Preparing for your Site Visit Cole Bowers Accreditation Associate, - - PowerPoint PPT Presentation

Washington, District of Columbia September 2017

Preparing for your Site Visit

Cole Bowers Accreditation Associate, Site Visits, CAEP

Fall 2017 | Washington, D.C.

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?

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What we’re going to talk about today:

Fall 2017 | Washington, D.C.

• 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

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What is a successful site visit?

Fall 2017 | Washington, D.C.

• 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

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The role of the Formative Feedback Report

Fall 2017 | Washington, D.C.

• 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
• rganized
• 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

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Addendum or Clarification Questions

Fall 2017 | Washington, D.C.

• 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
• f review

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Relationship between Lead Site Visitor and EPP

Fall 2017 | Washington, D.C.

• 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

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The Pre-visit

Fall 2017 | Washington, D.C.

• 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

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Agenda Items for Pre-Visit

Fall 2017 | Washington, D.C.

• 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

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Site Visit Schedule

Fall 2017 | Washington, D.C.

• Transportation
• To and from airport
• During site visit
• Hotel
• Workroom
• On-campus workroom
• Meals
• Technology

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Site Visit Logistics

Fall 2017 | Washington, D.C.

• 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

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Schedule

Fall 2017 | Washington, D.C.

• 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

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Monday

Fall 2017 | Washington, D.C.

• 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

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Tuesday

Fall 2017 | Washington, D.C.

• 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

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Planning Logistics

Fall 2017 | Washington, D.C.

• 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

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Technology

Fall 2017 | Washington, D.C.

• 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

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Meals

Fall 2017 | Washington, D.C.

• 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)

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After the Site Visit

Fall 2017 | Washington, D.C.

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Questions?