PREPARING FOR A
COSMA SITE VISIT
Robertha Abney, Slippery Rock University
Carol Barr, University of Massachusetts
Heather Alderman, COSMA
Site Visit Overview
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Plan 6-9 months in advance after self study
submission
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Two person team, two days in length
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Timing with Board of Commissioner meetings
Who are COSMA Site
Reviewers?
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Must be individual/institutional members
Submit an electronic CV
Attend a training workshop
Be familiar with COSMA principles, policies,
and procedures
Time commitment: 2 days, preparation and
follow-up
Assigning Site Visitors
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Schedule visits 3-6 months in advance
COSMA staff, BOC assigns two person
team as early as possible
Conditions
 Avoid conflicts of interest
 Balance and representation
 Costs
Team Chair
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Designated by COSMA staff, BOC
Served on at least two other site teams
Or, is a past member of the COSMA BOC
Coordinates visit details with the institution
Responsible for completing a thorough and
objective site visit
Submits the completed site team report
Expectations of Site Reviewers
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The site visit will be conducted in strict accordance
with all of the current COSMA published guidelines.
 Confidentiality, professionalism
 Validate self study materials
The site visit team will not express any opinions as
to whether accreditation will be granted.
The team’s report will contain sufficient information
to allow the BOC to make a fair and informed
accreditation decision.
Site Visit Preparation
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Review all self-study materials and note
questions, concerns
Phone training with COSMA Executive
Director
Communicate with the other team member
about initial findings, concerns
Make necessary travel arrangements
Self-Study Validation
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Familiarity with organization of the selfstudy – academic year prior to visit
Review all items and tables for
completeness
Review each principle it relates to the
program
On-site Materials
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Course syllabi
Institutional catalog
Copy of last regional accreditation self-study
report and findings
Faculty member vitae
Faculty handbook
O/A Plan
Summary of realized outcomes
Pre-Visit Meeting
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Arrive the evening before the visit
Site Team Meeting
 Re-familiarize yourself with self-study materials
 Discuss the schedule for the visit – who leads
which interviews
 Plan opening session and exit interview with
Department Chair, On-site Coordinator, etc.
 Discuss report writing process
 Determine if any additional materials are needed
Sample Site Visit - Day 1
Schedule
8:00 am
Meet with dept. head to discuss two day visit
9:00 am
Meet with President and/or Chief Academic Officer
9:30 am
Meet with Outcomes Assessment Coordinator to
review institutional plan
10:30 am Review Sport Management O/A plan with dept. head
Noon
Lunch with faculty (no administrators present)
1:30 pm
Work time for site team & dept. head to validate selfstudy and ask questions (2 ½ - 3 hours)
6pm
Dinner
Sample Site Visit - Day 2
Schedule
8:00 am
Meet with students majoring in sport management
9:00 am
Tour facilities (library, classrooms, computer labs,
etc.)
10:30 am Exit interview with dept. head (and others, if desired)
Noon
Lunch meeting with Advisory Board (or other parties)
1:30 pm
Site team works on draft report/time for unexpected
issues
3:00 pm
Site team departs from campus
Site Visit Team: After the Visit
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Complete report writing
Complete evaluation form
Submit expenses to COSMA
Save notes, materials until BOC
accreditation decision
Time commitment (estimate)
Site Visit Report
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Determine each team members’ contribution
Team chair writes final report (from template) and
sends to COSMA
 Address findings related to areas of non-compliance
 Include strengths and weaknesses for each Principle
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Submit report and expenses to COSMA
Keep all materials until BOC meets and makes a
decision – may be questions
What COSMA Does After the
Site Visit
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Institution receives letter summarizing visit
 May include request for additional, clarifying
information
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All materials sent to one member of Board of
Commissioners – self-study, site visit team
report, any additional information
Commissioner reviews materials and prepares
detailed report to present at next BOC meeting
Site Reviewers’ Perspective
Carol Barr
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Preparation for visit:
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Reading the self-study – What are we looking for?
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Logistics coordination
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Pre-visit discussions between team members
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Requests for additional information
Self-Study Materials Provided in Advance
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Clear, concise information according to principles and
templates
Helps alleviate problems/issues later on
Site Reviewers’ Perspective
Carol Barr
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On-site: Interviews, meetings, tours
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Focus of meetings/interviews taking place
Discuss with the Site Reviewers’ your program’s
goals/challenges with the institution’s administration
Linkage with the institution’s outcomes assessment
program can be beneficial (utilizing institutional
resources, benefits of a larger assessment program)
Site reviewers preliminary review of information
provided in an “exit meeting”
Site Reviewers’ Perspective
Carol Barr
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Post-site visit: Writing the report
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For each Principle, provide a Compliance result: Fully
Compliant, Partially Compliant or Non-Compliant
In each Principle, provide:
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Evaluators Comments
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Program Strengths
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Evaluators Recommendations
No Accreditation Recommendation is provided. This is
performed by the COSMA Board of Commissioners.
Site Reviewers’ Perspective
Carol Barr
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Tips or Hints:
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Preparation of the Self-Study Materials Submitted is
KEY
Making a direct and specific connection between: 1) the
Identification of Learning Outcomes, 2) the
Demonstration of these L.O.s in the Assessment tools,
3) the Results of the Assessments, 4) the Identification
of areas for improvement, 5) the Changes
made/planned based on the results.
Include (in an appendix) any rubrics or grading scales
you refer to in the document as part of the L.O.
assessment
Institution’s Perspective:
Robertha Abney
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Preparation for visit
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Logistics/travel coordination
Faculty/staff preparation
Site visit schedule
Preparing room for reviewers (e.g., materials)
Involving administrators and other
stakeholders on campus
Tips for institutions
Institution’s Perspective:
Robertha Abney
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Preparation for visit
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Logistics/travel coordination
Faculty/staff preparation
Site visit schedule
Preparing room for reviewers (e.g., materials)
Involving administrators and other
stakeholders on campus
Tips for institutions
Logistics/Travel
Coordination
Prior
to Arrival
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Travel
Itinerary
Airport Arrival
Same day and
timeframe
 Faculty meet and
return to airport
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Hotel
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Information packet
Faculty Staff Preparation
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Commitment
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Involvement
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Support
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Meetings
Site Visit Schedule
Details
 Involvement
 Flexible
 Students
 Escorts
 Tour Guides
 Meals
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Preparing Room for
Reviewers
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Conference Room
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Video
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Supply Cart
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Computer & Printer
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Dry Eraser Board
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TV and DVDs
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Tables
Self
Study
Materials/documents
Color
coded
Table
Tents
Involving Administration
and Other Stakeholders
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Commitment
Communication
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Information
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Updates
Meeting minutes
Itinerary
Reminder emails
Tips for Institutions
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Convenience
Organize
Simple
Manage
Attractive
Questions and Comments