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

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

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

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

The site visit will be conducted in strict accordance with all of the current COSMA published guidelines. 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 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. The team’s report will contain sufficient information to allow the BOC to make a fair and informed accreditation decision. Expectations of Site Reviewers

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

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

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

Arrive the evening before the visit Arrive the evening before the visit Site Team Meeting 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 Pre-Visit Meeting

Sample Site Visit - Day 1 Schedule 8:00 amMeet with dept. head to discuss two day visit 9:00 amMeet with President and/or Chief Academic Officer 9:30 am Meet with Outcomes Assessment Coordinator to review institutional plan 10:30 amReview Sport Management O/A plan with dept. head NoonLunch with faculty (no administrators present) 1:30 pm Work time for site team & dept. head to validate self- study and ask questions (2 ½ - 3 hours) 6pmDinner

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

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

Determine each team members’ contribution Determine each team members’ contribution Team chair writes final report (from template) and sends to COSMA 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 Submit report and expenses to COSMA Keep all materials until BOC meets and makes a decision – may be questions Keep all materials until BOC meets and makes a decision – may be questions Site Visit Report

What COSMA Does After the Site Visit Institution receives letter summarizing 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 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 Commissioner reviews materials and prepares detailed report to present at next BOC meeting

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

Site Reviewers’ Perspective Carol Barr On-site: Interviews, meetings, tours On-site: Interviews, meetings, tours Focus of meetings/interviews taking place Focus of meetings/interviews taking place Discuss with the Site Reviewers’ your program’s goals/challenges with the institution’s administration 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) 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 preliminary review of information provided in an “exit meeting”

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

Site Reviewers’ Perspective Carol Barr Tips or Hints: Tips or Hints: Preparation of the Self-Study Materials Submitted is KEY 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. 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 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 Preparation for visit Logistics/travel coordination Logistics/travel coordination Faculty/staff preparation Faculty/staff preparation Site visit schedule Site visit schedule Preparing room for reviewers (e.g., materials) Preparing room for reviewers (e.g., materials) Involving administrators and other stakeholders on campus Involving administrators and other stakeholders on campus Tips for institutions Tips for institutions

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

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

Faculty Staff Preparation Commitment Commitment Involvement Involvement Support Support Meetings Meetings

Site Visit Schedule Details Details Involvement Involvement Flexible Flexible Students Students Escorts Escorts Tour Guides Tour Guides Meals Meals

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

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

Tips for Institutions C onvenience C onvenience O rganize O rganize S imple S imple M anage M anage A ttractive A ttractive

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