During Your Advanced Education Site Visit
Accreditation Standards are written broadly to give all programs considerable latitude in how they meet the standards. The Commission recognizes that there may be considerable latitude in determining procedures and methodology for site visits. Experience has shown that the conference method for conducting a site visit is widely favored and has been found most satisfactory.
Focus of the Accreditation Review
Compliance with the Accreditation Standards is based on what is occurring in the institution/program at the time of the site visit. It is not based upon any proposed changes in the program. The visiting committee will, however, expect to be apprised of any facility, faculty or curricular changes that are contemplated but not yet implemented.
Visiting Committee Schedule
While it is expected that all arrangements will be determined by the dean/program director/administrator, experience indicates that administrators welcome suggestions by the Commission for the conduct of site visits. Although a more detailed suggested schedule of conferences will be forwarded to the dean/program director/administrator prior to the scheduled visit, the Commission expects that an evaluation visit will include the following components. Please refer to the specific discipline for a more detailed sample schedule.
- An opening conference with the appropriate institutional administrators and dean/program director/administrator at the beginning of the visit to include an overview and description of the institution and its programs. The purpose of this initial conference is to orient visiting committee members to a program’s particular strengths and weaknesses. This session is also intended to orient the administrators and program director/administrator to the methods and procedures of the visiting committee. Topics frequently covered in this session include: program goals, administration, faculty recruitment and evaluation, finances, facilities, curriculum development, assessment of outcomes, long-term planning and program development.
- Tours of the program facilities and related learning resources facilities.
- Lunch. Because of the time limitations, it works best if lunch for the visiting committee is carried in. (Suggested items: sandwiches, box lunches, salads, etc.)
- Conferences with faculty with teaching or administrative responsibilities for the program.
- Student/Resident interviews. These interviews should include the students/residents and the site visit committee only; no faculty or program director should be present.
- If the program utilizes off-campus facility(ies) for didactic or clinical experience, the visiting committee may visit this facility. According to Commission policy, the visiting committee will identify the sites to be visited based upon educational experiences at the site (for example based upon length of training at the site, educational experience or evaluation/competencies achieved). More information can be found in the policy statement on this page: Approval of Sites Where Educational Activity Occurs (Off-Campus).
- A final conference, with the dean/director/administrator of the program will be conducted at the end of the visit. At that time, the visiting committee will formally summarize its recommendations relating to the educational program. The program director/administrator may choose to include other individuals in the final conference.
- Following the final conference with the dean/program director/administrator, another conference, with the institution’s chief executive officer will be conducted. The visiting committee will report briefly on the findings and recommendations related to the evaluation. Such a meeting also affords the chief executive officer an opportunity to relate plans for the entire institution that will involve the dental and dental related programs. The dean/director/administrator of the program is usually present during the conference with the institution’s administrator(s).
Briefing Faculty, Administrators and Residents on the Site Visit
It is presumed that the program’s faculty, student body and administration will be apprised of the Commission’s visit. The dean/program director/administrator should inform the faculty that they will be expected to discuss course objectives, teaching methods, particular skills and abilities expected of students upon completion of the course and the measures used to evaluate student/resident performance.
Conferences with administrators and faculty should be scheduled in an adequately sized and well-ventilated meeting room with a conference table which is large enough to accommodate the visiting committee and faculty member participants. It is suggested that all conferences be scheduled for the same room. If more than one program is to be evaluated, an additional conference room for each program (within close proximity) will be required.
Resources/Materials Available On-Site
It is expected that additional sources of information will be made available to the visiting committee on-site. Please refer to the Documentation of Activities for suggested materials to have available. In addition, it is helpful if one computer running Microsoft Windows with Microsoft Word and a printer are available in the conference room for use by the visiting site visit team.
Guidelines for Visiting Committee Members
The Commission has approved the following guidelines describing visiting committee members’ responsibilities during site visits.
- Committee members must not accept social invitations from host administrators. The Commission believes firmly that the primary function of a visiting committee is program evaluation and review.
- Self-study reports are mailed to the visiting committee members and Commission office at least 60 days prior to a site visit. Visiting committee members are expected to review all materials and to be familiar with academic and administrative aspects of the program as described in the self-study report prior to the site visit.
- Visiting committee members meet in executive sessions to review, evaluate and discuss all aspects of the program. The first executive session is generally held in the evening preceding the site visit and at scheduled intervals during the day of the site visit.
- Although visiting committee members discuss general findings and recommendations with the administrator during the final conference, a decision regarding the accreditation status of the education program will be made only by the Commission at its regularly scheduled meeting following discussion and in-depth review of the committee’s report and the institution’s response.