GUIDE FOR CHAIRS CONDUCTING A SITE VISIT

JULY 29, 2014SAN DIEGO, CA

Accrediting Commission for Program in Hospitality Administration

Rick Donnelly, Ph.D., East Stroudsburg University , Standing ACPHA Commissioner

Jeff Lolli, Ed.D., CHE, Widener University , Standing ACPHA Commissioner

SESSION OVERVIEW

Introduction Chairperson Responsibilities Before the Visit During the Visit After the Visit

OPENING

Host and Attendee Introductions How many site visits have you been a team

member for in the past 3 years? Have you chaired a previous visit?

When and where did you go? What was your experience like? Did you feel well prepared? Did you feel the chair was well prepared?

INTRODUCTION

The interaction between the Commission on Accreditation and a hospitality management program can be summarized as follows: The program looks at itself and speaks to the

Commission through its self-study document A team of experienced peers, appointed by the

Commission, appraises and advises the program, through an evaluation team report

The program replies to the team report in a written response addressed to the Commission

INTRODUCTION

The interaction between the Commission on Accreditation and a hospitality management program can be summarized as follows: The Commission, after considering the information

derived from the preceding three steps, determines accreditation status. The Commission alone makes accreditation decisions

The program, as part of its ongoing evaluation and planning process, continues to consider and act on the results of its own self-study and the advice it has received

INTRODUCTION

The team visit is important for several reasons: Provides an opportunity to verify the information

submitted in the self-study report Team members can derive additional data clarifying

the written report which enables them to probe more deeply on some issues.

Inquire about areas in programmatic life not adequately covered in the self-study

INTRODUCTION

The team visit is important for several reasons: Stimulate growth and development in the program The interchange of information and viewpoints and

the raising of important questions and issues in interviews should inspire insights and encouragement in reassessing what has been done and considers ideas that may enhance the program in the future

BEFORE THE VISIT

Chairperson Key Responsibilities Introductions to Program Administrator/confirmation Initial Team Contact Coordinate team member travel and lodging Coordinate itinerary for accreditation visit Review and assign sections to team members Request any additional information from the Program Coordinate workroom location, documents and

technology Send team report template and final itinerary

BEFORE THE VISIT

Initial Communication with Program Contact Program Administrator/Discuss procedures and

details Discuss team member lodging, travel and meals –

minimize cost to each team member Discuss traveling to and from the lodging site and

campus Discuss work room location, supplies, support documents Discuss team member itinerary for accreditation visit

with Program Administrator Discuss any concerns with ACPHA

BEFORE THE VISIT Initial Communication with Team

Contact team member to discuss lodging, travel and meals

Discuss what documentation or receipts are needed to ensure timely reimbursement

Analyze team member experience, training, and assign sections

Discuss itinerary for accreditation visit with team Discuss team member concerns and Chairperson

expectations

BEFORE THE VISIT

Review of the Self-Study and Supporting Documentation The Self-Study Report should provide a

comprehensive description, and a thorough in depth assessment of all aspects of the program.

Nine total sections with 42 total standards: if there is a discrepancy, or the report is inadequate, contact ACPHA immediately.

BEFORE THE VISIT

The Self-Study If your review and study suggests the need for

additional or clarifying information that would be helpful to the team, you should communicate this to the program administrator.

It is the team chairperson's responsibility to convey this request to the program or to the Commission office as soon as possible, so the material can be available for the team's review, prior to the accreditation visit.

BEFORE THE VISIT

The Self-Study During the visit, there is no time to write a full report

without a draft. It is extremely helpful if each team member begins to draft their responses to the standards in their assigned sections prior to the actual site visit

The chair should provide the team with a template for preparing the report

Responses should be based on the information available in the self-study and other supporting documentation

Gathering additional information during the site visit is necessary to support your initial analysis

BEFORE THE VISIT

The Self-Study As you study it, prepare a checklist for your use during

the visit. Here are some guiding questions: What else do you need to know about the program? At what point does the document need further clarification or

interpretation? Are there inconsistencies within the document that will need

to be explored? What are the apparent strengths and weaknesses of the

program? Does the documented evidence provided substantiate the

program’s claim in meeting the ACPHA Standards. Who are the people you will wish to interview?

BEFORE THE VISIT

The ACPHA Standards found in the Self-Study Explained Sections (Review Handout):

I. Mission and Outcomes: 3 Standards II. Administration and Governance: 3 Standards III. Planning: 4 Standards IV. Assurance of Student Learning: 4 Standards V. Curriculum: 5 Standards VI. Instructional Resources: 10 Standards VII. Student Support Services: 7 Standards VIII. Physical and Learning Resources: 4 Standards IX. Financial Resources: 2 Standards

DURING THE VISIT Initial on-site team meeting

Discuss process, strategy and anticipated timetable Finalize each member’s responsibilities, and confirm

procedures Program meet and greet

Purpose - it sets the tone for individual interviews and discussions

DURING THE VISIT Interviews with Administration

Initial meetings- avoid discussions related to any findings based on preliminary document review

Provide an opportunity to answer questions about ACPHA accreditation process

Should be very collegial Interviews with constituents

Faulty and staff Students Advisory board Alumni Support Staff throughout the university

DURING THE VISIT

Data collection and review Purpose-verify information reported in the Self-Study

Meetings with current, former students and advisory board members

Industry supervisors and alumni will enrich data Analysis of supporting documents

i.e., degree plans, assessment plans, marketing and strategic plans, evidence of student performance, instruments used in data collection, relevant material not included in the Self-Study, meeting minutes, etc.

DURING THE VISIT

Team conferencing Pool resources and information Clarify Report / Team Consensus

The Evaluation Report Follow Evaluation Report format Developing assigned sections with Chairperson guidance Draft Report (End of Day 2)- complete before departing Check report thoroughly for spelling, grammar, and

formatting Program Strengths/ Weakness

DURING THE VISIT

The Evaluation Report (continued) Flow of the Report Identify full Standard Team response to Standards

Standard is met- Strengths Standard is not met- Concern- Recommendations-

Suggestions Consistent verbiage and format is important-Language shall

not be prescriptive

DURING THE VISIT

The Exit Interview Content and tone of the report-collegial and helpful No statements should be made about the determination

of accreditation status for the program (it is up to the Commission)

Read full standard Identify which have been met and strengths if possible Identify which have NOT been met, Identify Concern(s)

and Recommendation(s) Clarify as much as possible Interactive reading of report

DURING THE VISIT

Management of Team Expectations with respect to professionalism include

attire and attitude Maintain high ethical and professional standards Avoid making comparisons with other programs Adhere to schedule Team should not socialize with Program during visit If Program wishes to do so after the exit interview,

that is acceptable

DURING THE VISIT

Management of the Process Key role of the Chairperson is to plan the Team’s

work Encourage team discussion-Note areas during

interviews for clarification Keep members on task-discuss purpose of meetings

(class meeting) Chair might take the lead in any particular meeting or

assist team with follow-up

AFTER THE VISIT

Preparation of the Evaluation Report Send the final report electronically to team members

immediately for review and corrections Chairperson returns report to program in 3-5 days to

review for factual errors Tailor introduction to the program Identify what the program and faculty do well Reference the program self-study in the report Do NOT be prescriptive or shame individuals

AFTER THE VISIT

Preparation of Evaluation Report(continued) It is the responsibility of the Chairperson to submit a

well organized final professional document to ACPHA

Write Cover letter Instructions for the Program’s response to ACPHA Report Format (Appendix A)

Chairperson sends the Cover Letter and Final Evaluation Report electronically to: 1) Program Administrator; 2) Team Members, and 3) ACPHA Office

AFTER THE VISIT

Commission Follow-up Commission meets twice annually to review reports Two Commissioners are assigned to review a

program’s documents Primary and secondary Readers review

Self-Study Report Available supporting documents –electronically Response to the Visiting Team Evaluation Report Program - Post Visit Response Report

Commission Decision

CONCLUSION Thank you for your time and commitment to

attend this training. Open Discussion and Questions