Transcript ABHE Team Evaluator Training 2013, Reporting Findings

ABHE Team Evaluator Training
2013
Reporting Findings,
Writing Commendations,
Suggestions,
Recommendations
Cliff Churchill, Hobe Sound Bible College
Begin Early Preparation for Writing so that . . .
 Writing report can begin before site visit
 The Team can get maximum mileage when reading
institution’s documents and highlighting/taking notes
Use COA Worksheets . . .
 Use the worksheet as a template for writing the report
 While reading institution’s documents, complete the
Worksheet
Use COA Worksheets . . .
 Sample:
1 2 3 4 5
Standard # 2
The institution demonstrates that it is
accomplishing and can continue to
accomplish its mission, goals and
program objectives and improve
performance through a regular and
comprehensive system of
assessment and planning. Central to
this plan is the systematic and
specific assessment of student
learning and development through a
strategy that measures the student’s
knowledge, skills and competencies
against institutional and
programmatic goals.
A B Y Z
Comments:
Self-Study Notes
Evidence suggests (in the written
materials provided to the team) that
the institution is making a serious
effort to use their assessment data.
However, they are in the very
beginning stages of collecting
assessment data and there is not a
history of data to work from to see if
the institution is accomplishing these
areas. As noted on page 17 of the
Compliance document, “The
institution has been unable to
demonstrate that it is accomplishing
and can continue to accomplish its
mission, goals and program
objectives and improve performance
through a regular and comprehensive
system of assessment and planning.”
Visit Notes
Begin With the End in mind (see Handout
#1, Table of Contents) to . . .
 Focus the direction of the report
 Ensure that all key aspects of the report are included
Use the Cloud because . . .
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It allows review of documents before site visit
Institutions can update documents and team is notified immediately
Documentation is in secure place
Example: Dropbox, Sample note from institution using Dropbox to
Team. By now I hope you have received copies of the self-study
documents from ABHE. We have opened a Dropbox folder and uploaded
all the self-study documents as well as the supporting documents
mentioned in the Compliance Document as well as various other
documents. I will send you a separate invitation to access that material.
We will continue to add material to the folder over the next few weeks
but most of what you will need is already there. We will have lots of the
material available in hardcopy when you are here but having access to
various documents electronically can be helpful before a visit. If you
discover anything that you need please let me know and I will see what I
can do to get you a copy.
Team Chairs: Provide sample writing to
Team in advance of site visit to . . .
 Clarify expectations for Team writing
 Provide a visualization of the written product
Incorporate 22 Conditions of Eligibility (see
Handout #2, Conditions of Eligibility) . . .
 Sample: Condition 1: Authorization. An Institution
must have authorization from the appropriate
governmental agency (if required) to operate as an
educational Institution and to grant all degrees,
certificates, and diplomas that it awards. Satisfied.
Respond to Certification of all USDE Requirements (see
Handout #3, Certification of USDE Requirements) . . .
 Sample USDE Requirement for Standards #1, #11:
The clarity of institutional objectives; the consistency
of institutional objectives with institutional mission;
and the appropriateness of institutional objectives in
light of the degrees or certificates awarded.
Page 9,
10, 18,
21, 22
Report Writing should . . .
 Address Standards for assigned areas of
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review.
Provide evidence for conclusions
(interviews, documents, observations).
Set context for recommendations and
suggestions.
State Standards for recommendations
and suggestions.
Be concise, but err on the side of more
than less (institution has to understand
enough to respond).
Writing Commendations . . .
 Refer to qualities of excellence or areas of unusual
progress.
 Sample Commendation: “The Team commends the
Institution for the implementation of an aggressive
recruitment strategy that is holistic in its recruitment
efforts targeting all ethnic, cultural, and gender
groups.” [Note: exceeds common practices]
Writing Suggestions . . .
 Refer to matters of advice or counsel in areas unrelated
to Standards compliance. Suggestions may be ignored
or accepted at an institution’s option.
 Sample Suggestion: “The Team suggests that the
Institution use an external instrument for assessing
student satisfaction to provide a basis of comparison
with similar private colleges (Essential Element 2a.1).”
[Note: includes Standard and Essential Element but is
not prescriptive]
Writing Recommendations . . .
 Refer to issues of Standards compliance. When the
Commission makes recommendations, institutions are
required to take corrective action to achieve or improve
ABHE Standards compliance within specified time frames
as a condition for achieving or maintaining accredited
status with the Association.
 Sample Recommendation: “The Team recommends that the
Institution ensure that the mission statement be accurately
communicated in all locations where it is presented
(Essential Element 1.2; USDE Item 1 a).” [Note; includes
Standard , Essential Element and USDE item]
Make Writing A Team Effort . . .
 From the very beginning Team Orientation meeting,
confer and collaborate
 Compare notes
Team Chairs: Ask for draft of writing to be
ready at Team Orientation Meeting to . . .
 Allow the Team to “hit the ground running”
 Provide a basis for initial Team perspective on the
institution
During Visit: Fill in the blanks because . . .
 Gaps in notes and initial writing can be clarified
 Circumstances often change from the institution’s
writing of Self-Study documents to time of site visit
Last evening Team Dinner (meeting) – go
over Team Recommendations to . . .
 Make Recommendations from the Team, not
individuals
 Combine Recommendations if it makes sense
 Make sure Recommendations do not exceed 11
 Avoid a Recommendation by one team member that is
listed as a Commendation by another team member
Complete Writing and Submit to Chair on
Last Evening because it . . .
 Gives Chair opportunity to put a draft of the report
together before the final day
 Avoids final editing of report being held up
Last Day; Team Edit; check for . . .
 Sentence structure, grammar, etc.
 Consistency
 Errors
 Clarity (4 audiences: a) the institution, b) the
Commission, c) the ABHE staff and d) the public
 Alignment of Table of Contents with final report
 Preparation of summary narrative
Leave School with Draft of Report that is a . . .
 Written copy, only (not electronic copy)
 Draft, clearly indicated as a water mark “Draft” on each
page
Team Chairs: Edit report one more time
before submitting to ABHE to . . .
 Review after the rigor of the visit and approach report
with fresh mind
 Ensure that final report is error free