1 Evaluator Workshop Spring Visits 2010 Thursday, December 10, 2009 Please join the audio portion of this training: , Access Code: ReadyTalk Help Desk: International Help:

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3 WASC Evaluator Workshop Spring Visits 2010

4 Workshop Outcomes Know how to prepare for and conduct an effective visit and produce a useful, high- quality team report Be prepared to make sound judgments about institutions under the Standards Be familiar with resources that support your work on a team

5 Agenda Context for the Visit/Accreditation Preparing for the Visit Conducting the Visit Developing Team Recommendations Writing the Team Report

6 Context for Accreditation and Visits The Continuing Evolution of the WASC Process and Standards The Accountability Movement –Retaining Peer Review The Impact of the Economy Ongoing Efforts to Refine and Improve

7 Recent Changes in the Institutional Review Process and Standards Implement 2009 changes to Institutional Review Process re: Student Success, Program Review and EE Sustainability Implement 2009 changes to CFRs Clarify the scope of the CPR visit to review the infrastructure for assessment of student learning Examine Program Review and Program-Level Student Learning in a systematic way Allow teams more time together on visits Tools: Table A (RB pg. 41); Table B (RB pg. 47)

8 Covering the Impact of the Financial Recession on Institutions Questions to ask the institution: How has the financial recession affected your institution? How has your institution responded? What plans are in place in case the current state of affairs becomes permanent?

9 Q&A Please feel free to type in your questions using the chat window or just chime in.

10 THE THREE-STAGE REVIEW PROCESS

11 THE THREE-STAGE REVIEW PROCESS 1.Institutional Proposal 2.Capacity and Preparatory Review 3.Educational Effectiveness Review

12 TIMELINE FOR THREE- STAGE REVIEW PROCESS Submitted 2 Years before CPR review Capacity And Preparatory Review months to prepare for EER (or less for Candidacy or Initial Accreditation) Educational Effectiveness Review Extended period of time to sustain Initiatives (7-10 years) Proposal

13 INSTITUTIONAL SELF-REVIEW The heart of accreditation Built upon an effective internal process of –Evaluation –Reflection –Recommendations –Plans for Action

14 Stage 1 THE INSTITUTIONAL PROPOSAL

15 THE INSTITUTIONAL PROPOSAL Guides the entire accreditation review process Connects institutions context and priorities with the Standards of Accreditation Provides primary basis for both institution self- review and team evaluation Allows alignment of accreditation activities to institutional strategic plan and key areas chosen for improvement Can be comprehensive or theme-based

16 THE LETTER OF INTENT Submitted by institutions seeking Candidacy or Initial Accreditation, the LOI serves the same purpose as the proposal Includes suggestions from Eligibility approval letter Submitted to assigned WASC Liaison, one year in advance of CPR

17 Stage 2 THE CAPACITY AND PREPARATORY REVIEW

18 PURPOSE OF CAPACITY AND PREPARATORY REVIEW Review and verify the information in the institutional presentation (report and data) Evaluate key institutional resources, structures, processes in light of Standards Evaluate institutions infrastructure to support student and institutional learning Assess institutions preparedness to undertake Educational Effectiveness Review

19 Stage 3 THE EDUCATIONAL EFFECTIVENESS REVIEW

20 PURPOSE OF EDUCATIONAL EFFECTIVENESS REVIEW Assess the effectiveness of the institution in learning (student and organizational) Invite sustained engagement by the institution on the extent to which it fulfills its educational objectives Enable the Commission to make a judgment about extent to which institution fills the Core Commitments

21 THE TWO CORE COMMITMENTS

22 CORE COMMITMENT 1 The institution functions with clear purposes, high levels of institutional integrity, fiscal stability, and organizational structures to fulfill its purposes.

23 CORE COMMITMENT 2 The institution evidences clear and appropriate educational objectives and design at the institutional and program level. The institution employs processes of review, including the collection and use of data, that ensure delivery of program and learner accomplishments at a level of performance appropriate for the degree or certificate awarded.

24 THE FOUR STANDARDS Tool: Standards at a Glance, RB p. 37

25 STANDARD 1: Defining Institutional Purposes and Ensuring Educational Objectives Institutional Purposes Integrity

26 STANDARD 2: Achieving Educational Objectives Through Core Functions Teaching and Learning Scholarship and Creativity Support for Student Learning

27 STANDARD 3: Developing and Applying Resources and Organizational Structures to Ensure Sustainability Faculty and Staff Fiscal, Physical, Information Resources Organizational Structures & Decision Making Processes

28 STANDARD 4: Creating an Organization Committed to Learning and Improvement Strategic Thinking and Planning Commitment to Learning and Improvement

29 Expectations for Two Reviews Capacity and Preparatory Preparatory = readiness for the Educational Effectiveness Review Capacity = purposes, integrity, stability, resources, structures, policies, processes Educational Effectiveness Demonstrating student learning Demonstrating institutional learning Demonstrating evidence- based decision-making Tool: Expectations for Two Reviews (RB pg. 20)

30 Q&A Please feel free to type in your questions using the chat window or just chime in.

31 Preparing for the Visit (Visit Guide, Part II, pp )

32 Roles and Responsibilities of Team Members and Staff Role of Team Chair (RB pg. 193) Role of Team Assistant Chair (RB pg. 195) Role of assigned WASC staff liaison (VG pg. 7) Team assignments Tool: Section 9 (Tips, Roles and Advice, RB p 185

33 Timeline For CPR/EER Reviews 12 weeks 2 months Institution mails report to team and WASC Team holds conference call Site visit held and team report written Institution responds to errors of fact in team report Institution responds to final team report Commission acts at February or June meeting Tool: CPR or EER Timeline (VG, pg. 29)

34 Pre-visit Preparation Read all the documents from WASC –Standards, CFRs, policies, visit guide, rubrics –Background documents re: institution and purpose of the visit, including Proposal and/or last action letter/team report Read the institutional report Review the data portfolio and exhibits –What to look for and highlight?

35 Reviewing the Exhibits Enrollment data –Headcounts and FTE Graduation data Faculty data Key financial indicators Inventory of Educational Effectiveness Indicators Inventory of Concurrent Accreditation and Key Performance Indicators Tool: How to Review WASC Data Exhibits (RB pg. 61)

36 Reading the Report Has the institution done what it said it would do in its Proposal? Has it collected and analyzed data effectively? Are its conclusions supported by evidence? Are there serious problems or potential areas of noncompliance? Does the report contain recommendations for further institutional action? Has the institution addressed previous concerns?

37 Worksheet for Team Conference Call Organizes teams evaluation of institutional materials Helps team make preliminary evaluation under the Standards Provides basis for team to work toward consensus Submitted in advance of call Tool: CPR Worksheet (VG pg. 42) EER Worksheet (VG pg. 47) SV Worksheet (SVG pr. 70)

38 Evaluates quality of institutional report and alignment with Proposal and previous action letter(s) Identifies areas of good practice, improvement, and further inquiry Identifies issues, strategies, evidence needed Identifies persons and entities to be interviewed Makes or refines team assignments Plans visit logistics Team Conference Call

39 Off-Campus Sites and Distance Education Programs (special requirement for some visits) Prior to Visit: Sites will be identified and assignments made Review substantive change action letters to determine if issues have been identified Develop plan for the review of the programs and/or sites During Visit Interview faculty, administrators and students Evaluate facilities OR online infrastructure Observe classes Document visit and findings in appendix Discuss important findings with team for inclusion in report, as appropriate Tools: Protocols (RB pg. 157, RB pg. 162) Forms (RB pg. 55, RB pg. 58)

40 Compliance Audit (special requirement for some visits) Required for: –Institutions seeking Candidacy and Initial Accreditation –Some institutions under sanction Additional report submitted by institution in advance of the visitwith links to documents Tool: Compliance Audit Checklist (RB, pg. 51)

41 Determining Strategy for CPR Visit What evidence is provided to show capacity and readiness for EE? Why was it chosen? What are the strengths and weaknesses of the evidence? What other evidence do you want to review to evaluate capacity and preparation for EE? Do any issues arise with regard to the Standards? Meetings: format/methodologies

42 Determining Strategy for EER Visit What evidence is provided to show EE? Why was it chosen? What are the strengths and weaknesses of the evidence? What other evidence do you want to see to evaluate effectiveness? Do any issues arise with regard to the Standards? Meetings: format/methodologies

43 Drafting in Advance of the Visit Assistant Chairs draft outline of team report and Section I Team members draft outline or text for which they are responsible, using institutions report and data portfolio, with space for additional evidence, analysis and conclusions Tool: Team Reports (VG pg. 54)

44 Q&A Please feel free to type in your questions using the chat window or just chime in.

45 Conducting the Visit

46 Team Executive Session Discuss preliminary findings Identify major issues for exploration Refine lines of inquiry Confirm team assignments Discuss use of tools and rubrics Review draft team report Discuss options for confidential team recommendation Review schedule

47 Visit Schedule Executive sessions and debriefings with team only Meetings and interviews with key individuals and groups Open meetings with students, faculty and staff Document review Time for drafting report sections Final exit meeting Tool: CPR/EER Sample Visit Schedule (VG, pg. 40; SV, pg. 68)

48 Confidential Account Set up by WASC as extension of open meetings Checked by Assistant Chair during visit Important s shared with team and investigated Comments included in team report only if the institution has a chance to address them Tool: Sample Notification re: Confidential Account (RB, pg. 151)

49 Approaches Used on Visits Document review Interviews and meetings –Mini-questionnaires –Techniques for small and large meetings –Fishbowl exercises Audits Plan visit methodologies in advance as part of schedule.

50 Tips for Good Interviews Decide on a protocol for interview Prepare questions and lines of inquiry in advance Ask questions that elicit information, stimulate discussion, or require judgment Avoid interrogation, leading questions, or loaded language Avoid consultation, giving solutions, or talking about your institution Let them do the talking

51 Alternative Forms of Interview Fishbowl Brainstorm/free discussion on a salient topic Go-round Bundling Audit

52 Evaluating Program Review and Student Learning on EER Visits Tool: Suggested Approaches for Evaluating Program Review (RB, pg. 156) EER Toolkit

53 Rubrics: Assessment of Student Learning 1.Academic Program Learning Outcomes 2.Use of Portfolios in Assessing Program Outcomes 3.Use of Capstones in Assessing Program Outcomes 4.Integration of Student Learning Assessment into Program Review 5.General Education Assessment Process Tool: Program Learning Outcomes Rubrics (VG, pp )

54 Educational Effectiveness Framework Use with team to evaluate institutions place Use language of rubric to describe the institution in the report Ask the institution to evaluate itself and discuss Confer with team toward end of visit to mark a copy of the EEF Submit the marked EEF confidentially to WASC Tool: Educational Effectiveness Framework (RB, pp )

55 The Exit Meeting Team chair communicates commendations and key recommendations that will be included in report Chair may ask team members to participate The meeting is not a dialog, discussion or debate

56 Q&A Please feel free to type in your questions using the chat window or just chime in.

57 Developing Team Recommendations

58 Two Kinds of Recommendations Team recommendations at the end of team report, delivered at the exit meeting Confidential Team Recommendation to the Commission for action Tools: Commission Decisions on Institutions (Visit Guide pg. 89; SV Guide pg. Append. F) Commission and Team Decision Matrix (RB pg. 177)

59 Team Report Recommendations Should be: Overarching and important Supported by evidence Linked clearly to Standards and CFRs Supported by text in the report -Distinguish recommendations from suggestions and observations embedded in the report Tool: Educational Effectiveness Framework (RB pg. 160)

60 Producing Effective Team Reports

61 Report Preparation Logistics Follow report template Start writing before the visit Complete your sections on site and give to Assistant Chair for editing together Tool: Team Report Templates (VG, pg. 55; SV Guide, Appen. K)

62 Using Evidence in Team Reports Use qualitative and quantitative evidence Select evidence carefully and purposefully Connect evidence to an assertion or question Analyze information; do not just set forth data Let evidence suggest improvements Use evidence that speaks to the institutions themes and the team's questions

63 Citing Standards and CFRs Team judgments must be linked to specific Standards and CFRs CFRs must be cited in reports Standards and CFRs form the basis for Commission decisions Standards and CFRs provide a context for continuous quality improvement

64 What is an effective team report? Reflects a thorough assessment of the institutions capacity, preparation, and/or effectiveness Is evidence based Cites the Standards and CFRs Provides the basis for a sound and supportable Commission decision Identifies important areas for institution to address

65 New requirements in the Institutional Review Process Institutions will cover the following in their reports: –Student Success (at CPR and EER) –Program Review (at EER) –Sustainability of EE (at EER) Teams should address in the team report Tool: Table B (RB pg. 47)

66 Tips for Writing Team Reports Consider multiple audiences: institution, Commission, and next team Know your areas of responsibility, including length and depth of your section Start writing before you arrive on campus Address priorities and goals set by the institution Address Commissions concerns (last action letter) Make commendations, but dont overdo it Use praise that doesnt send wrong or mixed signal

67 More Tips on Team Reports…. Be sure to check facts Support findings and recommendations with evidence --and tie them to CFRs Ensure evidence is sound and valid Distinguish recommendations from suggestions or observations Use formal language and tone (e.g., not we/they) Dont mention personnel by name Dont prescribe solutions

68 Q&A Please feel free to type in your questions using the chat window or just chime in.

69 After the Visit

70 What happens next? Assistant Chair prepares draft for Chair, team and staff review; changes as needed Chair sends to institution for corrections of fact Chair finalizes draft and submits to WASC Chair sends Confidential Team Recommendation and completed EEF to WASC WASC sends report to institution

71 Then… Staff prepares draft action letter, which is reviewed by team Chair Commission Panel reads report and documentation including institutions written response, meets with institutional representatives at Commission meeting Panel makes recommendation to Commission, and Commission acts Staff finalizes draft action letter on behalf of Commission

72 Also after the visit…. Team members send reimbursement forms to WASC within 30 days –Hotel arranged and paid directly by institution –Travel / food reimbursed –Rental car must be approved in advance by WASC staff –Spouse or assistant costs not covered –See policy for more details Team members should not have any contact with the institution –About the visit OR –Consult with the institution for one year

73 The Teams Impact Peer review is the foundation of accreditation. The team report forms the basis for the Commission action and its letter. The team report and action letter inform the work of the institution for years to come. Why were you chosen for a team?

74 Resources for Teams Appendices of Visit Guide Team Materials and Institutional Report mailed weeks in advance of visit WASC Website: WASC Advisory (sent prior to visit) WASC Staff

75 Q&A Please feel free to type in your questions using the chat window or just chime in.

76 Thank you for your service to the region

77 Announcements The materials presented during this webinar and a recording of this session will be posted at: