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After Your DDS/DMD Site Visit

After the Comprehensive Site Visit


Approximate length of time after site visit

Activity

2–3 weeks

Preliminary Draft Site Visit Report developed from site visitor findings and forwarded to the visiting committee for comment/approval prior to submission of the report to the CEO, Dean, and Program Directors for institutional review

4–6 weeks

Preliminary Draft Site Visit Report submitted to CEO of University and copied to the Dean and Program Directors of the dental school for 30-day review and comment

30 days

Response to the Preliminary Draft Site Visit Report submitted to the Commission office (under the Dean’s signature)
Dean and Program Directors will receive a prompt from the ADA Health Policy Institute to complete the Post Site Visit Survey online

(upon CODA receipt of response)

Preliminary Draft Site Visit Report and Dean’s/Program Directors' Response forwarded together to the applicable Commission Review Committee(s)

Commission meets Winter (Jan/Feb) and Summer (July/Aug); (transmittal letter is sent within thirty (30) days of the Commission's meeting)

Commission takes final action and sends letter of transmittal accompanying the Commission-approved formal site visit report to the President of the University, chief administrative officers, as applicable, and dental school Dean and Program Directors.


The responsibilities of the visiting committee are complete with the conclusion of the final conference of the site visit. Should the programs have questions regarding the site visit or any recommendations made, please refer to the CODA Staff Directory to contact appropriate staff.

Post-Site Visit Evaluation

Both program personnel and site visitors are given the opportunity to comment on the accreditation process. Approximately (1) one month after the site visit, each person will receive a prompt via email from the ADA Health Policy Institute on behalf of the Commission inviting him/her to complete an online questionnaire. The results are confidential. Comments are used to establish any needed changes in accreditation processes and site visitor training.

The Preliminary Site Visit Report

The written site visit report embodies a review of the program's compliance with the Accreditation Standards at the time of the site visit and serves as the basis for accreditation decisions. It also guides officials and administrators of educational institutions in determining the degree of their compliance with the Accreditation Standards. The report clearly delineates any observed deficiencies in compliance with Standards on which the Commission will take action.

In the report, the Commission evaluates educational programs based on Accreditation Standards and provides constructive recommendations which relate to the Accreditation Standards and suggestions which relate to program enhancement.

The preliminary draft of the site visit report is prepared by the site visitors, consolidated by staff into a single document and approved by the visiting committee. The approved draft report is then transmitted to the institutional administrator, dental Dean and program directors for factual review and comment prior to its review by the Commission.

The preliminary site visit report reflects the program as it exists at the time of the site visit. Any improvements or changes made subsequent to a site visit may be described and documented in the program’s response to the preliminary draft report, which becomes part of the Commission’s formal record of the program’s evaluation. Such improvements or changes represent progress made by the institution and are considered by the Commission in determining accreditation status, although the site visit report is not revised to reflect these changes.

Response to the Preliminary Site Visit Report

The institution has a maximum of 30 days in which to comment and respond to factual inaccuracies noted in the preliminary site visit report. The Commission has developed the document Guidelines for Preparation of Reports to assist the programs in preparing the site visit report response, if needed and is included when the  preliminary site visit report is sent to the institution/program. Programs can report progress in implementing recommendations contained in the preliminary report after the 30 days and can submit other information for review by the Commission. While submission of multiple reports is not encouraged, the Commission will accept supplemental information no later than June 1 for consideration at the Summer Commission meeting or December 1 for consideration at the Winter meeting. The visiting committee’s approved draft report, the institution’s response, if one is necessary, and reports of progress toward recommendations are considered by the Commission when taking the accreditation action.

Commission members and visiting committee members are not authorized, under any circumstances, to disclose any information obtained during site visits or Commission meetings. The extent to which publicity is given to site visit reports is determined by the chief administrator of the educational institution. Decisions to publicize reports, in part or in full, are at the discretion of the educational institution officials, rather than the Commission. However, if the institution elects to release sections of the report to the public, the Commission reserves the right to make the entire site visit report public.

Commission Review of Site Visit Reports

The Commission and its discipline specific review committees meet twice each year to consider site visit reports, progress reports, applications for initial accreditation, etc., and policies related to accreditation. These meetings occur in Winter (Jan/Feb) and Summer (July/Aug).  Site Visits completed between November 1 and April 30 are reviewed at the Summer meeting and site visits completed between May 1 and October 31 are reviewed at the Winter meeting.

Formal Site Visit Report and Notification of Accreditation Action

An institution/program will receive the formal site visit report, including the accreditation status, within 30 days following the official meeting of the Commission. The Commission’s definitions of accreditation classifications are published in its Accreditation Standards documents and EOPP: Evaluation and Operational Policies and Procedures.

Following assignment of accreditation status, the final site visit report is prepared and transmitted to the institution. The Commission expects the chief administrators of the institutions, the deans of the dental schools and program administrators to make copies of the Commission site visit reports available to faculty members and others directly concerned with program quality so that they may work toward meeting the recommendations contained in the report.

Conclusion

As noted earlier, the information provided here is intended to assist institutions/programs become familiar with the site visit process and communications that will occur starting 24 months prior to the scheduled site visit. Periodically, Commission Standards, policies and procedures are revised and it is the responsibility of the institution/program to make sure they are working with the most current Accreditation Standards when working on the self-study document. The Commission makes every effort to keep programs apprised of changes, please feel free to contact Commission staff at any time.