caa site visits 2011 - asha
TRANSCRIPT
CAA SITE VISITS 2011CAA SITE VISITS 2011
WHAT TO EXPECTWHAT TO EXPECTHOW TO PREPAREHOW TO PREPARE
Thursday, 11/18/1012:00 – 1:00 pm
Marriott Hotel, Franklin Hall, Level Three - Room 8
2
CAA Site Visit Subcommittee
� Dan Halling, chair� Michele Anderson� Jane Baran� Newell Decker� Elaine Frank� Candace Ganz� Judith Page� Rosalind Scudder
3
Today’s Objectives
� Site Visit -- purpose & timing in review� Agenda Development & Logistics� Preparing documentation� After the Site Visit
� Site Visit Report� CAA’s final review and decisions� Evaluations and performance feedback
� Update on CAA activities and policies
4
Purpose of the Site Visit� One of several mechanisms used by CAA todetermine compliance with the Standards forAccreditation
� Review by a team of peers� verifies the accuracy of information provided in theapplication about each accreditation standard
� resolves any questions or concerns that resulted fromreview of the application
� provides additional information to CAA to makeaccreditation decisions
5
Purpose of the Site Visit� Past verification looked only atthe process.
� Now, in addition to reviewingthe policies and processes, welook at� how well the program meets itsgoals
� whether the program is successfulwith respect to studentachievement
6
A few basic questions...
� What should your graduateslook like?
� How did you determine this?� Did you share this vision withall students, faculty, andsupervisors?
� How are these elementsassessed and improvementsmade?
7
Prior to the Site Visit� CAA reviews application & provides initialobservations back to the program
� Program has opportunity to respond toobservations and provide updates aboutnew faculty hires.
� Site visit team is given access to theapplication materials, CAA’s initialobservations, & the program’s response
8
Does the program have input onwhen the visit occurs?
� YES. The program identifies the datesfor site visit team to come to campus.� Team expected to see “typical” days in the program• Don’t provide dates during Spring Break or Final Exams!
� Bear in mind dates of other accreditation site visits thatmay affect the program (e.g., NCATE)• CAA is happy to coordinate simultaneous visits with sufficientnotice.
� Potential dates should be provided toAccreditation Office staff when application issubmitted.� Send to R’Chelle Mullins ([email protected])
9
Team CompositionHow many people are coming to campus?
� Standard team (single professional area) = 3 members� 2 academics + 1 practitioner� Team for SLP-only = 3 SLPs� Team for audiology-only = 3 Audiologists
� Standard team for SLP & audiology= 4 members� 1 academic from each professional area +� 1 practitioner from each professional are
� Trainees or observers may accompany team
Does the program have input onwho serves on the team?
YES!� Program is asked to eliminate individuals from thesite visitor roster that pose a conflict of interestbefore the visit is scheduled.
� In addition, site visitors are asked to identifyprograms that may be a conflict of interest for themto serve as a site visitor.
10
11
Observers on Site Visits� Members of the CAA routinely observe sitevisits to� complete CAA members’ education� allow opportunity for assessment of site visitprocess for consistency, best practices, and ideasfor training and continuing professionaldevelopment for pool of site visitors
� Individual programs are not the focus of theobservers participation in the visit� CAA has established precautions to protectprogram if/when an observer is assigned
12
Myth vs. Fact #1� Site visitors have the authority torecommend accreditation status for aprogram, including probation.
� No, the above statement is a MYTH. The role of thesite visitors is to verify evidence of a program’scompliance with accreditation standards.
The CAA has the sole authority to make accreditationdecisions, considering information contained in thesite visit report, as well as any updates provided bythe program in its response to the site visit report.
13
Agenda Development &Logistics
� Who is responsiblefor what?
� And when?
14
Who’s responsible fordeveloping the agenda?
� Program Director should take the lead to prepare a draft� Build-in time for breaks and travel between locations if events arescheduled in different buildings
� Sample agendas provided in the Site Visit Manual(http://www.asha.org/academic/accreditation/svmanual/ )
� Consult with the Site Visit Team Chair at least 30 days inadvance� Share draft agenda� SV Team Chair will make recommendationsabout order of events, logistics, people, or time
� SV Team Chair has final authorityfor agenda
15
On-site Scheduling� Site visitors can be separated:
� to visit with individual faculty and supervisors, iftime permits
� for public and/or student meeting(s), asappropriate
� Site visitors should be scheduled together formeetings with Program Director, Dean,Provost, etc.
� It is not necessary to schedule observationsin the clinic.
How long will the team bevisiting?
� Standard visit is 2 full days� Monday-Tuesday� Thursday-Friday
� Days may be added if theprogram� Has multiple campuses� Has satellite campus(es)� Is part of a consortium
16
17
Who participates in the visit?
� Program Director, Clinic Director, Dept. Chair (ifdifferent than program director)
� Full- and part-time academic faculty� Clinical educators & supervisors (on- & off-campus)� Administrators: deans, provost, president� Students & Alumni� Support staff� Employers� Clients & their families� Members of the campus or local communities...
18
What do I need to do about organizing a“public meeting”?
� CAA policy requires programs to schedule meetings forstudents and consumers� separate meetings may be held for each
� Must “widely” publish an announcement� no later than 15 days prior to the site visit� program determines vehicle (campus/local newspaper, clinic orcampus flyers, etc.)
� Announcement should indicate� date, time, & place of meeting(s) with site visitors� how CAA Standards and/or Policy on Public Comment may beobtained
� Access policy online:http://www.asha.org/academic/accreditation/svmanual/part4.htm#public_comment2
19
Public Comments� Can programs solicit public commentsfor submission to CAA before the visit?
� Yes. Programs may contact students, alumni, clients,community members, etc. to inform them about theoptions to provide comments before or during thesite visit. CAA’s Policy on Public Commentoutlines the process for submitting information to theCAA.
� Written comments must be signed and includecontact information to allow for verification.
� Any comments are not shared directly withprograms; rather they are considered as part of theaggregate data.
20
Will the team need to go off-campus toconduct reviews/interviews?
� Not necessarily. Phone interviews can beconducted with external supervisors,employers, or alumni.
� If there is not an on-campusclinic, teams prefer to go toregularly used clinical site(s)close to campus, if possible.
21
Logistics for site visit team� Secure work space/office� Access to computer withprinter & Internet
� Access to phone forinterviews
� Restaurant/food options� Assistance withtransportation
22
Logistics: Hotel Accommodations
� Program director� selects hotel, makes reservations� will provide visitors with hotel contactinformation
� Site visitors� may need to contact hotel to guaranteeroom
� will pay for room (and is then reimbursedby ASHA/CAA)
23
Myth vs. Fact #2� The program should provide eveningentertainment while the site visitors are intown.
� The above statement is a MYTH! The site visitors areexpected to meet with their teammates in theevenings to prepare for the next days’ events. Also,social activities may be perceived as a conflict ofinterest for the visitor during the time of the visit.
� Other examples of conflicts for site visitors would be:� Asking for or accepting gifts� Accepting or requesting a sample of wares� Accepting payment for meals� Recruiting instructional staff� Recruiting students� Accepting employment positions
24
Documentation
� What will site visitorsbe looking for?
� Information thatprovides evidence thatthe program iscomplying with allstandards.
25
Documentation on-site is used bysite visitors to:
� verify information fromapplication
� ensure policies are inpractice – and practicesare in policies
� confirm studentachievement/progresstracking
26
What will they expect to see?� Documentation should be prepared for the sitevisitors.� Two key online resources that help identify these canbe found on the Site Visit section of the Web site• Review Materials for CAA Site Visit• 2008 Sources of Data (in Site Visit Manual)
� Examples of on-site documentation include:� Handbooks (University/Department/Program)� All course syllabi� Assessment instruments and data� Lists of student files, current and past 3 years
Documentation Prep/Access
� Consider makingkey documentationavailable to the SiteVisit team inadvance of the visit.� VirtualWorkroom/library
� Web site� Flash Drive
27
�
28
Access to files� FERPA - students
� Allows access to student files for purposes ofaccreditation
� Site visitors will not record or report any identifyinginformation.
� HIPAA - clinic “covered entity”� Need release forms to access client files or site visitorsmay sign a form acknowledging confidentiality
� Program may prepare files to strip all identifyinginformation, but it is not necessary.
29
Myth vs. Fact #3� Site visitors will expect to find a “KASA”form for each student.
� The above statement is a MYTH. The CAA does notrequire programs to keep a Knowledge and SkillsAcquisition (KASA) summary form in each student file.[The KASA form was developed to assist in tracking forASHA certification process.]
However, evidence should exist for tracking a student’s:� acquisition of knowledge and skills� supervised clinical practicum hours� progress toward graduation� progress toward state and national credentials
30
Myth vs. Fact #4� Site visitors’ in-depth knowledge of theprogram is typically limited to the currentaccreditation application and relatedresources, (e.g., program’s Web site).
� The above statement is a FACT. The site visit teamis not provided past applications or annual reports fortheir review for the visit. Nor is a history of theprogram’s identified strengths and limitations provided.Site visitors are encouraged to review the Web pagesof the program and university to verify data and itscurrency.
31
Site Visit Report
� Site visit team is required to generate areport of the site visit.
� Site visit report� becomes official record of team’sobservations
� considered a critical element by the CAA tomake fair, impartial, and informeddecisions on program’s accreditation
32
Report of the Site Visit
� Presented twice to the program:� orally at end of visit (Exit Report)� written and submitted toAccreditation Office within 30 daysof the visit
� Program can expect to receivetheir written copy 6-8 weeks aftervisit
33
Myth vs. Fact #5� Observations reported by the team maybe different than those identified by theCAA in its initial review of theapplication.
� The above statement is a FACT. The SiteVisit team has access to documentation on-site that the CAA does not have whileconducting its initial review of the application.As a result, the site visitors may offer adifferent perspective on the program’s abilityto document compliance.
34
Site Visit Report response� Copies of the site visit report are sent to:
� Program Director� President or designee, such as the provost ordean - whoever signed the applicationauthorization
� Both entities are offered opportunity toprovide written response within 30 daysregarding the accuracy of the site visitors'observations before the CAA makes a finalaccreditation decision.
35
CAA Decisions
� CAA makes most final accreditationdecisions at face-to-face meetings2x/year� Spring site visits = July meeting� Fall site visits = February meeting
� Programs can typically expect decisions3-5 months after site visit; 12 monthsafter application submission� … and no later than 30 days after the meeting
36
Myth vs. Fact #6� The site visit team’s findings are the onlydata used by CAA for final accreditationdecision and citations.
� The above statement is a MYTH.� The CAA considers all information, from theaccreditation application through the program’sresponse to the site visit report and any programupdates, to determine a program’s compliance witheach standard and the resulting accreditationdecision.
� The CAA’s final decision and citations may differfrom SV team observations, as the CAA has accessto updated information from the program after thesite visit.
37
Evaluations� Complete and return your Site VisitorEvaluations immediately following thesite visit, in order to provideperformance feedback on eachmember of your site visit team.
� The new evaluation form includes anumeric rating system along withconsolidated knowledge and skillareas, as tied to specific roles,responsibilities, and expectedbehaviors of site visitors.
� It can be accessed online as anappendix to the Site Visit Manual.
38
Myth vs. Fact #7
� Returning completed site visitorevaluations before the final decision isrendered will affect the results of theaccreditation decision.
� The above statement is a MYTH! Theevaluations are used to improve the site visitprocess and performance of site visitors.Evaluation materials are not considered whenthe CAA renders accreditation decisions.
39
Update on CAA Activities
� New Reporting Requirements� Policy Updates� Higher Education Data System� Accreditation Decisions� CAA Volunteer Opportunities� New Online Resources
New Reporting – Standard 4.5� Standard 4.5 – NEW STANDARD
� all programs must submit documentation ofcompliance after January 1, 2011
� addendum available online athttp://www.asha.org/academic/accreditation/CAAHES.htm
� Spring 2011 site visits –� provide an addendum 30 days in advance of sitevisit
� Fall 2011 site visits –� submit addendum by February 1 (same time asapplication is due)
40
New Reporting – Standard 6.1
� CAA is required by USDE to regularlymonitor financial stability of its programs.� Application for Accreditation• Questions about financial information are includedin the HES.
� Annual Report• Programs must file addendum with annual report,as questions are NOT included in HES for annualreports currently.
41
Policy Update
� Change in ProgramDirector� Program must filenotice of change nolater than 30 daysafter the change,including sabbaticals
� New reporting form isavailable online
42
Policy Update� Change in AdministrativeStructure� Program must file notice ofchange no later than 30 daysafter the change
� Include new organizational chart,description of continuedcompliance with standards,effective date
� Details of policy and proceduresare in Accreditation Manual.
43
Policy Update� Requests for Submission Extension
� Submit request no SOONER than 30 daysbefore due date with:• Rationale• Description of progress made so far on report• Estimate of needed time (up to 45 days beyonddue date)
� Extensions will not be granted for morethan 75 days from original submissiondate.
44
CAA Reporting in the HigherEducation Data System (HES)
� CAA Application� now open in HES through Feb. 1, 2011� Next round open April 1st -August 1st 2011
� CAA Annual Reports� Now open in HES through Feb. 1, 2011
� Access to CAA instruments in HES restrictedbased on due dates/report type due
45
46
CAA Volunteer Opportunities� Want to learn more about the accreditationpeer review process?
� Apply to become a site visitor• Accepting applications through January 2011
• Apply to become a CAA member (term to beginJanuary 2012)• Call for Nominations in early 2011 for 3 positions:• 3 academic audiologists
Practice Analysis & Curriculum Study
� SLP study completed2010
� Audiology studycompleted 2008
� Full reports availablefor sale at ASHABookstore(www.asha.org/eweb)47
48
SITE VISIT RESOURCES
� Site Visit Manual� http://www.asha.org/academic/accreditation/svmanual/
� Web site - www.asha.org� National Office staff
� 1-800-498-2071• R’Chelle Mullins [email protected]
• Sue Flesher [email protected]
49
Visit Accreditation Staff
• Where?• at ASHA Member Services Center in theExhibit Hall
• When?• until 3:00pm Saturday
50
QUESTIONS