Step 4: Site Visit

site visit preparation

CHEA article: How to Stop Worrying and Embrace an On-Site Team Visit
Video: Hosting a Virtual Site Visit. Dr. Beth Easter from Southeast Missouri State University discusses the planning, technology needs, site visit schedule and benefits of hosting a virtual COSMA site visit.

Jump to:
0:28 - Technology needed
2:38 - Site visit schedule
4:38 - Stakeholder meetings
11:45 - Campus "tour"
15:07 - Sharing materials
17:15 - Exit interview
19:20 - Benefits, successes
23:50 - Advice for others

When preparing for a site visit, consult this presentation that outlines the site visit process' best practices from the perspective of a visited program and the site reviewer:
Two Perspectives on Site Visit Preparation.

Site visit experience

COSMA Site Visit Team, Ms. Amanda Zuschmidt, Lancaster Bible College, and Dr. Brittany Jacobs, Nichols College, discuss their preparation and experiences conducting a virtual Reaffirmation of Accreditation site visit.

Jump to:
0:24 - Preparation
3:23 - Technology needs
4:38 - Virtual interviews
7:20 - Virtual campus "tour"
10:13 - Meals, breaks, report writing
14:14 - Student interviews
15:45 - What went well, benefits
18:05 - What can COSMA do?

Who are COSMA Site reviewers?

Site reviewers are selected from qualified and professionally trained members of COSMA. Many site reviewers are from accredited Program Members, are former Board of Commissioner members, or are on the Board of Directors. Individual members and program members who are preparing for a COSMA site visit may also act as site reviewers.
Each accreditation site visit is conducted by a team of two professionally trained program evaluators. COSMA selects site visit team members from a pool of well-qualified persons with experience in the evaluation process. The team Chair is appointed by COSMA headquarters and is responsible for assuring that the visit is conducted objectively. The composition of the team and the qualifications of its members are influenced by the institution's size, program complexity, and number of off-campus locations. Potential site evaluators must attend a Site Evaluator Training Workshop - in person or online. Site evaluator trainings are offered frequently throughout the year.

Responsibilities as a COSMA Site Reviewer

Arrive on time at the visitation site and work with the other site team members in a harmonious manner.
Handle the site visit activities in a professional and expeditious manner.
Complete the site visit assignment while at the institution and prepare a written report of the findings. The team chair is responsible for compiling an overall summary report of the findings within two weeks of the date of the site visit and for forwarding the report to COSMA headquarters.
Perform the site visit evaluation objectively, not letting personal bias interfere with the assignment.

The site team members play a key role in maintaining the integrity of the COSMA accreditation process. Accordingly, all members of the team, before accepting an assignment, must agree to avoid impropriety, avoid being partial, refrain from inappropriate activity, and preserve the confidential nature of the information reviewed during the site visit.

Additional Materials:

Site Reviewer Training - December 2019

Site reviewer training

Introductory presentation of the accreditation process, role, and expectation of site team evaluators.
Review of the accreditation manuals, report templates, and other relevant materials.
Education on principles, criteria for decision making, performance evaluation, and outcome assessment expectations.
Step-by-step look at each principle and validation of the self-study.
Overview of typical site visit schedule.
Knowledge of the general expectations, confidentiality, and ethics expected of you.
Organizational expectations, timeline for the site visit report, and timely submission of expenses.

conflicts of interest

COSMA is committed to avoiding potential conflicts of interest by evaluators, and thus uses the following guidelines when determining site visit team composition:

No member of the team will have had a recent affiliation with the program being considered for accreditation, nor will the team member have relatives who are employees of the program.
No member of the team will be a graduate of the program being considered for accreditation.
No member of the team will have a known, expressed bias for or against the program.
No member of the team will currently be a full-time employee of another program in the program's primary competitive market.

Post-Evaluation of Site Team Members

Site team members are evaluated by the program and are also encouraged to review each others' performance in connection with the site visit process that was used. Topics that are addressed by a site visit team member include, but are not limited to:

Adequacy of the pre-visit arrangements
Timeliness with respect to receipt of the self-study materials and related items
Effectiveness of the team chair
Preparedness of the institution for the visit
Content of the team's report
General suggestions for improvement

site visit cost

Option 1
Option 2

Option 1: Paid by the program directly to COSMA.

The program arranges travel and hotel directly.
The program pays COSMA honoraria and application fixed costs
Invoiced by COSMA for any remaining expenses incurred by the site visit team not directly billed to the program.

Fixed and variable costs for Site Visits for programs in the United States
Note: Travel, hotel and meal costs are estimates.

Option 2: Pay a flat rate of $5,000 for site visit costs.

The flat rate includes the following and COSMA will arrange travel and hotel:

Application fee
Honoraria
Hotel Accommodations
Travel
Meals
Any additional expenses (e.g., baggage fees)

The program must pay the cost of the site visit 90 days in advance of the visit. COSMA will invoice the program.

programs outside the U.S.

The program must pay the cost of the site visit 90 days in advance of the visit. COSMA will invoice the program for the estimated costs of the visit. Following the visit, a final accounting will be provided with a final billing or credit. Costs may be paid by credit card, ACH or wire transfer.

The costs of a site visit include a $1,600 application fee, $1,500 honoraria plus travel, food, and hotel expenses for the site visit team. A three-member site visit team is used for site visits to programs located outside of the United States. This team includes two trained peer reviewers and a consultant from COSMA staff. Non-COSMA staff team members receive honoraria totaling $500 per day (the chair is paid $300 per day and the other team member is paid $200 per day). Typically, a site visit takes three days. Listed below is an approximat of the total direct costs of COSMA accreditation for programs located outside of the United States.

I am a site reviewer. What gifts may I accept from institutions? Tickets to sporting events?

Please refuse any gifts offered to you. The institution is allowed to buy your meals, but no memorabilia should be accepted. Tickets to sporting events should not be accepted.

Can I record the interviews I conduct on site?

Please take notes and do not record any interviews. The institution should not record interviews either.

Should I interview alumni?

COSMA will work with you to establish a site review schedule that is acceptable to you. Alumni interviews should be established if that is agreed upon by the program and the site review team. The two-day site visit template in the site visit manual serves as a guideline, but please tailor the site visit interviews to fit your institution and your program.

Should I interview internship coordinators/athletic groups?

As with alumni, this would be an excellent group to try to interview, particularly if it is central to your program's mission.

Step 4: Site Visit

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