Council on Accreditation
Site Visit Preparation Checklist
Six to Ten Weeks Before Site Visit
 Review On-Site Documents and On-site Activities Sections of Tables of Evidence
 Conduct a Mock Site Visit (Recommended)
Four to Six Weeks Before Site Visit
 Received Peer Team Notification Letter
 Copy of Self-study Sent to Peers
 Introductory Call w/ Team Leader Held
 Information/recommendations about Lodging Options Provided to Team Leader ASAP After Introductory Call
(Peers will confirm their own travel and lodging arrangements through COA’s travel agent)
 Identify Staff re Specific On-Site Responsibilities (e.g., who will provide demonstration of MIS system, who will meet
peers and guide them at specific program sites, etc.)
Two Weeks Before Site Visit
 Site Visit Transportation Issues Finalized
 Site Visit Schedule Finalized
 Clarify Which Staff Will Be Expected to Attend Site Visit Entrance and Exit Meetings
 Meet with Relevant Staff to Discuss Remaining Standards Implementation and Documentation Issues
One Week Before Site Visit
 Transportation to Specific Program Sites Arranged.
 Identify Key Staff to Accompany Team Members During Commute to Program Sites
 Site Visit Agenda Shared with Staff
 Pre-Site Visit Meeting with All Staff
Intent is to prepare staff in advance. Meet with the staff to reinforce how important their participation is, Make
sure they know who will be interviewed and what standards will be discussed. Clarify the role of specific staff
members (see above).
 Identify Private Room for Peer Team.
 Verify Peer Team Technology Needs In Place. Clarify with Team Leader if Necessary.
 Finalize Plans for Peer Team Access to Documents and Records on Sunday Before Site Visit
 Verify Case Record Selection and Access per Discussion with Team Leader
 Designate Staff Members Who Will Be Present to Assist Peer Team Locate/Understand Documents
Two to Three Days Before Site Visit
 Prepare Private Room for Use by Peer Team
 Organize All On-Site Documents (see Tables of Evidence) in Room Set Aside to Peer Team.
 Set up Computer for Peer Team Use. Test Internet Access.
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