Assistant chairs webinar (Sept 15, 2010)

Assistant Chair Webinar Thursday, September 15, 2010 Please join the audio portion of this training: 866-740-1260, Access Code: 7489001 ReadyTalk Help Desk: 800.843.9166 International Help: 303.209.1600

Announcements This presentation and the accompanying materials are available for download from: http://www.wascsenior.org/acresources For assistance with Voice and Web connections please contact: ReadyTalk Help Desk, 800.843.9166 International Help: 303.209.1600 Please mute your microphone if you are not speaking

Training Outcomes
To build understanding of the role and responsibilities of the assistant chair
To develop skills as an assistant chair
To identify common challenges that assistant chairs face on visits and obtain guidance on how to address challenges
To get updates on changes and emphases on visits in 2010-11

Agenda
Introduce ourselves (name, institution being visited, WASC experience)
Review outcomes and agenda
Review and discuss assistant chair responsibilities
Discuss common challenges
Discuss new protocols and emphases on visits
Voices of experience

Roles and Responsibilities of the Assistant Chair
Before the pre-visit conference call
Talk with the chair and VP to review the timeline and plan the pre-visit preparation
Assist the chair, as needed, in planning the pre-visit conference call and sending first chair memorandum to the team
Prepare as you would for any visit by reading and making notes on the report, data portfolio, etc.

Pre-visit conference call
Prior: Compile team members’ worksheets and send to the team
During:
Be sure the team decides about pre-visit drafting
Take notes re issues, lines of inquiry, visit strategies and team assignments
After:
Send pre-visit conference call notes to team
With VP, communicate with ALO re changes to the schedule and additional documents needed
Tools: CPR Conference Call Worksheet EER Conference Call Worksheet
Special Visit Worksheet

More pre-visit work…
Participate on call with president (sometimes)
Draft opening sections of report
Description of institution and visit
Quality of report and alignment/evidence
Response to last action letter recommendations
Prepare an outline/preliminary draft of the report
Tools: EER Team Report
CPR Team Report
Special Visit Team Report

During the Visit-1
Make notes as needed in opening strategy/planning session and other meetings
Help keep team members on track with issues and lines of inquiry, agenda, etc.
Help team chair be alert to issues with the team functioning
Tool: Standards at a Glance

During the Visit-2
Attend your scheduled meetings, etc.
Draft your own sections of the report
Work with ALO and AD re adjustments to schedule, additional documents, etc.
Tools: Expectations for Two Reviews

During the Visit-3
Check the confidential email account
Check for and print emails every day
Share with team chair and team as appropriate
Ensure that team is diligent in investigating issues raised by emails
Ensure that report does not make unsubstantiated claims based on emails

During the Visit-4
At end of visit:
Help chair and team to draft the recommendations to be shared with the campus at the exit meeting
Ensure that the team completes the Educational Effectiveness Framework
Collect final drafts of each team member’s report sections
Tool: EE Framework
Commission and Team Decision Indicators

After the Visit
Compile the report
Edit the report for continuity, voice and coverage
Avoid redundancy
Identify gaps
Correct grammar, punctuation, spelling
Eliminate report no-no’s
Send to team chair
Send completed EEF to WASC VP

Guidance on Team Reports
Team judgments must be linked to specific Standards and CFRs
CFRs must be cited in reports
Standards and CFRs form the basis for Commission decisions

Effective Team Reports
Reflect a thorough assessment of the institution’s capacity and/or effectiveness
Are evidence based
Provide the basis for a sound and supportable Commission decision
Identify important areas for the institution to address

Using Evidence in Team Reports
Use qualitative and quantitative evidence
Select evidence carefully and purposefully
Connect evidence to an assertion or question
Analyze data; do not just set forth data
Let evidence suggest improvements
Use evidence that speaks to the institution’s themes and the team's questions

Team Recommendations
Should be:
Overarching and important
Supported by evidence
Linked clearly to Standards and CFRs
Supported by text in the report
Distinguish major from minor recommendations and from suggestions embedded in the report

Tips for Writing Team Reports
Remember the multiple audiences for the report: the institution, Commission and staff
Honor requirements for length
Be sure report addresses the themes/priorities and goals set by the institution
Make commendations, but don’t overdo it
Use praise that does not send the wrong or a mixed signal

More Tips on Team Reports
Ensure that evidence is sound and valid
Use formal language and tone, e.g., no “we” or “they”
Do not criticize or praise personnel by name
Do not be overly prescriptive or try to solve the institution’s problems

Some Challenges
Team does not gel
Chair is ineffective or disorganized
Team member is not prepared
Team does not achieve consensus
Team member does not complete his/her assigned sections of the report

Special Issues for 2010-11 Visits
Institutions’ reports should address revised CFRs
CPR and EER reports should address student success
EER reports should address program review and sustainability of EE
CPR team reports should address marketing and recruitment practices
Teams should address finances in light of economic recession as needed
Tools: Fall 2010 Visit Tools
http://www.wascsenior.org/fall2010teamtools

Other reminders …
EE toolkit/evaluating program review, assessment, and using rubrics
Rating the institution on the EE framework and submitting it to staff
Appendices that apply (off-campus visits, online review and compliance audits)
Tools: EE Toolkit
Compliance Audit Checklist
Distance Ed. Summary
Off-campus Site Summary

Thank you for your service to WASC and the region This presentation and the accompanying materials are available for download from: http://www.wascsenior.org/acresources

Assistant chairs webinar (Sept 15, 2010)

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