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Assistant Chair Training

Wednesday, September 16, 2009

Please join the audio portion of this training:

866-740-1260, Access Code: 7489001

ReadyTalk Help Desk: 800.843.9166 International Help: 303.209.1600

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AnnouncementsThis presentation and the accompanying materials are available for download from:

http://www.wascsenior.org/ac2009

For assistance with Voice and Web connections please contact:

ReadyTalk Help Desk, 800.843.9166

International Help: 303.209.1600

Please mute your microphone if you are not speaking

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Training Outcomes• To build understanding of the role and

responsibilities of the assistant chair

• To build skills to serve as assistant chair

• To identify common challenges that assistant chairs face on visits and provide guidance on how to address these challenges

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Agenda

• Introductions (name, institution being visited, WASC experience)

• Review outcomes and agenda• Review and discuss responsibilities• Discuss common challenges• Voices of experience

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Roles and Responsibilities of Assistant Chair

• Before the visit– Talk with the chair and AD to review the timeline and plan

the pre-visit preparation– Assist the chair, as needed, in planning the pre-visit

conference call and sending of first chair memorandum to the team

– Compile the worksheets for the pre-visit conference call– Take notes on the pre-visit conference call

Tools: CPR Conference Call Worksheet EER Conference Call Worksheet

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Pre-visit work…• Send pre-visit conference call notes to team re:

– Issues– Lines of inquiry– Visit strategies– Team assignments

• With AD communicate with ALO re schedule and additional documents needed

• Participate on call with president (sometimes)

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More pre-visit work…

• Prepare an outline of the report• Draft opening sections of report

• Description of institution and visit• Quality of report and alignment/evidence• Response to last action letter recommendations

Tools: EER Team Report

CPR Team Report

Special Visit Team Report

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During the Visit- 1

• Make notes as needed in opening strategy/planning session and other meetings

• Help keep team members on track with issues and lines of inquiry

• Help team chair be alert to issues with the team functioning

Tool: Standards at a Glance

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During the Visit- 2

• Attend your scheduled meetings, etc.

• Draft your own sections of the report

• Work with ALO and AD re adjustments to schedule, additional documents, etc.

Tools: Expectations for Two ReviewsCommission Decision Indicators

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During the Visit- 3

Checking the email account:• Check for and print emails every day• Share with team chair and team as appropriate• Ensure that team is diligent in investigating

issues raised by emails • Ensure that report does not make

unsubstantiated claims based on emails

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During the Visit- 4At end of visit:

• Help chair and team to draft the recommendations to be shared with the campus at the exit meeting

• Ensure that the team completes the Educational Effectiveness Framework

• Collect drafts of each team members’ report sections

Tool: EE Framework

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After the Visit

• Compile the sections of the report• Edit the report for continuity, voice and

coverage– Avoid redundancy– Identify gaps– Correct grammar, punctuation, spelling– Eliminate report no-no’s

• Send to team chair• Send completed EEF to WASC director

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Guidance on Team Reports

• Team judgments must be linked to specific Standards and CFRs

• CFRs must be cited in reports • Standards and CFRs form the basis for

Commission decisions• Standards and CFRs provide a guidebook to

continuous quality improvement

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Effective Team Reports

• Reflect a thorough assessment of the institution’s capacity and/or effectiveness

• Are evidence based• Cite the Standards and CFRs• Provide the basis for a sound and supportable

Commission decision• Identify important areas for the institution to

address

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Using Evidence in Team Reports

• Use qualitative and quantitative evidence • Select evidence carefully and purposefully• Connect evidence to an assertion or question • Analyze data; do not just set forth data• Let evidence suggest improvements• Use evidence that speaks to the institution’s

themes and the team's questions• Address retention and graduation rates

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Team Recommendations

Should be:• Overarching and important• Supported by evidence • Linked clearly to Standards and CFRs• Supported by text in the report

• Distinguish major from minor recommendations and from suggestions embedded in the report

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Tips for Writing Team Reports Remember the multiple audiences for the report: the

institution, Commission and staff Honor requirements for length Start writing before you arrive on campus Be sure report addresses the priorities and goals set

by the institution Be sure report addresses the Commission’s concerns

as expressed in last action letter Make commendations, but don’t overdo it Use praise that does not send the wrong or a mixed

signal

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More Tips on Team Reports

Follow a logical sequence Check your facts to be sure that they are correct Support findings and recommendations with evidence

and tie them to CFRs Ensure that evidence is sound and valid Distinguish major and minor recommendations Use formal language and tone, e.g., no “we” or “they” Do not criticize or praise personnel by name Do not be overly prescriptive or try to solve the

institution’s problems

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Some Challenges

Team does not gel

Chair is ineffective or disorganized

Team member is not prepared

Team does not achieve consensus

Team member does not complete his/her assigned sections of the report

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New for 2009-10 Visits• Institutions’ reports should address new CFRs• CPR and EER reports should address student

success• EER reports should address program review and

sustainability of EE• Note coverage of 2 and 3 should be in the team

report

Tools: Fall 2009 Visit Tools http://www.wascsenior.org/

fall2009teamtools

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Other reminders …• Change in start time of visits

• EE toolkit/evaluating program review, assessment, and using rubrics

• Rating the institution on the EE framework and submitting it to staff

• Appendices that apply (off-campus visits, online review and compliance audits)

Tools: EE ToolkitCompliance Audit ChecklistDistance Ed. SummaryOff-campus Site Summary

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Thank you for your service to WASC and the region

This presentation and the accompanying materials are available for download

from:

http://www.wascsenior.org/ac2009