Division of Student Affairs

External reviews typically take two semesters to complete, with the first semester dedicated to planning and the second dedicated to the site visit and the committee's report. Site visits rarely occur over the summer because it is more challenging for the external review committee to interview the department's students. For this reason, it is ideal to begin the planning process during the summer or fall semesters with the site visit planned for the spring semester. Regardless of the season, the following activities generally occur during the planning semester:

• Creating the external review committee
• Developing the site visit and reporting schedules
• Writing the self-study report
• Compiling supplemental materials 

Depending on the timing of the site visit, there may be some overlap between the first and second semester activities. The second semester activities generally include the following:

• Committee orientation
• Site visit
• De-brief meetings
• Committee draft report
• Committee final report
• Department executive summary report
• Sending the materials to PASSHE
• Providing the materials to the Middle States Commission on Higher Education (as part of WCU's re-accreditation self-study report)

Below is  a list of activities and due dates to support the department leader in their work on the external review.

The director of Assessment and Strategic Planning will schedule an initial meeting with the department director and their supervisor. The goal of this meeting is to:

• Review the process
• Discuss the site visit format and budget
• Determine the professional standards that will be utilized
• Develop a general timeline
• Identify next steps
• Answer questions

The site visit format is determined by the vice president of Student Affairs. The division follows a cost-effective approach. Student Affairs departments that manage buildings will participate in on-site external reviews, while departments that do not manage buildings participate in virtual external reviews.  

After a plan is established, the department supervisor, director, and the director of Assessment and Strategic Planning share the information with the rest of the department and answer questions. Regular check-ins and planning meetings continue throughout the external review process. 

The goal of this activity is to identify a committee that can provide a holistic review of the department based on their collective experiences and expertise. The director of Assessment and Strategic Planning will provide the department director with a list of peer institutions and a template for recommending reviewers. The department director is responsible for completing the benchmarking activity with support from their team, the director of Assessment and Strategic Planning, and their supervisor.

A well-rounded committee is made up of individuals who are knowledgeable about the WCU landscape, the Pennsylvania State System of Higher Education (PASSHE), similar units within PASSHE and the R2 institutions (Carnegie Classifications), and the department’s field. Criteria for evaluation include, but are not limited to, scholarship, leadership or consulting in the field, experience working in a similar department, and/or experience supervising a similar department. Committee members with experience serving as external reviewers can be helpful throughout the process.

Once the template is complete and has been reviewed and approved, the director of Assessment and Strategic Planning will extend offers to potential committee members and process the offer letters.

The site visit dates are determined early in the process based on the committee’s availability with consideration for the department and supervisor’s availability, holidays, university breaks, major WCU and world events, and timing of the semester. The site visit dates are used to determine the due dates for the committee orientation, draft report due date, final due date, and any follow up meetings that are needed. These also help the committee determine the timing of their own meetings.

PASSHE has provided a template for self-study reports based on the Council for the Advancement of Standards in Higher Education. Departments in fields with their own professional standards may choose to utilize those standards. The director of Assessment and Strategic Planning will adjust the template accordingly. Regardless of the standards chosen, the report must not exceed ten pages. 

The department director is responsible for completing the self-study report. They may choose to do so on their own or with support from their team. The director of Assessment and Strategic Planning and the department’s supervisor are responsible for providing support and feedback throughout the process.  

The PASSHE template covers the following topics:

• Department history, highlights and recognition
• Department mission
• Programs and services
• Student learning, development and success
• Assessment
• Demonstrating support for West Chester University’s strategic commitment to Teaching and Learning and/or
• Student Experience
• Access, equity, diversity, inclusion and justice
• Leadership
• Human Resources
• Collaboration and communication
• Ethics, law and policy
• Financial resources
• Technology
• Facilities and infrastructure
• Demonstrating support for West Chester University’s strategic commitment to Alumni Network and/or Stewards of Place
• Future plans

Departments provide supplemental materials to the committee to enhance their understanding of the department and the divisional landscape. Examples of materials include, but are not limited to, the following:

• Department background: vision, mission, history, strategic plans, annual reports, awards, and contributions to WCU’s strategic plans
• Programs and services: logic models, guiding frameworks, descriptions, schedules, planning processes, program requests, engagement and resource lists
• Assessments: utilization, needs, satisfaction, climate, outcomes assessment, comparison studies, past program reviews, and self-assessment scores on professional standards
• Human resources: organizational charts, hiring processes, job descriptions, collective bargaining agreements, onboarding practices, professional development activities, resumes, and scholarship activities
• Collaboration: committees and their bylaws, charges and membership, partnerships, alumni, community and employer engagement
• Communications: emails, flyers, social media accounts, logos, branding, print materials, press releases, and news coverage
• Ethics, laws and policies – policies and procedures, operations manuals, risk assessments, laws related to the functional area, and professional standards
• Financial Resources – funding sources, expenditures, sustainability
• Technology – platforms, functionality, security, and account access
• Facilities – campus map, building map, floor plans, facility tour videos, campus master plan, and emergency operations

With support from the department director and supervisor, the director of Assessment and Strategic Planning will oversee the development of a guiding document for the committee (called the committee roadmap), travel guidelines and details for committees who will are visiting campus, contractual paperwork, a committee orientation meeting, the interview schedule and invitation list, invitation messages and meeting invites, space and catering reservations, thank you messages, and requests from the committee for additional materials and support. The chair of the committee will review and provide feedback on the interview schedule. The director of Assessment and Strategic Planning will work with the chair of the committee to create a workspace for the committee.

The committee orientation includes introductions, a review of the committee roadmap, a tour of their workspace, including committee resources, and answering questions. The committee roadmap provides contact information, the purpose of the external review, the committee’s charge, a list of committee resources, the committee members’ job descriptions, a link to the committee’s workspace, and the schedule of the committee’s activities. Examples of committee resources include sample interview questions, a facilitator guide, technology moderator instructions, and sample surveys.

The committee’s activities include booking travel (if needed), sharing their photos and bios for the interviewees, reviewing the self-study report and supplemental materials, attending orientation, preparing for, and conducting the site visit interviews, participating in a debriefing meeting, developing a draft report, and submitting final report.

Once the site visit is complete and the committee has submitted their report, it is shared with the director, supervisor, and vice president for Student Affairs. The department will complete the PASSHE executive summary document. A copy of the self-study, external review committee report, and executive summary will be submitted to PASSHE. The department is responsible for carrying out the recommendations they commit to in the executive summary. This may include developing a new department strategic plan or incorporating recommendations into an existing strategic plan.