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Assistant Chair Fall 2011 Webinar


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Assistant Chair Fall 2011 Webinar

  1. 1. Assistant Chair Webinar Thursday, July 14, 2011 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
  2. 2. Announcements This presentation and the accompanying materials are available for download from: 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
  3. 3. Agenda <ul><li>Introduce ourselves (name, institution being visited, WASC experience) </li></ul><ul><li>Review outcomes </li></ul><ul><li>Review and discuss assistant chair responsibilities </li></ul><ul><li>Discuss common challenges </li></ul><ul><li>Discuss new protocols and emphases on visits </li></ul><ul><li>Voices of experience </li></ul>
  4. 4. Training Outcomes <ul><li>To build understanding of the role and responsibilities of the assistant chair </li></ul><ul><li>To develop skills as an assistant chair </li></ul><ul><li>To identify common challenges that assistant chairs face on visits and obtain guidance on how to address challenges </li></ul><ul><li>To get updates on changes and emphases on visits in 2010-11 </li></ul>
  5. 5. Roles and Responsibilities of the Assistant Chair <ul><li>Before the pre-visit conference call </li></ul><ul><ul><li>Talk with the chair and VP to review the timeline and plan the pre-visit preparation </li></ul></ul><ul><ul><li>Assist the chair, as needed, in planning the pre-visit conference call and sending first chair memorandum to the team </li></ul></ul><ul><ul><li>Prepare as you would for any visit by reading and making notes on the report, data portfolio, etc. </li></ul></ul>
  6. 6. Pre-visit conference call <ul><ul><li>Prior: Compile team members’ worksheets and send to the team </li></ul></ul><ul><ul><li>During: </li></ul></ul><ul><ul><ul><li>Be sure the team decides about pre-visit drafting </li></ul></ul></ul><ul><ul><ul><li>Take notes re issues, lines of inquiry, visit strategies and team assignments </li></ul></ul></ul><ul><ul><li>After: </li></ul></ul><ul><ul><ul><li>Send pre-visit conference call notes to team </li></ul></ul></ul><ul><ul><ul><li>With VP, communicate with ALO re changes to the schedule and additional documents needed </li></ul></ul></ul><ul><ul><li>Tools: Conference Call Worksheets (EVG pg. 94; SVG. Pg 88) </li></ul></ul><ul><ul><li> Guidelines for Drafting Preliminary Report Prior to Visit </li></ul></ul><ul><ul><li> (EVG pg. 102, SVG pg. 92) </li></ul></ul>
  7. 7. More pre-visit work… <ul><li>Participate on call with president (sometimes) </li></ul><ul><li>Draft opening sections of report </li></ul><ul><ul><li>Description of institution and visit </li></ul></ul><ul><ul><li>Quality of report and alignment/evidence </li></ul></ul><ul><ul><li>Response to last action letter recommendations </li></ul></ul><ul><li>Prepare an outline/preliminary draft of the report </li></ul><ul><li>Tools: EER Team Report Template (EVG pg. 229) </li></ul><ul><li>CPR Team Report Template (EVG pg. 222) </li></ul><ul><li>Special Visit Team Report Template (SVG pg. 164) </li></ul>
  8. 8. During the Visit-1 <ul><li>Make notes as needed in opening strategy/planning session and other meetings </li></ul><ul><li>Help keep team members on track with issues and lines of inquiry, agenda, etc. </li></ul><ul><li>Help team chair be alert to issues with the team functioning </li></ul><ul><li>Tool: Standards at a Glance (EVG pg. 68; SVG pg. 63) </li></ul>
  9. 9. During the Visit-2 <ul><li>Attend your scheduled meetings, etc. </li></ul><ul><li>Draft your own sections of the report </li></ul><ul><li>Work with ALO and VP re adjustments to schedule, additional documents, etc. </li></ul><ul><li>Tools: Expectations for Two Reviews </li></ul><ul><li>(EVG pg. 45; SVG pg. 42) </li></ul>
  10. 10. During the Visit-3 <ul><ul><li>Check the confidential email account </li></ul></ul><ul><ul><ul><li>Check for and print emails every day </li></ul></ul></ul><ul><ul><ul><li>Share with team chair and team as appropriate </li></ul></ul></ul><ul><ul><ul><li>Ensure that team is diligent in investigating issues raised by emails </li></ul></ul></ul><ul><ul><ul><li>Ensure that report does not make unsubstantiated claims based on emails </li></ul></ul></ul>
  11. 11. During the Visit-4 <ul><li>At end of visit: </li></ul><ul><ul><li>Help chair and team to draft the recommendations to be shared with the campus at the exit meeting </li></ul></ul><ul><ul><li>Ensure that the team completes the Educational Effectiveness Framework </li></ul></ul><ul><ul><li>Collect final drafts of each team member’s report sections </li></ul></ul><ul><li>Tool: EE Framework (EVG pg. 188, SVG pg. 132) </li></ul><ul><li> Commission and Team Decision Indicators </li></ul><ul><li>(EVG pg. 255, SVG pg. 187) </li></ul>
  12. 12. After the Visit <ul><li>Compile the report </li></ul><ul><li>Edit the report for continuity, voice and coverage </li></ul><ul><ul><li>Avoid redundancy </li></ul></ul><ul><ul><li>Identify gaps </li></ul></ul><ul><ul><li>Correct grammar, punctuation, spelling </li></ul></ul><ul><ul><li>Eliminate report no-no’s </li></ul></ul><ul><li>Send to team chair </li></ul><ul><li>Send completed EEF to WASC VP </li></ul>
  13. 13. Guidance on Team Reports <ul><li>Team judgments must be linked to specific Standards and CFRs </li></ul><ul><li>CFRs must be cited in reports </li></ul><ul><li>Standards and CFRs form the basis for Commission decisions </li></ul>
  14. 14. Effective Team Reports <ul><li>Reflect a thorough assessment of the institution’s capacity and/or effectiveness </li></ul><ul><li>Are evidence based </li></ul><ul><li>Provide the basis for a sound and supportable Commission decision </li></ul><ul><li>Identify important areas for the institution to address </li></ul>
  15. 15. Using Evidence in Team Reports <ul><li>Use qualitative and quantitative evidence </li></ul><ul><li>Select evidence carefully and purposefully </li></ul><ul><li>Connect evidence to an assertion or question </li></ul><ul><li>Analyze data; do not just set forth data </li></ul><ul><li>Let evidence suggest improvements </li></ul><ul><li>Use evidence that speaks to the institution’s themes and the team's questions </li></ul>
  16. 16. Team Recommendations <ul><li>Should be: </li></ul><ul><ul><li>Overarching and important </li></ul></ul><ul><ul><li>Supported by evidence </li></ul></ul><ul><ul><li>Linked clearly to Standards and CFRs </li></ul></ul><ul><ul><li>Supported by text in the report </li></ul></ul><ul><ul><li>Distinguish major from minor recommendations and from suggestions embedded in the report </li></ul></ul>
  17. 17. Tips for Writing Team Reports <ul><li>Remember the multiple audiences for the report: the institution, Commission and staff </li></ul><ul><li>Honor requirements for length </li></ul><ul><li>Be sure report addresses the themes/priorities and goals set by the institution </li></ul><ul><li>Make commendations, but don’t overdo it </li></ul><ul><li>Use praise that does not send the wrong or a mixed signal </li></ul>
  18. 18. More Tips on Team Reports <ul><li>Ensure that evidence is sound and valid </li></ul><ul><li>Use formal language and tone, e.g., no “we” or “they” </li></ul><ul><li>Do not criticize or praise personnel by name </li></ul><ul><li>Do not be overly prescriptive or try to solve the institution’s problems </li></ul>
  19. 19. Some Challenges <ul><li>Team does not gel </li></ul><ul><li>Chair is ineffective or disorganized </li></ul><ul><li>Team member is not prepared </li></ul><ul><li>Team does not achieve consensus </li></ul><ul><li>Team member does not complete his/her assigned sections of the report </li></ul>
  20. 20. Special Issues for 2010-11 Visits <ul><li>Institutions’ reports should address revised CFRs </li></ul><ul><li>CPR and EER reports should address student success </li></ul><ul><li>EER reports should address program review and sustainability of EE </li></ul><ul><li>CPR team reports should address marketing and recruitment practices as appropriate </li></ul><ul><li>Teams should address finances in light of economic recession as needed </li></ul><ul><li>Tools: Fall 2011 Visit Tools </li></ul><ul><li> </li></ul>
  21. 21. EER Toolkit
  22. 25. Other reminders … <ul><li>EE toolkit/evaluating program review, assessment, and using rubrics </li></ul><ul><li>Rating the institution on the EE framework and submitting it to staff </li></ul><ul><li>Appendices that apply (off-campus visits, online review and compliance audits) </li></ul><ul><li>Tools: EE Toolkit (available on </li></ul><ul><li>Compliance Audit Checklist (EVG pg. 103; SVG pg. 93) </li></ul><ul><li>Distance Ed. Summary (EVG pg. 216; SVG pg. 157) </li></ul><ul><li>Off-Campus Site Summary (EVG pg. 205; SVG pg. 148) </li></ul>
  23. 26. Thank you for your service to WASC and the region This presentation and the accompanying materials are available for download from: