Pre- Onsite Visit Planning Meeting Template & Agenda

A. Purpose: Introduce Onsite Visit Team members. Clarify overall site visit process:

o Self-Assessment Report acceptance process,o Team preparation prior to site visit,o Onsite visit agenda,o Process followed during onsite visit, o Post-onsite visit expectations,o Travel arrangements and expense reimbursement.

Ensure necessary pre-work has been completed and team is adequately prepared for site visit:o Self-Assessment Report has been read and reviewed sufficiently by each team

member,o Questions and concerns identified and items for clarification to be addressed in

advance of or noted for resolution during site visit. General observations of Self-Assessment Report. Align team and individual roles and areas of focus prior to arrival at applicant program site. Identify and action any necessary follow up items for team or GAC staff. Clarify points of contact or escalation with GAC staff during visit and emergency contingency

plans/contacts.

B. Read Ahead Items: GAC Accreditation Handbook (4.0) Onsite Visit Agenda Self-Assessment Report and related documents for Applicant Program

C. Participants: Onsite Visit Team Lead Onsite Visit Team Members GAC Staff Representative

D. Timing: No later than 1 week prior to site visit Approximately 2 hours (105 minutes) or as otherwise determined by the team

E. Format: Audio conference

F. Responsible: Onsite Visit Team Leader to schedule meeting GAC staff to provide audio conference dial-in Onsite Visit Team members to complete read-ahead documentation

1Pre-Onsite Visit Planning Meeting Agenda 30 June 2017

On-Site Visit Lead to document Site Visit Pre-Meeting minutes and email to team ahead of site visit

G. Additional Items: The approved template version of this agenda is included in the GAC On-Site Visit Team

Handbook and on the Onsite Visit process flow chart A dinner get-together the evening prior to the site visit is highly recommended. Team travel

arrangements should be made to accommodate this additional get together.

H. The “Onsite Visit Planning Meeting Agenda”

Time Item Objective Owner5 mins Introductions Introduce OSV team and GAC

StaffOSV Lead – Insert Name

15 mins Onsite Visit and Recommendation Processes

Ensure understanding of process, expectations and deliverables

OSV Lead – Insert Name

10 mins Onsite Visit Agenda Clarify and address questions (see template agenda at bottom of this document)

OSV Lead, All – Insert Names

45 mins Self-Assessment Report Review

Identify questions, concerns and clarifications

OSV Lead, All – Insert Names

15 mins Onsite Visit Roles Assign roles and areas for focus

Discuss On Site Visit Team Evaluation Handbook and sample questions

OSV Lead, All – Insert Names

10 mins Points of contact and escalation

Onsite Visit Logistics Contingency plans

Establish points of contact/escalation

Clarify logistics: flight arrivals, “night-before” dinner: time, location, etc.

Determine contingency plans, emergency contacts

OSV Lead and GAC Staff – Insert Names

5 mins Wrap-up and Actions Identify items for action and follow up

All

105 mins

I. Template Onsite Visit Agenda:

2Pre-Onsite Visit Planning Meeting Agenda 30 June 2017