University of Vermont

Administrative Unit Review

Components of Administrative Unit Review

Appendix C

Guidelines for the Schedule of the External Reviewers' Visit

Each unit is responsible for most of the detailed scheduling of the external reviewers’ visit with the assistance of the Vice President for Executive Operations. Scheduling of these visits is one of the most important and one of the most challenging parts of the review process. Once the date of the external review has been set by the Vice President for Executive Operations, the unit will be sent confirmation of the dates and information regarding scheduling. It is important to circulate the dates of the visit to all key personnel in the unit (faculty and professional staff as applicable). Approximately four to six weeks prior to the visit, the Vice President for Executive Operations will send a draft itinerary for the visit to the unit head. This draft itinerary is only a guide and aims to include the universe of individuals with whom the reviewers should meet. Section 1 below provides examples of the constituents for academic versus administrative units.

The unit head should review the draft itinerary and provide feedback the Vice President for Executive Operations whether the appropriate individuals are included and whether anyone has been omitted. Once a consensus has been achieved regarding the individuals who should be included on the itinerary, the responsibility or confirming the meetings will be divided between the unit and the Vice President for Executive Operations. Once all of the meetings are confirmed, the final schedule will be distributed by the Vice President for Executive Operations to everyone on the schedule, along with brief biographies of the reviewers. Please feel free to consult with the Vice President for Executive Operations and the Administrative Program Review subcommittee as you develop your schedule. In addition, Section 2 below includes some general guidelines, and Appendix C.2, includes a general outline of a schedule and several samples.

  1. Personnel to be Interviewed by the External Reviewers
    • The unit's vice president /provost
    • Unit head
    • Unit's self-study committee
    • Unit’s professional staff
    • Groups of users of the unit's services (e.g., faculty, staff, students)
    • Representatives from other administrative units that have linkages with the unit (e.g., vice presidents/provost, unit heads, professional staff)
    • Administration: President, Provost, and Vice President for Executive Operations
  1. General Guidelines for Meetings
    1. Faculty or key staff should be scheduled for individual meetings as much as possible. In larger units, the reviewers may need to be separated so that individual reviewers meet with the staff. In smaller units, two reviewers with one interviewee, which provides a common experience for the external reviewers, is best. Individuals should be assigned to these sessions.
    2. Students should be scheduled in groups and arranged by level, e.g., undergraduates only, graduates only, residents only, etc.
    3. When scheduling group sessions (e.g., students, faculty from units with collaborative arrangements, users of a unit’s services) limit the groups to five or six persons. Larger groups inhibit everyone’s ability to contribute.
    4. For meals, which are to be considered working functions, small groups of a total of four to six persons (including the reviewers) should be scheduled to allow for good interaction and conversational exchange. The unit is financially responsible for the luncheon on the first day; other meal functions are negotiable. University guidelines regarding reimbursements are strictly followed.
    5. A tour of the facilities may be scheduled, if appropriate. Keep such a tour very brief and schedule toward the end of the day.
    6. Sessions may be scheduled for 20 (minimum), 30, 45, or 60 minutes as necessary.
    7. In general, individuals should be scheduled only once (including meal functions) so that the reviewers have the opportunity to meet with as many individuals in the unit as possible.
    8. Try to keep the reviewers in one location as much as possible since much time is lost in transit. If you do need to move the reviewers, be sure to build the transit time into the schedule and arrange for escorts to take them to the meeting and bring them back.
    9. On the schedule sent to the Vice President for Executive Operations, please include the following for each of the individuals to be interviewed by the external reviewers: full name, complete title, and telephone number/email address. Also, please specify the meeting location(s).
    10. If there are any expenses anticipated for which the unit expects to be reimbursed, these should be discussed with the Vice President for Executive Operations prior to incurring the expense. The unit is responsible for submitting all the necessary information (e.g., name, address, and social security number of the person to be reimbursed, properly filled out paperwork, and original receipts) to the Vice President for Executive Operations.

  2. Sample Schedules

This is not a strict model; each unit’s review schedule will be tailored to meet the individual needs of the unit.

Sample External Reviewer Schedule

Evening before the review begins
By 6:00 pm External reviewers arrive at hotel [travel arrangements by reviewers; hotel and ground transportation by the Vice President for Executive Operations]
7:00 pm Reviewers are met in the hotel lobby by the unit head/director
7:30 pm Reviewers have dinner with the unit head alone or with an associate director [arranged by the unit]
DAY 1
7:30 am – 8:30 am Reviewers have breakfast with the Administrative Program Review Council subcommittee [arranged by the Vice President for Executive Operations]
8:30 am   Reviewers are escorted to the unit by a member of the Administrative Program Review Council subcommittee or a member of the unit
8:45 am – 9:15 am Assistant director of unit
9:15 am – 9:45 am Assistant director of unit
9:45 am – 10:15 am Professional staff member
Professional staff member
10:15 am – 10:45 am BREAK
10:45 am – 11:15 am Professional staff member
Professional staff member
11:15 am – Noon Selected students who are users of the unit’s services
Noon – 1:30 pm Lunch with faculty members who are users of the unit’s services [arranged by unit]
1:30 pm – 2:15 pm Meeting with unit staff
2:15 pm – 2:45 pm Professional staff member
Professional staff member
2:45 pm Reviewers escorted to the office of the line vice president/provost by a member of the unit
3:00 pm – 3:45 pm Line vice president/provost
3:45 pm Reviewers escorted back to the unit by a member of the unit
4:00 pm – 4: 30 pm Tour of facilities
4:45 pm Reviewers return to the hotel
6:15 pm External reviewers have dinner together and discuss the day’s meetings
DAY 2
7:30 am – 8:30 am Breakfast with unit heads or staff from other units who are users of the unit’s services [arranged by unit]
8:45 am Reviewers are escorted to the next meeting by a member of the breakfast group
9:00 am – 9:30 am Meeting with related unit heads or users of the unit’s services
9:45 am – 10:15 am Professional staff member
Professional staff member
10:15 am – 10:45 am Professional staff member
Professional staff member
10:45 am – 11:15 am Professional staff member
Professional staff member
11:15 am – 11:45 am BREAK
11:45 am Reviewers are escorted to lunch with the administrators by the unit head or other member of the unit
Noon – 1:30 pm External reviewers have lunch with the APRC subcommittee for a wrap-up session [arranged by the Vice President for Executive Operations]
1:30 pm – 2:30 pm External reviewers meet with senior administrators: President, Provost, and members of the President’s Senior Leadership [arranged by the Vice President for Executive Operations]
2:30 pm – 3:00 pm External reviewers confer privately [arranged by the Vice President for Executive Operations]
3:00 pm – 3:30 pm External reviewers meet with the unit head for a debriefing session
3:30 pm External reviewers depart [arranged by the Vice President for Executive Operations]

Last modified January 16 2015 10:38 AM