Site Visit Overview. Plan 6-9 months in advance after self study submission Two person team, two days in length

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PREPARING FOR A COSMA SITE VISIT Robertha Abney, Slippery Rock University

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  1. PREPARING FOR A COSMA SITE VISIT Robertha Abney, Slippery Rock University Carol Barr, University of Massachusetts Heather Alderman, COSMA

  2. Site Visit Overview • Plan 6-9 months in advance after self study submission • Two person team, two days in length • Timing with Board of Commissioner meetings

  3. Who are COSMA Site Reviewers? • Must be individual/institutional members • Submit an electronic CV • Attend a training workshop • Be familiar with COSMA principles, policies, and procedures • Time commitment: 2 days, preparation and follow-up

  4. Assigning Site Visitors • Schedule visits 3-6 months in advance • COSMA staff, BOC assigns two person team as early as possible • Conditions • Avoid conflicts of interest • Balance and representation • Costs

  5. Team Chair • Designated by COSMA staff, BOC • Served on at least two other site teams • Or, is a past member of the COSMA BOC • Coordinates visit details with the institution • Responsible for completing a thorough and objective site visit • Submits the completed site team report

  6. Expectations of Site Reviewers • The site visit will be conducted in strict accordance with all of the current COSMA published guidelines. • Confidentiality, professionalism • Validate self study materials • The site visit team will not express any opinions as to whether accreditation will be granted. • The team’s report will contain sufficient information to allow the BOC to make a fair and informed accreditation decision.

  7. Site Visit Preparation • Review all self-study materials and note questions, concerns • Phone training with COSMA Executive Director • Communicate with the other team member about initial findings, concerns • Make necessary travel arrangements

  8. Self-Study Validation • Familiarity with organization of the self-study – academic year prior to visit • Review all items and tables for completeness • Review each principle it relates to the program

  9. On-site Materials • Course syllabi • Institutional catalog • Copy of last regional accreditation self-study report and findings • Faculty member vitae • Faculty handbook • O/A Plan • Summary of realized outcomes

  10. Pre-Visit Meeting • Arrive the evening before the visit • Site Team Meeting • Re-familiarize yourself with self-study materials • Discuss the schedule for the visit – who leads which interviews • Plan opening session and exit interview with Department Chair, On-site Coordinator, etc. • Discuss report writing process • Determine if any additional materials are needed

  11. Sample Site Visit - Day 1

  12. Sample Site Visit - Day 2

  13. Site Visit Team: After the Visit • Complete report writing • Complete evaluation form • Submit expenses to COSMA • Save notes, materials until BOC accreditation decision • Time commitment (estimate)

  14. Site Visit Report • Determine each team members’ contribution • Team chair writes final report (from template) and sends to COSMA • Address findings related to areas of non-compliance • Include strengths and weaknesses for each Principle • Submit report and expenses to COSMA • Keep all materials until BOC meets and makes a decision – may be questions

  15. What COSMA Does After the Site Visit • Institution receives letter summarizing visit • May include request for additional, clarifying information • All materials sent to one member of Board of Commissioners – self-study, site visit team report, any additional information • Commissioner reviews materials and prepares detailed report to present at next BOC meeting

  16. Site Reviewers’ Perspective Carol Barr • Preparation for visit: • Reading the self-study – What are we looking for? • Logistics coordination • Pre-visit discussions between team members • Requests for additional information • Self-Study Materials Provided in Advance • Clear, concise information according to principles and templates • Helps alleviate problems/issues later on

  17. Site Reviewers’ Perspective Carol Barr • On-site: Interviews, meetings, tours • Focus of meetings/interviews taking place • Discuss with the Site Reviewers’ your program’s goals/challenges with the institution’s administration • Linkage with the institution’s outcomes assessment program can be beneficial (utilizing institutional resources, benefits of a larger assessment program) • Site reviewers preliminary review of information provided in an “exit meeting”

  18. Site Reviewers’ Perspective Carol Barr • Post-site visit: Writing the report • For each Principle, provide a Compliance result: Fully Compliant, Partially Compliant or Non-Compliant • In each Principle, provide: • Evaluators Comments • Program Strengths • Evaluators Recommendations • No Accreditation Recommendation is provided. This is performed by the COSMA Board of Commissioners.

  19. Site Reviewers’ Perspective Carol Barr • Tips or Hints: • Preparation of the Self-Study Materials Submitted is KEY • Making a direct and specific connection between: 1) the Identification of Learning Outcomes, 2) the Demonstration of these L.O.s in the Assessment tools, 3) the Results of the Assessments, 4) the Identification of areas for improvement, 5) the Changes made/planned based on the results. • Include (in an appendix) any rubrics or grading scales you refer to in the document as part of the L.O. assessment

  20. Institution’s Perspective: Robertha Abney • Preparation for visit • Logistics/travel coordination • Faculty/staff preparation • Site visit schedule • Preparing room for reviewers (e.g., materials) • Involving administrators and other stakeholders on campus • Tips for institutions

  21. Institution’s Perspective: Robertha Abney • Preparation for visit • Logistics/travel coordination • Faculty/staff preparation • Site visit schedule • Preparing room for reviewers (e.g., materials) • Involving administrators and other stakeholders on campus • Tips for institutions

  22. Logistics/Travel Coordination • Prior to Arrival • Travel • Itinerary • Airport Arrival • Same day and timeframe • Faculty meet and return to airport • Hotel • Information packet

  23. Faculty Staff Preparation • Commitment • Involvement • Support • Meetings

  24. Site Visit Schedule • Details • Involvement • Flexible • Students • Escorts • Tour Guides • Meals

  25. Preparing Room for Reviewers • Conference Room • Video • Supply Cart • Computer & Printer • Dry Eraser Board • TV and DVDs • Tables • Self Study Materials/documents • Color coded • Table Tents

  26. Involving Administration and Other Stakeholders • Commitment • Communication • Updates • Meeting minutes • Information • Itinerary • Reminder emails

  27. Tips for Institutions • Convenience • Organize • Simple • Manage • Attractive

  28. Questions and Comments

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