ACTIVITY BEFORE THE VISIT

SSC:

• Appoint self-study steering committee
• Appoint self-study executive committeeAttend Self-Study Planning Workshop 2-9-07
• Begin to plan and design the self-study process
• Organize and select principle subcommittees
• Identify team to attend 2007 HLC Annual Meeting
• Develop budget plan to begin FY2008
• Re-establish retreats; address mission statement early

SSC:

• Send team to 2007 HLC Annual Meeting
• Continueplanning and designing the self-study process
• 2000 Response Team:
• Begin to investigate SSC’s strengths and weaknesses/challenges
• Begin to develop plan to address challenges to implement plan of improvement during 2007-2008 academic year
• Begin documents inventory, address deficiencies

SSC:

• Notify Commission of Self- Study Chair, preferred visit dates, proposed changes to the SAS
• Submit self-study design to the Commission staff liaison
• Begin to implement plan to address challenges
• Continue documents inventory
• Chair meets with steering committee and all subcommittee members to discuss responsibilities
• October 1 begin monthly subcommittee progress reports

HLC:

• Sends 2-year reminder letter to organization reminding it of scheduled evaluation (Sept)

SSC:

• Sub-committees gather data, conduct interviews, analyze, and develop draft outlines for submission to Steering Committee in various stages (first round 2-1-08; second round 5-1-08; third round 9-15-08).  See below for details.
• Begin document gathering (resource room)
• 2000 Response Team continue addressing challenges
• Create and implement electronic shared documents system
• Team 1 determine mission documents; inventory known and needed evidence
• Team 2 co-chairs discuss subcommittee charge; designate groups for components; brainstorm means to accomplish tasks; distribute sample criterion documents; established meeting schedule; develop outline format for material presentation to Steering Committee
• Team 3 gather data, conduct interviews, analyze information, develop draft outline for initial data submission
• Team 4 Chairs meet to strategize approach for team; educate team about core components, brainstorms documentation of evidence, assign persons responsible for data retrieval; creates timeline;
• begin collection and review of data submitted for Core Components 4-A and 4-B; assign 4-C tasks
• Team 5 gather data, conduct interviews, analyze information, documents inventory, develop draft outline
• Writing/Editing Team review sample formats for report; select sample format as model; begin work on report template

HLC:

• Sends Annual Meeting info and registration packets to institution (Dec.)

HLC:

• Staff Liaison reviews the design & provides feedback to the organization

SSC:

• Participates in Workshop on Self-Study and other Annual Meeting programs (March/April)
• Steering Committee reviews first draft outlines from sub-committees (due by 2-1-08), analyzes information, writing team begins writing report first draft.  See below.
• Sub-committees respond to Steering Committee comments, continue tasks, submit second round to Steering Committee by5-1-08.  See below.
• Steering Committee Plan for addressing additional discovered challenges in 2008.  See below.
• Team 1 compile evidence for submission; first submission to writing team 2-1-08; revise and collect data for second submission to writing team 5-1-08
• Team 2 present draft outlines, review all data collected and update outlines, present to Steering Committee Chair 2-1-08.  Address concerns identified and collect additional data/resources as needed.
• Team 3 submit data; respond to initial comments from Steering Committee; continue data gathering data for submission, responding with additional data if necessary.
• Team 4 review submission of components A-C; determines what is still needed; discuss 4-D, determine evidence needed, assign members to collect data, add to draft outline.  Review all data and submit report to Steering Committee 2-1-08.  Submit response to Steering Committee 5-1-08. 
• Team 5 initial submission of data 1-25-08.  Respond to initial comments from Steering Committee and continue tasks.  Submit second round of data 4-28-08.
• Site Visit Resources and Arrangements Subcommittee coordinate with Documents and Technology Subcommittee in locating and setting up appropriate Resource Room.
• Marketing and Communication Team launch public relations campaign including Self-Study Web Site, with assistance of Writing/Editing Team Vice Chair and campus Web Master.
• Writing/Editing Team receives first round of data from Steering Committee; begins writing first draft of report.

HLC:

• Staff liaison makes presentation on self-study & other topics, meet with organizations at Annual Meeting

SSC:

• Sends to Commission information suggesting desired team competencies
• Confirms date of visit and other organizational information
• Steering Committee reviews subcommittee second round materials, resubmits to subcommittees by 8-25-08
• Sub-committees continue data gathering, interviews, drafts; third round due to Steering Committee 9-15-08. See below.
• Report draft writing continues; first draft complete 10-30-08
• Institution implements continued plan to address challenges
• Team 1 makes second revision, collects additional data for third submission 9-15-08.
• Team 2 present updated outline to Steering Committee 3-10-08; thence address additional concerns and collect additional data/resources as needed.  Present final outline to Steering Committee
• 4-29-08; address any new concerns identified at April Steering Committee meeting.
• Team 4 submit final document to Steering Committee 9-1-08.
• Team 5 respond to Steering Committee comments.  Third round of data submission 9-8-08.
• Site Visit Resources and Arrangements Subcommittee make hotel reservations for C-E team; continue Resource Room task.
• Writing/Editing team receives additional data from Steering Committee in May and in September; incorporate into report draft.

HLC:

• Sends one-year reminder letter to organization (September)
• Confirms date of visit and other organizational information
• Sends Annual Meeting information and registration packets to organization (Dec)

SSC:

• Writing/Editing Team presents First Draft of Report to Steering Committee Chair
• Chair circulates draft of the self-study report to campus constituents, steering committee, etc.

SSC:

• Reactions to the draft report due to Chair
• Writing/Editing Team revises First Draft

SSC:

• Participate in Workshop on Self-Study and other Annual Meeting programs (March/April)
• Writing/Editing Team continues report revisions
• Sends comments on proposed team members to the Commission

HLC:

• Staff liaisons make presentations on self-study and other topics, meet with organization at the Annual Meeting.
• Commission sends a list of proposed team members and an Evaluation Visit Summary Sheet to organization

SSC:

• Writing/Editing Team submit Final Report Draft for consideration June 1, 2009.
• Site Visit Resources and Arrangements Subcommittee locate appropriate on-campus facilities for C-E team, prepare those facilities according to the needs of the team members.  Ascertain any special personal needs of the team.  Produce and provide documents to the team, i.e., college history, community/college connection; campus map; campus telephone directory.  Make transportation arrangements for C-E team.  Coordinate activities relating to the C-E team’s on-campus experience.

HLC:

• Commission notifies organization and team that team is complete.  (In general, fall teams are complete Aug. 1)

SSC:

• Duplicates self-study report, etc.
• Prepares for team visit

HLC:

• Team chair contacts organization to make arrangements for evaluation visit.
• Commission sends materials for the visit to team and the organization.

SSC:

• Sends one complete set of evaluation materials to each member of the Evaluation Team and to the Commission staff liaison
• Posts final draft Self-Study report on campus website

ACTIVITY DURING AND AFTER THE VISIT

• The evaluation visit takes place.
• Site Visit Resources and Arrangements Subcommittee provides snacks and hospitality items to the C-E team.

• Team Chair completes draft of Team Report and sends it to the Commission staff and team members for review.

• Commission liaison discusses draft w/ Team Chair.
• Team members submit corrections to Team Chair.

• Team Chair sends draft Team Report to the organization for corrections of errors of fact.

• SSC Responds to draft team report with corrections of errors of fact

• Team Chair completes final team report and submits it to the Commission.

• SSC sends response to team report to Commission and team and chooses a Readers Panel or Review Committee.  (Commission policy requires a Review Committee review for certain team recommendations.)