1. Preparing for your Site Visit
Cole Bowers
Accreditation Associate, Site Visits, CAEP

2. What we’re going to talk about today:
What is a successful site visit?
The role of the formative feedback report
How to prepare your addendum/clarifying questions
The pre-visit
Visit schedule
Planning logistics
What happens after the site visit?

3. What is a successful site visit?
No surprises
The site team was able to collect the information needed to address evidence trails identified during the formative meeting
The EPP was able to accurately and comprehensively demonstrate how it is meeting the CAEP Standards.
The site team is able to verify and corroborate that the evidence is accurate, valid, and reliable, and it is sufficient enough in relationship to the requirements of the standard

4. The role of the Formative Feedback Report
Formative meeting process sets the stage for the site visit
EPP should know the issues the site team will be investigating when they conduct the site visit and can plan accordingly

5. Addendum or Clarification Questions
Depending on your pathway the last document you submit prior to the site visit is the addendum (SI/TI) or response to clarification questions (IB).
If Addendum
Organize your addendum in the same way the formative feedback report was organized
Provide all the additional evidence you think is appropriate to respond to any questions or tasks that the site team has noted
Some evidence may be made available onsite
Don’t add additional documents if they are not needed.
If Clarification Questions
Provide a response to questions that the site team has regarding the content of the Inquiry Brief, the EPP’s evidence, and/or the situation onsite

6. Relationship between Lead Site Visitor and EPP
Point person for communications between EPP and site team.
Lead site visitor will collect
Logistics information, emergency contacts, and dietary restrictions
Can clarify any issues you have with formative feedback report
Will meet with EPP leadership throughout visit to keep EPP apprised of status of review

7. The Pre-visit A virtual visit; no longer face-to-face
Will occur after the formative meeting, roughly two months before site visit
Dependent on state partnerships, may include state lead site visitor and/or state consultant
Discussion between lead site visitor and EPP addressing site visit agenda

8. Agenda Items for Pre-Visit
Clarification of tasks, AFIs, stipulations if needed
Confirm logistical arrangements
What groups should be interviewed (based on FFR)
Candidates
Completers
Cooperating Teachers
Supervisor
Clinical Partners
Others as needed

9. Site Visit Schedule
Based primarily on the information that the site team needs to gather
Be aware of need to use site team’s time efficiently
Most meals are working meals, no faculty or extravagant dinners
No more than two school visits; discuss with lead site visitor if needed

10. Site Visit Logistics Transportation Hotel On-campus workroom Meals
To and from airport
During site visit
Hotel
Workroom
On-campus workroom
Meals
Technology

11. Schedule Arrive Saturday Sunday
Site team meeting
Overview from EPP team
Interviews with clinical partners or others
Lead site visitors will meet with EPP coordinator and leadership every morning and evening to discuss status or documents needed

12. Monday Interviews to verify and corroborate evidence
School visits (if needed)
Lead site visitor may request additional evidence
Site team will begin writing site visit report

13. Tuesday Site team will spend morning in discussion and writing
Exit conference
EPP determines who they would like to invite. Typically lead site visitor and state consultant
Lead site visitor will summarize findings for each standard and read any recommended AFIs or stipulations
Will not state whether a standard was met or unmet
Not a discussion

14. Planning Logistics Hotel Transportation Campus workroom
Reservations to accommodate each site visitor and a private workspace
WIFI/Office Supplies
Proximity to campus
Transportation
Site team will use CAEPs travel agency (GANT)
Lead site visitor will collect travel itineraries and provide them to EPP
Shuttle/cab to and from airport, as well as to and from campus
Campus workroom
Private; cannot be used for interviews

15. Technology Reliable internet access
Name and phone number for tech support personnel
Plan for orientation to any website or electronic databases
Arrangements for video-conferencing if needed for off-site interviews

16. Meals All should be arranged and paid for by EPP
Breakfast, lunch, and dinner
Nearby restaurants, on-campus, or catered
Not necessary to plan meals with faculty and site visitors– most meals are working sessions

17. After the Site Visit EPP will receive report within 30 days
EPP has 7 days to submit Factual Corrections
EPP has 14 days to submit Rejoinder
Lead site visitor can submit a response to the Rejoinder
Semester after visit, the Accreditation Council will meet and review case
Three-stage process
You can attend the final deliberations (onsite or virtually)

18. Questions?