the site visit - :// · the report findings are confidential preparation of the report begins...
TRANSCRIPT
THE SITE VISIT
SHEIK N. HASSAN, M.D., FCCP
OBJECTIVES
Discuss
Reasons for a site visit
Preparation for a site visit
The survey
Response to team members requests
The team’ report
PURPOSE OF ACCREDITATION
To determine if an institution or programme is in substantial compliance with accreditation standards
To promote institutional improvement and renewal
To determine if the program has clearly established its mission and institutional learning objectives
Are the program’s curriculum and resources organized to meet its mission and objectives
What is the evidence that the program is currently achieving its mission and objectives and is likely to continue to meet them in the future
STANDARD FOR ACCREDITATION AGENCY
10.3: The agency team evaluates the quality of the school’s facilities and resources at the main campus, branch campuses or additional locations and a representative sample of clinical core clerkship rotation sites affiliated with the school, as appropriate.
10.4: During the site visit, the agency team gathers information by a variety of methods, including but not limited to: documents and statistics;; individual and group interviews with a representative sample of staff and students;; and by direct observation
PURPOSE OF SITE VISIT
Obtain first hand information by meeting with administrators, faculty, and students; and survey the environment and facilities for learning to
Verify information in the school's database
Update information in the school's database
Clarify any issues
TYPES OF VSIT
Full
Limited
Secretariat
PREPARATION
New applicants – begin preparation as soon as the school decides to seek accreditation but no later than 2 years before the visit
Reaccreditation – almost immediately following conclusion of a visit – i.e. continuous quality improvement
PREPARATION
Complete database at least 6 months before the CAAM-HP visit
Conduct a mock survey six months before the CAAM-HP visit
Engage those with experience in accreditation
Mock survey should be conducted as an actual site visit
SITE VISIT TEAM
Appointed by the CAAM-HP Secretariat
Knowledgeable about medical education
Experienced surveyors are included
Selected from a pool of Administrators
Basic scientists
Clinical scientists
Educators
Researchers
CAAM-HP member or of the Secretariat
A chair and a secretary are appointed
TEAM
Dean of the school will have the opportunity to review the names proposed to survey the school for potential issues
TEAM MEMBERS
Receive database with appendices
Members are assigned specific areas for review
Review the submitted information
May request additional information prior to the visit
Arrange the schedule for the visit in collaboration with CAAM-HP and the school
Assign lead member for each session on the agenda
Identify some questions that will be asked
AGENDA
Secretariat proposes a prototype schedule
See Guidelines for Accreditation Survey Visits
Grouped differently from the CAAM-HP standards for accreditation
Can be modified
Team members are assigned to lead discussions for specific sections
SCHOOL’S CONSTITUENTS
Dean proposes members who will meet with the team for each section
Submit names and position that qualifies them to represent the school for that sectionDr. Jean Doe, Chair of the Curriculum Committee
Dr. John Harris, member of the Admissions Committee
Team and school agree on school’s constituents to meet for each sessionBroad representation of administrators, faculty, and
students
Dean informs those selected to meet with the team
PRE-VISIT PREPARATION
Ensure administrators, faculty, and students understand the information provided in the database
E.g. – members of the curriculum committee must demonstrate understanding of the entire curriculum
E.g. – faculty and students must demonstrate understanding of relevant policies
There should be no contradictions
PRE-VISIT PREPARATION
Dean and survey coordinator meet with those selected
Do not instruct them what to say except -
“Speak the truth, the whole truth, and nothing but the truth”
“Whatever you say can be and will be taken against you”
TEAM
Caucus on day one of the visit
Meet with Dean on day one to get his/her perspectives on accomplishments, goals, challenges
Team meets every evening and morning during the visit
Team visit selected areas on the main campus
Team visit selected clinical sites
MEETING
Professionally attired
Be present and be on time
Turn off cell phones
Be honest
Answer questions asked – do not ramble
Ask for clarification of question if necessary
Understand that the team is looking to verify
identify
clarify
VISIT
Dean must be intimately involved in preparation, but his/her role will be limited during the visit
Be prepared to show evidence of what you indicate (in the database and on interviews during the visit) you have done
Team may ask for additional documents on site Minutes
Additional data on students and faculty
Additional data on finances
Policies
Students self-select who will meet with the team
Faculty and administrators are not permitted in the room when meeting with students
VISIT
Gather information from reading, listening, and looking
the database and appendices
additional documents submitted
answers to questions asked
Information school’s constituents volunteer
physical facilities
electronic facilities
VISIT
Facilities
Space – classrooms, conference rooms, rooms for small group discussions, faculty office space, study space, R&R space
Safety and security
Access to virtual library
Laboratories
On-call rooms
VISIT
Clinical sites
Clinical teaching materials
Safety and security
Conference rooms
On-call rooms
Lockers
Student services
TEAM MEMBERS
Do not offer consultation
Independent of biases
Report findings and not decision on accreditation
EXIT MEETING
Team provides an oral report to institutional executives on
programme’s strengths
programme’s weaknesses and or areas of partial or substantial non-compliance
This is not a decision on accreditation
Additional information not presented in the database/appendices or during the site visit will not be accepted
THE REPORT
Findings are confidential
Preparation of the report begins before the visit or on site and completed shortly after the visit
Team secretary compile reports from team members
Draft report (approved by team) is forwarded to the Dean for correction of factual errors or of tone
If differences cannot be resolved, the Dean may write a letter to CAAM-HP ED for inclusion
THE REPORT
“Factual errors” will be corrected only if the errors were made based on information already presented and not on information that were not presented
The school will be notified of the decision on accreditation by CAAM-HP