Volume 76 - Fall 2000	Download

Completing the Site Visit Report by Norton I. German, MD CLSPRC Member

The Site Visit Report (SVR) is often the single most important document used to determine the next program accreditation award. Written by the Site Visit (SV) Team Coordinator with concurrence by the SV Team Member, the SVR is later provided along with the Self-Study Report Paper Review, the program's Response to The Self-Study Report Paper Review, and the Program's Response to the SVR, to the appropriate NAACLS Programs Review Committee to study and then present an accreditation recommendation to the NAACLS Board of Directors.

Based on over 25 years of experience as a program official, site visitor, NAACLS Board and Committees member, I would like to share with you some thoughts and tips to produce a finished SVR that will be clear, fair and helpful to the program, programs review committee, and the NAACLS Board.

Before the site visit, study a printed paper copy of the SVR. Using information from the Self-Study Report (SSR), the SSR Paper Review, and the program's Response to the Paper Review, begin filling out the SVR. Be sure to note any concerns, especially in the SSR Paper Review. Occasionally, a team coordinator might then contact a program director by e-mail or hard copy, and mention some remaining concerns to be evaluated during the site visit while requesting the program director have readily available any documents necessary to satisfy compliance with the specific Essentials. At the same time, the team coordinator would convey to the program director any requests to have specific curricular or other documents provided to the team the evening before the site visit, i.e., course objectives.

During the site visit, be sure to have a copy of the appropriate program Essentials available for reference. Make notes in the SVR draft during the day, especially for those items where a concern had been listed in the SSR Paper Review.

Prior to the exit conference, the team coordinator and team member should meet privately to review findings, comments, and concerns to be included in the SVR, and to draft the final report.

Writing the final SVR should be a joint effort between team coordinator and team member. Be absolutely certain to answer every question in the SVR, if only to indicate N/A (not applicable) when appropriate. For unanswered questions, a NAACLS committee member will have to contact either the team coordinator or program director to obtain a needed answer before making an accreditation recommendation. You should provide a comment, perhaps preceded by a left margin pound sign "#" for items relating to a concern expressed in the SSR Paper Review. Be sure to place an asterisk "*" in the left margin for a comment which suggests less than full compliance with an Essential. The word "concerns" is routinely used by NAACLS to indicate an area where the program is or may be in marginal or non-compliance with an Essential. Less than full compliance with any Essentials will likely result in an accreditation award less than the maximum positive award possible. Do not use the word "minimal" as a negative evaluation since the Essentials are the minimum requirements. Thus "minimal" is acceptable and satisfactory, regardless of obvious room for improvement. If an area is believed to be inadequate in meeting the Essentials, then so state. In stating concerns, both in the body of the SVR and in the "Areas of Concern" at the end of the SVR, try to use words that relate as closely as possible to the Essentials, while being specific so that the program might subsequently provide a specific response to the SVR. In the Areas of Concern, list the specific Essential number before the corresponding concern. Whenever possible, try to share any remaining concerns with the program director during the site visit and before the Exit Conference to avoid any later, unexpectedly shocking comments.

At the Exit Conference, address compliance with each Essential, though not necessarily reading the Essentials verbatim. Ensure that any or all concerns to be included in the SVR have been verbalized and the program officials given an opportunity to respond at the time. When appropriate, make any last minute updates in the SVR.

Complete the final SVR promptly, preferably within 48 hours, review it for completeness of answers and clarity, and send it by e-mail attachment or fax to the team member for review and comments with a request to immediately return fax the signed SVR signature page, if no further changes are needed and there is concurrence. Then promptly send the signed document to NAACLS from where it will be mailed shortly to the program for a written response.

Thereafter, the NAACLS office will look forward to receiving from the program officials a glowing comment about the Site Visitors and their Report. After the programs review committee reviews your SVR, NAACLS will hopefully send you a report thanking you for an excellent SVR.

It's simple. Write the same objective, helpful, high quality report that you would be pleased to receive from your program's site visitors.

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