Guidelines for Academic Units in Hosting the APRT
March 2024
When the Academic Program Review Team (APRT) visits, it is essential for the hosting academic unit to ensure a well-organized, accommodating, and productive environment. The following guidelines provide a comprehensive approach to hosting the APRT effectively.
1. Scheduling and Interview Format
The academic unit under review is responsible for coordinating with the Office for Academic Affairs to schedule the on-site visit, which typically lasts one and a half to two days. The Academic Program Review Team (APRT) should meet with a broad cross-section of individuals, including faculty, staff, students, alumni (if applicable), and university administrators. Meetings should be scheduled to allow time for open dialogue and adequate coverage of key areas related to program quality, effectiveness, and future direction.
Important
It is the responsibility of the academic unit to coordinate and schedule all meetings associated with the APR on-site visit. This includes ensuring the availability and participation of key stakeholders. The department chair or designated program lead must work closely with the APRT and the Office for Academic Affairs to finalize the visit itinerary.
All meetings with the APRT must be arranged in a transparent and inclusive manner. Faculty and staff should be given timely notice and a fair opportunity to participate in meetings relevant to their roles. At a minimum, the department should send a department-wide email to all faculty—and, where feasible, to all graduate students—inviting them to meet with the APRT, rather than selecting participants at the department’s discretion.
Failure to properly schedule these meetings may result in delays or an incomplete evaluation of the program.
2. Conference Space Arrangement
Provision of Space: Secure a suitable conference room for the APRT’s exclusive use over the two-day visit. Ensure this space is equipped with necessary technology and amenities.
Accessibility: Guarantee that the conference space is accessible to all participants, including those with disabilities.
3. Logistics for External Reviewers
Travel and Lodging: Coordinate and manage travel and accommodation arrangements for any external reviewers, ensuring comfort and convenience.
Itinerary and Information: Provide a detailed schedule and essential contact information well in advance.
4. Catering and Refreshments
Continuous Refreshments: Arrange for coffee and other refreshments to be available throughout the visit in the conference space.
Meal Provisions: Offer box lunches, especially during student meetings, taking into account different dietary needs and preferences.
5. Financial Management
Budget and Expense Planning: Carefully plan and manage the budget for all hosting-related expenses.
Cost Sharing and Documentation: Follow the cost-sharing agreement with the college and the Office of Academic Affairs (OAA) and maintain clear records for all expenses.
6. Welcome Dinner Organization (If Requested)
Social and Planning Dinner: If the APRT requests, organize a welcome dinner for the external reviewer prior to the review to facilitate social interaction and discussion about the review process and interview plans.
Venue Selection: Choose a venue that is conducive to both socializing and professional discussions.
7. Support and Administrative Services
Staff Assistance: Allocate staff members to provide administrative and logistical support during the APRT’s visit.
Orientation Materials: Offer maps, guides, and pertinent information about the campus and nearby facilities.
8. Pre-Visit Preparations
Clear Communication: Ensure that all relevant schedules, contacts and logistical details are communicated to the APRT in advance.
Accommodating Special Requests: Inquire about and make provisions for any specific needs of the APRT members.
9. Post-Visit Engagement
Gathering Feedback: After the visit, solicit feedback to identify areas for improvement in future hosting arrangements.
Expression of Gratitude: Send thank you messages to the APRT members, acknowledging their efforts and the value of their contribution to the academic unit.
Adhering to these guidelines will help the academic unit provide an efficient, comfortable, and conducive environment for the APRT, ensuring the success of the program review process. All questions can be directed to Osielia Lewis at olewis@ua.edu.