Assistant chair spring 2011 webinar


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  • Introductions Name, institution, institution being visited, experience as AC
  • Importance of role of the AC for the effectiveness of the visit and quality of the report
  • Importance of role of the AC for the effectiveness of the visit and quality of the report
  • Compiling: Sometimes a summary is needed. Keith re color coding.
  • New report forms to be sent this summer
  • See common problems later
  • Emails as extension of open meeting No unsupported claims should get into report
  • Team chair is responsible for finalizing draft, asking ALO/CEO for corrections of fact, and then finalizing report and getting it to WASC Team chairs vary in degree of control and involvement at this stage of AC and rest of team
  • Ask Eleanor, Jackie and John E for comments on this as Commissioners: clarity, what do you really think? Don’t pull punches. Links to CFRs. Report should not tell how to fix a problem.
  • This is one of weaknesses we see in team reports. Conclusions not supported by evidence. Focus too much on process re assessment of student learning without discussion of results. “They are doing it” as opposed to “This is what they found about what student learn when they did it.”
  • Usually 3-5 main recommendations in a report, unless there are serious issues. IF the team is recommending a sanction, need to be very specific and even more conscientious about documenting basis for findings.
  • Assistant chair spring 2011 webinar

    1. 1. Assistant Chair Webinar Tuesday, December 7, 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
    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: CPR Conference Call Worksheet (EVG pg. 84) </li></ul></ul><ul><ul><li>EER Conference Call Worksheet (EVG pg. 88) </li></ul></ul><ul><ul><li> Special Visit Worksheet (SVG. Pg 82) </li></ul></ul><ul><ul><li> Guidelines for Drafting Preliminary Report Prior to Visit </li></ul></ul><ul><ul><li> (EVG pg. 92, SVG pg. 86) </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. 217) </li></ul><ul><li>CPR Team Report Template (EVG pg. 210) </li></ul><ul><li>Special Visit Team Report Template (SVG pg. 154) </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. 61, SVG pg. 59) </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 (EVG pg. 44, 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. 178, SVG pg. 122) </li></ul><ul><li> Commission and Team Decision Indicators </li></ul><ul><li>(EVG pg. 243, SVG pg. 177) </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: Spring 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 online) </li></ul><ul><li>Compliance Audit Checklist (EVG pg. 93, SVG pg. 87) </li></ul><ul><li>Distance Ed. Summary (EVG pg. 197, SVG pg. 147) </li></ul><ul><li>Off-Campus Site Summary (EVG pg. 194, SVG pg. 138) </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: