PREPARING FOR A COSMA SITE VISIT Robertha Abney

PREPARING FOR A COSMA SITE VISIT Robertha Abney, Slippery Rock University Carol Barr, University of Massachusetts Heather Alderman, COSMA

Site Visit Overview Plan 6 -9 months in advance after self study submission Two person team, two days in length Timing with Board of Commissioner meetings

Who are COSMA Site Reviewers? Must be individual/institutional members Submit an electronic CV Attend a training workshop Be familiar with COSMA principles, policies, and procedures Time commitment: 2 days, preparation and follow-up

Assigning Site Visitors Schedule visits 3 -6 months in advance COSMA staff, BOC assigns two person team as early as possible Conditions § Avoid conflicts of interest § Balance and representation § Costs

Team Chair Designated by COSMA staff, BOC Served on at least two other site teams Or, is a past member of the COSMA BOC Coordinates visit details with the institution Responsible for completing a thorough and objective site visit Submits the completed site team report

Expectations of Site Reviewers The site visit will be conducted in strict accordance with all of the current COSMA published guidelines. § Confidentiality, professionalism § Validate self study materials The site visit team will not express any opinions as to whether accreditation will be granted. The team’s report will contain sufficient information to allow the BOC to make a fair and informed accreditation decision.

Site Visit Preparation Review all self-study materials and note questions, concerns Phone training with COSMA Executive Director Communicate with the other team member about initial findings, concerns Make necessary travel arrangements

Self-Study Validation Familiarity with organization of the selfstudy – academic year prior to visit Review all items and tables for completeness Review each principle it relates to the program

On-site Materials Course syllabi Institutional catalog Copy of last regional accreditation self-study report and findings Faculty member vitae Faculty handbook O/A Plan Summary of realized outcomes

Pre-Visit Meeting Arrive the evening before the visit Site Team Meeting § Re-familiarize yourself with self-study materials § Discuss the schedule for the visit – who leads which interviews § Plan opening session and exit interview with Department Chair, On-site Coordinator, etc. § Discuss report writing process § Determine if any additional materials are needed

Sample Site Visit - Day 1 Schedule 8: 00 am Meet with dept. head to discuss two day visit 9: 00 am Meet with President and/or Chief Academic Officer 9: 30 am Meet 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 pm Work time for site team & dept. head to validate selfstudy and ask questions (2 ½ - 3 hours) 6 pm Dinner

Sample Site Visit - Day 2 Schedule 8: 00 am Meet with students majoring in sport management 9: 00 am Tour facilities (library, classrooms, computer labs, etc. ) 10: 30 am Exit interview with dept. head (and others, if desired) Noon Lunch meeting with Advisory Board (or other parties) 1: 30 pm Site team works on draft report/time for unexpected issues 3: 00 pm Site team departs from campus

Site Visit Team: After the Visit Complete report writing Complete evaluation form Submit expenses to COSMA Save notes, materials until BOC accreditation decision Time commitment (estimate)

Site Visit Report Determine each team members’ contribution Team chair writes final report (from template) and sends to COSMA § Address findings related to areas of non-compliance § Include strengths and weaknesses for each Principle Submit report and expenses to COSMA Keep all materials until BOC meets and makes a decision – may be questions

What COSMA Does After the Site Visit Institution receives letter summarizing visit § May include request for additional, clarifying information All materials sent to one member of Board of Commissioners – self-study, site visit team report, any additional information Commissioner reviews materials and prepares detailed report to present at next BOC meeting

Site Reviewers’ Perspective Carol Barr Preparation for visit: Logistics coordination Pre-visit discussions between team members Reading the self-study – What are we looking for? Requests for additional information Self-Study Materials Provided in Advance Clear, concise information according to principles and templates Helps alleviate problems/issues later on

Site Reviewers’ Perspective Carol Barr On-site: Interviews, meetings, tours Focus of meetings/interviews taking place Discuss with the Site Reviewers’ your program’s goals/challenges with the institution’s administration Linkage with the institution’s outcomes assessment program can be beneficial (utilizing institutional resources, benefits of a larger assessment program) Site reviewers preliminary review of information provided in an “exit meeting”

Site Reviewers’ Perspective Carol Barr Post-site visit: Writing the report For each Principle, provide a Compliance result: Fully Compliant, Partially Compliant or Non-Compliant In each Principle, provide: Program Strengths Evaluators Comments Evaluators Recommendations No Accreditation Recommendation is provided. This is performed by the COSMA Board of Commissioners.

Site Reviewers’ Perspective Carol Barr Tips or Hints: Preparation of the Self-Study Materials Submitted is KEY Making a direct and specific connection between: 1) the Identification of Learning Outcomes, 2) the Demonstration of these L. O. s in the Assessment tools, 3) the Results of the Assessments, 4) the Identification of areas for improvement, 5) the Changes made/planned based on the results. Include (in an appendix) any rubrics or grading scales you refer to in the document as part of the L. O. assessment

Institution’s Perspective: Robertha Abney Preparation for visit Logistics/travel coordination Faculty/staff preparation Site visit schedule Preparing room for reviewers (e. g. , materials) Involving administrators and other stakeholders on campus Tips for institutions

Logistics/Travel Coordination Prior to Arrival Travel Itinerary Airport Arrival Same day and timeframe Faculty meet and return to airport Hotel Information packet

Faculty Staff Preparation Commitment Involvement Support Meetings

Site Visit Schedule Details Involvement Flexible Students Escorts Tour Guides Meals

Preparing Room for Reviewers Conference Room Video Supply Cart Computer & Printer Dry Eraser Board TV and DVDs Tables Self Study Materials/documents Color coded Table Tents

Involving Administration and Other Stakeholders Commitment Communication Information Updates Meeting minutes Itinerary Reminder emails

Tips for Institutions Convenience Organize Simple Manage Attractive

Questions and Comments