Reaffirmation Basics at Florida State College at Jacksonville (FSCJ)

Transcription

1 Hosting a Successful Site Visit: Harnessing the Energy of your Institution to Maximize Impact SACSCOC Annual Meeting December, 2015 Presented by Dr. Lynne S. Crosby Reaffirmation Basics at Florida State College at Jacksonville (FSCJ) FSCJ Timeline 1 of 2 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) 1

2 FSCJ Timeline 2 of 2 Committee Chair Preliminary Visit (August 2013) Focused Reports and QEP Due (Early September 2013) On Site Visit (October 2013) Response to On Site Recommendations Due (March 2014) SACSCOC Board of Trustees Decision (June 2014) Preferences for dates of On Site Visit Considerations Availability of President and Cabinet Availability of Board members Academic Calendar, fall break/spring break Other major events at your institution Major events occurring in your town or city Availability of hotels Optional Advisory Visit with SACSCOC VP 2

3 Suggested Goals of Optional Advisory Visit (per SACSCOC VP Robin Hoffman) Explore issues, questions, and topics of interest relating to the reaffirmation process Discuss specific aspects of the Certification of Compliance Gather general feedback on the QEP Discuss preparations and logistics for the on site visit 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 3

4 Suggested Goals of 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! Guiding Principles Institutional Excellence Focus on Improvement Institutional Integrity Compliance with Common Set of Accreditation Standards 4

5 Preparing your Institution for a Successful On Site Visit Tiered Communication Plan On Site Hosting Team Leaders Potential Interviewees 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) 5

6 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 Ensure clean campus with clear signage Dry run with designated drivers Ongoing support and updates Logistical Arrangements for the On-Site Visit Be Prepared, Be Proactive, Be Flexible! 6

7 Ensure a Successful Site Visit Provide a smooth, positive, well planned site visit so that committee members can focus on the task at hand Anticipate the needs of the committee Pay attention to the details Take care of the logistics well in advance Be prepared for unexpected requests Communicating with the On Site Team Accessibility accommodations Computer preferences Food/Beverage preferences Transportation Driving or flying to your city Airport arrival/transportation to hotel Airport departure time/transportation to airport Interview requests 7

8 Greeting the On Site Team 1 of 2 Pre arrival Place Welcome Bag & Return Home Box in hotel rooms Get to know hotel staff Greeting the On Site Team 2of 2 Arrival Meet each team member in hotel lobby Provide Welcome Info Packet, Schedule, Name Badge Provide Info for Off Campus visit (if applicable) Show the location of workroom Offer refreshments in workroom Logistical Arrangements 1 of 2 Host Campus Food Internal Communication (walkie talkies) Materials and Supplies Financial Arrangements (meals, hotel, transportation, etc.) Hotel Welcome Baskets (tote bags) 8

9 Logistical Arrangements 2 of 2 Information Packets Technology Transportation (airport pick up, local transportation) Interviews Workroom Set Up and Documentation Off Campus/Center Visits Technology Support During Visit Identify tech support person to stay at hotel (not required) Identify tech support person for campus workroom Identify tech support person(s) for other sites Create passwords/log ins, provide instructions Deliver/install/set up the computer assets Technology resources Test Wi Fi and printers Save bookmarked favorites to computers Develop a Plan B Transportation Two different needs To/from airport To campuses, other sites, and meals Who/how will transportation be provided? Determine if using car service or employees Determine if using rental cars or personal cars Preparing the drivers Provide a driver orientation Ensure drivers are approved by institution Proper attire, name badges Driver waiting areas Dry run/practice the routes, know the traffic patterns Develop a Plan B 9

10 Potential Interviewees Identification of potential interviewees Prep sessions Materials Ongoing support and updates Coordination of Interview Schedule Soliciting interview requests from On Site Team 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 10

11 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 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 Tips for Institutions of Varying Sizes, Missions, and Institutional Control 11