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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