This document provides guidance for assistant chairs for WASC accreditation visits. It outlines the roles and responsibilities of assistant chairs before, during, and after the visit. These include assisting the chair in planning, taking notes during meetings, drafting sections of the team report, and ensuring all tasks are completed. Common challenges like an ineffective chair or team members lacking preparation are discussed. The document also reviews protocols for the 2010-11 visits, such as addressing student success and program review in reports.

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. 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

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

4. 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

5. 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.

6. 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: Conference Call Worksheets (EVG pg. 94; SVG. Pg 88) Guidelines for Drafting Preliminary Report Prior to Visit (EVG pg. 102, SVG pg. 92)

7. 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 Template (EVG pg. 229) CPR Team Report Template (EVG pg. 222) Special Visit Team Report Template (SVG pg. 164)

8. 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 (EVG pg. 68; SVG pg. 63)

9. During the Visit-2 Attend your scheduled meetings, etc. Draft your own sections of the report Work with ALO and VP re adjustments to schedule, additional documents, etc. Tools: Expectations for Two Reviews (EVG pg. 45; SVG pg. 42)

10. 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

11. 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 (EVG pg. 188, SVG pg. 132) Commission and Team Decision Indicators (EVG pg. 255, SVG pg. 187)

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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 as appropriate Teams should address finances in light of economic recession as needed Tools: Fall 2011 Visit Tools http://www.wascsenior.org/fall2011

21. EER Toolkit

25. 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 (available on box.net) Compliance Audit Checklist (EVG pg. 103; SVG pg. 93) Distance Ed. Summary (EVG pg. 216; SVG pg. 157) Off-Campus Site Summary (EVG pg. 205; SVG pg. 148)

26. 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