SITE VISIT AGENDAS

Program Directors and site surveyors will find several possible agendas in this document to help with planning the visit. MAERB has noted that there are several types of visits, so you will find sample agendas that outline the possibilities for those types. Please remember that these agendas will vary because of the schedules at the specific campus. The specific components, such as meeting with the students, the advisory committee, the tour of the facilities and so on, included in these agendas will help you recognize what is important. It is expected that the Program Director will work with the Team Coordinator to finalize the agenda for the day.

Listed below are the three options, which can certainly be varied and combined:

Option 1: Two-day visit, with two surveyors for one program on one campus

Option 2: Two-day visit, with three or four surveyors for a multiple-campus program with a main campus and

a branch campus or for a program with one- and two-year award options.

Option 3: Three-day visit, with two surveyors for a multiple-campus program with a main campus and a

branch campus

Option 1: Two-day visit, with two surveyors for one program on one campus

Evening Before Survey Day 1
6:00 pm / Site Survey Team meets at hotel
Survey Day 1
8:00 am / Program Director picks up survey teamat hotel
8:30 – 9:00 am / Site Survey Team meets with Program Director
9:00 – 9:30 am / Survey Team meets with institutional officers, Program Director, Department Chair
9:30 am– 5 pm / (To be scheduled for specific start/end times within this time block)
Review program documentation, course outlines, evaluation instruments, and outcomes. (This should be completed prior to meeting with faculty, students and advisory committee for direction in those interviews)
Meet with Faculty, including the Practicum Coordinator (30-45 minutes)
Meet with Advisory Committee members (30-45 minutes)
Working lunch for survey team or perhaps with the advisory committee (60 minutes)
Meet with students (20-30 minutes per class)
Meet with recent graduates (30 minutes)
(Team may travel off-campus to meet with above individuals.)
5:30 pm (approx.) / Review schedule for Day 2; Site Survey Team returns to the hotel. If evening classes in Medical Assisting are provided, then the team will need to meet with the evening students also.
Survey Day 2
8:00 am / Program Director picks up survey team at hotel
8:30 – 10:00 am / Tour Medical Assisting classroom(s) and laboratory (30-45 minutes)
Meet with support personnel, as necessary (30 minutes)
10:00 – 3:30 pm / Finish review of program documentation, including veracity of the raw data for the ARF and survey team work.
3:30 – 4:00 pm / Meet with Program Director and Division Chair
4:00 – 4:30 pm / Exit Interview with the persons of the institution’s choice
4:30- 5:00 pm / Site Survey Team departs institution for hotel or airport

Option 2: Two-day visit, with three or four surveyors for multiple-campus program with a main campus and a branch campus, or for a program with one- and two-year award options

Evening Before Survey Day 1
6:00 pm / Surveyteam meets at hotel to discuss the Self Study and visit
Survey Day 1
8:00 am / Program Director picks up survey teamat hotel
8:30-9:00 am / Site Survey Team meets with the Program Director
9:00-9:30 am / Team meets with institutional officers, Program Director, Department Chair
9:30 a.m. -Noon / (To be scheduled for specific start/end times within this time block)
  • Review program documentation, course outlines, evaluation instruments, outcomes, and veracity of summative data on the most recent ARF.
  • Notify the PD of any missing documentation noted so far.
(NOTE: Review of program documentation should be completed prior to meeting with faculty, students, and advisory committee for direction in those interviews.)
Noon - 1:00 pm / Lunch with Advisory Committee members, or working lunch for the survey team. Advisory Committee members may also be visited off-campus or be interviewed via phone.
  • After lunch, the 3-4-person survey team divides into two groups.
NOTE: This division may vary, depending on the size of the two campuses and the site visit experience of the survey team members.
1:00 - 5:30 pm / Group A stays at the main campus to do the following:
  • Meet with Faculty and Practicum Coordinator (30-45 minutes)
  • Meet with current class/es of students at the main campus (20-30 minutes per class – each class separately)

1:00 - 5:30 pm / Group B travels to the branch campus to do the following:
  • Meet with Faculty and Practicum Coordinator (30-45 minutes)
  • Tour the branch campus facility, including classes, labs, and offices
  • Meet with current class/es of students at the branch campus (20-30 minutes per class – each class separately)
  • Meet with support personnel, as necessary (30 minutes)

5:30 pm (approx.) / Groups A & B
  • All team members meet with the PD to review the schedule for Day 2.
  • Notify the PD of any missing documentation.
  • Return to the hotel for the evening.
  • If evening Medical Assisting classes are in session, the survey team will need to interview those evening students.

Survey Day 2
8:00 am / Program Director picks up survey team at the hotel
8:30 - 11:30 am /
  • Tour Medical Assisting classroom(s) and labsat the main campus (30-45 minutes)
  • Meet with the PD, if needed, to discuss status of missing documentation, etc…
  • Meet with support personnel, as necessary (30 minutes)
  • Meet with students, if not done on Day 1 (20-30 minutes per class)
  • Meet with recent graduates of all campuses (30 minutes)

11:30 - 12:30 pm /
  • Working Lunch in Resource Room

11:30 - 3:30 pm /
  • Finish review of program documentation
  • Finalize On-Site Survey Report (OSSR) and citations, where appropriate.
  • Prepare for Exit Interview

3:30 - 4:00pm / Meet with Program Director and Division Chair
4:00 - 4:30pm / Conduct Exit Interview with the persons of the institution’s choice
4:30-5:00 pm / Depart forthe hotel or airport

Option 3: Three-day visit, with two surveyors for a multiple campus program with a main campus and a branch campus

Evening Before Survey Day 1
6:00 pm / Survey team meets at hotel to discuss the Self Study and visit
Survey Day 1
8:00 am / Program Director picks up survey teamat hotel
8:30 - 9:00 am / Site Survey Team meets with Program Director
9:00 - 9:30 am / Survey Team meets with institutional officers, Program Director, Department Chair
9:30 am -Noon / (To be scheduled for specific start/end times within this time block)
  • Tour Medical Assisting classroom(s) and labsat the main campus (30-45 minutes)
  • Review program documentation, course outlines, evaluation instruments, outcomes, and veracity of summative data on the most recent ARF.
  • Notify the PD of any missing documentation noted so far.
(NOTE: Review of program documentation should be completed prior to meeting with faculty, students, and advisory committee for direction in those interviews.)
Noon - 1:00 pm / Lunch with Advisory Committee Members, or working lunch for the survey team. Advisory Committee Members may also be visited off-campus or be interviewed via phone.
1:00 - 5:30 pm / The following occurs at the main campus:
  • Meet with Faculty and Practicum Coordinator (30-45 minutes)
  • Meet with current class/es of students at the main campus (20-30 minutes per class – each class separately)
  • Meet with support personnel, as necessary (30 minutes)
  • Meet with recent graduates of the main campus (30 minutes)

5:30 pm (approx.) /
  • Meet together with the PD to review the schedule for Day 2.
  • Notify the PD of any missing documentation.
  • Return to the hotel for the evening.
  • If evening Medical Assisting classes are in session, the survey team will need to interview those evening students.

Survey Day 2
8:00 am / Program Director picks up survey team at the hotel
8:00 - 9:00 am / Travel to the branch campus with the PD.
9:00- 9:30 am / Meet with Program Director to discuss the branch campus
9:30 - 11:30 am /
  • Tour Medical Assisting classroom(s) and labsat branch campus (30-45 minutes)
  • Review documentation supporting the achievement of MAERB Core Curriculum
  • Notify the PD of any missing documentation noted so far.

11:30 - 1:00 p.m. / Working Lunch at the branch campus.
1:00 - 5:30 p.m. / The following occurs at the branch campus:
  • Meet with Faculty and Practicum Coordinator (30-45 minutes)
  • Meet with current class/es of students at the branch campus (20-30 minutes/class)
  • Meet with support personnel, as necessary (30 minutes)
  • Meet with recent graduates of the branch campus (30 minutes)

5:30 pm (approx.) /
  • Meet together with the PD to review the schedule for Day 3.
  • Notify the PD of any missing documentation.
  • Return to the hotel for the evening.
  • If evening Medical Assisting classes are in session at the branch campus, the survey team will need to interview those evening students.

Survey Day 3
8:00 am / Program Director picks up survey team at the hotel
8:00-8:30 am / Meet with Program Director to discuss status of visit and any pending items needed
8:30 - 10:30 am / Visit a Practicum site --one recently used by current student or recent graduate, (if deemed necessary by team).
10:30 - Noon / Finish review of documentation and begin working on On-Site Survey Report (OSSR)
Noon – 1:00 pm / Working Lunch in Resource Room
1:00 - 3:00 pm /
  • Finalize On-Site Survey Report (OSSR) and citations, where appropriate.
  • Prepare for Exit Interview

3:00 - 3:30 pm / Meet with Program Director and Division Chair
3:30 - 4:00 pm / Conduct Exit Interview with the persons of the institution’s choice
4:00 - 5:00 pm / Depart for the hotel or airport

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