Preparing for your Site Visit Cole Bowers Accreditation Associate, Site Visits, CAEP Washington, District of Columbia September 2017
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? 2
What is a successful site visit? No surprises 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 meeting 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 3
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 4
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). 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. 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 5
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 6
The Pre-visit A virtual visit; no longer face-to-face Will occur after the 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 7
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 8
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 9
Site Visit Logistics Transportation To and from airport During site visit Hotel Workroom On-campus workroom Meals Technology 10
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 11
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 12
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 13
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 14
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 15
Meals All should be arranged and paid for by EPP Breakfast, lunch, and dinner Nearby restaurants, on-campus, or catered Not necessary to plan meals with faculty and site visitors most meals are working sessions 16
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) 17
Questions? 18