Site Visit Preparation Checklist

Use this checklist to assist with scheduling the external review committee site visits.

Arrange transportation, meals, and lodging
Contact reviewers to confirm time and date of visit. Please coordinate plans with the other institutions with which reviewers are being shared. This is a way to save money by sharing vehicles and to ensure that reviewers have time to meet together and with BHE staff prior to campus visits.
Allow for reviewers to spend one hour with Board staff prior to the review and one hour at the end of the visit. Please take this into consideration when making travel arrangements. This is to allow time for reviewers to receive a brief orientation prior to visiting the campus and, after the visit, for reviewers to complete their evaluation and meet with the Board of Higher Education staff.
Confirm travel/lodging/transportation arrangements with reviewers both to Massachusetts and to campus, including:
Transportation to and from reviewer's city/state to campus.
Transportation to and from airport, if applicable.
Transportation to and from campus and hotel.
Clear directions to/around campus, if applicable.
Lodging for reviewers.
Meals for reviewers.
Confirm computer need. Check with all reviewers, whether or not funding is provided, to see whether computers are needed.
Copy Board of Higher Education staff on arrangements.
PLEASE NOTE: The institution should arrange to have expenses for the reviewers billed directly to the institution. Reviewers should not be expected to pay for expenses and be reimbursed unless specifically requested.
Prepare site visit schedule for reviewers in advance of site visit
Site visits should generally include:
Meeting with chief academic officer
Meeting with department chair and division dean
Meeting with department full-time faculty
Meeting with part-time and adjunct faculty
Meeting with students without faculty present
Tour of campus, including classrooms, library, computer labs, faculty offices
When additional, off-campus sites (as identified in Standard H) exist, visits to these sites should also occur. These visits should include:
Transportation to the site(s)
Meeting with chief campus administrator
Meeting with full-time faculty
Meeting with part-time and adjunct faculty
Meeting with students
Tour of campus, including classrooms, library, computer labs, faculty offices
Class visits, as selected by reviewers
Email schedule to Board of Higher Education for comment prior to finalization.
Send to reviewers any additional materials needed for review that were not included in the electronic application at least two weeks in advance of the visit.
Check with all reviewers regarding special requests, e.g., particular individuals, materials, etc.
Prepare work room for site visit
Designate and prepare an appropriate work room for the reviewers to use while on campus. Provide supplies, including:
Computers, if needed
Internet access
Printer
Phone and phone numbers of key campus personnel
Paper, pens, etc.
Water and/or other refreshments
Current schedule of classes offered at off-campus sites, if applicable
Hard copy of application, with appendices
Participate in completion of process
Board of Higher Education staff will send draft copy of reviewers' report to institution for correction of factual errors. Changes should be recommended within 48 hours to Board of Higher Education staff.
Board of Higher Education staff will send final copy of report to institution. Institution should submit response to report to Board of Higher Education.
Board of Higher Education staff will review reviewers' report and institution's response.
Board of Higher Education staff will make recommendation to Board's Assessment and Accountability Committee.
Board will make final decisions.

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Site Visit Preparation Checklist

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