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
Flexibility in Dates: Strive to accommodate the APRT’s proposed dates for their on-site visit.
Adhering to Requested Format: Collaborate with the APRT to understand and implement their preferred interview and meeting formats.
Faculty Meeting Opportunities: Ensure all faculty members are offered slots to meet with the APRT, with schedules communicated well in advance.
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 Holley Mabury at holley.mabury@ua.edu.