SITE VISIT
GUIDELINES FOR INSTITUTIONS
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TABLE OF CONTENTS
INTRODUCTION
4
THE PURPOSE OF SITE VISITS
4
THE PROCESS OF SETTING UP A SITE VISIT
5
Communication of decision to conduct a site visit
5
Liaison between the Directorate and the Institution
5
Duration of the site visit
6
Site visit panel
6
Responsibilities of chairpersons
7
Responsibility of Institutions
8
Format of a site visit
10
SITE VISIT PROCESSES
10
Notification and pre-site visit preparation phases
11
Conducting of the site visit(s)
11
Arrival at the site
11
Site Visit Panel Meeting Room
12
Document display
13
Interviews and interviewees
15
Catering arrangements
16
Payment for Site Visit and Related Costs
16
POST SITE VISIT REQUIREMENTS
16
CONFIDENTIALITY AND ETHICAL GUIDELINES
17
ANNEXURE A: EXAMPLE OF POST-SITE VISIT EVALUATION FORM 18
ANNEXURE B: EXAMPLE OF A SITE VISIT SCHEDULE
19
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ACRONYMS
CHE
Council on Higher Education
DHET
Department of Higher Education and
Training
HEI
Higher Education Institution
HEQC
Higher Education Quality Committee
NQF
National Qualifications Framework
PQM
Programme and Qualifications Mix
SAQA
South African Qualifications Authority
SETA
Sector Education and Training Authority
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INTRODUCTION
The Site Visit Guidelines are intended to assist higher education institutions (HEIs)
prepare for site visits linked to application for accreditation, re-accreditation, application
for new sites of delivery, relocation of sites, extension of programmes to sites (new or
existing sites), deferrals, representations and complaints.
The document serves merely
as a preparation guide for institutions and it is important to note that the chairperson of
the evaluation panel has the discretionary authority and ultimate responsibility to decide
on the format and nature of the visit. The purpose and value of the site visit as well as the
processing of the report are outlined in the Guidelines. The Guidelines includes only the
key general aspects of the organization and administration of site visits to enable
institutions to prepare for a site visit. Specific information relating to particular site visits
may be clarified, where necessary, with the Programme Accreditation Directorate
(henceforth the Directorate).
THE PURPOSE OF SITE VISITS
The Higher Education Quality Committee (HEQC) of the Council on Higher Education
(CHE) is responsible for the accreditation of higher education learning programmes by
virtue of provision of the Higher Education Act, 1997 and the South African
Qualifications Authority Act, 1995. Linked to the accreditation function are applications
for accreditation of new programmes and for re-accreditation of programmes by private
providers for registration purposes. Site visits are also related to applications for approval
of sites of delivery, the verification of an institution’s capacity to offer higher education
programmes and the investigation of complaints. All or a selection of the relevant criteria
for programme accreditation of the HEQC are applied in the evaluations conducted
(Criteria for Programme Accreditation, November 2004).
Site visits have become a valuable means of confirmation of the capacity of an institution
to offer a particular programme on the particular site of delivery and specific mode of
provision. It is increasingly being used by the Directorate, the Accreditation Committee,
and the HEQC to confirm the quality of programme provision where there are concerns,
to verify the information provided by institutions in their applications or to investigate
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complaints. The findings of the most recent site visit(s) will be considered in all future
applications of an institution.
A site visit is conducted by academic peers who could include a member/s of the
Directorate. The Accreditation Committee or the HEQC may request the Directorate to
organise a site visit to be conducted. The Directorate may also conduct a site visit in the
case of special requests for urgent approvals of relocation of sites or in the investigation
of complaints.
THE PROCESS OF SETTING UP A SITE VISIT
Communication of decision to conduct a site visit
An institution applies online via the HEQC online system or electronically to
accreditation@che.ac.za, depending on the type of applications submitted. All
applications go through a similar process of internal screening, peer evaluation,
recommendation by the Accreditation Committee and a decision by the HEQC.
The decision to conduct an institutional site visit is communicated to the institution in
writing with an indication of the purpose and date by which the site visit is to be
undertaken. The institution is requested to contact the Directorate to arrange a date for the
site visit.
Liaison between the Directorate and the Institution
All communication between the Directorate and the institution relating to the site visit is
done electronically and correspondence should be sent to accreditation@che.ac.za or
reaccreditation@che.ac.za.
The institution is required to appoint a site visit coordinator who will serve as its liaison
person before and during the site visit. Upon receipt of notification of the site visit, the
Directorate should be informed of the name, status and contact details of the appointed
site visit coordinator. This person’s details should be included on the HEQC Online
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system to ensure that s/he receives all relevant communication generated by the HEQC
Online system.
Responsibilities of the site visit coordinator

Maintain ongoing liaison between the institution and the Directorate

On behalf of the institution, for making all necessary preparations and
arrangements for the site visit and to be readily available throughout the site visit
period to address the needs of the HEQC site visit panel in relation to the
evaluation process.

Ensure that the institution is ready for the site visit

Welcome the panel to the institution upon arrival

Identified and inform interviewee about the site visit – (see section on interviews)

Arrange catering
Duration of the site visit
The duration of a site visit varies according to its purpose but is generally one full day.
Additional days will be required in the event of a multi-site visit. The HEQC site visit
panel may meet during the previous evening for a pre-site visit meeting.
Site visit panel
The HEQC will appoint a panel to conduct the site visit on its behalf comprising a
minimum of three people, one of whom serves as chairperson and, among other things,
acts as the official conduit between the panel and the institution during a site visit.
Members of the panel use their specialist knowledge and evaluation training to make
judgments about one or more of the programme(s) being evaluated taking into
consideration the institutional context.
The Institution is informed by the Directorate about the members of the panel prior to the
visit being conducted, thereafter the institution is given the opportunity to accept or raise
an objection to the suggested panel members.
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An acknowledgement of acceptance of panel members is required. In the event that there
is an objection to a panel member/s, the reasons for the objection should be provided for
consideration by the Directorate. Demonstrated conflict of interest is the only valid
ground for objection that the Directorate will consider. If adjustments are made to the
composition of the panel in this connection, or if any member of the panel withdraws for
any reason, the Directorate will replace panel members and
notify the institution
accordingly.
Responsibilities of chairpersons
During site visits, the chairperson serves as the representative of the HEQC. A
chairperson is selected on the basis of demonstrated and recognized expertise relevant to
chairing a site visit, and is a trained evaluator. The roles and responsibilities of a
chairperson are defined by the HEQC as follows:
1.
The chairperson acts as the official conduit between the panel and the institution
during a site visit.
2.
It is the duty of a chairperson to ensure that all panel members are present at the
designated times and are fully conversant with the documents, processes and
procedures for a site visit.
3.
The chairperson should ensure that all panel members have studied the institution’s
submission and accompanying documents distributed in advance, and have identified
issues that need further investigation during the site visit.
4.
The chairperson must ensure that all panel members are aware of the Code of Ethics
and are aware of the confidentiality clause.
5.
In the case of any panel member demonstrating unbecoming behaviour or being
unprepared, or being involved in any incident which may bring disrepute to the
HEQC, the responsibility of the chairperson is to bring this to the attention of the
HEQC immediately and to document the incident.
6.
In the case of any incident that may take place in the institution during the site visit,
which may involve staff members accessing or tampering with panel members’
evidence, notes or documents, the chairperson must report the incident to the HEQC
immediately.
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7.
The chairperson is responsible for ensuring that, during panel briefing meetings and
all other sessions, there is optimal usage of time and that tasks are allocated to all
panel members on the basis of their expertise.
8.
The chairperson is responsible for ensuring that changes to the site visit schedule
during the visit are communicated to the institution in sufficient time for necessary
arrangements to be made.
9.
In formal interactions with the institution, staff members and other constituent
groups, the chairperson must ensure that the purpose of the visit and the objectives of
any given session are communicated clearly.
10. Requests for additional documentation or viewing of facilities must be made through
the chairperson.
11. If the chairperson, for any reason, is not the designated report writer then he/she must
ensure that the designated report writer for the panel receives the cooperation
required to accomplish the task. To this end, the chairperson must ensure that the
panel members discuss the report and contribute to the writing of the report
12. In relation to accreditation and re-accreditation recommendations, the chairperson
should aim for consensus among the panel members on the capacity of the institution
to offer a higher education programme/s on that site of delivery in relation to the
HEQC’s criteria for accreditation. In cases where consensus is not reached, the
comments and differing views of all panel members need to be recorded. The same
applies to the overall recommendation for the programme/site of delivery/learning
support centre as a whole.
Responsibilities of Institutions
1. It is the responsibility of each institution to facilitate a thorough and objective
appraisal of its programme(s)/site(s) of delivery/learning support centre(s) under
review by the HEQC.
2. Institutions have the right to disagree to a particular site visit panel member/s
only if it can be demonstrated, in writing, that a potential conflict of interests
exists. Such a veto must be exercised with due responsibility. Any perceived
inadequacies of HEQC procedures or processes should be reported by the
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institution at the time of their occurrence. This applies to the conduct of the
Programme Accreditation Directorate staff member or a panel member/s and
details of the incident need to be provided.
3. Institutions are not permitted to make contact with panel members prior to the site
visit and after the site visit on issues related to the accreditation/re-accreditation
process.
4. Staff members of the institution are not allowed to attempt to influence the
outcome of a site visit by making offers to panel members which may include the
offering of gifts, awards or financial incentives.
5. There should be no attempt to record proceedings of the panel or to tamper with
documents belonging to panel members.
6. Once a site visit date is finalized, the institution is bound to host the site visit. In
the eventuality of any unforeseen circumstances that may require a rescheduling,
it is the responsibility of the institution to make contact immediately with the
Directorate.
7. It is the responsibility of the institution to ensure that staff and students required
to be present for the HEQC site visit are available at the relevant times and have
been properly apprised of all the arrangements, venues, purpose and intent of the
site visit. However no coaching or debriefing relating to what to say or what was
said is allowed and any evidence of manipulation of interviewees will be reported
to the HEQC and will influence the outcome of the visit
8. Institutions must ensure that panel members are afforded access to all facilities
and resources relevant to the programme(s). Arrangements in this regard must be
made with the relevant personnel. Panel members must receive communication of
these arrangements at the time of the site visit.
9. Guidelines for the institutional information display must be adhered to by the
institution. The institution has a responsibility to ensure that additional
documentation requested by the HEQC prior to the site visit/ during the site visit,
and in exceptional circumstances after the site visit, is made available.
10. It is the responsibility of the institution to ensure that information provided to the
public and the HEQC is accurate and adequate. It is the responsibility of the
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institution to ensure that all staff members and students are aware of the
accreditation/re-accreditation processes and possible outcomes of these processes.
Information pertaining to accreditation/re-accreditation must be made available to
the public and internal staff and students.
11. It is the responsibility of the institution to ensure that information is not withheld
from the panel or that there is no inadequate disclosure of information which
compromises the work of the Panel.
12. All information submitted for accreditation/re-accreditation purposes or made
available to the public/ staff/ students must be accurate and reflect the actual
programmes and practices of the institution.
13. No photographs may be taken of panel members or the procedures of the panel
during the site visit.
Format of a site visit
The format of a site visit will depend on its purpose. Typically a site visit schedule,
comprising a series of varying time slots, might include any or all of the following:
•
Meeting between the site visit panel and the management team of the institution
•
Presentation by a member of management
•
Tour of the site and review of infrastructure and facilities such as libraries, lecture
venues, laboratories and computer facilities
•
Perusal of documents such as policies and evidence of practices
•
Interviews with academic staff members, administrative and support staff,
students and/ or alumni
•
A concluding session with the management team
SITE VISIT PROCESSES
The arrangement, conducting and concluding of a site visit involves the following three
distinct phases:
A. Notification and pre-site visit preparation
B. Conducting of the site visit(s)
C. Payment for site visit and related costs
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D. Post-site visit processes
A. Notification and pre-site visit preparation phases
The following steps need to be followed by the institution during the notification and presite visit preparation phases:
1. The institution is notified of a site visit by the AC/HEQC outcome letter
2. The
institution
contacts
the
Directorate
at
accreditation@che.ac.za
or
reaccreditation@che.ac.za to setup a date for the site visit.
3. The institution confirms receipt of the Site Visit Guidelines.
4. The institution starts preparation using the Site Visit Guidelines as a guide for
preparation.
5. The Programme Accreditation Directorate proposes a specific panel for the site
visit.
6. The institution confirms that it agrees with the site visit panel composition.
7. The institution ensures that its institutional profile on the HEQC online system is
up-to-date with the correct names and email addresses for the Head, Academic
Head and Registrar or Administrative Head of the institution.
8. The institution ensures that all sites of delivery and learning support centres are
up-to-date on the HEQC online system, including any new sites applied for.
9. The institution confirms receipt of the following documentation from the HEQC
Online system: site visit letter to the institution and site visit schedule.
10. The institution does any necessary preparation for the site visit as requested in the
site visit letter to the institution.
11. The institution returns the site visit schedule to with the names of the interviewees
included in the schedule. See below for more information regarding the selection
of the interviewees.
B. Conducting of the site visit(s)
Arrival at the site
After the notification and pre-site visit preparation phase has been completed, the
institution should be prepared to host the site visit panel on the agreed upon date(s) for
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the site visit(s). On the day(s) of the site visit(s) the Panel will arrive at the site of
delivery/learning support centre prior to or at the agreed upon time per the site visit
schedule. Sufficient clearly demarcated parking bays should be available for the panel
members upon arrival with clear signs from the parking bays directing the panel to the
institution’s entrance.
During the site visit the institution’s site visit coordinator must be available at all times
and his/her first point of liaison during the visit is with the chairperson of the evaluation
panel.
Site Visit Panel Meeting Room
One main meeting room with movable tables and chairs must be made available for panel
use during the site visit. The layout of this room should be setup as per the diagram where
possible:
Tables and seating for interviewees
Table and seating for panel
Document display
Coffee and tea
station
Photocopier
The following items should be available in the meeting room for use by the Panel:
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•
Extension cables and plugs points
•
Arrangements for tea and coffee in the meeting room.
•
Bottled water readily available for panel members
•
Pens, writing pads, a stapler and punch
•
Flipcharts and marker pens
•
A photocopier with sufficient paper
•
Display tables for categorized documentary evidence (see below)
•
Name tags for interviewees and desk name signs for panel members (large enough
for visibility)
Document display
The institution is required to provide materials and documents for perusal by the panel.
These materials and documents should be appropriately filed and catalogued, and
preferably linked to the various accreditation criteria. A list of the materials and
documents (an evidence ‘map’) must be available for the panel.
In general, the materials and documents on display should include all those to which
reference was made in the institution’s accreditation submission, any additional
information and documentation required by the HEQC, additional information and
documents judged to be important by the institution to inform the evaluation of its
programme(s), and any additional documentary evidence required by the chairperson of
the panel during or prior to the site visit. It is absolutely essential that the display of
materials and documents should be organized in such a way as to facilitate ease of
access and location, and that mechanisms employed for this purpose are made clear to
the panel.
While the specific coverage of the document display may vary from site visit to site visit
and in terms of the specific requirements of the HEQC for any given visit, the following
list provides an indication of the key documents that should be displayed:
•
Prospectuses, faculty handbooks, academic calendars and student learning guides
•
Strategic plans of the institution/unit
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•
Learning and teaching materials, curriculum module packs (per module/ mode of
delivery), assessment materials
•
Institutional reports, committee meeting minutes etc.
•
Results of surveys and copies of survey instruments
•
A report of any changes made to any programme outcomes from the original
programme application/s submitted to the HEQC.
•
Assessment tasks and instruments, internal moderation and external examiners’
reports
•
Programme completion rates (if applicable), module performance and assessment
records
•
Admission policies, RPL practices and student records
•
Examples of application of CAT and RPL
•
Tuition and fee structures
•
Examples of formative and summative assessments and moderator reports
•
Evidence of programme and module reviews, if applicable, and examples of
changes implemented based on an analysis of assessments and moderator reports
•
Staff members’ and moderator curricula vitae
•
List of facilities, equipment and supplies
•
Library catalogues and library budget for the previous year, current year and new
year
•
Records of students’ complaints and grievances and actions taken to deal with
complaints and grievances
•
Summary of staff accomplishments and publications
•
Advertising materials, promotional materials, information brochures etc.
•
HR policies, samples of contracts and other personnel data
•
Course/module and lecturer evaluation responses and summaries
•
Student tracking mechanisms post programme completion
•
Any relevant policies or documents that support the institution/unit’s mission,
goals and objectives.
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Interviews and interviewees
Interviews will be conducted with a variety of people from different groups (senior
management, academic staff, administrative and support staff and students/ alumni). In
all interview session the interviewees should not exceed 10 people.
The following should be noted when selecting interviewees:
1. Interview with students without management or staff members
a. The selected students should be representative of the demographics of the student
body and should include students from each programme focused on during the site
visit and where possible should include students from each year of the programme.
It is imperative that final year students and student representatives are included as
interviewees for each programme. It is suggested that a minimum of six students
and a maximum of 10 students be included depending on the number of
programmes included as a part of the site visit.
2. Interview with support staff members without management
a. Generally, key support staff members should be included in this interview session
3. Interview with academic staff members without management
a. A fair representation of both fulltime and part-time academic staff members,
across programmes and year levels.
4. Interview with management
a. Generally, key management staff should be included in this interview session.
Specifically, the Head of the institution, the Academic Head of the institution and
the Registrar/Administrative Head of the institution should be present in this
interview session in addition to other management members.
It is important that interviewees are informed about the sessions in which they will be
interviewed and, during the site visit, are directed to the appropriate venues for their
interview session(s). They should be informed that they should enter the interview room
only when directed to do so by the chairperson of the panel. No coaching or debriefing of
interviewees is permitted and no recording of the session will be allowed. Participants
will be informed of this and be required to report any such behaviour to the CHE. All
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interview sessions are strictly confidential. The institution is required to provide each
interviewee with a printed note on the day of the site visit informing them of the purpose
of the site visit and the aforementioned aspects related to confidentiality.
The panel may at the site visit request to interview members not identified prior to the
visit, but who may be deemed to have the required knowledge about the institution,
programme or practice/s.
Catering arrangements
In addition to the provision of coffee and tea making facilities in the meeting room, the
institution is requested to provide catering for a light luncheon on the day(s) of the site
visit(s). Arrangements should be made for the luncheon to be served either in the meeting
room or, preferably, in a venue that is not far from the meeting room. No alcoholic
beverages should be served to panel members during the site visit, and the Directorate
will notify the institution of any panel member’s special dietary requirements once the
panel has been appointed.
C. Payment for Site Visit and Related Costs
Fees for the site visits may be accessed via the CHE’s website (http://heqconline.che.ac.za/?)
The cost of the site visit will be for the Institution’s account. The Institution will receive a
Pro-forma invoice from the Finance Department prior to the site visit and payment should
be made prior to the start of the site visit. Please contact Mr Thulani Nhlapo at
Nhlapo.T@che.ac.za if you have any queries regarding payment.
Costs related to travel and accommodation for the panel will be invoiced to you
separately when the costs are known.
POST SITE VISIT REQUIREMENTS
Immediately after the site visit has been concluded, the site visit coordinator should
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ensure that:
•
The post-site visit evaluation form (see Annexure A) is completed and returned
promptly to the Programme Accreditation Directorate.
•
A list of all evidence tabled should be given to the chairperson.
•
A list of all persons interviewed should be given to the chairperson.
•
Any additional information requested by either the chairperson or the Directorate
be provided by the stipulated date
CONFIDENTIALITY AND ETHICAL GUIDELINES
Programme evaluations, including site visits, provide the HEQC and its panels with
important and confidential information about the institution. Such information will be
used only for the purpose for which it was obtained in relation to the evaluation. All
material, including institutional submissions, will be treated as confidential by the HEQC
and its panels. In order to ensure that confidentiality is preserved, the HEQC monitors
strictly the dissemination and filing of information obtained, as well as making the
necessary arrangements for the destroying of confidential information from institutions,
when it is no longer required by the HEQC. Panel members and other evaluators are
required to sign an undertaking that they will treat all evaluation documentation as
confidential and will return all specified documentation to the HEQC by a stipulated date.
In addition, all evaluators and panel members are required to abide by the CHE’s Code of
Ethics and are required to sign both a legally-binding confidentiality agreement and a
disclosure form. The Code of Ethics may be accessed on the CHE’s website
(http://www.che.ac.za). Any inappropriate behaviour on the part of any member of the
Panel should be reported to the Manager of Site Visits, Mr. Denver Grigg
(grigg.d@che.ac.za) or the Director: Accreditation (Naidoo.K@che.ac.za). All other
communication
to
these
CHE
staff
members
must
be
directed
through
accreditation@che.ac.za or the communication will not be responded to.
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ANNEXURE A: EXAMPLE OF POST-SITE VISIT EVALUATION FORM
POST-SITE VISIT EVALUATION FORM
The HEQC sent a panel of evaluators to evaluate programmes /facilities/
infrastructure/staffing and related matters. In order to improve its efficiency in conducting
site visits, the HEQC would appreciate your comments with respect to how you experienced
the conduct of the site visit/s at your institution.
INSTRUCTIONS: Kindly complete the following evaluation and forward it to
Accreditation@che.ac.za
Name of Institution: [Insert name of institution]
Guidance from the Programme Accreditation
Very good
1
Good
following likert-type scale:
Acceptable
Please shade the appropriate response using the
Poor
[Insert date of site visit/s]
Very poor
Date of Site Visit/s:
1
2
3
4
5
1
2
3
4
5
1
2
3
4
5
Directorate regarding the site visit
2
Receipt of relevant documentation from the
Programme Accreditation Directorate
3
Communication in general with the Programme
Accreditation Directorate
4
Punctuality of the evaluators
1
2
3
4
5
5
Professionalism of the evaluators
1
2
3
4
5
6
Request for additional information
1
2
3
4
5
Comments and recommendations
[Insert comments and recommendations]
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ANNEXURE B: EXAMPLE OF A SITE VISIT SCHEDULE
SITE VISIT SCHEDULE
PANEL MEMBERS
Chair of the Panel:
Member 1:
Member 2:
CHE Representative:
TIME
SESSION
ACTIVITIES
08:30-08:45
Panel arrives at institution and has
panel meeting
The panel meets site visit coordinator
to accompany them to the venue.
08:45-9:45
Management presentation of the
institution
Institution head or nominated
representative provides an overview of
the Institution as a provider of higher
education
9:45–10:00
TEA BREAK
10:00-11:30
Reading documents on display Panel members analyse the
pertaining to the site, its proposed presentation given earlier and examine
programmes, staff and facilities.
documents on display relating to the
site and its offerings. Documents to
Site visit coordinator to be available
include:
to receive requests from the panel
Closed session
11:30-12:15
Tour of facilities.
Panel tours facilities including the
library, laboratories, records section,
lecture rooms, etc. to ascertain the
adequacy of facilities.
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12:15-12:45
LUNCH
12:45-13:30
Interview with students without
management
[Insert names of students]
13:30-14:15
Interview with support staff without
management
[Insert names of support staff
members]
14:15-15:00
Interview with academic staff
[Insert names of academic staff
members]
without management
Panel review & tea break
15:00-15:15
Closed session
15:15-16:00
Interview with management
16:00 – 16:10
Panel depart
[Insert names of management]
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