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Shooting for the Moon: How to Organize for a Successful On‐Site Visit
Elizabeth Vogt, M.S.
Assistant Vice Provost, Institutional Effectiveness & Accreditation
Kim Faris, Ph.D.
Director, Assessment & Accreditation
Background
• Our story
• Planning details– Preparing schedule
– Preparing campus
– Communications
• Preparing for Interviews and Off‐site visits– Building the schedule
– Hospitality
Participant Learning Outcomes
Participants will understand…
1. When to start planning
2. Who should be involved with planning (and why)
3. Considerations for hotel and restaurants
4. How to schedule committee meetings and institutional attendees
5. Things you can do to make your visit a success
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http://www.sacscoc.org/pdf/081705/Handbook%20for%20Institutions%20seeking%20reaffirmation.pdf
We began planning for the visit approximately 2 years ahead.
– If you have not served on an on‐site committee, request an Observation Visit.
– Orientation of the Leadership Team occurs 6 ‐10 months before your on‐site visit. The date of your visit is selected at the orientation. As soon as you have that date, things move very fast!
– Do as much pre‐planning as possible before you have the on‐site visit date
When to start planning…
• Chamber of Commerce(Maps, City Information, Swag for Gift Baskets)
• Department Chairs(Swag for Gift Baskets)
• Risk Management / Emergency Management*• Information Technology (IT)*• Marketing / Public Relations Office*• Student Services (Campus Tours)*• Parking and Transportation*• Police/Security*• Special Events Staff* • Food Service (Catering)
Contact 10 – 18 Months Before the Visit:
*Describe an on-site visit. Ask how they can help.
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Risk Management / Emergency Management
They had ideas we did not consider…
Risk Management / Emergency Management
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Information TechnologyTechnology for the visiting committee
• Log‐in/ password/ network support• Laptops for workrooms• Printers• Copiers• Shredders
While not required, we found having our IT support person stay at the hotel very helpful.
Student Affairs
Offer an optional campus tour:
• Take the tour yourself. • Book the carts a year in advance.
Ask them about annual events (conflicts)
Request student ambassadors to assist:
• Getting committee members where they need to be.
• Getting interviewees to where they need to be.
Speak to your Student Affairs leaders at least a year before the anticipated visit. Remind them quarterly.
Police and Parking
Off duty officers make great drivers!
Ensure drop off and pick up areas are kept clear.
Police/ Parking units may have vehicles you can use:
• Comfortable “newer” vehicles for local off-site teams• 15 passenger vehicles or shuttles
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Marketing / Public Relations
QEP• Consistent messaging• Video / Commercial
This is a good time to remind them to audit websites…• Are offices/departments pushing the boundaries?
What other events may be occurring on campus?• Spring Break, holidays, student/faculty/admin available?• Get the time frame on administrators/deans calendars
12 Months Before the Visit:Hotel Considerations
• Near the institution• Ask if they have any other booked events during your visit
dates.• Restaurants within walking distance.• Availability of a secure private workroom• Availability of a “hospitality” room (not required, but nice to
have)• Hospitality and workroom side by side if possible• Rooms included free with food and beverage order.
Hotel Considerations
Will management allow decorations? Banners? Set up a table? Welcome baskets? Are they flexible about catering?
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10 ‐ 12 Months Before the Visit: Select Restaurants
Regional‐ Show off your city’s culture!
Prix Fixe Menu‐Meal selections
Private room
Visiting team eats alone
Selecting Restaurants
Think outside the box.
If an interesting place does not have a private room, do they have significantly separated areas?
Ask about adding institutional decorations!
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Upon the return of the Leadership Team…
• Notify all administrators and their assistants of the visit dates. Have a block put on their calendars.
• Notify Board of Regents and request they also block their calendars.
• Identify likely off‐site locations and notify your off‐site partners.
• Notify your parking and transportation unit. Reserve a shuttle or bus. Reserve campus tour carts. Identify any potential conflicts with traffic for the visit time period.
• If you have a special events person, request their assistance.
• Have your Liaison reach out to their SACSCOC VP to discuss and identify which off‐site locations will be visited.
• Multiple sites can be complicated‐ but not all sites will be visited
• Discuss having more than one team to visit multiple sites with your SACSCOC VP
Upon the return of the Leadership Team…
Upon the return of the Leadership Team…
• Contact the car service for your anticipated needs (to and from airport)
• Set up meetings with your catering staff.• Book the hotel!• Book rooms on campus for meetings and interviews:
• Central Check in Room• Work Room• Hospitality Room• 4 ‐ 6 Meeting Rooms (Seat 6‐10)• “Event” Room (Reception)• QEP Presentation (Showcase)
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10 ‐12 Weeks Before Visit: Preparing Your Institution
Identify and contact probable interviewees:
• QEP leader and development participants
• USDOE – Standards* required for review (*regardless of compliance)
• Non‐compliant standards
Preparing Your Institution
Just because everyone should know, does not mean they will know…
• QEP Summary• Institutional Summary• Tips for the interview• A copy of relevant report sections
(original compliance and focused report, as applicable)
• A copy of the section in the resource manual to show potential related questions.
10 ‐12 Weeks Before the Visit: Preparing Off‐Site Locations
Contact chairs and deans who are offering programs at the location:
• Set expectations ‐ Committee members will want to interview faculty, staff and students at the location.
• Set an appointment for a pre‐visit with staff preparing for questions they may be asked
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Preparing to visit Off‐Site Locations
10 ‐12 Weeks Before the Visit: Gift Baskets
• Collapsible (fits in suitcase)• Use info sheet to find likes/dislikes• Provide items unique to your Institution or
the region
10 ‐12 Weeks Before the Visit: Welcome Trifold Brochure
Key host information
Map:
• Medical Facility
• Mall
• Drugstore
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Welcome Trifold Brochure
Key IT Information:
• IT contact for both campus and hotel
• Network/Login
Local Points of Interest
Restaurants within walking distance
8 ‐12 Weeks Before the Visit:
Schedule Advisory Visit with Chair and/or VP
Email Committee Roster Information Form
Photo of visiting committee members*
• Public Photos (Google Images)• Useful for Drivers
4‐ 6 Weeks Before the Visit:
Prepare the Board of Regents• QEP Presentation• Background for the Executive Luncheon• Potential Questions
Use the Committee Info Sheets to finalize the gift baskets and meal selections.
Remind everyone you previously notified… Especially those who will help with your off‐site visits.
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Scheduling Interviews
• Try to group meetings with shared interviewees• Have beverages and snack available in the meeting rooms.
• Provide open time between meetings.• Make sure the committee members know where bathrooms are located.
• Keep representatives in the hall to direct attendees.
• Hold one lunch slot for “make up” interviews.• Workroom for visiting team (replicating hotel workroom) – confidential space for visiting team
2 Weeks before On‐Site Arrival‐ Welcome the Team!
3 ‐ 5 days before On‐Site Arrival‐ Finalize the Schedule
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Arrival of the On‐Site Team
Make sure the driver is prepared.• Ask the arriving committee member for permission to provide the drivers with cell phone numbers.
• Ask if they prefer calls or texts
Have a presence at the hotel (see hotel slide).
Pre‐check members in to the hotel.
Arrival of the On‐Site Team
Staff and students greet arriving committee members:
• Have a folder ready with their schedule for the next day.
• Either have gift baskets already in their rooms or carry it for them.
• Point out dining options within walking distance.
• Show them the work room and provide instructions for room access and wifi.
During the Visit…
• Have a central “check in” area on campus for meeting attendees.
• Prepare sign in sheets for every meeting with names, roles, and departments listed. Have attendees initial.
• Make copies of initialed sign in sheets and distribute to On‐Site Committee members at the end of each meeting. Keep a copy for your records.
• Use students to escort committee members and/or interviewees.
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Evenings During the Visit
Individual Daily Schedules for Committee Members
Handwritten notes thanking the committee
• Written by students, faculty or the President/Provost
A special treat• Strawberries dipped in
chocolate• Cheese and crackers
After the committee leaves...
Lessons Learned
1. There is no such thing as being “over‐prepared”.• Remind everyone, especially those helping with off‐site
visits (faculty, students, administrators), 8 weeks out, 2 weeks out, 1 week out and 1 day out from appointment.
2. Something will always go wrong.• Have a back up plan for “no shows”• Have a second choice restaurant while traveling to off‐
sites.3. Be Flexible 4. Walkie talkies are “over the top”5. Have extra umbrellas!6. Use black napkins
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Questions?
Good Luck on Your Visit!
Contact Information:Elizabeth Vogt, M.S.Assistant Vice Provost, Institutional Effectiveness & [email protected]
Kim Faris, Ph.D.Director, Assessment & [email protected]
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