How Can I Miss You If You Won't Go Away And Other Challenges to

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					        Assistant Chair
            Tuesday, December 7, 2010
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• 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

            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
•   To get updates on changes and emphases on visits in

 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,

 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: CPR Conference Call Worksheet (EVG pg. 84)
       EER Conference Call Worksheet (EVG pg. 88)
       Special Visit Worksheet (SVG. Pg 82)
       Guidelines for Drafting Preliminary Report Prior to Visit
       (EVG pg. 92, SVG pg. 86)

       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. 217)
       CPR Team Report Template (EVG pg. 210)
       Special Visit Team Report Template (SVG pg. 154)

            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

Tool: Standards at a Glance (EVG pg. 61, SVG pg. 59)

            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. 44, SVG pg. 42)

      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

            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. 178, SVG pg. 122)
      Commission and Team Decision Indicators
        (EVG pg. 243, SVG pg. 177)

                 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

 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

     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

          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

   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

         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

    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

           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

                Special Issues for
                 2010-11 Visits
•    Institutions’ reports should address revised CFRs
•    CPR and EER reports should address student
•    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: Spring 2011 Visit Tools
EER Toolkit

            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 online)
         Compliance Audit Checklist (EVG pg. 93, SVG pg. 87)
         Distance Ed. Summary (EVG pg. 197, SVG pg. 147)
         Off-Campus Site Summary (EVG pg. 194, SVG pg. 138)

Thank you for your service to
   WASC and the region

This presentation and the accompanying
  materials are available for download


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