Evaluation Team Chair Training. Responsibilities of the Team Chairperson.

Evaluation Team Chair Evaluation Team Chair TrainingTraining

Responsibilities of the Responsibilities of the Team ChairpersonTeam Chairperson

There are There are four major stepsfour major steps and and responsibilitiesresponsibilities::

Preliminary stepPreliminary step Preparation for the visitPreparation for the visit Coordination of the team’s activities during Coordination of the team’s activities during

the visitthe visit Follow-up activities after the visitFollow-up activities after the visit

Requirements for Team ChairRequirements for Team Chair

The chair is an experienced leader in The chair is an experienced leader in higher education.higher education.

The chair has served on several The chair has served on several evaluation team visits.evaluation team visits.

Normally, the chair has attended a chair Normally, the chair has attended a chair workshop.workshop.

Preliminary analysisPreliminary analysis

Once the self-study material is received, Once the self-study material is received, the chair and the TRACS Staff will the chair and the TRACS Staff will determine if a visit by the chair is required determine if a visit by the chair is required prior to the team visit and will determine if prior to the team visit and will determine if the evaluation team visit should proceed.the evaluation team visit should proceed.

Issues to be considered in this decision: Issues to be considered in this decision: faculty, financial stability, programs, faculty, financial stability, programs, library, student services, physical plant, library, student services, physical plant, and administrative control/administration.and administrative control/administration.

Preliminary DecisionPreliminary Decision

If any one of the issues is not sufficiently If any one of the issues is not sufficiently clarified in the self-study, then a chair visit clarified in the self-study, then a chair visit will be required!will be required!

Preparation for the visitPreparation for the visit

Make sure that the president or accreditation Make sure that the president or accreditation coordinator has completed all assignments in coordinator has completed all assignments in preparation for the visitpreparation for the visit

Upon reception of the names of the team Upon reception of the names of the team members and date of the visit, establish members and date of the visit, establish communication with each team membercommunication with each team member

to verify the date of the visitto verify the date of the visitto verify the arrival and departure timesto verify the arrival and departure timesto establish that all self-study materials to establish that all self-study materials

have have been receivedbeen received

Preparations continuedPreparations continued

Review the materials submitted by the institution Review the materials submitted by the institution and verify that each team member has received and verify that each team member has received the materialsthe materials

Encourage each team member to read the self-Encourage each team member to read the self-study and start writing the reportstudy and start writing the report

Request questions from team membersRequest questions from team members Contact the chair of any other agency involved Contact the chair of any other agency involved

in the visitin the visit Confirm with the institution and TRACS Staff the Confirm with the institution and TRACS Staff the

visit logisticsvisit logistics

Preparations continuedPreparations continued

Request any additional information Request any additional information needed from the institutionneeded from the institution

Plan in conjunction with the TRACS Staff Plan in conjunction with the TRACS Staff the daily schedule – follow the general the daily schedule – follow the general format suggested by TRACSformat suggested by TRACS

Coordination of the team’s activities Coordination of the team’s activities during the visitduring the visit

Schedule the flight in order to arrive early ahead of the Schedule the flight in order to arrive early ahead of the remainder of the team in order to confirm that the remainder of the team in order to confirm that the necessary arrangements have been made.necessary arrangements have been made.

Obtain a list of the hotel room assignments and Obtain a list of the hotel room assignments and communicate to the team members the location of the communicate to the team members the location of the first meeting.first meeting.

Visit the institution, if possible, prior to team arrival to Visit the institution, if possible, prior to team arrival to view the documents’ room for readiness, to confirm view the documents’ room for readiness, to confirm availability of computer and printer in the workroom, and availability of computer and printer in the workroom, and to interact with the individual who will type the report.to interact with the individual who will type the report.

Coordination continuedCoordination continued

The staff representative will arrive early The staff representative will arrive early and work with the team chair.and work with the team chair.

Hold an orientation meeting the afternoon Hold an orientation meeting the afternoon of the team arrival in order to organize the of the team arrival in order to organize the team and make specific assignments.team and make specific assignments.

Conduct the team training session.Conduct the team training session. Provide the team a suggested schedule Provide the team a suggested schedule

for the visit.for the visit.


Make sure the needs of the team are Make sure the needs of the team are taken care of during the visit.taken care of during the visit.

Keep the team on a strict schedule.Keep the team on a strict schedule. Act as the team spokesperson in all Act as the team spokesperson in all

matters pertaining to policy, procedures, matters pertaining to policy, procedures, and institutional relations.and institutional relations.

Receive individual reports, edit final report, Receive individual reports, edit final report, and file the report with the TRACS staff and file the report with the TRACS staff person.person.


Conduct the final team meeting to Conduct the final team meeting to complete the evaluation forms.complete the evaluation forms.

Prior to the exit interview, the chair and Prior to the exit interview, the chair and staff person should meet with the staff person should meet with the president to inform him of the major points president to inform him of the major points of the team findings. of the team findings. The team The team recommendation should not be given to recommendation should not be given to the president or anyone!the president or anyone!

Lead the exit interview.Lead the exit interview.

Follow-up activities after the visitFollow-up activities after the visit

Provide a letter to the Executive Director Provide a letter to the Executive Director specifying the visiting team’s recommendation specifying the visiting team’s recommendation for action by the Accreditation Commission.for action by the Accreditation Commission.

Submit a rough draft of the report to the Submit a rough draft of the report to the institutional president.institutional president.

Send a letter of appreciation to each team Send a letter of appreciation to each team member.member.

Provide the readers information as requested.Provide the readers information as requested.

First Orientation MeetingFirst Orientation Meeting

This meeting should occur on the This meeting should occur on the afternoon as the team arrives. It normally afternoon as the team arrives. It normally is around 3:00 p.m.is around 3:00 p.m.

During the meeting, the Chair conducts a During the meeting, the Chair conducts a short devotional to focus the team’s short devotional to focus the team’s responsibility, review the proposed team responsibility, review the proposed team schedule, review the team members’ schedule, review the team members’ individual responsibilities, and conduct a individual responsibilities, and conduct a team training session.team training session.

Orientation continuedOrientation continued

Emphasize that the institution is responsible for Emphasize that the institution is responsible for complying with the narrative portion of the complying with the narrative portion of the Accreditation Manual as well as the standards, Accreditation Manual as well as the standards, criteria, and IERs.criteria, and IERs.

In the meeting team members should identify In the meeting team members should identify areas of perceived non-compliance.areas of perceived non-compliance.

Use the benchmarks as a basis for writing the Use the benchmarks as a basis for writing the report.report.

Recommendations, suggestions, and Recommendations, suggestions, and commendations should be developing.commendations should be developing.


RecommendationsRecommendations are what an institution are what an institution must do to be accredited; they are tied to must do to be accredited; they are tied to criterion.criterion.

SuggestionsSuggestions are helpful hints, but are not are helpful hints, but are not mandatory for accreditation.mandatory for accreditation.

CommendationsCommendations are outstanding are outstanding fulfillment of the standards.fulfillment of the standards.


Efforts should be made to combine areas Efforts should be made to combine areas that readily lend themselves to be listed in that readily lend themselves to be listed in one recommendation, suggestion, or one recommendation, suggestion, or commendation to eliminate duplication.commendation to eliminate duplication.

The ReportThe Report

The format: title page, team, history, location, The format: title page, team, history, location, relationship to TRACS, the visit, appreciation, relationship to TRACS, the visit, appreciation, and the team report that addresses the and the team report that addresses the foundational and operational standards (each foundational and operational standards (each section in order).section in order).

Each accreditation area is addressed with Each accreditation area is addressed with narrative that describes the findings compared narrative that describes the findings compared to the standards and criteria and IERs.to the standards and criteria and IERs.

The narrative should contain information that The narrative should contain information that leads to the recommendations, suggestions, and leads to the recommendations, suggestions, and commendations.commendations.

Please ensure!Please ensure!

1. Each major standard and criteria is 1. Each major standard and criteria is adequately addressed in the report.adequately addressed in the report.

2. Recommendations are criterion-2. Recommendations are criterion-referenced.referenced.

3. Keep the team focused.3. Keep the team focused. 4. The visit should have a positive tone.4. The visit should have a positive tone.

SUGGESTIONSSUGGESTIONS

1. Keep the team and institution focused.1. Keep the team and institution focused. 2. Keep the schedule moving.2. Keep the schedule moving. 3. Keep the team writing.3. Keep the team writing. 4. Don’t allow the institution to divert the 4. Don’t allow the institution to divert the

attention from its purpose – excellent attention from its purpose – excellent accommodations or lengthy meals.accommodations or lengthy meals.

5. Keep the team objective – every 5. Keep the team objective – every recommendation must be linked to a recommendation must be linked to a standard.standard.

Suggestions continuedSuggestions continued

6. Avoid repetitive recommendations –6. Avoid repetitive recommendations –combine when feasible and place the combine when feasible and place the recommendation at the best strategic recommendation at the best strategic location.location.

7. Every recommendation must have the 7. Every recommendation must have the specific standard and criteria stated at the specific standard and criteria stated at the end of the statement.end of the statement.

8. Read the report for grammar, sense, 8. Read the report for grammar, sense, and organization.and organization.


9. Every recommendation or suggestion should 9. Every recommendation or suggestion should be based on the narrative.be based on the narrative.

10. All institutions must have a financial audit—10. All institutions must have a financial audit—the latest fiscal year. This includes management the latest fiscal year. This includes management letters. DO NOT LET THIS SLIDE!letters. DO NOT LET THIS SLIDE!

11. The assessment component (institutional 11. The assessment component (institutional effectiveness) should be thoroughly reviewed. effectiveness) should be thoroughly reviewed. The assessment component must include a The assessment component must include a plan, actively collect data, and use the data for plan, actively collect data, and use the data for change.change.


12. Institutions must have assessment data that 12. Institutions must have assessment data that demonstrates the institution is fulfilling its demonstrates the institution is fulfilling its mission.mission.

13. Institutions must address student learning 13. Institutions must address student learning outcomes – how does the institution determine outcomes – how does the institution determine students are learning.students are learning.

14. Federal financial aid programs must be 14. Federal financial aid programs must be scrutinized. Note institutional default rates.scrutinized. Note institutional default rates.

15. Check teaching sites and/or branch 15. Check teaching sites and/or branch campuses.campuses.


16. Be thorough.16. Be thorough. 17. The team has the ethical obligation to 17. The team has the ethical obligation to

apply the standards and criteria at either apply the standards and criteria at either the basic or substantive levels.the basic or substantive levels.

18. Don’t be 18. Don’t be arrogantarrogant or be a or be a “softie”“softie”..

Thought!Thought!

Institutions are best served when they are Institutions are best served when they are dealt with firmly, lovingly, and honestly in dealt with firmly, lovingly, and honestly in light of the standards and criteria.light of the standards and criteria.

Summary responsibilitiesSummary responsibilities

Communicate to the evaluation team and Communicate to the evaluation team and institution.institution.

Read and review the material.Read and review the material. Make sure the institution is prepared.Make sure the institution is prepared. Plan a team orientation session.Plan a team orientation session. Conduct the exit interview.Conduct the exit interview. Plan the opening dinner.Plan the opening dinner. Facilitate the schedule and interviews.Facilitate the schedule and interviews.

Question-Answer TimeQuestion-Answer Time

Evaluation Team Chair Training. Responsibilities of the Team Chairperson.

Documents

chair visit

team arrival

visit slide

visit schedule

visit coordination

visit preparation

team chairperson slide

evaluation team visits