10/8/2014. Overview of Florida State College at Jacksonville (FSCJ)

Transcription

1 Orchestrating a Successful Site Visit: Tuning Institutional Instruments to Achieve Perfect Harmony SACSCOC Annual Meeting December 2014 Dr. Lynne S. Crosby Associate Vice President Institutional Effectiveness and Accreditation Overview of Florida State College at Jacksonville (FSCJ) 60,000+ annual enrollments five campuses & seven centers 3,000+ employees Primarily serving Duval and Nassau Counties 1

2 Comprehensiveness Career & Technical Certificates High School Completion Programs Continuing Education Courses Community Instructional Programs Dual Enrollment Associate Degrees Baccalaureate Degrees Reaffirmation Basics at FSCJ FSCJ Timeline Orientation for Reaffirmation Leadership Team (January 2012) Observer at another institution s On Site Visit (Fall 2012) Optional Advisory Visit with SACSCOC VP (January 2013) Compliance Certification Due (Mid March 2013) Committee Chair Preliminary Visit (August 2013) Focused Reports and QEP Due (Early September 2013) On Site Visit (October 2013) 2

3 Reaffirmation Leadership Team Make recommendations and obtain support for each aspect of on site visit Preferences for dates of On Site Visit Communication Plan On Site Hosting Team Leader process Logistical Arrangements Planning for Optional SACSCOC VP visit Planning for Committee Chair Preliminary visit Optional Advisory Visit with SACSCOC VP Suggested Goals of Optional Advisory Visit (per SACSCOC VP Robin Hoffman) To explore issues, questions, and topics of interest relating to the reaffirmation process; To discuss specific aspects of the Certification of Compliance, including interpretation of requirements/standards, documentation issues, the logistics of the presentation of materials, and avoiding common problems experienced by other institutions; To discuss the Quality Enhancement Plan and to explore specific areas of concern regarding the QEP; To discuss preparations and logistics for the on site visit; To answer questions relating to the timing and components of the peer review process (documents, timing of activities, etc.). 3

4 Typical Agenda of Optional Advisory Visit (per SACSCOC VP Robin Hoffman) Meeting with the Leadership Team: Questions as to process, issues regarding adherence to Commission policy regarding Substantive Change, clarify extent of involvement in multiple sites and/or distance education, review timelines, etc. Meeting with Accreditation Liaison: The role and responsibilities of the accreditation liaison; logistics of preparing the Compliance Certification, the QEP, Focused Report, hosting the on site team, etc. Discussion of specific compliance issues: Interpretation of standards, examination/demonstration of how materials are to be presented QEP discussion [QEP leadership team] Meeting with CEO/President: Discussion of issues raised during the day, timelines, issues of process. Preliminary Visit of Committee Chair Committee Chair Preliminary Visit Not all chairs will make a Prelim. Visit Timing approx. one or two months prior to due date of Focused Reports and QEP Institution is responsible for cost No set agenda Agenda may be set by the chair Chair may ask you to propose an agenda 4

5 Suggested Goals Preliminary Visit Overview of institution General Discussion/observations Tour of hotel and workroom Tour of on campus workroom Discussion of On Site Visit itinerary, process and logistics Gathering Momentum Communication and Teamwork are the Keys to Success! Preparing your Institution for a Successful On Site Visit Tiered Communication Plan On Site Hosting Team Leaders Potential Interviewees 5

6 Guiding Principles Institutional Excellence Focus on Improvement Institutional Integrity Compliance with Common Set of Accreditation Standards Tiered Communication Plan Stakeholders Topics of Information Events Communication Mechanism Timeline Stakeholders Board of Trustees Foundation Board Students Program Advisory Committees Community Employees Governance Groups Standing Committees/Councils (targeted groups) 6

7 Communication Materials Brochure Flyers ( , web, print) Periodic Newsletters Booklet On Site Hosting Team Leaders Role Identification/Selection process Orientation Materials (brochures, slides, etc.) Pre tour the facilities, suggest routes Dry run with designated drivers Ongoing support and updates Logistical Arrangements Be Prepared, Be Proactive, Be Flexible! 7

8 Logistical Arrangements On Site Team Documents and Communication Host campus Interviews Food Workroom Set Up and Documentation Internal Communication (walkie talkies) Materials and Supplies Financial Arrangements (meals, hotel, transportation, etc) Transportation (airport pick up, local transportation) Hotel Technology Welcome Baskets (tote bags) Information Packets Potential Interviewees Identification of potential interviewees Prep sessions Materials Ongoing support and updates 8

9 Coordination of Interview Schedule Soliciting interview requests from On Site Evaluators before and during the On Site Visit Development of interview schedule Interview notification (schedule for each evaluator and each interviewee; master schedule) Appointment times Parking Check in/out process Protocol for request for more information Setting up the Workrooms Tip solicit preferences from SACSCOC VP and Committee Chair Large conference table with room for laptops Roller work chairs Separate area for desktop computers and printers Shredder, copier, supplies, flash drives Snacks, coffee, etc. Workroom documentation First floor (access to exterior); windows Workroom Resource Staff Tip person could sit outside or across the hall from the workrooms (pending OK by VP/Chair) Restock supplies Replenish food Triage any facilities/clean up issues Obtain answers to questions Handle any itinerary changes Follow up on requests for additional interviews and documents 9

10 Campus/Center Visits prior to Official On Site Visit Typically occur on Monday am/pm or Tuesday am Campus/Center Packet Food Transportation Technology Participant Ideas Common Challenges Strategies at your Campus Contact Information Lynne Crosby 10