Review
Process Manual
Accreditation of Applied and Clinical Programs
January 14, 2006
I.
Introduction
to the Accreditation Review Process
This Review Process Manual has been prepared by the Commission on Applied and Clinical Sociology (hereafter referred to as the Commission) to facilitate the accreditation review process. This manual is intended for use by the Accreditation Review Committee and the applicant program (hereafter referred to as the Program). The manual identifies the objectives of the review process and details the roles and responsibilities of all parties involved. The site visit is only one component in the overall accreditation review process as specified in the Policies and Procedures, Accreditation of Applied and Clinical Sociology Programs (hereafter referred to as the Policies and Procedures).
A. Objectives of the
Accreditation Review Process
1. To determine whether or not an applicant Program meets the Standards established by the Commission.
2. To recommend to the Commission whether an applicant Program should be accredited.
B.
Steps of the Accreditation Review Process
1.
The Commission appoints the members of
the Accreditation Review Committee and designates the Site Visit Team.
2. The Accreditation Review Committee will:
a. Conduct an initial review of the application materials provided by the applicant Program.
b. Hold pre-site visit conference or conferences. A conference may be in person, through a conference call, through an Internet chat session, or through another means deemed appropriate by the Commission. (Hereinafter in this manual the term conference shall refer to any of these means of exchanging information.)
3. During a conference, the Accreditation Review Committee will:
a. Determine the extent to which the application materials support the granting of accreditation by the Commission.
b. Determine what additional information, if any, is necessary to determine the extent to which the applicant Program meets the Standards set by the Commission.
4. Following the conference or conferences, the Site Visit Team will:
a. Complete pre-site visit preparation.
b. Conduct the site visit.
c. Prepare the site visit report.
5. Following the site visit, the Accreditation Review Committee will:
a. Hold a post-site visit conference.
b. Prepare and submit a draft accreditation report to the Program for review and comment.
c.
Hold a conference to review the comments
of the applicant Program.
d.
Prepare and submit the Accreditation
Review Committee’s report to Commission. This
report will include the Committee’s recommendation on whether the applicant Program
should be accredited, and the basis for that recommendation.
6. Following the receipt of the Accreditation Review Committee’s report, the Commission will:
a. Make its decision on whether the Program meets its standards and may be accredited
b.
Communicate its decision, and a copy of
its report, to the applicant Program.
Any member of the Commission
on Applied and Clinical Sociology having a potential or actual conflict of interest shall disclose
that conflict and shall be excluded from all actions in an accreditation review
process as stated in the Policies and Procedures. Further, results of the accreditation review
process shall be remain confidential
and may be released only by official action of the Commission. No individual
member of the Commission, the Accreditation Review Committee, staff or others
involved in the process shall make any disclosure about individual program
evaluations. Members of the
Accreditation Review Committee shall adhere to the highest standards of professionalism and conduct their
review in a timely manner.
II. Accreditation Review Committee
A. Membership of the Accreditation Review
Committee
1. The Accreditation Review Committee shall be appointed
by the Commission.
2. The Chair of the Committee and members of the
Site Visit Team shall have completed a training workshop recognized by the
Commission. Recognized training programs
shall focus on issues encountered in the analysis of self-study reports,
procedures and policies that govern the accreditation review process, and the
format for making reports to the Commission. The training is intended to insure
consistency in the interpretation and application of the accreditation
standards during the review process.
3. The Commission shall sponsor this training
periodically and shall maintain a roster of individuals who have completed the
training and are therefore eligible to serve as the chair of the Accreditation
Review Committee or as a member of the Site Visit Team.
B. Roles and Responsibilities of Committee Members
The
Accreditation Review Committee has five members: the chair, two site visitors,
and two reviewers. Their roles and
responsibilities are described below.
Chair: The
chair is a present or former member of the Commission. The chair heads the Accreditation Review
Committee with full vote but does not participate in the site visit.
1. Prior
to the site visit, the Chair of the Review Committee shall:
a. call
and preside at all conferences of the committee, and keep informal notes of the
discussion;
b. ensure
that all committee members have received all materials regarding the applicant
Program;
c. work
with the site visitors and the applicant Program in the scheduling of the site
visit;
d. schedule
a conference or conferences of the committee in sufficient time prior to the
site visit to provide guidance to the site visitors;
e. review
the materials on the applicant Program based on the Standards of the Commission
prior to the first conference and the site visit;
f. evaluate
the materials presented by the applicant Program based on the Standards of the
Commission;
g. provide
input and guidance to the site visitors as to the issues to be considered in
the site visit;
h. be
available during the site visit for contact by telephone if necessary.
2. Subsequent to the site visit, the Committee Chair shall:
a. evaluate
the report of the site visitors;
b. schedule
a conference of the committee within 30 days of the site visit to discuss the
site visitors’ report and the committee’s findings;
c. prepare
an interim report of the findings based on the committee’s discussion;
d. transmit
an interim report of the committee’s findings to the Program, within 60 days of
the site visit, and invite clarification of issues;
e. transmit
any clarifying statements from the applicant Program to the committee;
f. schedule
a conference subsequent to receipt of the Program’s response;
g. participate
in the committee review and evaluation of the applicant Program during the
conference
h. participate
in the final decision and recommendation to the Commission regarding the
applicant Program;
i. prepare
the report to the Commission on the committee's findings and recommendation;
j. transmit
the report, together with any minority report(s), to the Commission within 90
days of the site visit;
k. present
and discuss the report(s) in person at a conference of the Commission.
Site Visitors: The site visitors are members of the
Accreditation Review Committee who have been trained by the Commission to
conduct the site visit.. There are two
members of the site visit team, with one serving as the site visit team leader.
1. It shall be the responsibility of the site visitors to:
a. evaluate
the materials presented by the applicant Program based on the Standards of the
Commission;
b. work
with the applicant Program and the committee chair on the scheduling of the
site visit;
c. prepare
questions and issues which must be considered in the site visit prior to the
first conference;
d. review
these issues subsequent to the conference, to include the comments of other
committee members;
e. follow
the guidelines described in the Review Process Manual;
f. report
back in writing to the committee on the site visit prior to a post-visit
conference;
g. review
clarifying materials submitted by the Program prior to the next conference;
h. provide
a summary of the site visit report at the second conference;
i. participate
in the committee review and evaluation of the applicant Program during the
post-visit conferences;
j. participate
in the final decision and recommendation to the Commission regarding the
applicant Program.
Reviewers: Outside
reviewers are sociologists chosen because of their experience or familiarity
with training programs in applied and clinical sociology and sociological
practice. Reviewers are expected to review in detail
the Standards of the Commission. They
participate in the Accreditation Review Committee with full vote, but do not
conduct the site visit.
Reviewers may not suggest
changes in the Standards as part of the work of an Accreditation Review
Committee. Comments about the Standards
are welcome and should be provided in writing to the Commission.
1. It shall be the responsibility of the reviewers to:
a. review
the materials provided by the applicant Program based on the Standards of the
Commission prior to the first conference and the site visit;
b. evaluate
the materials presented by the applicant Program based on the Standards of the
Commission;
c. provide
input and guidance to the site visitors as to the issues to be considered in
the site visit;
d. subsequent
to the site visit, evaluate the report of the site visitors;
e. review
clarifying materials submitted by the Program prior to the post-visit
conference;
f. participate
in the committee review and evaluation of the applicant Program during
post-visit conferences;
g. participate
in the final decision and recommendation to the Commission regarding the
applicant Program.
At
the conclusion of the committee's deliberation, the committee shall take a vote
on its report. The committee should make
every effort to reach a unanimous conclusion.
In the event that a unanimous decision is not achieved, the majority's
recommendation shall be reported to the Commission. Any dissenting member(s) may submit a
minority report to the Commission. It
shall be the responsibility of the chair to transmit both the majority and
minority reports to the Commission. All members of the committee should
transmit their reports to the Commission through the chair of the
Committee. If they believe it necessary,
dissenting member(s) may request the opportunity to present their views to the
Commission in person. However, no member
of the Accreditation Review Committee shall contact members of the Commission
privately, outside of the official review committee process, to attempt to
influence their votes.
III. Accreditation Review Process: Pre Site Visit
A. Appointment of Accreditation Review Committee
The
Accreditation Review Committee is appointed by the Commission. The
Accreditation Review Committee has five members: the chair, two site visitors,
and two reviewers. The chair is a
present or former member of the Commission. The site visitors have undergone
Commission sponsored training for the role.
The reviewers are sociologists who are knowledgeable about training
programs in clinical and/or applied sociology or sociological practice.
1. The
Commission administrative office shall conduct an initial review of the
application to determine its completeness.
2. The
members of the Accreditation Review Committee shall independently conduct a
review of the materials provided by the applicant Program, determining the
extent to which these materials are responsive to the information requested in
the application.
IV. Accreditation Review Process: The Site Visit
The site visit is an important
component of the accreditation review process.
The site visit is scheduled following review of the Program's Self Study
Report and serves the purpose of enabling the Site Visit Team to gain
additional information concerning the ways in which the Program attempts to
meet the accreditation standards as specified in the Standards for Applied and
Clinical Sociology Programs (hereafter referred to as the Standards).
The site visit is a cooperative event and it is important that both the Program and the Site Visit Team approach it with this understanding. The site visit provides the opportunity for the Program to create the best, most informative possible impression on the Site Visit Team and the Site Visit Team will want to gain as thorough as possible of an appreciation and understanding of the Program.
The main objectives of the
site visit are:
1. To determine the extent to which the applicant Program has a clear
mission
2. To determine the extent to which the applicant Program has clear
goals that it regularly assesses.
3. To verify and clarify the description of the Program as presented
in the Self Study
Report.
4. To assess the Program against its own stated goals.
5. To assess the Program against the Standards of the Commission.
6. To evaluate the level of administrative and financial support for
the Program.
7. To obtain all information necessary for the evaluation of the
Program.
8. To prepare a report for the Accreditation Review Committee on the
extent to which the applicant Program meets the standards of the Commission.
1. The Commission shall choose the two members of the Site Visit Team, and shall designate which member shall be the team leader.
2. Sufficient information will be gathered during the site visit to provide a sound basis for the Site Visit Team's evaluation. Site Visit Team members should not provide consultation concerning programs at other institutions.
a. It is composed of professional colleagues.
b. It has the responsibility for fact-finding and
clarification.
c.
It is responsible for writing a site visit report on the applicant Program.
d. It is responsible for presenting and interpreting the facts about the applicant Program to Accreditation Review Committee.
4. The
Site Visit Team functions as a unit with one member designated as the team
leader. In general, the Site Visit Team leader provides as complete an
understanding as possible of what the site visit will entail so that the
Program director and faculty can be as prepared as possible. The site visit should be a constructive
collegial interaction between the Program and the Site Visit Team. The team
leader:
a. Establishes the dates for the site visit in consultation with the
Program director and the chair of the Accreditation Review Committee.
b. Serves as the official spokesperson for the team.
c. Communicates the site visit agenda to the Program director who will
establish a specific schedule for the Site Visit Team.
d. Provides guidance to the Program director concerning any additional
data or information that should be made available at the time of the visit, and
insures that the needed information is gathered during the visit.
e. Conducts an exit conference to provide the Program director the
opportunity to make a summary statement and to review the subsequent steps in
the accreditation review process.
f. Coordinates the writing of the site visit team report for
submission to the chair of the Accreditation Review Committee.
The site visit is an important component
of the accreditation review process and requires preparation in advance to
complete an efficient and effective visit.
Pre-visit preparation by members of the site visit team shall include:
1. A thorough knowledge of the accreditation policies and procedures.
2. A thorough knowledge of the Standards for Applied and Clinical
Sociology Programs and their interpretations, and the problems frequently
encountered in their application.
3. A complete familiarity with the Program's Self Study Report.
4. A complete familiarity with the Accreditation Review Committee's pre-site visit conference discussion.
5. A thorough understanding of areas noted as problematic in the
pre-site visit conference.
6. A careful reading of the following documents:
a. Policies and Procedures, Accreditation of Applied and Clinical
Sociology Programs
b. Standards for Applied and Clinical Sociology Programs (at the level
at which the program is applying)
c. Applicant Program's Self Study Report
d. Applicant Program's university bulletins or catalogs
e. Applicant Program's brochures, pamphlets, and/or handbooks
f. Review Process Manual, Accreditation of Applied and Clinical
Sociology Programs.
7. Setting an agenda for the site visit that will provide an
opportunity to examine areas noted as problematic in the pre-site visit
conference call.
The Applicant Program has a number of responsibilities in preparation for the site visit. Careful attention to these will help to ensure an efficient and effective visit. These responsibilities include:
1. Setting a specific schedule of for the site visit, including:
a. The names and credentials of persons to be interviewed;
b. A list of the places to be
visited (i.e. practicum sites);
c. A list other activities in
keeping with the agenda provided by the Site Visit Team leader.
2. The schedule should be submitted two weeks in advance of the visit.
3. Assembling materials used in preparation of the Self Study Report,
gathered at a central location to be readily available for review during the
site visit.
4. Providing a room that can be locked in which the Site Visit Team
can carry out its activities in privacy.
This room should contain a telephone; a conference table; a computer and
printer; and other furniture for the exclusive use and comfort of the Site
Visit Team.
5. Insuring that the accreditation review process be in compliance
with specific disclosure regulations governing that institution.
E. Site Visit Schedule
1. A site visit schedule is prepared based on the agenda and other specific
needs for information. The site visit will normally require at least two
full-working days spread over three calendar days. The length of the visit will depend on a
number of factors including faculty size, practicum site proximity, problematic
issues and complexity of programs.
2. Team members should arrive in the afternoon of Day 1 in time to
meet privately to finalize details of the site visit and reconfirm roles and
tasks of Site Visit Team members. Following this conference, the site visitors
will meet with the Program Director to review and if necessary request
modification in the schedule and to begin the review of the program.
3. Day 2 is devoted to site visit activities. In many cases, the site visit will be
completed by mid-afternoon of Day 3.
4. On Day 3 the Site Visit Team will meet and any additional
clarifying information or explanations should be requested. Upon completion, the Site Visit Team conducts
an exit conference with the Program director and other appropriate institutional
representatives to provide the Program director the opportunity to make a
summary statement and to review the subsequent steps in the accreditation
review process.
5. The Site Visit Team will have time scheduled prior to departure to
draft the Site Visit Team Report.
F. Model for the Site Visit
Schedule.
Prior to arrival on campus,
the agenda and schedule should have been established through negotiation
between the Site Visit Team leader and the Program director. During the
visit, time needs to be left for team conferences and any
evening interactions should be finished early so that Site Visit Team members
can complete their responsibilities
A suggested
agenda is as follows:
Day 1:
1. Team members arrive in the
afternoon and complete the following:
a. Confer and review site visit schedule.
b. Meet with Program director to confirm site visit schedule and
request any additional data or material needed during the site visit.
c. Get acquainted with Program administrators and faculty in an
informal group gathering.
Day 2:
1. Morning
a. Meet with the department chairperson, Program director, and Program
faculty as a group. The discussion focuses on an overview and history
of the Program the role of the site visit within the accreditation process, and
pertinent details regarding this site visit. This
conference will be scheduled for approximately 1 hour with a 15 minute
presentation by the Program and remaining time for discussion. Both Site Visit
Team members will be involved in this conference
b. Meet with Program director, department chair, each Program faculty
member, appropriate higher level administration (the dean of faculty and/or
college, sometimes the provost or president), other faculty who have close
relationships with the Program but are not in the Program, and adjunct faculty.
Depending on the size of the Program, the
Site Visit Team members may meet individually or together with these
persons. If separate conferences are
held, the Site Visit Leader shall meet with the highest ranking administrator.
2. Afternoon
a. Tour campus and meet with other functionary and support units such
as library, computer center, placement services, other student support
services.
b. Meet separately with students and with Program alumni. Faculty of the Program shall not be present
at these conferences. Both Site Visit Team members will be present at these
conferences.
c. Meet with Program staff.
d. Review relevant records.
e. Meet with Program’s community advisory committee.
1.
The
Team members remain on site until the completion of the following:
a. Meet with the practicum coordinator and visit a minimum of 2 sites.
b. If appropriate, contact other community organizations with which
the Program has public and professional outreach relationships.
c. Conduct an exit conference
with Program director and other appropriate institutional representatives.
d. Develop a draft of the Site Visit Report before departing.
This is only a model. Individual circumstances may require
modifications and/or a longer visit.
1. The Program shall be responsible for expenses of the Site Visit Team.
The following are suggested expense guidelines for the Program:
a. Travel Regulations: Authorization to travel as a member of the Site
Visit Team shall be a letter from the appropriate institution administrator
that approves such expenditures.
b. The responsibility for purchasing travel tickets rests with the
institution. It is assumed all Site
Visit Team members traveling by air will use coach air travel
accommodations. If a Team member travels
by rail, the Team member shall receive a reserved seat for day-time travel.
c. Reimbursement will be allowed for taxicabs and for airport
limousine fares (plus tip of 15%) to, from, and between plane/rail
terminals.
d. Site Visit Team members are expected to submit receipts to the
Program director.
e. If a Site Visit Team member drives a privately owned automobile,
reimbursement will be allowed at the currently approved institutional rate
based on either standard highway map distances or odometer reading. If Site Visit Team members travel by car and
incur expenses related to highway, bridge, and tunnel tolls, ferry fares and
parking fees they are to submit receipts to the Program director.