CCIS Program Review
CCIS Program Review/Call for Reviewers
In April of 2002 the CCIS Board of Directors authorized the implementation of the CCIS program review process which subjects all CCIS-approved programs to a periodic review by the Program Review Subcommittee (PRS) of the Academic Programs Committee (APC). The Executive Director chairs this subcommittee. The PRS functions under the jurisdiction of the Chair of the APC.
Candidates for paper and site reviews must be active members of CCIS and have a working knowledge of study abroad. The responsibilities of the reviewers include following the program review timeline, reviewing the program portfolio, participating in site visits as warranted and submitting the final reports to the PRS. The CCIS Sponsor(s) will provide a program portfolio for each program to be reviewed. The Chair of the PRS will then provide reviewers with a Questionnaire Template for site and paper reviews.
Summary of Responsibilities and A Step-by-Step Guideline
The PRS chair names individuals from the CCIS membership to serve on the PRS. These names are then presented to the APC. Each member will serve a three-year term and rotate on an annual basis.
The program review rotation schedule was established by the program review task force, with the approval of the sponsoring institutions, prior to the adoption of the program review guidelines. This rotation cycle (10 year) should be sufficient to monitor program quality given adjustments made as old programs are canceled or withdrawn and new programs are approved and added to CCIS. (Please see Section IV for specifics of deferring a review.)I. Procedure for Selecting Reviewers
- PRS issues a 'Call for Program Reviewers' two times each year. The Call for reviewers will be announced in e-mails sent to the membership from CCIS, posted on the CCIS web site, listed on the CCIS web site calendar and announced at CCIS meetings.
- The PRS members review all program reviewer submissions. Following selection by the PRS, Washington will notify selected reviewers. This announcement is sent to the reviewers and copied to the PRS members and program sponsors.
- The PRS selects both a site visit reviewer and a paper reviewer for each program. The PRS considers all factors when selecting reviewers, including but not limited to, the most economical means of conducting the reviews.
- All communication with the program host institution representatives will be conducted through the program sponsor(s) and it is imperative that when program review involves a "co-sponsored" program, each sponsor cc's the other and the chair of the PRS in all communication.
The PRS members will receive completed program review reports submitted to the PRC Chair and each member will review the reports. The reviewers will make recommendations to the PRS based on their assessment of each program. The possible range of recommendations is as follows:
- Recommend for continued sponsorship without conditions or reservation
- Recommend with conditions
- Not recommended for continued CCIS sponsorship
- Program review not completed (attach explanation and expected timeline for compliance)
The PRS will determine whether the program under scrutiny is performing at a level that meets the criteria and standards of CCIS and it will inform the Academic Programs Committee of its recommendation. The Academic Programs Committee then considers the recommendation and decides whether further action is to be taken.III. Role and Responsibilities of Site and Paper Reviewers
- Following the selection and announcement of the reviewers by the PRS, the site and paper reviewers must confirm their acceptance of the assignment to the Chair and initiate communications with each other. The program sponsor(s) will contact the reviewers immediately and they will receive and examine the Program Review Portfolio from the sponsor(s). The PRS Chair will provide the reviewers with the Questionnaire Template for use in conducting the reviews.
- The site reviewer will then consider travel dates and duration of the site visit. Once the review dates are determined (with the concurrence of the reviewer, the sponsor(s) and the host institution(s), travel and final arrangements are made between the site reviewer and the sponsor(s). The reviewer will then send a preferred review agenda to the sponsor(s) who coordinates scheduling arrangements with the host institution.
- The site reviewer conducts the site visit. This visit will allow the reviewer sufficient time to investigate all aspects of the program under review (2-3 days in most cases).
- Following the site visit, the site reviewer forwards all information to the paper reviewer. The site reviewer then completes the review document after incorporating the paper review into the final report.
- The site reviewer has the primary responsibility (in conjunction with the paper reviewer) in the production of the final review document. The site reviewer will utilize the information supplied by the sponsoring and host institutions (Program Review Portfolio) and the paper review, plus any additional documentation supplied by the involved parties.
- As noted, the site and paper reviewers will utilize the site/paper review Questionnaire Template. The Template is provided to each reviewer by the chair, PRS. After a draft has been incorporated into the final document agreed on by both reviewers, the site reviewer will submit the completed review to the PRS Chair. This review shall be submitted electronically and in hardcopy.
- The sponsor(s) is the primary support for the program review process. When the announcement is made designating the site and paper reviewers for their program(s), and the assignment has been accepted, the sponsor(s) contacts the reviewers. The sponsor(s) forwards copies of their Program Review Portfolio to both reviewers. The sponsor(s) will act as a conduit of communication between the site reviewer and the host institution(s) while working to establish travel dates, review dates, review agendas, and schedules between the relevant parties.
- The sponsor(s) are responsible for the financial resources to be used in the execution of the program review. However, host institutions are expected to share in the local costs associated with the site visit. Costs involved in conducting a program review include, but are not necessarily limited to, round-trip travel from the reviewers' home to the review site and the provision of adequate lodging, meals and incidental expenses.
- The sponsor(s) does not accompany the site reviewer on the site visit.
- Should circumstances arise which make it necessary for the CCIS sponsor(s) or host institution(s) to defer program review, the request for deferral must be made in writing to the chair of PRS, who may forward requests to the Program Review Subcommittee for consideration. Under no circumstances will finances or inadequate time to prepare for a review be considered legitimate reasons to request deferral. The Program Review Rotation was approved by all sponsors prior to implementation and it is the responsibility of each sponsor to budget for review activities. In cases where postponement of the review is necessary, deferral may be requested for one year. After that, the program may be recommended for suspension to the Academic Programs Committee.
- The outcome of the review process is determined at a governance meeting of CCIS. It is then the sponsor's responsibility to forward a copy of the written final report and the recommendation of the PRS to the host institution.
- The host institution can be involved in the preparation of the Program Review Portfolio in conjunction with the sponsor(s). The host institution will also participate fully in doing all they can to accommodate the desired review agenda of the site reviewer.
- Once the review is underway and the site reviewer has arrived in country, the host institution(s) will facilitate the previously approved review agenda including the provision of all documentation requested by the reviewer. The host institution may also provide local transportation, meals and lodging to the reviewer as per agreement with the sponsor(s). In some cases, the sponsor(s) may have provided a cash allowance for lodging, meals and in-country transport for the reviewer. The PRS recommends that once the reviewer has arrived at the host institution(s), all transport to, from and between host institution facilities be provided by the host institution(s) in order to facilitate a timely and efficient completion of the site review.
- Once the site review is complete, and the reviewer has departed, the host institution has completed the majority of its responsibilities to the program review process. Additional questions may arise from the reviewer and be received from the reviewer directly or through the sponsor(s). The host institution is expected to fully respond to any additional questions in a timely manner.
- The host institution can be involved in the preparation of the Program Review Portfolio in conjunction with the sponsor(s). The host institution staff will also participate fully in doing all they can to accommodate the desired review agenda of the site reviewer.
- Once the review is underway and the site reviewer has arrived in country, the host institution(s) will facilitate the previously approved review agenda including the provision of all documentation requested by the reviewer. The host institution can assist the U.S. Sponsor with costs associated with meals, lodging and local transportation for the on-site review
Spring/Fall Governance Meetings (March-April) / (August-September)
- Twice a year CCIS to announces the 'Call for Program Reviewers.'
The PSC Chair will:
- send an e-mail to the membership announcing the 'Call for Program Reviewers' detailing deadlines, submission requirements and the programs to be reviewed in the upcoming cycle;
- post an announcement on the CCIS web site detailing the same;
- list the 'Call for Program Reviewers' by submission deadline on the web site calendar of events.
Applicants will submit their letter of interest and resume to the Chair, PRS by the announced deadlines.
2. CCIS Washington will forward complete submissions to each member of the PRS.
3. The PRS will notify selected reviewers with a cc to the sponsoring institutions(s) and to the PRS members.
4. The selected reviewers respond to Washington by accepting or declining to serve as a program reviewers within ten (10) business days. If a reviewer declines, the PRS can replace that individual with an alternate reviewer.
The chair of the PRS will forward all responses to the PRS members and relevant sponsor(s).
5. CCIS also directs the sponsor(s) to contact the reviewers for their program(s) within five (5) business days.
CCIS Washington will e-mail the membership at large announcing the reviewers selected, thanking those who submitted for consideration and asking the membership to consider submitting for a reviewer position next cycle.
All communication must be copied to firstname.lastname@example.org.
6. The site and paper reviewer will have informed CCIS that they have contacted each other
The sponsor(s) will have forwarded copies of the Program Review Portfolio to:
- the site reviewer;
- the paper reviewer;
- the PRS Chair
7. The program reviewers will:
- read the portfolio, and
- plan their review
8. The site reviewer and the program sponsor(s), will plan the schedule and logistics of the actual site review. The sponsor(s) will include the host institution in preparing the plans.
9. The financial responsibility for the site review rests with the sponsor(s). Once the site review is set, the sponsor(s) will provide the site reviewer with financial guidelines.
- purchase and/or arrange for the provision of all transport, meals and lodging, or;
- provide the site reviewer with funds to purchase all transport, meals and lodging, or;
- combine aspects of A) and B).
10. The site review takes place.
11. The site reviewer and the sponsor(s) conclude financial issues.
12. The site reviewer then organizes information gathered during the site review and forwards it to the paper reviewer, with a copy to the chair of the PRS.
(The site and paper reviewers maintain contact throughout the process in order to facilitate agreement and efficiency during the final phases of the review process.)
13. After consolidating the paper review with the site review, the site reviewer finalizes the review document as per the Program Review Questionnaire Template.
The reviewers should cooperate to finalize the program review assessment into a professional document.
14. The site reviewer shall submit the document to the PRS Chair. The site reviewer submits the document electronically and in hardcopy. The site reviewer will also submit copies of all relevant supporting documentation to the PRS Chair.
15. CCIS Washington will receive the final review document and forward copies to members of the PRS.
16. The PRS members will review the document and come to consensus on a final recommendation to be communicated to the APC Chair.
SPRING/FALL GOVERNANCE MEETINGS (MARCH–APRIL) / (AUGUST–SEPTEMBER)
17. For final PRS recommendations other than 'RECOMMEND', the APC will be required to discuss and vote on appropriate action to take.
NOTE: The results of each program review are posted on the CCIS website Newsletter bi-annually.