COE Accreditation Policies and Procedures: Visit Agenda

March 2014 

13. Site Visit Agenda

The site team is responsible for verifying elements of the college self-study that focus on the professional education (DVM or equivalent), specifically addressing compliance of the college with the Standards of Accreditation.

The tour of the facilities must include all areas where all of the students are required to gather for learning (core sites) and all areas where all students in a specific track are required to gather for learning (core track sites). The full site team should visit all core sites if practical and either all of the site team or subcommittees of the site team may visit track sites. Any external site used for required clinical training in any discipline that is visited by at least 20 percent of the students over a two-year span SHOULD BE CONSIDERED FOR VISITATION FOR SOME OR ALL OF THE SITE TEAM.

The site team uses the meeting with various groups to validate information in the self-study report and to gather additional information relative to the Standards of Accreditation. While specific standards are the area of focus at a given meeting, any standard may be addressed at any meeting.

MEETING STANDARDS ADDRESSED GOAL OF MEETING
(for presentation to attendees before the site visit)
REQUIRED MEETINGS
Dean and selected administrators Organization, Finance To confirm governance structure in the school/college including effectiveness and flexibility; to clarify data in finance tables and discuss factors impacting financial viability of the school/college
Admissions Committee, Admission Officer, Outcome Officer(s) Admissions, Outcomes Assessment To clarify admissions processes as described in the Standard
Curriculum Committee, Outcome Officer(s) Curriculum, Outcomes Assessment To clarify curriculum, verify processes for ongoing curricular review
DVM Students Students, Curriculum, Admissions, Organization, Physical Facilities and Equipment, Clinical Resources To gather from the students their impressions/concerns regarding all aspects of their experience in veterinary school
Research Committee Research To document the adequacy of the research program and how DVM student learning is impacted by the research program
Post-graduate students, Interns and Residents Research, Students, Curriculum, Clinical Resources, Physical Facilities and Equipment To determine how post-graduate students and house officers interact with DVM students
Faculty Faculty, Physical Facilities and Equipment, Clinical Resources To clarify faculty employment as described in the Standard, and to gather impressions/concerns regarding the educational program
Confidential meetings with DVM students All Standards  
Confidential meetings with faculty All Standards  
Alumni All Standards To verify that career goals could be reached with the education provided by the school/college
Department Heads Faculty, Organization To determine coordination between faculty and administration and impact on the DVM students, faculty development process, adequacy of resources
Course leaders/Instructors of Record and relevant staff of laboratory intensive courses (e.g., Anatomy, Microbiology) Faculty, Organization, Curriculum, Students, Finances

To determine coordination between faculty and administration and impact on the DVM students, faculty development process, coverage of the veterinary curriculum

Exit summary with Dean    
Exit summary with University administration    
​Section Chiefs (VTH) ​Curriculum, Students, Faculty, Clinical Resources ​To gather information from mid-level administrators about functionality of the DVM program as a whole
Outcomes Officer(s) Outcomes Assessment How is information from outcomes transferred to the appropriate stakeholders – completing the loop
OPTIONAL MEETINGS
Technical staff in teaching hospital Physical Facilities and Equipment, Faculty To verify working conditions in the hospital, staff and faculty support of the DVM program, role of paraprofessionals in training and assessment of students
Library Information Resources To question the librarian and library staff about factors beyond those captured during the tour, to see demonstrations of specific technologies

Meetings with students are scheduled for each site visit. The scheduled meeting with professional students should involve two or three representatives of each class, selected by their peers. The meeting with post-graduate students should include those students who interact with the DVM program either through teaching (usually laboratories) or through formal research opportunities for DVM students. The meeting with house officers should include both interns and residents, with representation from all clinical departments.

The meeting with faculty representatives should involve >1 (two or three) faculty members from each department or administrative unit. These should be individuals, other than department heads (administration), chosen as spokespersons by the faculty of that department AND SHOULD BE REPRESENTATIVE OF THE DEPARTMENT. The representatives meet as a group with the visiting team.

Alumni should reflect the career paths taken by the students; if a preponderance of students enter mixed animal practice upon graduation, for example, the alumni group should consist of a preponderance of mixed animal practitioners. The president of the alumni association and some alumni acting as adjunct faculty should be included if possible.

THE DEAN SHOULD OT EXPECT TO BE PRESENT AT MEETINGS UNLESS INDICATED ON THE AGENDA OR INVITED BY THE SITE TEAM CHAIR.

The agenda for the visit is established by the chair of the site visit team in consultation with the college administration. The example schedule is designed to address each Standard by meeting with groups that can provide the needed evidence of compliance. It is not necessary to visit all faculty members. The dean should use the following example as a guide to develop a proposed site visit schedule with the site team chair. The chair should work with the dean and offer suggestions (additions/deletions) to better serve the site team.    

 

SUGGESTED SITE VISIT SCHEDULE
Day One
3:00 – 5:00 pm
Executive session for site team members to include overview/concerns about self-study, training as required by DOE
Earlier meeting time
5:30 – 7:00 pm
Site team reception at college (administration, students, faculty staff), overview of process and introduction to team members, poster session for specific college programs or student research
Informal opportunity for entire school/college community to interact with the site team
7:00 pm
Optional dinner with Dean and Associates
 
Day Two
8:00 – 9:00 am
Operational overview: Facilities overview and use for delivery of curriculum, safety issues, overview of upcoming tour
Big picture view for site team
9:00 am – 5:00 pm
Tour school/college facilities including:
-          Companion animal hospital
-          Large animal hospital, including ambulatory
-          Hospital support areas (pharmacy, clinical pathology, medical records, imaging)
-          Educational facilities (lecture halls, laboratories, small group rooms)
-          Areas where teaching animals are housed
-          Necropsy section
-          Research facilities (several typical laboratories)
-          Library
 
Lunch with Educational management
Tour schedule should be planned by the school/college to minimize backtracking for each campus layout. The group may wish to pull out those facilities best visited by a small group (isolation, surgery, pharmacy, others as determined by Dean and site team chair) to streamline the visit.
Educational management may be separated into two meetings as determined by the Dean and site team chair
6:00 pm
Dinner and site team executive session
 
Day Three
7:30 – 8:30 am
Breakfast conference with Dean and financial staff
 
8:45 – 9:45 am
Admissions committee
For all below, see new table for list of those included, standards addressed, goal of meeting
9:45 – 10:00 am
Break
 
10:00 am – noon
Curriculum committee
A brief overview of the curriculum by appropriate personnel may begin this meeting
Noon – 1:30 pm
Lunch with DVM students
 
1:30 – 2:15 pm
Research committee, Associate Dean for Research, University veterinarian
2:15 – 2:30 pm
Break
2:30 – 3:30 pm
Department heads
3:30 – 5:00 pm
Site team revisits as needed
6:00 pm
Dinner and site team executive session at hotel
Day Four​​
8:00 – 9:00 am
Breakfast meeting and executive session with the Dean
9:00 – 10:00 am
Faculty
10:00 – 11:00 am
Educational management
11:00 – 11:15 am
Break
11:15 – 11:55 am
Outcomes officer(s)
A brief overview of outcomes assessment by appropriate personnel may begin this meeting
Noon – 1:00 pm
Lunch with alumni
1:00 – 1:30 pm
Graduate students, interns and residents
1:30 – 2:15 pm
Break or optional meeting  with technical staff in hospital(s)
2:15 – 2:45 pm
Confidential meetings with individual students
2:45 – 3:00 pm
Break
3:00 – 3:30 pm
Confidential meetings with individual faculty
3:30 – 5:00 pm
Site team revisits, optional meetings (library staff, IT staff, etc)
6:00 pm
Dinner and site team executive session at hotel
Day Five​​
8:00 – 8:55 am
Exit summary with Dean
9:30 – 10:55 am
Exit summary with University administration

 

Note: Outcomes will be assessed throughout the visit.

At the conclusion of the site visit the team holds exit interviews with the dean of the college, and with the chief executive officer of the institution to review its findings. The exit interview with the dean and college administrators of the dean's choosing, completes the site visitation of the college and precedes the exit interview with university administration. The exit interview with university administration normally involves the president of the institution and such other administrative officers as the president may choose. In the absence of the president, the team meets with his duly authorized representative. The dean is usually not present at the interview with the chief executive officer, but this option is available at the discretion of the SITE TEAM CHAIR.