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Self-Studies culminate with a campus visit by an external review team. These
visits normally take place between late February and early April (after the
search season). The Self-Study timeline is designed with an eye to preparing for
this visit.
Late Spring (one year prior to the visit by the external review team):
The department chair/program coordinator and the Administrative Assistant meet
with the Associate Dean to go over expectations, procedures, and budget. Shortly
thereafter, the department/program provides the Associate Dean with:
- A list of acceptable dates for the external review team visit. The visits
last two full days, either Monday-Tuesday or Thursday-Friday. The Associate
Dean should, based on the number of self-studies in any given year, reserve
dates on the President’s and Dean’s calendars. Specifically, the Associate
Dean should check with the secretaries in the President’s and Dean’s offices
to make sure that the Dean is available for a breakfast meeting (one hour) on
the first day of the visit and that both the Dean and President are available
for an exit interview (one hour) in the middle of the afternoon on the second
day of the visit.
- An annotated list of 6-8 potential outside reviewers, ranked in order of
preference and grouped according to their specific niches. Generally it is
important to have at least one team member from a school like Pomona, and one
from a university that offers a PhD in the relevant discipline. The Associate
Dean will contact the reviewers one by one, in the order suggested by the
chair/coordinator until he/she has come up with three people who can all be
campus at one of the agreed upon times.
Once the Associate Dean has identified three external reviewers, the
chair/coordinator and the Administrative Assistant take over to handle all of
the arrangements in due course.
Early Fall: The department/program meets to frame the main issues for the
self-study and to begin gathering the materials necessary for the self-study
document. This document must be prepared by no later than two weeks before the
scheduled external review visit.
February: The completed self-study document is sent to each reviewer as
well as to the Associate Dean, no later than two weeks before the visit. Two
hard copies of the same document, supplemented with c.v.’s of each of the
reviewers, are prepared and delivered, one to the Associate Dean (to be shared
with the Dean) and one to the President, no later than one week before the
visit.
February – March: The external reviewers visit campus (see above).
March – April: The Dean’s Office receives the external reviewers’ report
and forwards it to the department/program as well as the President and other
administrators for review.
April – May: The department/program arranges a meeting with the Dean and
Associate Dean to discuss the report’s recommendations.
October or May of the next academic year: The chair/coordinator reports
on the self-study to the Academic Affairs Committee of the Board.
One year after completion of the self-study: The department/program
submits a follow-up report to the Dean, with a copy to the Assistant Dean. The
chair/coordinator meets with the Dean to make a progress report. After the
report has been reviewed by the President and other administrators, the Dean
then makes recommendations for further action as appropriate.
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