Accrediting Commission for Program in Hospitality Administration
Rick Donnelly, Ph.D., East Stroudsburg University , Standing ACPHA Commissioner
Jeff Lolli, Ed.D., CHE, Widener University , Standing ACPHA Commissioner
GUIDE FOR CHAIRS CONDUCTING A
SITE VISIT
JULY 29, 2014
SAN DIEGO, CA
SESSION OVERVIEW
Introduction
 Chairperson Responsibilities
 Before the Visit
 During the Visit
 After the Visit

OPENING
Host and Attendee Introductions
 How many site visits have you been a team
member for in the past 3 years? Have you chaired
a previous visit?
 When and where did you go?
 What was your experience like?
 Did you feel well prepared?
 Did you feel the chair was well prepared?

INTRODUCTION

The interaction between the Commission on
Accreditation and a hospitality management
program can be summarized as follows:
 The
program looks at itself and speaks to the
Commission through its self-study document
 A team of experienced peers, appointed by the
Commission, appraises and advises the program,
through an evaluation team report
 The program replies to the team report in a written
response addressed to the Commission
INTRODUCTION

The interaction between the Commission on
Accreditation and a hospitality management
program can be summarized as follows:
 The
Commission, after considering the information
derived from the preceding three steps, determines
accreditation status. The Commission alone makes
accreditation decisions
 The program, as part of its ongoing evaluation and
planning process, continues to consider and act on the
results of its own self-study and the advice it has
received
INTRODUCTION

The team visit is important for several reasons:
 Provides
an opportunity to verify the information
submitted in the self-study report
 Team members can derive additional data clarifying
the written report which enables them to probe more
deeply on some issues.
 Inquire about areas in programmatic life not
adequately covered in the self-study
INTRODUCTION

The team visit is important for several reasons:
 Stimulate
growth and development in the program
 The interchange of information and viewpoints and
the raising of important questions and issues in
interviews should inspire insights and encouragement
in reassessing what has been done and considers ideas
that may enhance the program in the future
BEFORE THE VISIT

Chairperson Key Responsibilities
 Introductions
to Program Administrator/confirmation
 Initial Team Contact
 Coordinate team member travel and lodging
 Coordinate itinerary for accreditation visit
 Review and assign sections to team members
 Request any additional information from the Program
 Coordinate workroom location, documents and
technology
 Send team report template and final itinerary
BEFORE THE VISIT

Initial Communication with Program
 Contact
Program Administrator/Discuss procedures
and details
 Discuss team member lodging, travel and meals –
minimize cost to each team member
 Discuss traveling to and from the lodging site and
campus
 Discuss work room location, supplies, support
documents
 Discuss team member itinerary for accreditation visit
with Program Administrator
 Discuss any concerns with ACPHA
BEFORE THE VISIT

Initial Communication with Team
 Contact
team member to discuss lodging, travel and
meals
 Discuss what documentation or receipts are needed to
ensure timely reimbursement
 Analyze team member experience, training, and
assign sections
 Discuss itinerary for accreditation visit with team
 Discuss team member concerns and Chairperson
expectations
BEFORE THE VISIT

Review of the Self-Study and Supporting
Documentation
 The
Self-Study Report should provide a
comprehensive description, and a thorough in depth
assessment of all aspects of the program.
 Nine total sections with 42 total standards: if there is a
discrepancy, or the report is inadequate, contact
ACPHA immediately.
BEFORE THE VISIT

The Self-Study
 If
your review and study suggests the need for
additional or clarifying information that would be
helpful to the team, you should communicate this to
the program administrator.
 It is the team chairperson's responsibility to convey
this request to the program or to the Commission
office as soon as possible, so the material can be
available for the team's review, prior to the
accreditation visit.
BEFORE THE VISIT

The Self-Study
During the visit, there is no time to write a full report
without a draft. It is extremely helpful if each team
member begins to draft their responses to the standards in
their assigned sections prior to the actual site visit
 The chair should provide the team with a template for
preparing the report
 Responses should be based on the information available in
the self-study and other supporting documentation
 Gathering additional information during the site visit is
necessary to support your initial analysis

BEFORE THE VISIT

The Self-Study

As you study it, prepare a checklist for your use during the
visit. Here are some guiding questions:
 What
else do you need to know about the program?
 At what point does the document need further clarification or
interpretation?
 Are there inconsistencies within the document that will need to
be explored?
 What are the apparent strengths and weaknesses of the program?
 Does the documented evidence provided substantiate the
program’s claim in meeting the ACPHA Standards.
 Who are the people you will wish to interview?
BEFORE THE VISIT

The ACPHA Standards found in the Self-Study
Explained
 Sections
 I.
(Review Handout):
Mission and Outcomes: 3 Standards
 II.
Administration and Governance: 3 Standards
 III. Planning: 4 Standards
 IV.
Assurance of Student Learning: 4 Standards
 V.
Curriculum: 5 Standards
 VI. Instructional Resources: 10 Standards
 VII. Student Support Services: 7 Standards
 VIII. Physical and Learning Resources: 4 Standards
 IX. Financial Resources: 2 Standards
DURING THE VISIT

Initial on-site team meeting
 Discuss
process, strategy and anticipated timetable
 Finalize each member’s responsibilities, and confirm
procedures

Program meet and greet
 Purpose
- it sets the tone for individual interviews and
discussions
DURING THE VISIT

Interviews with Administration
 Initial
meetings- avoid discussions related to any
findings based on preliminary document review
 Provide an opportunity to answer questions about
ACPHA accreditation process
 Should be very collegial

Interviews with constituents
 Faulty
and staff
 Students
 Advisory board
 Alumni
 Support Staff throughout the university
DURING THE VISIT

Data collection and review
 Purpose-verify
information reported in the Self-Study
Meetings with current, former students and
advisory board members
 Industry supervisors and alumni will enrich data
 Analysis of supporting documents

i.e., degree plans, assessment plans, marketing and
strategic plans, evidence of student performance,
instruments used in data collection, relevant material not
included in the Self-Study, meeting minutes, etc.
DURING THE VISIT

Team conferencing
 Pool
resources and information
 Clarify Report / Team Consensus

The Evaluation Report
 Follow
Evaluation Report format
 Developing assigned sections with Chairperson
guidance
 Draft Report (End of Day 2)- complete before
departing
 Check report thoroughly for spelling, grammar, and
formatting
 Program Strengths/ Weakness
DURING THE VISIT

The Evaluation Report (continued)
 Flow
of the Report
 Identify full Standard
 Team response to Standards
 Standard
is met- Strengths
 Standard is not met- Concern- RecommendationsSuggestions
 Consistent verbiage and format is important-Language shall
not be prescriptive
DURING THE VISIT

The Exit Interview
 Content
and tone of the report-collegial and helpful
 No statements should be made about the
determination of accreditation status for the program
(it is up to the Commission)

Read full standard
 Identify
which have been met and strengths if possible
 Identify which have NOT been met, Identify
Concern(s) and Recommendation(s)
 Clarify as much as possible
 Interactive reading of report
DURING THE VISIT

Management of Team
 Expectations
with respect to professionalism include
attire and attitude
 Maintain high ethical and professional standards
 Avoid making comparisons with other programs
 Adhere to schedule
 Team should not socialize with Program during visit
 If Program wishes to do so after the exit interview,
that is acceptable
DURING THE VISIT

Management of the Process
role of the Chairperson is to plan the Team’s
work
 Encourage team discussion-Note areas during
interviews for clarification
 Keep members on task-discuss purpose of meetings
(class meeting)
 Chair might take the lead in any particular meeting or
assist team with follow-up
 Key
AFTER THE VISIT

Preparation of the Evaluation Report
 Send
the final report electronically to team members
immediately for review and corrections
 Chairperson returns report to program in 3-5 days to
review for factual errors
 Tailor introduction to the program
 Identify what the program and faculty do well
 Reference the program self-study in the report
 Do NOT be prescriptive or shame individuals
AFTER THE VISIT

Preparation of Evaluation Report(continued)
It is the responsibility of the Chairperson to submit a
well organized final professional document to
ACPHA
 Write Cover letter

 Instructions
for the Program’s response to ACPHA
 Report Format (Appendix A)
 Chairperson
sends the Cover Letter and Final
Evaluation Report electronically to: 1) Program
Administrator; 2) Team Members, and 3) ACPHA
Office
AFTER THE VISIT

Commission Follow-up
 Commission
meets twice annually to review reports
 Two Commissioners are assigned to review a
program’s documents
 Primary and secondary Readers review
 Self-Study
Report
 Available supporting documents –electronically
 Response to the Visiting Team Evaluation Report
 Program - Post Visit Response Report
 Commission
Decision
CONCLUSION
Thank you for your time and commitment to
attend this training.
 Open Discussion and Questions
