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Evaluator Workshop Fall Visits 2011

Tuesday, May 24, 2011

Please join the audio portion of this training: 866-740-1260, Access Code: 7489001

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AnnouncementsThis presentation and the accompanying materials are available for download from:

http://www.wascsenior.org/fall2011

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International Help: 303.209.1600

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WASC Evaluator WorkshopFall Visits 2011

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Workshop Outcomes

• Know how to prepare for and conduct an effective visit

• Be prepared to produce a useful, high-quality team report

• Be ready to make sound judgments about institutions under the Standards

• Be familiar with resources that support your work on a team

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Agenda

• Context for the Visit/Accreditation

• Preparing for the Visit

• Conducting the Visit

• Developing Team Recommendations

• Writing the Team Report

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Context for Accreditation and Visits

• The continuing evolution of the WASC process and Standards

• The accountability movement– Moving from assessment for improvement to

assessment for accountability– New areas of emphasis

• The Handbook revision process

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Recent Changes in the Institutional Review Process

and Standards • Changes to Institutional Review Process re: Student

Success, Program Review and EE Sustainability• Changes to CFRs• Clarifying the scope of the CPR visit to review the

“infrastructure” for assessment of student learning• Program Review and Program-Level Student Learning in

a systematic way

Tool: Table A & B (EVG pg. 74 & 80); SVG pg. 68 & 74)

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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?

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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The Three-Stage Review Process

Institutional Proposal

Capacity & Preparatory

Review

Educational Effectiveness

Review

1. 2. 3.

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The Three-Stage Review Process

1. Institutional Proposal

2. Capacity and Preparatory Review

3. Educational Effectiveness Review

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Timeline for Three-Stage Review Process

Submitted 2Years beforeCPR review

Capacity And Preparatory

Review

18-24months toprepare for

EER(or less for

Candidacy orInitial Accreditation)

EducationalEffectiveness

Review

Extendedperiod oftime tosustain

Initiatives(7-10 years)

Proposal

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Institutional Self-Review

• The heart of accreditation

• Built upon an effective internal process of– Evaluation– Self-reflection– Recommendations from previous reviews– Plans for action

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Stage 1:

The Institutional Proposal

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The Institutional Proposal

• Guides the entire accreditation review process• Connects institution’s 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

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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 Review

• Instructions are in “How to Become Accredited” on WASC website

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Stage 2: The Capacity and Preparatory Review

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Purpose of the CPR

• Review and verify the information in the institutional presentation (report and data)

• Evaluate key institutional resources, structures, processes in light of Standards

• Evaluate institution’s infrastructure to support and assess student learning

• Assess institution’s preparedness to undertake the Educational Effectiveness Review

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Stage 3: The Educational Effectiveness

Review

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Purpose of the EER

• 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 its Core Commitment to Educational Effectiveness

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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The Two Core Commitments

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Core Commitment 1

“The institution functions with clear purposes, high levels of institutional integrity, fiscal stability, and organizational structures to fulfill its purposes.”

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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.”

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The Four Standards

Tool: Standards of Accreditation (EVG pg. 51, SVG pg. 47)Standards at a Glance (EVG pg. 68, SVG pg. 63)

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Standard 1:Defining Institutional Purposes and Ensuring Educational Objectives

• Institutional Purposes

• Integrity

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Standard 2:Achieving Educational Objectives

Through Core Functions

• Teaching and Learning

• Scholarship and Creative Activity

• Support for Student Learning

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Standard 3:Developing and Applying Resources

and Organizational Structures to Ensure Sustainability

• Faculty and Staff

• Fiscal, Physical, Information Resources

• Organizational Structures & Decision Making Processes

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Standard 4:Creating an Organization Committed to

Learning and Improvement

• Strategic Thinking and Planning

• Commitment to Learning and Improvement

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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

(EVG pg. 45, SVG pg. 42)

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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Preparing for the Visit

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Roles and Responsibilities of Team Members and Staff

• Role of Team Chair

• Role of Team Assistant Chair

• Role of assigned WASC staff liaison

• Team assignments

Tool: Section 10 (Tips, Roles and Advice)

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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

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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?

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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 (EVG pg. 107, SVG pg. 96)

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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?

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Worksheet for Team Pre-Visit Conference Call

• Organizes team’s responses to institutional materials

• Helps team make preliminary evaluation under the Standards

• Provides basis for team to work toward consensus

• Should be submitted in advance of call

Tool: Team Conference Call Worksheet (EVG pg. 94; SVG pg. 88)

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• 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 Pre-Visit Conference Call

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Off-Campus Sites and Distance Education Programs(special requirement for some visits)

Prior to Visit: Sites/online programs 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 (can be done ahead for online)• Document visit and findings in the appendix • Discuss important findings with team for inclusion in report, as appropriate

Tools: Distance Ed. Summary (EVG pg. 216, SVG pg. 157)Off-Campus Site Summary (EVG pg. 205, SVG pg.

148)

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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 visit—with links to documents

• Prepare as appendix to report

Tool: Compliance Audit Checklist (EVG pg. 103, SVG pg. 93)

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Determining Strategy for CPR Visit

• What evidence is provided to show capacity and readiness for EE?

• 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

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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

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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 institution’s report and data portfolio, with space for additional evidence, analysis and conclusions

Tool: Guidelines for Drafting Preliminary Report Narratives Prior to the Visit (EVG pg. 102, SVG pg. 92)

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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Conducting the Visit

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Launching the Visit: Team Executive Session

• Discuss preliminary findings• Identify major issues for exploration• Refine lines of inquiry for each meeting• Confirm team assignments• Discuss use of tools and rubrics• Review preliminary outline/draft team report• Discuss options for confidential team recommendation• Review schedule

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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

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Confidential Email Account

• Set up by WASC as extension of open meetings• Checked by Assistant Chair during visit• Important emails 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 Email Account

(EVG pg. 179, SVG pg. 123)

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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.

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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

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Addressing Student Success

• All CPR and EER reports should address this topic

• Teams should designate someone to study and write about student success

• Discussion should include summary of data, identification of issues, and plans for improvement

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Evaluating Program Review and Student Learning

on EER Visits

Tool:

EE Toolkit (available online)

Suggested Approaches for Evaluating Program Review (EVG pg. 184)

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EER Toolkit

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Rubrics: Assessment of Student Learning

1. Academic Program Learning Outcomes2. Use of Portfolios in Assessing Program

Outcomes3. Use of Capstones in Assessing Program

Outcomes4. Integration of Student Learning

Assessment into Program Review5. General Education Assessment Process

Tool: Rubrics for Evaluating the Effectiveness of Assessment Practices (EVG pg. 190)

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Educational Effectiveness Framework

• Use with team to evaluate institution’s “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 (EVG pg. 188)

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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

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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Developing Team Recommendations

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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 (EVG pg. 245, SVG pg. 177)

Commission and Team Decision Indicators(EVG pg. 255, SVG pg. 187)

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Team Report RecommendationsShould 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

(EVG pg. 188)

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Producing Effective Team Reports

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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: Section 7 (Producing Effective Team Reports)

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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 institution’s

themes and the team's questions

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Team Use of the 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

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What is an effective team report?

• Reflects a thorough assessment of the institution’s 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

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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 Commission’s concerns (last action letter)• Make commendations, but don’t overdo it• Use praise that doesn’t send wrong or mixed signal

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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”)• Don’t mention personnel by name• Don’t prescribe solutions

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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After the Visit

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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

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Then…

• Staff prepares draft action letter, which is reviewed by team Chair

• Commission Panel reads report and documentation including institution’s 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

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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

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The Team’s 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?

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Resources for Teams

• Appendices of Visit Guide

• Team Materials and Institutional Report mailed 10-12 weeks in advance of visit

• WASC Website: www.wascsenior.org

• WASC Email Advisory (sent prior to visit)

• WASC Staff

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Q&A

• Please feel free to type in your questions using the chat window or just chime in.

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Thank youfor your service to the

region

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Announcements

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

http://www.wascsenior.org/fall2011