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Rick Donnelly, Ph.D., East Stroudsburg University , Standing ACPHA Commissioner Jeff Lolli, Ed.D ., CHE, Widener University , Standing ACPHA Commissioner. Accrediting Commission for Program in Hospitality Administration. Guide for CHAIRS Conducting a Site Vis it July 29, 2014 San Diego, CA. - PowerPoint PPT Presentation
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GUIDE FOR CHAIRS CONDUCTING A SITE VISIT
JULY 29, 2014SAN DIEGO, CA
Accrediting Commission for Program in Hospitality Administration
Rick Donnelly, Ph.D., East Stroudsburg University , Standing ACPHA Commissioner
Jeff Lolli, Ed.D., CHE, Widener University , Standing ACPHA Commissioner
SESSION OVERVIEW
Introduction Chairperson Responsibilities Before the Visit During the Visit After the Visit
OPENING
Host and Attendee Introductions How many site visits have you been a team
member for in the past 3 years? Have you chaired a previous visit?
When and where did you go? What was your experience like? Did you feel well prepared? Did you feel the chair was well prepared?
INTRODUCTION
The interaction between the Commission on Accreditation and a hospitality management program can be summarized as follows: The program looks at itself and speaks to the
Commission through its self-study document A team of experienced peers, appointed by the
Commission, appraises and advises the program, through an evaluation team report
The program replies to the team report in a written response addressed to the Commission
INTRODUCTION
The interaction between the Commission on Accreditation and a hospitality management program can be summarized as follows: The Commission, after considering the information
derived from the preceding three steps, determines accreditation status. The Commission alone makes accreditation decisions
The program, as part of its ongoing evaluation and planning process, continues to consider and act on the results of its own self-study and the advice it has received
INTRODUCTION
The team visit is important for several reasons: Provides an opportunity to verify the information
submitted in the self-study report Team members can derive additional data clarifying
the written report which enables them to probe more deeply on some issues.
Inquire about areas in programmatic life not adequately covered in the self-study
INTRODUCTION
The team visit is important for several reasons: Stimulate growth and development in the program The interchange of information and viewpoints and
the raising of important questions and issues in interviews should inspire insights and encouragement in reassessing what has been done and considers ideas that may enhance the program in the future
BEFORE THE VISIT
Chairperson Key Responsibilities Introductions to Program Administrator/confirmation Initial Team Contact Coordinate team member travel and lodging Coordinate itinerary for accreditation visit Review and assign sections to team members Request any additional information from the Program Coordinate workroom location, documents and
technology Send team report template and final itinerary
BEFORE THE VISIT
Initial Communication with Program Contact Program Administrator/Discuss procedures and
details Discuss team member lodging, travel and meals –
minimize cost to each team member Discuss traveling to and from the lodging site and
campus Discuss work room location, supplies, support documents Discuss team member itinerary for accreditation visit
with Program Administrator Discuss any concerns with ACPHA
BEFORE THE VISIT Initial Communication with Team
Contact team member to discuss lodging, travel and meals
Discuss what documentation or receipts are needed to ensure timely reimbursement
Analyze team member experience, training, and assign sections
Discuss itinerary for accreditation visit with team Discuss team member concerns and Chairperson
expectations
BEFORE THE VISIT
Review of the Self-Study and Supporting Documentation The Self-Study Report should provide a
comprehensive description, and a thorough in depth assessment of all aspects of the program.
Nine total sections with 42 total standards: if there is a discrepancy, or the report is inadequate, contact ACPHA immediately.
BEFORE THE VISIT
The Self-Study If your review and study suggests the need for
additional or clarifying information that would be helpful to the team, you should communicate this to the program administrator.
It is the team chairperson's responsibility to convey this request to the program or to the Commission office as soon as possible, so the material can be available for the team's review, prior to the accreditation visit.
BEFORE THE VISIT
The Self-Study During the visit, there is no time to write a full report
without a draft. It is extremely helpful if each team member begins to draft their responses to the standards in their assigned sections prior to the actual site visit
The chair should provide the team with a template for preparing the report
Responses should be based on the information available in the self-study and other supporting documentation
Gathering additional information during the site visit is necessary to support your initial analysis
BEFORE THE VISIT
The Self-Study As you study it, prepare a checklist for your use during
the visit. Here are some guiding questions: What else do you need to know about the program? At what point does the document need further clarification or
interpretation? Are there inconsistencies within the document that will need
to be explored? What are the apparent strengths and weaknesses of the
program? Does the documented evidence provided substantiate the
program’s claim in meeting the ACPHA Standards. Who are the people you will wish to interview?
BEFORE THE VISIT
The ACPHA Standards found in the Self-Study Explained Sections (Review Handout):
I. Mission and Outcomes: 3 Standards II. Administration and Governance: 3 Standards III. Planning: 4 Standards IV. Assurance of Student Learning: 4 Standards V. Curriculum: 5 Standards VI. Instructional Resources: 10 Standards VII. Student Support Services: 7 Standards VIII. Physical and Learning Resources: 4 Standards IX. Financial Resources: 2 Standards
DURING THE VISIT Initial on-site team meeting
Discuss process, strategy and anticipated timetable Finalize each member’s responsibilities, and confirm
procedures Program meet and greet
Purpose - it sets the tone for individual interviews and discussions
DURING THE VISIT Interviews with Administration
Initial meetings- avoid discussions related to any findings based on preliminary document review
Provide an opportunity to answer questions about ACPHA accreditation process
Should be very collegial Interviews with constituents
Faulty and staff Students Advisory board Alumni Support Staff throughout the university
DURING THE VISIT
Data collection and review Purpose-verify information reported in the Self-Study
Meetings with current, former students and advisory board members
Industry supervisors and alumni will enrich data Analysis of supporting documents
i.e., degree plans, assessment plans, marketing and strategic plans, evidence of student performance, instruments used in data collection, relevant material not included in the Self-Study, meeting minutes, etc.
DURING THE VISIT
Team conferencing Pool resources and information Clarify Report / Team Consensus
The Evaluation Report Follow Evaluation Report format Developing assigned sections with Chairperson guidance Draft Report (End of Day 2)- complete before departing Check report thoroughly for spelling, grammar, and
formatting Program Strengths/ Weakness
DURING THE VISIT
The Evaluation Report (continued) Flow of the Report Identify full Standard Team response to Standards
Standard is met- Strengths Standard is not met- Concern- Recommendations-
Suggestions Consistent verbiage and format is important-Language shall
not be prescriptive
DURING THE VISIT
The Exit Interview Content and tone of the report-collegial and helpful No statements should be made about the determination
of accreditation status for the program (it is up to the Commission)
Read full standard Identify which have been met and strengths if possible Identify which have NOT been met, Identify Concern(s)
and Recommendation(s) Clarify as much as possible Interactive reading of report
DURING THE VISIT
Management of Team Expectations with respect to professionalism include
attire and attitude Maintain high ethical and professional standards Avoid making comparisons with other programs Adhere to schedule Team should not socialize with Program during visit If Program wishes to do so after the exit interview,
that is acceptable
DURING THE VISIT
Management of the Process Key role of the Chairperson is to plan the Team’s
work Encourage team discussion-Note areas during
interviews for clarification Keep members on task-discuss purpose of meetings
(class meeting) Chair might take the lead in any particular meeting or
assist team with follow-up
AFTER THE VISIT
Preparation of the Evaluation Report Send the final report electronically to team members
immediately for review and corrections Chairperson returns report to program in 3-5 days to
review for factual errors Tailor introduction to the program Identify what the program and faculty do well Reference the program self-study in the report Do NOT be prescriptive or shame individuals
AFTER THE VISIT
Preparation of Evaluation Report(continued) It is the responsibility of the Chairperson to submit a
well organized final professional document to ACPHA
Write Cover letter Instructions for the Program’s response to ACPHA Report Format (Appendix A)
Chairperson sends the Cover Letter and Final Evaluation Report electronically to: 1) Program Administrator; 2) Team Members, and 3) ACPHA Office
AFTER THE VISIT
Commission Follow-up Commission meets twice annually to review reports Two Commissioners are assigned to review a
program’s documents Primary and secondary Readers review
Self-Study Report Available supporting documents –electronically Response to the Visiting Team Evaluation Report Program - Post Visit Response Report
Commission Decision
CONCLUSION Thank you for your time and commitment to
attend this training. Open Discussion and Questions