Preparing for your Site Visit

Transcription

1 Preparing for your Site Visit Richard Rice, Senior Accreditation Associate, CAEP Dr. Marilyn Haller, CAEP Coordinator at Dallas Baptist University s Dorothy M. Bush College of Education Kansas City, Missouri March 2018

2 JOIN THE SESSION ON THE APP Follow along with the slides or handouts Download the app through the Apple App Store or Google Play, or access it through any web browser Search for EventMobi and download the EventMobi app Use SPRINGCAEPCON18 if the EventMobi app prompts you to enter a page

3 What we re going to talk about today: What is a successful site visit? The role of the formative feedback report How to prepare your addendum/clarifying questions The pre-visit Visit schedule Planning logistics What happens after the site visit? 3

4 What is a successful site visit? The site team was able to collect the information needed to address evidence trails identified during the formative meeting The EPP was able to accurately and comprehensively demonstrate how it is addressing the CAEP Standards. The site team is able to verify and corroborate that the evidence is accurate, valid, and reliable, and it is sufficient enough in relationship to the requirements of the standard No surprises! 4

5 The role of the Formative Feedback Report Formative meeting process sets the stage for the site visit EPP should know the issues the site team will be investigating when they conduct the site visit and can plan accordingly Don t stress if you have an abundance of Tasks Don t want Surprises 5

6 The Role of the Formative Feedback Report 6

7 Examples of the Formative Feedback Report 7

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10 The Role of the Formative Feedback Report Don t stress if you have an abundance of Tasks You will have the opportunity to address those listed This is not a gotcha process 10

11 Addendum or Clarification Questions Depending on your pathway the last document you submit prior to the site visit is the addendum (SI/TI) or response to clarification questions (IB). The pathway options are only available for site visits through spring After this, the process will use the addendum format. If Addendum Organize your addendum in the same way the formative feedback report was organized Provide all the additional evidence you think is appropriate to respond to any questions or tasks that the site team has noted Some evidence may be made available onsite Don t add additional documents if they are not needed. (Kitchen Sink) If Clarification Questions Provide a response to questions that the site team has regarding the content of the Inquiry Brief, the EPP s evidence, and/or the situation onsite 11

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15 Relationship between Lead Site Visitor and EPP Point person for communications between EPP and site team. Lead site visitor will collect Logistics information, emergency contacts, and dietary restrictions Can clarify any issues you have with formative feedback report Will meet with EPP leadership throughout visit to keep EPP apprised of status of review 15

16 The Pre-visit A virtual visit; no longer face-to-face Will occur after the Site Team formative meeting, roughly two months before site visit Dependent on state partnerships, may include state lead site visitor and/or state consultant Discussion between lead site visitor and EPP addressing site visit agenda 16

17 Agenda Items for Pre-Visit Clarification of tasks, AFIs, stipulations if needed Confirm logistical arrangements What groups should be interviewed (based on FFR) Candidates Completers Cooperating Teachers Supervisor Clinical Partners Others as needed 17

18 Site Visit Schedule Based primarily on the information that the site team needs to gather Be aware of need to use site team s time efficiently Most meals are working meals, no faculty or extravagant dinners No more than two school visits; discuss with lead site visitor if needed 18

19 Site Visit Logistics Transportation To and from airport During site visit Hotel Workroom On-campus workroom Meals Technology 19

20 Schedule Arrive Saturday Sunday Site team meeting Overview from EPP team Interviews with clinical partners or others Site team meeting Lead site visitors will meet with EPP coordinator and leadership every morning and evening to discuss status or documents needed 20

21 Monday Interviews to verify and corroborate evidence School visits (if needed) Lead site visitor may request additional evidence Site team will begin writing site visit report 21

22 Tuesday Site team will spend morning in discussion and writing Exit conference EPP determines who they would like to invite. Typically lead site visitor and state consultant Lead site visitor will summarize findings for each standard and read any recommended AFIs or stipulations Will not state whether a standard was met or unmet Not a discussion 22

23 Planning Logistics Hotel Reservations to accommodate each site visitor and a private workspace WIFI/Office Supplies Proximity to campus Transportation Site team will use CAEPs travel agency (GANT) Lead site visitor will collect travel itineraries and provide them to EPP Shuttle/cab to and from airport, as well as to and from campus Campus workroom Private; cannot be used for interviews 23

24 Technology Reliable internet access Name and phone number for tech support personnel Plan for orientation to any website or electronic databases Arrangements for video-conferencing if needed for off-site interviews 24

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27 Site Visit Contact Sheet DBU Contacts: Cell Phone # - COE Dean COE Associate Dean CAEP Coordinator Office Manager Transportation Transportation IT CAEP Site Visit Team: Cell Phone # Site Visitor 1 Lead Site Visitor Site Visitor Site Visitor Site Visitor

28 CAEP Site Visit 2017 v Schedule SATURDAY PERSON DATE TIME EVENT LOCATION RESPONSIBLE MODE NOTES 4/22/2017 Team Lead Hotel Check In Hilton Garden Coordinator/ Office Manager/IT Team Room Set Up Hilton Garden Have nametags printed Food / Snacks / Supplies / Gifts 9:17 AMSite Visitor 1 Pick up DFW Airport DBU Driver Flight AA 5932 to Hotel Hilton Garden Inn Duncanville 10:00 AMSite Visitor 2 Pickup DFW Airport DBU Driver Flight AA 2273 to Hotel Hilton Garden Inn Duncanville 1:35 PMSite Visitor 3 Pickup DFW Airport DBU Driver Flight AA 649 to Hotel Hilton Garden Inn Duncanville 3:22 PMSite Visitor 4 Pickup DFW Airport DBU Driver Flight AA 2779 to Hotel Hilton Garden Inn Duncanville 6:00 PMDinner Hotel Restaurant Office Manager Driver carries sign with name of person to pick up. 28

29 SUNDAY PERSON 4/23/2017 DATE TIME EVENT LOCATION RESPONSIBLE MODE NOTES AM Team Room Set Up Widner IT / Office Manager Gift baskets for each team member 7:54 AMSite Visitor #5 Pick up DFW Airport DBU driver Food / Snacks /Supplies AA 322 to Hotel 9:00 AMTeam Meeting Hotel Lead 11:00 AMTeam travel to DBU DBU driver Van 11:30 AMTour of DBU DBU driver / Dean Van Meet in front of Chapel 12:00 Noon Lunch Widner Office Manager Sodexo 1:00 PMCAEP Team Orientation Widner Lead Site Visitor 1:55 PMTeam Travel to COE Collins to COE DBU Driver Dean will guide 2:00 PMCOE Overview Room 100 Dean 2:30 PMDBU Overview Room 100 Faculty 3:00 PMAssessment Overview Room 100 Faculty 3:30 PMTeam travel to Collins DBU Driver DBU Greeter Dean 3:35 PMTeam Meeting Widner Lead 4:30 PMLeadership Team Meeting Decatur Room Dean 5:30 PMTeam Returns to Hotel Hotel DBU Driver From Collins 6:30 PMTeam Dinner Hotel Office Manager Hotel Menu 29

30 Logistics Below are a few logistics that need to be communicated to the site visit team o Site visitors will be picked up at their respective gate at DFW International Airport. A DBU van and driver will be waiting at the curbside pick up with DBU Sign/Site Visitor Name. o Hotel check in is at 3:00PM. The hotel will do their best to provide an early check in for each guest. If check in is not available at the time of arrival, all guests are welcome to make themselves comfortable in the reserved meeting room until their rooms are available. o Each guest will receive a ticket for complimentary breakfast buffet for each morning of their stay upon check in. o Dinner can be ordered from the hotel restaurant each evening and charged to DBU. The banquet event coordinator will take orders from the dinner menu and deliver food to the meeting room, or, if preferred, they are welcome to dine in the hotel restaurant. 30

31 After the Site Visit EPP will receive report within 30 days EPP has 7 days to submit Factual Corrections EPP has 14 days to submit Rejoinder Lead site visitor can submit a response to the Rejoinder Semester after visit, the Accreditation Council will meet and review case Three-stage process You can attend the final deliberations (onsite or virtually) 31

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33 TELL US HOW TO IMPROVE FOR YOUR NEXT CAEPCON COMPLETE YOUR SESSION FEEDBACK