11. The Site Visit - Accreditation Policies and Procedures of the AVMA Council on Education (COE)

11.1. Objective of Site Visit
The objective of a site visit is to verify and supplement information presented in the self-study report. Site visits are made only with the concurrence of the administration of the college and its parent institution. When it appears in the best interest of the college, the university concerned, the AVMA, or another accrediting agency, every effort is made to coordinate and cooperate with other accrediting agencies in request for information and conduct of visits.

At least nine months before the end of the period for which a college is accredited, the dean is alerted to the requirements for preliminary reports, and arrangements for a site visit are made. A copy of the current statement of policies and procedures of the COE is sent to the dean.

11.2. Cost
The costs for evaluation and site visits for US and Canadian colleges of veterinary medicine are shared by those colleges and the AVMA, except for requests for reasonable assurance status from proposed new colleges, colleges with provisional accreditation status, and when a site visit is made at the request of a college for consulting on program development not directly related to an accreditation decision. In these circumstances the college pays all costs. Beginning in 2006, each US and Canadian college pays the AVMA $10,000 (US) every seven years, the period coinciding with the normal site visit and accreditation cycle for that college. The college remits the funds to the AVMA 60 days prior to the regularly scheduled site visit. Failure to pay the fees in a timely manner may result in withholding accreditation. Site visit team members are reimbursed for their expenses, but no honorariums are paid.

The accreditation procedure available to colleges of veterinary medicine outside the US and Canada requires that the expenses of and a fee for the site visit be paid by the college (see Section 6.4.5).

11.3. Site Visit Team
Site visit teams are selected to represent educators, practitioners, and others (including public members) in the proportion necessary to evaluate a college and its programs.

Members are identified and assigned to each team by the chair of the Evaluation Committee. These individuals participate as volunteers and are not eligible for honorariums, but may be reimbursed, when necessary, for transportation, food, lodging, and incidental expenses. Public members are included on site visits, but because of their limited number, do not participate in every visit. However, public members shall fulfill all the duties of a team member and have the right to vote.

The Council on Education requests appropriate state veterinary medical associations to designate a representative to serve as a member of a school or college evaluation team when a school or college located within that state is being evaluated by the Council. The AVMA reimburses the representative for actual travel expenses in accord with current travel policies.

COE members will be cognizant of any possible conflict of interest, either real or perceived, when being considered as a possible member of a site visit team. Members of the Council, public members, or AVMA staff are not eligible to participate in the site visit if a conflict of interest is identified.

A past COE member will be eligible for such an appointment for a period of three years following completion of the member's term on the Council and must sign a Conflict of Interest Statement.

The chair of the site visit team appoints a vice-chair, and has the authority to dismiss any member of the team who has a conflict of interest or who becomes disruptive or unmanageable during any phase of the evaluation. Should a conflict of interest or disruption occur with the chair, the vice-chair can assume leadership of the site team with unanimous consent of the remaining members of the team. If the conflict is identified during the site visit and is not covered by the P&P manual, neutral members of the team, plus an equal number of members from the college appointed by the dean, will resolve the issue. If the issue is not resolved by the team, the person is dismissed by the chair.

Two members of the site visit team represent the preclinical science areas, and two represent the clinical science areas to ensure balance of expertise. The chair of each site visit team is a member of the Council. In addition to COE members, each site visit team includes two non-council members, one designated by the state veterinary medical association of the state in which the college is located, and a representative of the CVMA appointed and supported by that organization. No member is assigned to a site visit team until they have completed training and orientation.

A member of the AVMA Executive Board, dean of an AVMA COE-accredited veterinary medical college, or other individuals approved by the Council may accompany the site visit team as an observer (see Section 21.4, Appendix D).

An AVMA staff member will accompany each site team and assist in coordinating activities. Staff will consider how each of the standard requirements is being met by the college and note any points not covered in the self-evaluation report. If major deficiencies are found in the material presented, staff is requested to ask the college for supplemental material.

11.4. The Self-study
No later than six weeks before the site visit, the college must provide the self-study as a hard copy (one only) and in electronic format to the AVMA office. The electronic copy should be sent either by e-mail or CD ROM. Sufficient electronic and hard copies must also be prepared and shipped by the college to each site team member. Failure to file a suitable report by the deadline, and in the format specified, may result in postponement of the site visit. One college catalog must be made available on site.

The following outlines should be used as a guide in the development of the report of self-evaluation:

Guidance and the elements necessary for the self-study are provided. Under each of the standards, provide the required information in the most concise manner for your college. Where appropriate, the information/data presented must be analyzed and/or summarized for brevity and clarity. The information provided under each standard is evaluated by the Council in relation to that standard and to the mission of the college in order to determine compliance. Should the college deem that background information would be helpful for the Council to understand a given issue or condition, the information should be included in a summary format in appropriate appendices.

All materials related to student recruitment into the professional veterinary medical program shall be made available to the site visit team during the visit. These materials shall include brochures, pamphlets, posters, displays, videos, publications, and other materials used to advertise the program to prospective students. These materials should be placed in an area that is easily accessible to the site visit team. A summary of the number, geographic area, and potential student interest associated with recruitment visits conducted by the college during the past five years shall be made available.

11.4.1. Format of the Self-study
The body of the self-study should not be more than 50 total pages of text (one sided) and supporting documentation not more than another 50 pages. In preparing the self-study, analyze the data that are appropriate and present the results in an easily understandable form (for example, graphs, charts, etc.) that clearly describes trends. Please do not include educational philosophies or long explanations, but include brief explanations that may assist the site team and Council in understanding how the program is complying with a Standard. When printing the self-study, use a font size that is easily readable. Please have the hard copies of the self-study bound using a plastic or wire spiral binding product (please do not use a loose-leaf notebook format). Addendums should be those required and those the college feels assist in understanding how the college complies with a Standard. Additional materials may be placed in the meeting room for the site team, but the Council does not require these materials and they should be kept to a minimum.

The college report should be primarily in narrative form with appropriate tables and diagrams attached as appendices. Minority opinions at any level should be included under appropriate heading. The appropriate administrative officer should provide an executive summary of the self-study addressing strengths and weaknesses of program elements as covered by the standards.