PREPARING FOR A PREPARING FOR A COSMA SITE VISITCOSMA SITE VISIT

Robertha Abney, Slippery Rock Robertha Abney, Slippery Rock UniversityUniversity

Carol Barr, University of MassachusettsCarol Barr, University of Massachusetts

Heather Alderman, COSMAHeather Alderman, COSMA

Site Visit OverviewSite Visit Overview

Plan 6-9 months in advance after self Plan 6-9 months in advance after self study submissionstudy submission

Two person team, two days in lengthTwo person team, two days in length Timing with Board of Commissioner Timing with Board of Commissioner

meetingsmeetings

Must be individual/institutional Must be individual/institutional membersmembers

Submit an electronic CVSubmit an electronic CV Attend a training workshopAttend a training workshop Be familiar with COSMA principles, Be familiar with COSMA principles,

policies, and procedurespolicies, and procedures Time commitment: 2 days, preparation Time commitment: 2 days, preparation

and follow-up and follow-up

Who are COSMA Site Who are COSMA Site Reviewers?Reviewers?

Assigning Site VisitorsAssigning Site Visitors

Schedule visits 3-6 months in Schedule visits 3-6 months in advanceadvance

COSMA staff, BOC assigns two COSMA staff, BOC assigns two person team as early as possibleperson team as early as possible

ConditionsConditions Avoid conflicts of interestAvoid conflicts of interest Balance and representationBalance and representation CostsCosts

Designated by COSMA staff, BOC Designated by COSMA staff, BOC Served on at least two other site Served on at least two other site

teamsteams Or, is a past member of the COSMA Or, is a past member of the COSMA

BOCBOC Coordinates visit details with the Coordinates visit details with the

institutioninstitution Responsible for completing a thorough Responsible for completing a thorough

and objective site visit and objective site visit Submits the completed site team Submits the completed site team

reportreport

Team ChairTeam Chair

The site visit will be conducted in strict The site visit will be conducted in strict accordance with all of the current COSMA accordance with all of the current COSMA published guidelines.published guidelines. Confidentiality, professionalismConfidentiality, professionalism Validate self study materialsValidate self study materials

The site visit team will not express any The site visit team will not express any opinions as to whether accreditation will be opinions as to whether accreditation will be granted.granted.

The team’s report will contain sufficient The team’s report will contain sufficient information to allow the BOC to make a fair information to allow the BOC to make a fair and informed accreditation decision.and informed accreditation decision.

Expectations of Site Expectations of Site ReviewersReviewers

Review all self-study materials and Review all self-study materials and note questions, concernsnote questions, concerns

Phone training with COSMA Executive Phone training with COSMA Executive DirectorDirector

Communicate with the other team Communicate with the other team member about initial findings, member about initial findings, concernsconcerns

Make necessary travel arrangementsMake necessary travel arrangements

Site Visit PreparationSite Visit Preparation

Familiarity with organization of the Familiarity with organization of the self-study – academic year prior to visitself-study – academic year prior to visit

Review all items and tables for Review all items and tables for completenesscompleteness

Review each principle it relates to the Review each principle it relates to the programprogram

Self-Study ValidationSelf-Study Validation

Course syllabiCourse syllabi Institutional catalogInstitutional catalog Copy of last regional accreditation self-Copy of last regional accreditation self-

study report and findingsstudy report and findings Faculty member vitaeFaculty member vitae Faculty handbookFaculty handbook O/A PlanO/A Plan Summary of realized outcomesSummary of realized outcomes

On-site MaterialsOn-site Materials

Arrive the evening before the visitArrive the evening before the visit Site Team MeetingSite Team Meeting

Re-familiarize yourself with self-study Re-familiarize yourself with self-study materialsmaterials

Discuss the schedule for the visit – who Discuss the schedule for the visit – who leads which interviewsleads which interviews

Plan opening session and exit interview Plan opening session and exit interview with Department Chair, On-site with Department Chair, On-site Coordinator, etc.Coordinator, etc.

Discuss report writing processDiscuss report writing process Determine if any additional materials are Determine if any additional materials are

neededneeded

Pre-Visit MeetingPre-Visit Meeting

Sample Site Visit - Day 1Sample Site Visit - Day 1

Schedule

8:00 am Meet with dept. head to discuss two day visit

9:00 amMeet with President and/or Chief Academic Officer

9:30 amMeet with Outcomes Assessment Coordinator to review institutional plan

10:30 am

Review Sport Management O/A plan with dept. head

Noon Lunch with faculty (no administrators present)

1:30 pmWork time for site team & dept. head to validate self- study and ask questions (2 ½ - 3 hours)

6pm Dinner

Sample Site Visit - Day 2Sample Site Visit - Day 2

Schedule

8:00 amMeet with students majoring in sport management

9:00 amTour facilities (library, classrooms, computer labs, etc.)

10:30 am

Exit interview with dept. head (and others, if desired)

NoonLunch meeting with Advisory Board (or other parties)

1:30 pmSite team works on draft report/time for unexpected issues

3:00 pm Site team departs from campus

Complete report writingComplete report writingComplete evaluation formComplete evaluation formSubmit expenses to COSMASubmit expenses to COSMASave notes, materials until BOC Save notes, materials until BOC

accreditation decisionaccreditation decisionTime commitment (estimate)Time commitment (estimate)

Site Visit Team: After the Site Visit Team: After the VisitVisit

Determine each team members’ contributionDetermine each team members’ contribution Team chair writes final report (from template) Team chair writes final report (from template)

and sends to COSMAand sends to COSMA Address findings related to areas of non-Address findings related to areas of non-

compliancecompliance Include strengths and weaknesses for each Include strengths and weaknesses for each

PrinciplePrinciple Submit report and expenses to COSMASubmit report and expenses to COSMA Keep all materials until BOC meets and makes a Keep all materials until BOC meets and makes a

decision – may be questionsdecision – may be questions

Site Visit ReportSite Visit Report

What COSMA Does After the What COSMA Does After the Site VisitSite Visit

Institution receives letter summarizing Institution receives letter summarizing visitvisit May include request for additional, May include request for additional,

clarifying informationclarifying information All materials sent to one member of All materials sent to one member of

Board of Commissioners – self-study, site Board of Commissioners – self-study, site visit team report, any additional visit team report, any additional informationinformation

Commissioner reviews materials and Commissioner reviews materials and prepares detailed report to present at prepares detailed report to present at next BOC meetingnext BOC meeting

Site Reviewers’ PerspectiveSite Reviewers’ PerspectiveCarol BarrCarol Barr

Preparation for visit:Preparation for visit: Reading the self-study – What are we looking Reading the self-study – What are we looking

for?for? Logistics coordinationLogistics coordination Pre-visit discussions between team membersPre-visit discussions between team members Requests for additional informationRequests for additional information

Self-Study Materials Provided in AdvanceSelf-Study Materials Provided in Advance Clear, concise information according to Clear, concise information according to

principles and templatesprinciples and templates Helps alleviate problems/issues later on Helps alleviate problems/issues later on

Site Reviewers’ PerspectiveSite Reviewers’ PerspectiveCarol BarrCarol Barr On-site: Interviews, meetings, toursOn-site: Interviews, meetings, tours

Focus of meetings/interviews taking placeFocus of meetings/interviews taking place Discuss with the Site Reviewers’ your program’s Discuss with the Site Reviewers’ your program’s

goals/challenges with the institution’s goals/challenges with the institution’s administrationadministration

Linkage with the institution’s outcomes Linkage with the institution’s outcomes assessment program can be beneficial (utilizing assessment program can be beneficial (utilizing institutional resources, benefits of a larger institutional resources, benefits of a larger assessment program)assessment program)

Site reviewers preliminary review of information Site reviewers preliminary review of information provided in an “exit meeting”provided in an “exit meeting”

Site Reviewers’ PerspectiveSite Reviewers’ PerspectiveCarol BarrCarol Barr Post-site visit: Writing the reportPost-site visit: Writing the report

For each Principle, provide a Compliance result: For each Principle, provide a Compliance result: Fully Compliant, Partially Compliant or Non-Fully Compliant, Partially Compliant or Non-CompliantCompliant

In each Principle, provide:In each Principle, provide: Evaluators CommentsEvaluators Comments Program StrengthsProgram Strengths Evaluators RecommendationsEvaluators Recommendations

No Accreditation Recommendation is provided. No Accreditation Recommendation is provided. This is performed by the COSMA Board of This is performed by the COSMA Board of Commissioners.Commissioners.

Site Reviewers’ PerspectiveSite Reviewers’ PerspectiveCarol BarrCarol Barr Tips or Hints:Tips or Hints:

Preparation of the Self-Study Materials Preparation of the Self-Study Materials Submitted is KEYSubmitted is KEY

Making a direct and specific connection Making a direct and specific connection between: 1) the Identification of Learning between: 1) the Identification of Learning Outcomes, 2) the Demonstration of these L.O.s Outcomes, 2) the Demonstration of these L.O.s in the Assessment tools, 3) the Results of the in the Assessment tools, 3) the Results of the Assessments, 4) the Identification of areas for Assessments, 4) the Identification of areas for improvement, 5) the Changes made/planned improvement, 5) the Changes made/planned based on the results.based on the results.

Include (in an appendix) any rubrics or grading Include (in an appendix) any rubrics or grading scales you refer to in the document as part of scales you refer to in the document as part of the L.O. assessmentthe L.O. assessment

Institution’s Perspective:Institution’s Perspective:Robertha AbneyRobertha Abney

Preparation for visitPreparation for visit Logistics/travel coordinationLogistics/travel coordination Faculty/staff preparationFaculty/staff preparation Site visit scheduleSite visit schedule Preparing room for reviewers (e.g., Preparing room for reviewers (e.g.,

materials)materials) Involving administrators and other Involving administrators and other

stakeholders on campusstakeholders on campus Tips for institutionsTips for institutions

Institution’s Perspective:Institution’s Perspective:Robertha AbneyRobertha Abney

Preparation for visitPreparation for visit Logistics/travel coordinationLogistics/travel coordination Faculty/staff preparationFaculty/staff preparation Site visit scheduleSite visit schedule Preparing room for reviewers (e.g., Preparing room for reviewers (e.g.,

materials)materials) Involving administrators and other Involving administrators and other

stakeholders on campusstakeholders on campus Tips for institutionsTips for institutions

Logistics/Travel Logistics/Travel CoordinationCoordinationPrior to ArrivalPrior to Arrival

Travel Travel Itinerary Itinerary

Airport ArrivalAirport Arrival Same day and Same day and timeframetimeframe Faculty meet and Faculty meet and return to airportreturn to airport

HotelHotel Information Information packetpacket

Faculty Staff Faculty Staff PreparationPreparation CommitmentCommitment

InvolvementInvolvement

SupportSupport

MeetingsMeetings

Site Visit ScheduleSite Visit Schedule

DetailsDetails InvolvementInvolvement FlexibleFlexible StudentsStudents

EscortsEscorts Tour GuidesTour Guides MealsMeals

Preparing Room for Preparing Room for ReviewersReviewers

Conference RoomConference Room VideoVideo Supply CartSupply Cart Computer & PrinterComputer & Printer Dry Eraser Board Dry Eraser Board TV and DVDsTV and DVDs TablesTables

Self Study Self Study Materials/documentsMaterials/documentsColor codedColor codedTable TentsTable Tents

Involving Involving Administration and Administration and Other StakeholdersOther Stakeholders Commitment Commitment CommunicationCommunication

UpdatesUpdates Meeting minutesMeeting minutes

InformationInformation ItineraryItinerary

Reminder emailsReminder emails

Tips for InstitutionsTips for Institutions

CConvenienceonvenience

OOrganizerganize

SSimpleimple

MManageanage

AAttractivettractive

Questions and CommentsQuestions and Comments