Site Visit Team Manual

Document Sample
Site Visit Team  Manual Powered By Docstoc

  Site Visit Team Manual
Guide for Site Team Chairs and Members of Visit Teams

     Commission on Accreditation
  Council on Chiropractic Education
Site Visit Team Manual                                                     2

           2008 Copyright of the Council on Chiropractic Education (CCE)
                   8049 N. 85th Way, Scottsdale, Arizona, 85258
                   Phone: (480) 443-8877 – Fax: (480) 483-7333
               Email: - Website:

                         The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                            3

From the Chairman:

In 1998, the Commission on Accreditation (COA) developed a COA Manual for use by
commissioners, doctor of chiropractic programs (DCPs) and site team visitors. This
manual covered many aspects of the CCE/COA accreditation processes but was not
specific to site team visitors. The COA Report and Documentation Guide now referred
to as the COA Self-Study and Report Guide was also developed to assist DCPs and site
team visitors, but again it was not specific to the work of site visitors while
conducting on-site evaluations. Both documents have been revised over the years and
have aided site teams immeasurably in their work for the COA. This Site Visit Team
Manual is designed specifically for site team visitors; both experienced and newly
assigned members.

It is with this knowledge, that all team chairs and members, regardless of their
experience, should read this manual carefully and familiarize themselves with its
contents and processes. Changes will occur over the years and the manual will
undergo revision as the CCE Standards and COA processes move into the future of

This manual was prepared for the guidance of the teams of professional practitioners
and educators, who read self-studies, conduct site visits, assess compliance with the
CCE Standards of accreditation and develop overall recommendations for the
Commission on Accreditation (COA) of the Council on Chiropractic Education (CCE).

We thank the many educators and professionals who give their time to participate as
team members.

Kathleen M. Galligan, D.C.
Chairman, Commission on Accreditation

                         The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                        4

Table of Contents

I. Planning and Preparation ............................................... 6
   Schedule of Accreditation Activities ........................................................ 6
   Letter of Intent .................................................................................. 6
   Selection of Site Visit Team ................................................................... 6
   HIPAA Requirements (Business Associate Agreement)................................... 6
   Notification to Site Team and Travel Arrangements ..................................... 7
   Lodging ............................................................................................ 7
   Team Room Arrangements .................................................................... 7
II. Self-Study, Additional Documentation & Responsibilities ........ 8
   Self Study ......................................................................................... 8
   Principles to keep in mind..................................................................... 8
   Review of Documents Submitted............................................................. 8
   Review Responsibilities of a Site Team Member .......................................... 9
III. The Site Visit .............................................................. 9
   General Information - Expenses .............................................................. 9
   Precautions ....................................................................................... 9
   Conducting the Site Visit....................................................................... 10
   Sunday Evening Meeting ....................................................................... 10
   Responsibilities of the Team Chair .......................................................... 11
   Balancing the Workload ........................................................................ 11
   Schedule of Events .............................................................................. 11
   Campus Tour of Buildings ...................................................................... 12
   Introduction Meeting ........................................................................... 12
   Observations, Group Meetings, Individual Interviews and other Interactions ...... 12
       Group/Committee Meetings............................................................... 12
       Meetings with Select Individuals......................................................... 15
       Other Interactions .......................................................................... 18
   Meals, Team Meetings, Exit Interview ...................................................... 18
       Lunch schedule.............................................................................. 18
       Dinner accommodations ................................................................... 18
       Evening Team Meetings.................................................................... 18
       Making decisions ............................................................................ 19
       Exit Interview................................................................................ 19
IV.Writing the Site Team Report and the Response ................... 19
   The Report ........................................................................................ 19
   Initial Draft ....................................................................................... 20
   Confidentiality ................................................................................... 20
   Drafting of Sections ............................................................................. 20
   Final Draft Language............................................................................ 21
   Nature of the Report ........................................................................... 21
   Concerns with Recommendations and Suggestions....................................... 21
   Strengths with Commendations .............................................................. 22
   Review Process - Correction of Errors in Fact............................................. 22
   Final Team Report............................................................................... 22
   Program Response............................................................................... 22

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                       5

    Review of Response............................................................................. 23
V. Responsibilities after the Visit ......................................... 23
VI. Other Site Visits .......................................................... 23
    Interim Site Visits ............................................................................... 23
    Focused Site Visits .............................................................................. 24

Appendix I - Site Team Member Welcome Letter ............................................. 25
Appendix II – COA Assignment Matrix ............................................................ 26
Appendix III - Onsite Materials Checklist ........................................................ 28
Appendix IV - Team Room Setup Checklist ..................................................... 29
Appendix V - Team Report Timetable ........................................................... 30

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                    6

I. Planning and Preparation                              Letter of Intent

                                                         Approximately 18 months prior to the scheduled
A successful site visit depends on preparation.          full site visit and 12 months prior to the
Much of the success of a team visit is                   submission of the Self-Study, the COA contacts
established in the planning and involvement of           the DCP and requests a letter of intent from the
the COA Chairman, Director of Accreditation              DCP Board of Trustees regarding their
Services, the team chair and the team members            intentions of reaffirming their accreditation status
before     they    arrive.     Letters, telephone        with the COA.            Once the DCP BOT
conversations and, increasingly, fax and e-mail          acknowledges their intent to reaffirm, the COA
all have their place in this planning.                   informs the DCP of the requirements for
                                                         submission of their Self-Study and site visit
The team chair and the director work together in         preparation.
planning the schedule for the accrediting visit. It
is important for the team chair to talk with the         The COA establishes the Self-Study and site
director about details of the visit as soon as the       visit requirements for those DCPs not already
visit team has been selected (by the COA                 accredited by the COA after a formal application
Chairman) and after the college has accepted             and the required initial eligibility documentation
the team. The director and the team chair are            has been submitted and reviewed by the COA.
responsible for sending a great deal of specific
information about the visit to team members and          Selection of Site Visit Team
the college.
                                                         The COA Chairman, in coordination with the
Schedule of Accreditation Activities                     Director of Accreditation Services, selects the
                                                         site visit team from the Academy of Site Team
In accordance with the U.S. Department of                Visitors.     The director then contacts each
Education Code of Federal Regulations (CFR)              individual team member to check on their
Title 34 Part 602 the Commission on                      availability during the dates specified by the
Accreditation of the Council on Chiropractic             COA and the DCP. If site team members have
Education must reevaluate, at regularly                  conflicts with the dates, the COA Chairman and
established intervals, the institutions or               director will continue to contact members of the
programs it accredits and monitor the institutions       Academy until a full team is comprised.
or programs throughout their accreditation
period to ensure they remain in compliance with          When the site team is established, the CEO of
the CCE Standards.                                       the DCP is sent a site team agreement form to
                                                         determine if any of the site team members
With this in mind, the COA has established a             submitted has a conflict of interest with the DCP.
Schedule of Accreditation Activities for every           If conflicts are determined, the COA Chairman
DCP it accredits and it is by this schedule that         and director will once again contact other
determines when a full site visit, interim site visit    members of the Academy until the DCP agrees
and other reporting mechanisms are required by           to the team.
the DCP.
                                                         HIPAA Requirements (Business Associate
CCE has established policies and procedures              Agreement)
that require a full site visit to every DCP it
accredits on an eight-year cycle for DCPs                Pursuant to the Health Insurance Portability and
already accredited by the COA and a four-year            Accountability Act of 1996 and its implementing
cycle for DCPs that apply for initial accreditation.     regulations ("HIPAA"), the DCP is considered a
An interim site visit is conducted at the discretion     covered entity that is permitted to disclose
of the COA for DCPs already accredited by the            Protected Health Information to persons or
COA and normally occurs at the four-year mark,           entities that provide certain services for or on
halfway through the accreditation cycle.                 behalf of Program.       Along with the Team
                                                         Agreement Form, the DCP is sent and
                                                         requested to review and sign a “Business

                                The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                    7

Associate Agreement” (BAA) with the CCE,                 the lodging location will have an airport shuttle
ensuring reasonable access of site team                  service, but team members are encouraged to
members to clinical files and patient records            procure the most cost efficient transportation
protected under the HIPAA. It is vital to protect        available as all major cities have a shuttle
the confidentiality of any private health                service that is much less expensive than a taxi.
information reviewed during the visit. Logs
retained by the team member should not include           In some cases, the team chair or director may
patient identification information (e.g., patient        rent a car and drive team members to the
name, SS number, etc.), but rather should use            lodging location. It is not permissible for team
the clinic’s internal code. No more private health       members to rent cars individually.
information should be recorded than absolutely
necessary for accreditation review purposes. A           Coordination of return travel to the airport also is
copy of the signed agreement is given to the             an important consideration. In most cases, the
Site Team Chair prior to the visit for review and        director will arrange for transportation. Team
discussion with the site team at the initial             members need to know the time of the exit
Sunday Evening Meeting.                                  interview before they make airline reservations.

Notification to Site Team and Travel                     Lodging
                                                         The director, working with the college and the
A welcome letter from the COA Chairman to                team chair, will make the necessary lodging
team members provides preliminary information            reservations for all team members. Lodging
and specific dates for the visit (see Appendix I         information will be provided to the team, i.e.,
for example).                                            name, address and telephone number of the
                                                         hotel where the team will stay, so team
Specific points of interest within the welcome           members can provide this information to
letter are;                                              employers and families.
a. whom the COA Chairman selected as the
site team chair;                                         Reservations will be made for Sunday through
b. Site Team agreement form that must be                 Wednesday evenings. If a team member needs
reviewed, signed and sent back to the director;          to extend their stay prior to or after the normal
c. Site Team Member Guide, which includes,               visit due to flight arrangements or personal
Site Team Listing, COA Assignment Matrix                 reasons, they must contact the director in
(areas of responsibility, see Appendix II), Team         advance to gain approval from the CCE
Report Timetable, CCE Standards, COA Manual              Executive       Director.  The     director   will
and other various documents as recognized by             communicate these plans to the team chair as
the site team chair or director for the teams use.       well, if they occur.

The chairman's letter encourages team                    Team Room Arrangements
members to make airline reservations as far in
advance as possible to acquire the best fare. In         The director, working with the college
accordance with CCE policies, at least 21 days           representative, will make arrangements for the
prior to the first travel day is required.               college to provide a workroom for team
                                                         members, to include computers, copier,
The team chair will notify team members of the           supplies, etc. The computers will be set up with
specific dates and times they must arrive and            Internet and Intranet access and have Microsoft
depart by when making their respective travel            Word, Excel and Adobe Acrobat capabilities.
arrangements. The team chair will request team           The director will emphasize to the college that
members to notify the director and provide their         the room should be set up and the computer
travel arrangements by a certain date.                   systems thoroughly checked in advance of the
                                                         visit. The director will assist team members with
The director will forward airport information to all     computer support activities. The team will also
team members to assist in transportation from            have a computer support technician from the
the airport to the lodging location. In most cases,      college available if the need arises.

                                The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                    8

                                                        answered in the self-study, it is clear to the
The team room will be secured and restricted to         program that the team member did not prepare
team members only during the visit. A list of           thoroughly.
required documents will also be provided to the
college in advance to be available in the team          Principles to keep in mind
room for review and reference by the team.
                                                        As team members read the self-study, they
II. Self-Study, Additional                              should keep in mind some general principles of
                                                        accreditation and apply the standards and
Documentation &                                         procedures with profound respect for the rights
Responsibilities                                        and responsibilities of institutions and programs
                                                        to identify, designate, and control;
                                                        a. their respective missions, goals, and
Approximately 18 months prior to the site visit,        b. educational and philosophical principles and
                                                           methodologies used to pursue functions
the program is aware of the date the self-study
is due to the CCE Executive Office. The self-              implicit in their various missions, goals, and
study is received in the office for review by the          objectives;
director and COA Chairman six months prior to           c. specific choices and approaches to content;
the visit. After their review, the primary reviewer     d. agendas and areas of study pursued
assigned to the DCP (Commissioner) provides                through scholarship, research, and policy
additional review directly relating to the CCE             developments;
Standards. Once all have completed their                e. specific     personnel     choices,    staffing
reviews, an executive summary is sent to the               configurations, administrative structures,
program to notify the program of any additional            and other operational decisions, and
information that must be provided in a self-study       f. content, methodologies, and timing of tests,
update. The program is then instructed to                  evaluations, and assessments
review the executive summary and forward their
final document to the CCE Executive Office for          Review of Documents Submitted
distribution to all team members (approximately
three to four months preceding the visit).              Each team member will receive from the
                                                        institution a complete set of documents prepared
Every team member should read the self-study            for the accreditation review. These documents
thoroughly and carefully as soon as it arrives.         will usually include the following:
This allows time for team members to take note
of contradictions or missing information and                1)    Cover letter
seek answers to their questions.                            2)    Self-study report
                                                            3)    DCP catalog/bulletin
Team members should begin immediately to                    4)    Any updates to the self-study; these
deal with any inadequacies or missing                             summarize significant changes that
information in the self-study and contact the                     occurred since the submission of the
Director or Team Chair with any requests from                     original self-study report to the COA.
the program to provide additional information               5)    Student,        faculty      and     clinic
prior to the visit.                                               manuals/handbooks.
                                                            6)    Personnel lists and organizational
One of the most frequent complaints from the                      charts.
program and faculty members is that team                    7)    Audited financial statement
members have not read the self-study. This is               8)    Current       Program       Characteristics
not a document that is read for the first time on                 Biennial Report (PCBR)
the airplane en route to the campus. Requests               9)    Organizational chart and description of
for additional information or clarification of                    faculty and staff positions
information in the self-study are proper, but if a          10)   Mission statement
team member asks questions that were

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                   9

The team member should review in depth each              meals together. Team members must keep
of these materials. These will not be returned to        original receipts for reimbursable expenses
the institution, so they can be highlighted or           incurred during the visit. It is important to send
otherwise marked as desired. As materials are            the CCE expense report and receipts to the
reviewed, any questions that arise should be             CCE Executive Office as soon as possible after
noted (and referenced to the document for easy           the visit.   CCE Policy BOD-94, Expenses,
location later).    In some cases, the team              Stipends and Honoraria, is provided to each
member may wish to obtain additional                     team member while conducting a visit along with
information from the institution prior to the visit;     a CCE Expense Report. All team members
this should be coordinated with the Site Team            should be familiar with this policy and ask
Chair and director.                                      questions appropriately if clarification is needed.

It is important to remember that even though a           Precautions
team member may have a specialty and may
have been assigned certain areas upon which to           Precautions are of particular importance to the
focus during the visit, all team members are             COA as they give general guidance for what to
ultimately responsible for all aspects of the visit.     do and what not to do during the site visit
The final report will be a consensus document,           process. The following list, although not all
with input from all team members. For this               inclusive, should be reviewed by all team
reason, during the document review process               members prior to a visit:
each team member is encouraged to raise
questions about any part of the self-study and           a. All matters associated with a site team visit
related documents.                                          are confidential as individual team members
                                                            participate in the service of the COA. All
Review Responsibilities of a Site Team                      communication between the program and
Member                                                      team as a whole must occur through the Site
                                                            Team Chair.           Team members and
Before leaving for the site visit, the team                 individuals in the program will not
member should review the COA Manual and the                 correspond or communicate on matters
Site Team Member Agreement to ensure that                   other than the status of the program and
he/she understands the responsibilities of being            self-study materials.       Should a team
a site team member and the importance of the                member receive unsolicited correspondence
visit.                                                      or documents from the program being
                                                            evaluated, the communication must be
Team members are expected to behave in a                    referred to the Site Team Chair.
professional manner at all times. Attire during          b. Team members must not discuss their
campus visits is businesslike. Attire during the            evaluations outside of team meetings.
team meetings in the evening at the hotel is             c. Team      members       must    respect   the
casual, so pack accordingly. There will be no               confidentiality of self-study reports and any
time for social or recreational events during the           other internal program documents, including
visit.                                                      the team report.
                                                         d. Team members must abide by all relevant
                                                            CCE policies, especially CCE Policy BOD
III. The Site Visit                                         19 and HIPAA requirements.
                                                         e. Team members must not recruit faculty or
General Information - Expenses                              staff for service elsewhere or suggest their
                                                            own availability as a consultant or employee.
T   he doctor of chiropractic program (DCP)
                                                         f. Team members must not accept gifts, favors
                                                            or services from the program. Souvenir
ultimately pay all expenses for the accreditation           gifts, restricted to inexpensive items
visit. With that in mind, the COA implores that             representative of the program or its
team members be reasonable with expenses --                 geographic location, are permissible.
especially to be considerate when scheduling             g. Team members must not side with interest
airline reservations. The director or team chair            groups or individuals in the program, or
usually pays the bill when team members have

                                The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                  10

     allow them to be drawn into debate on                 clear with program personnel so that the site
     program issues.                                       team does not prescribe specific actions.
h.   Libel, in its broadest sense, is defined           p. The      team    report    may     give     a
     variously as any written statement, shown or          recommendation or suggestion on an issue,
     published, that is defamatory; maliciously or         and team members must understand the
     damagingly misrepresents, or will harm, a             distinction between a “recommendation” and
     person's reputation; or will hold a person up         a “suggestion” as these terms are used in
     to contempt or ridicule.                              the team report. Team recommendations
i.   Slander is a spoken statement having the              regarding concerns must be limited to those
     same result.         Accordingly, site team           having major impact on the program. Any
     members must be sure that all statements,             notation of strengths and concerns must be
     written or spoken about a program, its                factually representative of the program;
     resources, programs and personnel are                 there must be no attempt to balance the
     accurate, fair and reasonable professional            number of strengths with any number of
     judgments based on factual information and            concerns. Commendations may be given
     careful observation.                                  for strengths.
j.   Significant problems, particularly those
     reflecting possible lack of compliance with        Conducting the Site Visit
     COA accreditation requirements, must be            The Chair and Director start early
     reported responsibly. Team members must
     not be swayed by stated “good intentions” if       Prior to the site visit, the director sends the
     unsupported by official commitment and             program an onsite materials checklist, which
     responsible planning driven by assessment          informs the DCP what documentation must be
     outcomes.                                          made available to the team while on site (see
k.   Team members must not let personal biases          Appendix III). This list is not all-inclusive, as the
     influence fact-finding and evaluation.             team may need additional information as
l.   Team findings must be supported by                 required by the COA, CCE Standards, or other
     reference to documents and to interviews           COA publications. The director also sends the
     with as many administrators, faculty, staff        program what materials (supplies, computers,
     and students as possible. Interviews should        copiers, etc.) should be available in the
     involve the board of governors; self-study,        workroom for the team's use while on site (see
     planning and other key committees; student         Appendix IV).
     body and faculty organizations; alumni
     association; and any other important               Upon arrival to the team's workroom for the first
     constituencies. Team members must list the         time, early Monday morning, both the site team
     names and titles of all persons interviewed        chair and the director review the room set up
     individually. Groups of students or faculty        and materials available to ensure all documents.
     may be identified as such. The Site Team
     Chair will retain these lists.                     Sunday Evening Meeting
m.   Team members are to cross check, validate
     data and verify with others any strong views       A Sunday evening team meeting will normally be
     expressed by program personnel.                    scheduled at 6:00 p.m. and is mandatory for all
n.   Teams have a responsibility to identify            team members to attend. (The team chair may
     problem areas regardless of the size or            move the meeting to an earlier time if it doesn't
     reputation of the program.                         conflict with any team members' arrival times).
o.   Teams are to focus their attention on              The purpose of the meeting is for team
     identification of significant issues, and not      members to become acquainted and to share
     waste time on minor matters. In reporting          information found in their review of the self-
     concerns, the team must take care neither to       study. The director and team chair will also give
     delineate the disposition of a concern, nor to     a briefing during the meeting to review the
     state how any concern is related to specific       logistics and team responsibilities for the visit
     accreditation requirements. The COA alone          and provide any updates or additional
     determines the nature, degree, and                 information to the team. This is the opportune
     disposition of any concerns.         As COA
     representatives, team members must be

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                   11

time to clarify any questions the team may have          The chair always writes the introduction section
concerning the visit.                                    of the report but may solicit information from
                                                         many team members to complete this task.
Responsibilities of the Team Chair
                                                         Although individual team members are
The chair has the overall responsibility to ensure       responsible for specific sections of the report,
the visit is conducted in the most professional          they participate in the evaluation of all standards
manner possible, but some simple guidelines              and other aspects of the accreditation visit. All
that should also be helpful are as follows:              areas have a secondary reviewer as part of the
                                                         process to assist in many various ways as
a. Keep the team on schedule.                   Much     directed by the site team chair.
coordination and effort went into the planning
and preparation of the visit by numerous                 Group meetings, i.e., faculty, students, etc, are
individuals. Keeping the team on task will               just as important as individual interviews. Team
provide for ideal report writing conditions and          members must ensure they make the time
less long work hours.                                    necessary to be available for these meetings.
b. Emphasize teamwork.               The team talks,     The site team chair and director will assist in this
consults and writes together, and the visit and          area with daily postings of group and individual
report are team efforts in which all members             meetings.
have ownership.
c. Be patient and flexible. When unsure, assist          Teams may include members with little or no
the team in locating appropriate documentation.          experience. Chairs and team members alike
If it is not available, state that fact.                 may need to take extra time to prepare these
d. Maintain           constant        contact    and     individuals for the visit and coach them through
communication with the CEO/President of the              it as necessary. In almost all instances, the
DCP; who is probably anxious.                            COA Chairman and director will only assign an
e. If the team encounters any unforeseen but             inexperienced team member with a strong
problematic situations - for example, faculty            support team.       On this same note, some
members who dispute the self-study or                    experienced team members may be assigned
inflammatory or derogative statements by                 some additional tasks and/or shadow the team
students or college personnel - take the matter          chair based on the notion that they may perform
to      the    CEO/President        immediately   for    as a team chair on future visits.
clarification and context. Such things must be
handled delicately or they can disrupt the entire        In these special situations, it is extremely
visit.                                                   important that the team chair and team
                                                         members support the overall work of the team.
Balancing the Workload
                                                         Schedule of Events
In almost every case, the chair (in coordination
with the director) has assigned each team                The director, working with the team chair and
member specific areas of responsibility well in          college representative, will prepare a Schedule
advance of the visit. During the Sunday evening          of Events (SOE) for the visit activities
meeting, it is important for the chair to review         approximately one month prior to the visit. The
these assignments with the team and answer               schedule will consist of, at a minimum, various
any questions regarding the assignments. This            meetings and/or interviews with college
session is especially important to new team              personnel as outlined in the COA Manual. Team
members.                                                 members will review the schedule prior to the
                                                         visit and after they have reviewed the
Individual team members will write different             program/institution self-study to provide any
sections of the report dealing with the 12 areas         inputs to the team chair for editing of the
within the standards, so the chair should ensure         schedule. The SOE will be distributed to all team
that assignments are clear.                              members at the Sunday evening team meeting
                                                         and to the college representative (prior to arrival)
                                                         for distribution among their staff. During the

                                The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                    12

visit, team members may add or delete                     faculty, staff, and student body is a vital
meetings/interviews at their discretion and in            component of the visit. The self-study report
coordination with the team chair and director.            represents the efforts of the institution to perform
The director will use this schedule to keep a log         an honest and frank evaluation of its mission
of the names and times of persons/groups                  and outcomes. The on-site visit allows for team
interviewed, record facilities visited and                members to validate these findings through
procedures/activities directly observed.                  personal observation, meetings with personnel
                                                          and students, and other direct interactions.
Campus Tour of Buildings
                                                          When meeting with individuals or with groups,
Scheduling of a campus tour is left to the                be open and forthcoming about the impressions
discretion of the team chair and director. In             you reached by reading the self-study report and
some instances, the team chair may schedule a             from other information acquired during the visit.
tour of the campus after the Sunday evening               Get input from these groups or persons about
meeting; but this normally only occurs if the             your impressions; see if they can confirm or
team meeting is scheduled earlier than 6 p.m.             change your opinion. There should be no big
and if the college can accommodate the team.              surprises when the final team report is issued.
Generally, if a tour is warranted, a brief campus
tour will occur in the a.m. on Monday, just prior         Group/Committee Meetings:
to the introduction interview. This may assist
some of the team members to get a better feel             Frequently, one or more team members will
for the layout of the campus. On the other hand,          desire to meet with selected institutional
the tour is certainly not mandatory and some              committees and other groups on campus. The
team members may not wish to take part in the             type of visit will determine which of these will be
tour.                                                     applicable. These group meetings will normally
                                                          be placed on the schedule of events in advance.
Introduction Meeting                                      Because of the difficulty in assembling
                                                          committees and groups, these may be done
Generally, the team will begin their work with an         during a lunch hour. Some institutions offer to
introduction meeting on Monday at 9 a.m. with             provide a meal to facilitate the attendance of
the College President and his/her cabinet and/or          committee members; it is permissible for site
representatives.                                          team members to accept meals provided by
                                                          them by the institution in these circumstances.
At this meeting, the team chair will give brief
remarks and introduce the team members. The               The team should have access to all minutes of
chair should explain what team members will do            DCP committees. In many cases, these minutes
while on campus and what will happen after the            have been assembled in the campus site visit
team leaves. The team chair should not discuss            team resource room. If minutes are not in the
specifics of the visit or give the college any initial    team resource room be sure to ask for copies to
impressions that the team might have. The chair           be provided to the team.
should, at a minimum, explain the following: Not
every team member will visit their office or class;       Many times, useful information can be gained by
not every class will be visited; the faculty              less formal interviews. For instance, striking up
member should not introduce the team member               a conversation with a student or faculty member
when he or she enters the classroom; team                 in the cafeteria often allows for frank exchanges
members usually cannot stay for the entire class          of information. Team members will be wearing
period.                                                   identification whenever on campus, and all
                                                          campus constituencies should have been
Observations, Group Meetings,                             apprised of the visit, so talking with individuals or
Individual Interviews and Other                           informal groups is not inappropriate or devious.
                                                          Included in these potential meetings are the
Obviously, the interaction of team members with           following:
members of the governing board, administration,

                                 The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                               13

   Faculty Senate (aka Faculty Council,                       11) Accomplishments of the faculty and
   Faculty Governance Body, etc.)                                  its governing body.
                                                              12) Involvement of faculty in program
   Depending on the institution, there is usually                  assessment.
   some organization that represents faculty at               13) Academic freedom
   the institution. Most teams will want to meet
   with this group. In order to promote open              Try to draw as many attendees into the
   discussion, teams usually want the persons             discussion as possible. Frequently, one or
   present at this meeting to truly represent the         two faculty members seem to monopolize
   faculty (i.e., campus administrators should            the conversation and other persons seem
   not be present). Most often, at least two              reluctant to disagree or interject their
   team members will be present. In some                  opinions. One strategy is to direct questions
   cases, rather than meeting with a set group            to specific persons, or to ask persons to
   of faculty representatives, it may be possible         agree or disagree with a statement made by
   to hold an open meeting in which all faculty           another person. Another way is to ask “do
   are invited to attend. Another strategy is to          you all agree with that statement?” At times,
   set a time to meet with the faculty governing          it might be useful to followup with some of
   body and then invite any other interested              the quieter members at a later time.
   faculty to also attend. At the conclusion of
   the meeting, the team members should                   Student Council (aka Student Senate,
   extend an invitation for faculty members to            Student Governance Body, Student
   meet with the team individually. Be sure to            Body Association, etc.)
   provide contact information for them (e.g.,
   location of the team room on campus, hours             Depending on the institution, there is usually
   of team availability, telephone number, etc.).         some organization that represents DCP
                                                          students at the institution. Most teams will
       Topics for discussion at this meeting              want one or more members to meet with this
       with the faculty include:                          group. It may also be useful to conduct an
       1) Involvement of faculty in the self-             opening meeting with the students at which
             study process                                any interested student may attend. Most
       2) Degree to which the self-study                  often, at least two team members will be
             report accurately portrays the               present at the meeting. It is best if these
             institution’s strengths, weaknesses,         meetings are established and publicized well
             and plans for improvement.                   in advance of the arrival of the site team on
       3) Involvement of faculty in curriculum            campus otherwise attendance may be
             design, change and                           sparse. To encourage open discussion,
             implementation.                              meetings with the students should exclude
       4) Faculty workload (adequate                      non-students (i.e., faculty, administration,
             manpower, appropriateness of                 staff). At the conclusion of the meeting, the
             assignments, etc.)                           team members should extend an invitation
       5) Involvement of faculty in                       for students to meet with the team
             institutional decision making.               individually. Be sure to provide contact
       6) Effectiveness of campus                         information for students (e.g., location of the
             communication.                               team room on campus, hours of team
       7) Effectiveness of the faculty                    availability, telephone number, etc.).
             governing body in meeting its
             stated purposes.                                 Topics for discussion at meetings with
       8) Opportunities and institutional                     the students include:
             support for professional                         1) Involvement of students in the self-
             development.                                          study process
       9) Expectations regarding research,                    2) Degree to which the self-study
             community service, and                                report accurately portrays the
             professional service.                                 institution’s strengths, weaknesses,
       10) Major concerns of the faculty                           and plans for improvement.

                             The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                             14

       3)  Involvement of students in                         4)   Feedback loops/mechanisms (i.e.,
           curriculum design and change.                           methods used to implement
       4) Inclusion of students in DCP                             needed curriculum change
           committees                                              following analysis of assessment
       5) Effectiveness of campus                                  data).
           communication.                                     5)   Perceived importance and
       6) Program weaknesses, concerns,                            effectiveness of the committee(s).
           and strengths.                                     6)   Interaction with other committees
       7) Method used by the institution in                        (e.g., student progress/review
           portray the purpose of the site-visit                   committee, faculty governing body,
           and the availability of the team to                     etc.)
           meet with students.                                7)   The extent to which faculty are
       8) Quality of instructional                                 knowledgeable of, and supportive
           support/resources (e.g.,                                of, the DCP’s formal assessment
           classrooms, laboratories, AV                            program.
           materials, internet access, learning
           resource center/library, etc.)                 Institutional Governing Board (aka
       9) Opportunities for community                     Board of Trustees, Board of Directors,
                                                          Board of Regents, etc.)
       10) Quality and effectiveness of clinical
           training (including adequacy of
           patient volume and diversity,                  This is the body with the ultimate
           adequate faculty supervision,                  responsibility for the DCP. It typically sets
           availability of external training              the mission for the DCP, establishes the
           opportunities such as                          overall goals for the DCP, approves the
           preceptorships, ability of students            institutional/long range plan, hires and
           to meet clinical requirements).                oversees the CEO, and approves the final
   Curriculum and Assessment Committee
   (aka Educational Committee, etc.)                          One or more team members will meet
                                                              with available trustees/directors. The
                                                              institution will usually have the
   This is the body assigned the responsibility               chairperson or vice chairperson of the
   of ongoing review, modification, and                       governing board present to meet with
   implementation of the DCP curriculum, as                   the team; because this often involves
   well as the assessment of student academic                 travel of that person, the time for the
   achievement. Depending on the institution,                 meeting should have been established
   these duties may be distributed to more than               in advance of the team’s arrival on
   one committee.                                             campus. Topics for discussion at
                                                              meetings with the curriculum and
       Topics for discussion at meetings with                 assessment committee(s):
       the curriculum and assessment                          1) Awareness of the board of
       committee(s):                                                institutional problems
       1) Involvement of students in these                    2) Involvement of the board in
            committees                                              planning for the DCP.
       2) Degree of responsibility/autonomy                   3) Interaction of the board with the
            for curriculum change.                                  DCP’s CEO and other persons.
       3) Methods/sources for assessment                      4) Awareness of the board of the
            data, including both internal                           DCP’s assessment program,
            (course grades, multi-subject                           including outcomes.
            exams, clinical entrance/exit                     5) Level of involvement in
            exams, etc.) and external (NBCE                         operation/administration of the
            exams, Canadian board scores,                           DCP
            state licensing exam boards,                      6) Institutional investments and
            alumni surveys, etc.).                                  financial stability.

                             The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                               15

       7)   General board functions, policies                      groups (alumni, community
            and responsibilities                                   leaders, etc.).
       8)   Potential conflicts of interest (e.g.,             5) Distribution of responsibilities
            board members with financial ties                      among committee members
            to facilities leased by the DCP).                  6) Methods used to collect and
                                                                   compile information.
   DCP CEO’s/President’s Cabinet (aka                          7) Process for writing and editing the
   Administrative Council, President’s                             self-study report, and for review by
                                                                   campus constituencies.
   Advisory Council, etc.)
                                                               8) Changes (and reasons, if
   This is a group or committee appointed by                       applicable) in the membership of
   the DCP’s CEO to function as a presidential                     the steering committee.
   advisory body, senior campus committee, or                  9) Timetable for the self-study
   other role in which the members review                          process.
   policies,   assess    input   from   other                  10) Concerns that did not get included
   committees, promote integration of campus                       in the final self-study report.
   communication and activities, and make
   recommendations to the CEO.                         Meetings with Select Individuals:

       Topics for discussion at meetings with          As was the case with meetings with campus
       this group                                      groups and committees, one or more team
       1) Role and responsibilities of the             members will want to meet with selected
             group                                     individuals from the DCP. Although type of visit
       2) Level of decision making and                 will determine which of these individual meetings
             authority.                                will be most appropriate, a typical visit might
       3) Committees for which this group              include meetings with the following persons:
             has advisory or approval
             responsibilities.                             Institutional President or Program CEO
       4) Awareness of campus problems
             and plans for improvement.
       5) Involvement in preparation of the                The Site Team Chair, the primary team
             self-study report.                            member assigned to the governance
                                                           component, and perhaps one other team
                                                           member typically do meetings with the CEO.
   Self-Study Steering Committee
                                                               Topics for discussion at meetings with
   This is the committee assigned the                          the CEO:
   responsibility for the preparation of the self-             1) Questions the CEO might have
   study report. It is useful to meet with this                     about the team visit and its
   group at the beginning of the site visit.                        purposes.
       Topics for discussion at meetings with                  2) Strengths and achievements of the
       the self-study steering committee:                           DCP.
       1) Charge or directions given to the                    3) Relationship between the CEO and
            committee by the senior                                 the governing board.
            administration                                     4) Relationship between the CEO
       2) Composition of the committee. (in                         (and the executive administration)
            particular, representation of major                     and the faculty, students and staff.
            groups and constituencies of the                   5) Progress on addressing
            DCP).                                                   deficiencies noted in the self-study.
       3) Involvement of students, faculty                     6) Institutional planning and
            and staff.                                              significant proposed/pending
       4) Methods used to promote active                            changes.
            participation of personnel and                     7) Relationship and current status
            students, as well as off-campus                         with regional accrediting agencies.

                              The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                               16

                                                               Topics for discussion at meetings with
   Chief Academic Officer                                      the CFO:
                                                               1) Budgeting process: involvement of
                                                                    departments, faculty, etc.
   Depending on the size and organization of
                                                               2) Linkage of budget to planning
   the institution, the chief academic officer
                                                               3) Recent or projected deficit
   (CAO) may be the executive director,
   provost, vice president for academic affairs,
                                                               4) Adequacy of reserves
   or a dean. This person is the administrator
                                                               5) Financial aid status
   charged with oversight of the academic
                                                               6) Performance on academic
                                                                    institution financial indicators.
                                                               7) Problems identified on the Program
       Topics for discussion at meetings with                       Characteristic Biennial Report
       the CAO:                                                8) Interaction with governing board on
       1) Strengths and weaknesses of the                           investments and budget
       2) Interaction between the CAO and
            the curriculum committee and
                                                           Clinic Director or Dean of Clinics (aka
            faculty governing body.                        Director of Health Services, Chief of
       3) Process for maintenance of course                Clinics Staff, Chief Clinical Officer)
       4) Faculty contracts or faculty                     This person is the administrator responsible
            bargaining unit agreements.                    for the clinical education program and
       5) Process for hiring, promoting,                   patient healthcare services. Depending on
            reviewing, and dismissing faculty.             the size of the DCP, there may be one or
       6) Faculty-student ratios in the                    more clinics. When there are multiple clinics
            classroom, laboratories and clinic.            it is useful to meet with each clinic director
       7) Any problems with recruiting or                  as well as the chief clinical program
            retaining qualified faculty.                   administrator.
       8) Faculty development programs,
            including funding, availability, and               Topics for discussion at meetings with
            utilization by faculty.                            the clinic dean/director:
       9) Faculty teaching loads                               1) Strengths and weaknesses of the
       10) Involvement of departments and                           clinical training program.
            faculty in planning                                2) Difficulty of student achievement of
       11) The incorporation of the clinical                        clinical quantitative and qualitative
            competencies into the academic                          requirements.
            program.                                           3) Quality assurance program,
       12) Performance on external exams                            including type, involvement of
            (NBCE, Canadian boards, state                           faculty, involvement of students,
            licensing exams)                                        and impact upon the clinics.
                                                               4) Qualifications and professional
   Chief Fiscal Officer or Chief Financial                          development of clinic faculty.
   Officer                                                     5) Interactions between the academic
                                                                    departments and the clinical
   This is the administrator responsible for                        program.
   business       and    financial     operations.             6) Preventative care and wellness
   Depending on the size and organization of                        programs.
   the institution, the chief fiscal officer (CFO)             7) Volume and diversity of patients
   may be the vice president, executive                             (including types of conditions, age,
   director, comptroller or director of financial                   socioeconomic status, well vs. ill
   services.                                                        patients),
                                                               8) Exposure of students to different
                                                                    types of patient
                                                                    payment/reimbursement (cash,

                              The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                               17

             Worker’s compensation, personal                Director of Admissions (aka Dean of
             injury, managed care, public aid,              Admissions, Dean of Enrollment
             Medicare, charity, etc.).                      Management, etc.)
       9)    Exposure of students to business
             functions of the clinics.
                                                            This person is responsible for the
       10)   Faculty-student ratios, peak
                                                            management of the admissions department,
             periods of patient utilization.
                                                            including the supervision of admission
       11)   Clinic entrance examination and
                                                            counselors/student recruiters.
             final clinical competency
       12)   Marketing of the clinics.                          Topics for discussion at meetings with
       13)   Expectations for students to recruit               the admissions director:
             patients.                                          1) Specific admissions policies for the
       14)   Means to track student vs. public                       DCP.
             patients                                           2) Training methods, programs and
       15)   Means to track student                                  manuals for admissions staff and
             competencies                                            counselors.
       16)   Means to track faculty observation                 3) Statistics on inquiries, responses,
             of student adjusting skills.                            applications, acceptance, rejection,
       17)   Remediation of student                                  incomplete applications, provisional
             deficiencies                                            acceptance.
       18)   Safeguards in place to prevent                     4) Methods used to track completion
             falsification of student quantitative                   of admission requirements prior to
             requirements.                                           beginning the DCP.
                                                                5) Any tracking of student academic
                                                                     performance in the DCP and
   Dean of Students (aka Dean of Student
                                                                     relationship to undergraduate
   Affairs, Director of Students, etc.)                              performance.

   This person is the administrator responsible             Research Director (aka Dean of
   for the ongoing interaction with and support
                                                            Research, Director of Research, etc.)
   of students. Institutions vary widely in the
   degree of responsibilities assigned to this
   person.                                                  This person is the administrator charged
                                                            with organizing and overseeing research
                                                            activities at the DCP.
       Topics for discussion at meetings with
       the dean of students:
       1) Opportunities for, and oversight of,                  Topics for discussion at meetings with
            student clubs and organizations.                    the Research Director:
       2) Interaction with the student                          1) Relationship between the research
            governance body.                                         department/activities and the DCP
       3) Tutorial programs or other methods                         mission.
            of student academic support.                        2) Means used to promote faculty
       4) The extent of services are provided                        scholarship/research.
            to student, as well as the methods                  3) Opportunities for student
            used to promote the use of those                         involvement in research.
            services.                                           4) Policies and procedures of
       5) The student handbook.                                      research-related committees (e.g.,
       6) Student retention statistics                               institutional review board, human
                                                                     subjects committee, research
                                                                     committee, etc.)
                                                                5) Portfolio of faculty scholarship
                                                                     performed since the last visit.
                                                                6) Current research projects

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                 18

        7)  Research budget, internal funding          Off-Campus Visits (if needed)
            for research, and external grants.         Many of the DCPs operate clinics at remote (off-
        8) Input into the DCP budgeting                campus) sites. The team should decide which
            process.                                   of these clinic sites should be visited. This
        9) Impact of typical teaching loads on         requires       coordination   of      transportation,
            scholarly efforts.                         availability of the clinic director, and timing to
        10) Institutional support of research          allow for observation of active patient care and
        11) Equipment, training and personnel          student training. Time should be allowed for
            needs                                      visiting with students at the clinic, observation of
        12) Future plans for research at the           care, meeting with the director, and review of
            DCP.                                       patient records. Because of time limitations, it
                                                       may be necessary to omit visiting small clinics
Other Interactions:                                    and instead concentrate on visiting only the
                                                       larger clinical operations or those, which have a
Meeting with the President/CEO of DCP                  unique contribution to clinical education. In
The director will schedule a meeting with the site     particular, if a DCP relies upon a particular clinic
team chair and President/CEO of the DCP on             setting for accomplishing the majority of one or
Tuesday and Wednesday mornings (usually first          more clinical competencies, then that site should
meeting of the day).         These meetings are        be visited.
informal in nature and designed to update the
college of the teams' progress and also identify       Meals, Team Meetings, Exit Interview
to the college any areas that the team may have
found difficulties in obtaining information to         Lunch schedule
evaluate a particular requirement of the
Standards. This is an important step because it        In most instances, team chairs prefer to have
prevents the institution from being surprised at       team members take care of lunch arrangements
the team exit session, and because it allows for       on their own. The director will assist in this
early correction of errors, provision of missing       matter by ensuring the schedule provides
information, and clarification of issues.              information for each day as far as lunches are
                                                       concerned. At his/her discretion, the team chair
Visiting Classes                                       may have a working lunch (normally the day
Team members can assume that students have             before the exit briefing) with team members only
some idea of who they are and why they are in          (and the director) to review the visit schedule
the classroom. Professors should not introduce         and discuss various topics with the team.
team      members     or     make       special
acknowledgement of their presence.                     Dinner accommodations
Faculty interviews                                     Dinner reservations are at the discretion of the
Individual meetings with faculty members               chair and normally set up by the director. In
provide an opportunity for team members to             most instances, group dinners will be set up for
learn more about the professor's courses and           the team on Sunday night at the location where
other responsibilities. It is important for team       the team is lodging (or a nearby location) so the
members to be positive in these interviews and         team does not have to travel any distance on the
not attempt to pry complaints from the faculty.        first night of the visit. Dinner arrangements for
However, if faculty members wish to express            other nights will be made after assessment of
concerns, it is important to listen.       Team        the progress of the team.
members should be judicious about information
they may be told by faculty and report these           Evening Team Meetings
activities to the site team chair.
                                                       Typically the team is on campus from 7:30 am to
Team members should attempt to visit with part-        4:30 pm each day. The team then returns to the
time faculty members if feasible. In some              hotel for a team meeting and then dinner. If
situations, telephone interviews may be                dinner is in a public place, care must be taken to

                              The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                              19

avoid being heard by any other persons in the          lead the team to a decision all members can
room.                                                  support.

For one or more hours, typically from 5:00 –           Exit Interview
6:00 pm, the team discusses what each member
did during the day, what information was               The team chair and site team members meet
learned, what groups or persons were                   with the CEO/President of the program, and any
interviewed, and what progress was made.               others the CEO wishes to have present. As a
Questions or concerns are openly discussed             courtesy the team chair may meet privately with
and a plan for action is developed. Frequently         the CEO of the program prior to the exit
the meeting on the first night of the campus visit     interview to advise regarding the content of the
is the shortest.      After deciding upon the          exit interview.
questions that need to be addressed,
documents that need to be produced, persons            The team chair presents, without further review,
that need to be interviewed, and the overall           oral statements regarding any concerns and
schedule for the next day, the team may decide         commendations that will appear in the draft site
to begin working on the draft report in the team       team report.
room or it may decide to allow members to work
on their sections of the report in their own           The team chair reviews the timetable for
rooms. The Site Team Chair will make the final         correcting errors-in-fact, in producing the final
decision on this process.                              team report and obtaining the program response
                                                       prior to the status review meeting involving the
On subsequent evenings, most teams find that it        program and the COA.
is most productive to stay assembled as a group
and work on the report. In this way, as sections       IV. Writing the Site Team
are drafted they can immediately be reviewed by
other members.                                         Report and the Response
In rare cases, depending on the situation, the         The Report
team may allow appointments to be scheduled
in the evening at the hotel by students or
personnel of the DCP. In all instances, the site       The     Site Team Chair is responsible for
team chair has discretion of this process.             ensuring that individual team member
                                                       contributions appear in proper sequence in the
On the last evening of the visit, with the             team report according to the “COA Report
assistance of the director, the team completes         Format”. In preparing the team report, the Site
the draft report, including the compilation of         Team Chair may seek advice from the ED
strengths, concerns and recommendations. The           and/or Director of Accreditation Services about
Site Team Chair and director, following the visit,     report organization and content.
will spend additional time editing the report,
ensuring that it addresses all the Standards,          The Site Team Chair writes the introduction,
uses the correct reporting format, and is              compiles the composite report, and ensures the
grammatically correct. The team, however, has          accuracy of the summary listing of any concerns
the responsibility of having the report compiled       and recommendations.         The report is a
within their areas of responsibility and given to      qualitative assessment of the entire program,
the director on a computer storage media before        but it need not be lengthy. The historical
leaving the site.                                      development of the program, its operation,
                                                       curriculum and requirements for degrees is to be
Making decisions                                       addressed in summary fashion. The report
                                                       addresses the mission statement of the
Consensus among team members is the goal.              program, noting any unique characteristics and
Nonetheless, on some occasion's team                   strengths that differentiate it from similar
members may disagree about a compliance item           programs. Perceived problems are addressed
or commendation. In such cases, the chair must         as concerns. The report is to be frank and
                                                       constructive in order to help the program. The

                              The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                 20

evidence used to arrive at such conclusions             The Site Team Chair must ensure that reported
must support any evaluative statements. The             recommendations are firmly grounded in the
report also focuses on the goals and objectives         “must” statements of “The Requirements for
of the program, how well they are being met,            Accreditation,” and are adequately supported in
and how they may have been revised.                     the narrative, as based on team consensus.

The report must set forth any concerns,                 Initial Draft
limitations or difficulties being experienced by
the program, as well as the plan and potential          The report is prepared using the Site Team
for overcoming such challenges. The report              Report Format (see COA Manual for example).
must not contain critical material not supported        The team report focuses on any unusual
by findings.                                            program characteristics or factors and on
                                                        especially effective aspects of program
The site team does not stipulate whether or not         organization and instruction. The report may
the program is meeting the “Doctor of                   also set forth any limitations and/or difficulties
Chiropractic Degree Program Accreditation”; this        the program is experiencing, along with plans
is the prerogative of the COA. However, the             and potential for overcoming these.
team must determine how well the program is
addressing and fulfilling each requirement, how         Confidentiality
well it has met its goals and objectives, how well
it has reviewed the outcomes of its activities,         The site team report is kept confidential at all
and how it has subsequently modified its goals          times. Team members, except for the Site
and objectives to better meet the requirements.         Team Chair, are to destroy their copies of the
The questions implied by “The Requirements for          draft report and the final report immediately after
Accreditation,” and the examples provided in the        review.     The Site Team Chair retains all
Documentation Guide will help the team meet             documentation for the report until completion of
this responsibility.                                    the status review hearing and a COA decision,
                                                        at which time the Site Team Chair materials are
Reports must provide accurate, fair, constructive       to be destroyed. The report then becomes the
evaluations and critiques, not just descriptions of     property of the program. A copy of the final
current program activity.                               team report with program response is secured in
                                                        the CCE Executive Office.
The Site Team Chair must ensure that the report
addresses only significant strengths and
concerns that have impact on fulfillment of the         Drafting of Sections
program mission. Stated concerns must be
accompanied by the Standard citation, specific          Team members will be responsible for drafting
documentation and explanation. Attempts to              language for one or more sections or
assist with resolution of concerns must be stated       subsections of the draft report. Writing is to be
in the form of a recommendation.           Team         brief and specific, emphasizing:
members should note that there might be
several acceptable solutions to a concern. The              a. Qualitative assessment.
recommendation should guide the program                     b. Strengths, including progress since the
toward resolution.                                             previous evaluation.
                                                            c. Concerns, including citations, supporting
Examples of recommendations and suggestions                    evidence, with associated
are located in the COA Manual.                                 recommendations.
                                                            d. The extent to which the program is
The      statements      of   concern,      with               meeting its stated goals and objectives.
recommendations, and commendations in the                   e. How realized outcomes are used in
report are parallel to the summary statements                  modification of goals and objectives,
given by the Site Team Chair at the Exit                       and development of new ones.
Interview. All concerns, recommendations and
commendations are underlined in the report.

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                21

Final Draft Language                                             4) Indicate    compliance  or   non-
                                                                    compliance with “The Requirements
Prior to the conclusion of the visit, the Site Team                 for Accreditation.”
Chair must receive from all team members the                     5) Contain any team recommendations
final draft language fully addressing all                           for, or judgments about, possible
components of the site team report. The Site                        COA actions.
Team Chair will review and edit the language                     6) Contain the words “inspector” or
with the team on site to the extent permitted by                    “inspection.”
time. It is essential that all report material be on
computer diskette and in the hands of the Site           Concerns With Recommendations and
Team Chair/CCE Staff before the team leaves              Suggestions
the site.
                                                         The program is obligated to comply with “Doctor
Nature of the Report                                     of Chiropractic Degree Program Accreditation
                                                         Standards.” Any comment regarding failure to
    a. The site visit team report must:                  meet these requirements must be stated in
       1) Reflect the consensus of the team.             terms of the type and amount of evidence
       2) Be fair, accurate, thorough and                examined and the concern revealed. Stated
           forceful.                                     concerns must be bold/underlined, clarified with
       3) Analyze, interpret and provide                 documentation      and    explanations,     and
           perspective from a detached point of          accompanied by a Standard citation, and a
           view.                                         notation of the evidence, or lack of evidence,
       4) Discuss significant items in useful            leading to the concern.
           detail, while remaining succinct.
       5) Address significant issues or                  The report must include a recommendation for
           problems, avoiding the temporary              action that would appropriately address the
           and trivial.                                  concern. Recommendations are intended to
       6) Provide a balanced analysis,                   guide the program toward compliance with the
           recognizing accomplishments as                “The Requirements for Accreditation.”
           well as problems.
       7) Weigh        the    quality    of   the            a. A recommendation must accompany
           achievements of the program.                         every concern identified in the report.
       8) Comment regarding the quality of                      Although a team must never state in its
           the self-study report.                               report that a program is not in
       9) Comment on the planning and                           compliance, a concern does identify
           evaluation activities of the program.                potential noncompliance issues. The
       10) Be written in the third person.                      team must give specific evidence in the
       11) Use the words “team members,”                        narrative portion of the report to support
           ”visitors” and “visit.”                              the recommendation.

    b. The site visit team report must not:                  b. A suggestion is a statement regarding
       1) Include      unverified   information,                advice on action that should be taken,
          assumptions         or   unsupported                  for the best interest of the program.
          generalizations.                                      Suggestions are provided only in the
       2) Include first-person statements or                    body of the report, not in the summary
          personal      references    to   team                 section.
          members or program personnel,                         1) Suggestions need not be related to
          except           in       introductory                    any part of the requirements.
          acknowledgements.                                     2) The team may give advice to the
       3) Include a list of persons interviewed                     program throughout the narrative of
          individually and in-group meetings.                       the report, but putting advice in the
          The Site Team Chair is the only                           form of a suggestion can give it
          person who maintains this reference                       added weight and visibility.

                                The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                22

        3) Suggestions may indicate ways the           Program Response
           program can take advantage of an
           opportunity to build on a strength or           a. The program CEO may respond with
           may pertain to weaknesses in the                   correction of errors in fact only. Other
           program.                                           than substantiated factual errors, the
        4) Suggestions do not appear in the                   context of the draft site team report is
           supplemental summary list of                       not open to editing by the program CEO.
           strengths and concerns.                         b. The CEO must communicate and
        5) The report must provide sufficient                 substantiate any errors of fact to the Site
           evidence to support all suggestions.               Team Chair within ten days of receipt of
        6) Because suggestions do not                         the draft.    If such substantiation is
           indicate potential noncompliance,                  extensive, the Site Team Chair may
           the program is not required or                     need to communicate with team
           requested to respond to them.                      members before completing the final
        7) However, the COA may decide later                  site team report.
           that the evidence supporting a
           suggestion indicates that it really         Final Team Report
           reflects a concern in which case the
           suggestion     may      become      a       Once any indicated errors of fact have been
           recommendation with an identified           considered and acted upon by the Site Team
           concern, and subsequently require a         Chair, an original copy and a computer diskette
           response.                                   copy of the report are sent to the ED.

Strengths with Commendations                               a. The CCE Executive Office distributes
                                                              both a paper and diskette copy of the
Commendations are laudatory statements                        final team report to the CEO of the
regarding areas of exemplary performance                      program.
indicating program strengths, not simply good              b. A paper copy is also sent to the Chair of
intentions. The report must provide evidence for              the governing board for the program, the
any commendation.                                             site visit team members and COA
                                                              members (electronic versions may be
Review Process – Correction of Errors in                      substituted). This is to occur no later
Fact                                                          than 35 days following conclusion of the
                                                              site visit. See the “Site Visit Report
Distribution                                                  Timetable” in Appendix V for more
The draft report is distributed to each team
member either by the Site Team Chair or the            Program Response
CCE Executive Office.
                                                       Upon receipt of the final team report, the
    a. Within seven days of receipt of the draft,      program must submit a formal written response
       team members must review the report             to the content, if the report contains any
       and provide clarifications, suggestions         concerns. This response may be submitted up
       and/or edits to the Site Team Chair.            to the fifty-fifth calendar day after conclusion of
    b. The Site Team Chair then assembles              the team visit.
       the final version of the draft report and
       sends it to the ED and, with executive              a. The program must use the entire site
       office support, to the program CEO with                team report text and insert the program
       the appropriate letter indicating that                 response text in larger, bold type at
       errors in fact are sent to the Site Team               appropriate places within the report
       Chair by the stated deadline.                          narrative. The program must respond to
                                                              any team concerns accompanied by

                              The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                23

   b. Proper documentation must support and           Team members must make themselves
      clarify the program response. Team              available for possible phone conversations with
      suggestions may also be addressed, but          the site team chair as he/she prepares for the
      the program is not required to do so.           status review meeting with the COA and the
   c. Updates of the Program Characteristic           DCP at the Annual (January) or Semi-Annual
      Biennial Report (PCBR) forms and any            (July) COA Meeting. In some instances, the site
      ancillary documents submitted prior to          team chair may contact a team member for
      the site team visit must also be                clarification based on the response to the team
      appended to the response.                       report by the DCP.
   d. The narrative of any response to the
      Site Team Report must also describe             The Site Team Chair and team members must
      any major program changes made since            secure (and keep confidential) all documentation
      the site teams visit. If the program has        pertaining to the DCP visited until the COA has
      identified current or potential major           made a final accreditation decision. Once the
      issues or concerns since the team visit,        COA has formally announced the granting of
      explanation of these must be provided in        initial or reaffirmation of accreditation of the DCP
      the narrative of the program response to        visited, all documentation may be destroyed or
      the team report.                                forwarded to the CCE Executive Office. In
   e. The program must send a copy of its             cases where the COA does not grant such
      response to all Commissioners, the Site         accreditation, the director will contact the Site
      Team Chair and the ED. This response            Team Chair and team members and instruct
      must be received at least thirty calendar       them to keep the site visit documentation until
      days prior to the appearance of the             further notice.
      program for status review.
   f. The team report then becomes the                In some instances, the COA may require a
      property of the program.                        follow-up (focused) site visit to the DCP over the
   g. In the event that the site team report is       next year or so. In these cases, some team
      released to any third party, the team           members from the original site visit team may be
      report must be published only in its            requested to perform this visit along with other
      entirety, never in an excerpt format; as        team members who had not previously
      such unsupported excerpts might distort         conducted the visit.      This will help ensure
      the intent of the report and compromise         continuity while at the same time allowing for a
      the process of accreditation.                   "fresh set of eyes" on the ground.

Review of Response                                    VI. Other Site Visits
The Site Team Chair, ED and COA review the
                                                      Interim Site Visits
program response in preparation for the status
review meeting.
                                                      T  hese types of visits are follow-up reviews
V. Responsibilities after the                         scheduled midway through the routine
Visit                                                 accreditation cycle. The COA has the option of
                                                      conducting or not conducting the visit if no
                                                      concerns or issues have been identified. If
Immediately     following the visit, all team         necessary, two or three team members (to
                                                      include the Site Team Chair) generally comprise
members must submit their expenses to the
CCE Executive Office in accordance with CCE           this site visit team and are selected in the
Policy BOD-94, Expenses, Stipends and                 category(s) of expertise needed to perform the
Honoraria. Any questions regarding expenses           visit. The length of this visit varies based on the
should be directed to the Director of                 review needed by the COA, but generally, two to
Accreditation     Services   and/or   Financial       three days is appropriate with the exit briefing on
Coordinator of the CCE Executive Office staff.        the last day of the visit.

                             The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                  24

A self-study is not required from the DCP;              Again, a self-study is not required from the DCP;
rather, the COA sends a letter of notification to       rather, the latest COA letter sent to the DCP
the DCP and within this letter informs the DCP          regarding the issues or concerns noted are the
what areas the site team will be reviewing while        focus of this visit. The site team chair will assign
on site. The site team chair is responsible for         area(s) of responsibility to each team member
determining which area(s) each team member is           based on their expertise. Site team members,
responsible for while on site.        Site team         through the site team chair, may request
members, through the site team chair, may               documentation from the DCP to prepare for the
request documentation be sent to them from the          visit.
DCP prior to the visit or have the information
available for review while on campus.                   Other facets of the visit are the same as with
                                                        any other visit, i.e., team meeting day before
Other facets of the visit are the same as with a        visit, intro/exit briefing, team report timetable,
comprehensive visit, i.e., team meeting day             etc. In some instances, the COA Chairman will
before visit, intro/exit briefing, team report          have the Director of Accreditation Services
timetable, etc. The Director of Accreditation           attend a focused site visit with the team, but in
Services normally is not in attendance during an        most instances, the site team chair will handle
interim site visit, but the site team chair and the     the logistics of the visit with close coordination
director communicate at all times prior to, during      with the director if any assistance is needed.
and following the visit to ensure all processes
are complete and if the team needs any                  In all instances when a site visit is conducted
assistance during these times.                          (comprehensive, interim or focused), the
                                                        COA chair may extend the visit length or
In most instances, the director (or CCE                 change the size of the team due to the
Executive Office) will make hotel reservations for      complexity of the visit.
the team and arrange for transportation from the
hotel to the college each day but the site team
chair will handle all of the other logistics of the

Focused Site Visits

These types of visits are focused reviews
conducted at the discretion of the COA to
address issues or concerns needing attention or
follow-up. These visits also include approval of
a substantive change. Generally, three team
members (to include the Site Team Chair)
comprise this site visit team and are selected in
the category(s) of expertise needed to perform
the visit. The length of this visit varies based on
the review needed by the COA, but generally,
three days is appropriate with the exit briefing on
the third day.

                               The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                                  25

Appendix I - Site Team Member Welcome Letter from COA Chairman


Site Team Member

Dear (Team Member):

On behalf of the Commission on Accreditation (COA) of the Council on Chiropractic Education (CCE), thank
you for accepting the responsibility to serve on the site team scheduled to visit (DCP) from (dates of visit).
An initial site team meeting is scheduled Sunday Evening, (date/time of meeting). The Site Team Chair,
(name of chair), will provide further details about the meeting in the weeks ahead.

Travel & Accommodations information will be provided to assist you with airline, hotel and transportation
requirements. Please arrange for the most cost effective transportation available and make any airfare
reservations immediately to take advantage of possible discount airfares. Also enclosed is a Team Member
Agreement Form, please sign and fax it to the CCE Executive Director via the CCE Executive Office (480-
483-7333) as soon as possible.

Mr. Ray Bennett, Director of Accreditation Services will be accompanying the team for this site visit to
provide assistance to the Site Team Chair and team members. Enclosed are various documents, to include
a Site Team Member Guide, which contains the Team Report Timetable, Site Team Member List, COA
Assignment Matrix and other helpful documents to assist on your visit.

The team assessment and report will be based upon on-site verification of the self-study report submitted by
(DCP) and other evidence gathered during the site visit. CCE Publications will also be included in the
package with the Site Team Member Guide and are to be used by the team in reviewing the self-study
report for compliance with the requirements for accreditation and preparing the site team report.

The Director of Accreditation Services will have electronic versions of CCE Publications and various
documents on-site, some of which include; the CCE Manual of Policies, CCE Standards and travel expense
report forms. As a reminder, original receipts must be submitted with the expense report form. You will be
reimbursed for all charges directly related to your service, including travel, hotel accommodations and
meals. For information and questions concerning the site visit itself, please contact the Director of
Accreditation Services or the Site Team Chair.

The Commission on Accreditation sincerely appreciates your willingness to help assure quality and integrity
in chiropractic education by serving on this site visit team. If you have any questions about expenses or
other technical issues not directly related to visit activities, please contact the Executive Director or me.


Commission on Accreditation

c: Site Team Chair

Enc: Agreement to Serve Form
     Site Team Member Guide

                              The Council on Chiropractic Education (CCE)
      Site Visit Team Manual                                                                              26

      Appendix II - COA Assignment Matrix

               Site Visit Team and COA Assignment Matrix Based on 2007 Standards

                                                   PROGRAM REVIEW

STANDARDS Report Format                                       Page 1 of 2        Primary Person   Secondary Person
Section 2. Accreditation Information
III. Doctor of Chiropractic Degree Program Accreditation Standards

     A.        Mission, Self-Assessment and Planning
               1. Mission
               2. Goals
               3. Objectives
               4. Self-Assessment
               5. Planning
     B.        Minimum Requirements of DCP Organization
               1. Accreditation
               2. Conflict of Interest
               3. Administration
               4. Public Disclosure
     C.        Required DCP Characteristics
               1. Instructional Hours
               2. Curriculum
               3. Course Management
     D.        Required DCP Resources
               1. Financial Resources
               2. Learning Resources
               3. Physical Resources
     E.        Programmatic Integrity
     F.        Governing Board Integrity
     G.        Faculty
               1. Education and Licensure Requirements for Faculty
                  a. Basic Sciences Faculty Requirements
                  b. Clinical Sciences and Clinician Faculty Requirements

                                         The Council on Chiropractic Education (CCE)
      Site Visit Team Manual                                                                         27

      Appendix II - COA Assignment Matrix (cont.)

             Site Visit Team and COA Assignment Matrix Based on 2007 Standards

                                               PROGRAM REVIEW

STANDARDS Report Format                                    Page 2 of 2      Primary Person   Secondary Person
Section 2. Accreditation Information
III. Doctor of Chiropractic Degree Program Accreditation Standards

             2. Professional Development of Faculty
             3. Course and Curriculum Development Role of Faculty
             4. Ethics and Integrity Requirement of Faculty
     H.      Minimum Admissions Requirements for Students
             1. Students Admitted to the DCP from U.S. Institutions
             2. Students Admitted to the DCP from Int'l Institutions
             3. Students Transferring from Another Institution or Seeking
             Advanced Standing
      I.     Outcomes
     J.      Clinical Education
             1. Core Clinical Training Curriculum Design
             2. Supplemental Clinical Training Prgms and Assoc Facilities
             3. Student Assessment and Evaluation
             4. Quality Patient Care
             5. Required Clinical Competencies
             6. Optional Clinical Competencies Required in the Curriculum
     K.      Research and Other Scholarly Activity
             1. Purpose Statement
             2. Policies/Procedures
             3. Inputs
             4. Outcomes
     L.      Service
             1. Purpose Statement
             2. Policies/Procedures
             3. Inputs
             4. Outcomes

                                   The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                       28

Appendix III - Onsite Materials Checklist (sent to DCP in advance of visit)

(DCP) Site Team Visit - Onsite Materials Checklist
The program must make the following materials available on site for review by the team:

   1. ______Updated eligibility requirement documents including charter, articles of
            incorporation, bylaws, state authority to award the doctor of chiropractic degree,
            board minutes subscribing to CCE “Requirements for Accreditation,” policies and

   2. ______Program self-study report with update (if applicable)

   3. ______Master plan and other materials pertaining to the program planning and
            evaluation procedures including educational, facilities and financial planning

   4. ______Catalog(s)

   5. ______Governing board published policies

   6. ______Governing board meeting minutes

   7. ______Faculty manual

   8. ______Admissions publications

   9. ______Current budget

   10. ______Current audit

   11. ______Other published financial reports

   12. ______Faculty dossiers

   13. ______Student records

   14. ______Student handbook

   15. ______Clinic records

   16. ______Clinic handbook

   17. ______Organizational charts and related documents

   18. ______Most recent program profile

   19. ______Previous self-study, visiting team report and COA decision letter

                          The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                    29

Appendix IV - Team Room Setup Checklist (sent to DCP in advance of visit)

(DCP) Site Team Visit - Team Room Setup Checklist
Please have the following items/systems available in the team room (on campus):

   1. ______ Three (3) stand-alone computer systems with printer capabilities

   2. ______ One (1) computer system with Internet and printer capabilities (program intranet
             also, if applicable)

   All computer systems should have Microsoft Word, Excel & Acrobat (.pdf) programs loaded

   3. ______ Copier

   4. ______ One (1) telephone with long distance and local access

   5. ______ One (1) wipe erase board OR flipchart (with markers)

   6. ______ One (1) dozen pens and one (1) dozen pencils

   7. ______ Eight (8) post-it note pads (small)

   8. ______ Eight (8) pads of note paper (scratch pads 8 1/2 X 11)

   9. ______ One (1) stapler

   10. ______ One (1) tape dispenser

   11. ______ One (1) three hole punch

   12. ______ One (1) box of standard size paper clips

   13. ______ One (1) Nametag for each team member (preferably with lanyard)

   Name Tag Example:        Dr. John Jones
                            CCE Site Team

                          The Council on Chiropractic Education (CCE)
Site Visit Team Manual                                                                    30

Appendix V - Example of Site Team Report Timetable

                             TEAM REPORT TIMETABLE


                                 (DATES OF SITE VISIT)

Last day of visit              (Date) Exit Conference:
                               Site Team Chair and site team members meet with the CEO of
                               the program, and any administrative staff or others the CEO
                               wishes to have present, at which time the Site Team Chair
                               provides accurate and general oral statements regarding any
                               concerns, suggestions and commendations which will be in
                               the draft site team report.

Visit conclusion               (Date) Draft Report Assembled:
+ 5 days                       Team Chair immediately assembles a complete draft site team
                               report and distributes to all team members and the CCE
                               Executive Office.

Visit conclusion               (Date) Team Members Respond: Team
+ 12 days                      members immediately and thoroughly review the draft site
                               team report and respond to the Site Team Chair.

Visit conclusion               (Date) Final Draft Team Report
+ 20 days                      Completed by the Site Team Chair Assembled by
                               Director of Accreditation Svcs and Sent to:
                               Program CEO.

Visit conclusion               (Date) Corrections of Errors in Fact:
+ 32 days**                    Correction of errors in fact are due from the program and sent
                               to the Site Team Chair for review and action.

Visit conclusion               (Date) Final Team Report Sent by Director
+ 39 days**                    to: Program CEO, Governing Board Chair, site team
                               members and Commission on Accreditation.

Visit conclusion               (Date) Program Response to the
+ 55 days*                     Team Report Due to: The Commission on Accreditation,
                               CCE Executive Director and Site Team Chair.

   * Must be at least 30 days prior to the COA status review meeting with the program

                ** Weekend transmission of documents has been avoided.

                         The Council on Chiropractic Education (CCE)

Shared By: