Site Visit Process

The site visit is the most complex aspect of the accreditation process—and also the most visible function of the Commission on Accreditation for Respiratory Care (CoARC).

Site visitors serve as objective observers. Their role is to gather facts and verify documentation so that CoARC can determine whether a program meets the criteria in the CoARC Standards.

Site Visit Timeline and Checklist

Overview of a Site Visit

• Typical structure: 2 days with 2 site visitors
• Extended visits: May last 3 days with 3–4 visitors if a program has multiple locations or if more than one program is being reviewed
• Activities:

• Meetings with faculty, administration, and community stakeholders, support faculty, clinical instructors/preceptors, students, and graduates (if applicable)
• Review of facilities (classroom/lab(s) and/or the learning management system
• Verification that documentation supports program resources, outcomes, and action plans

The visit also provides consultation and constructive feedback to help programs strengthen quality.

Before the Site Visit

Referee review

• The program submits its self-study report.
• The Referee reviews the documentation, addresses concerns, and approves scheduling the visit once satisfied.
• The site visit must be completed within 6 months of approval.

Scheduling the visit

• The program completes a Site Visit Request form, proposing four sets of potential dates.
• Once the site visit team and dates are confirmed, the program:
  • Submits a draft of the Site Visit Agenda 8 weeks prior to the visit.
  • Submits a draft of the Pre-Registration form and uploads the List of Evidence to the CoARC’s file-share system 6 weeks prior to the visit.

Pre-visit preparation

• The Team Captain is available to assist the program with preparing for the visit.
• The Site Visit Team reviews the self-study, Referee’s analysis, and List of Evidence.
• 2 weeks prior to the visit – a virtual pre-visit meeting occurs with the Program Director, Director of Clinical Education and the Site Visit Team to finalize the Agenda, Pre-Registration form and clarify expectations.

During the Site Visit

At the start of the visit, program personnel and administration are briefed on the purpose, function, and process.

Information is gathered through:

• Review of the List of Evidence, facilities, and the learning management system.
• Interviews with faculty, students, and graduates.
• Discussions with the Administration, Program Director, Director of Clinical Education, Medical Director, Clinical Instructors and/or Preceptors, and the Advisory Committee.

Closing activities:

• The team confirm data and findings with the Program Director and Director of Clinical Education
• Informal feedback and suggestions are shared to help address any shortcomings.
• The Site Visit Team will meet with the key personnel, administration representatives, and stakeholders during the Summation meeting for an oral summary of the team’s findings according to the CoARC Standards.

After the Site Visit

1. Site Visit Review Report (SVRR)
   • The team submits the SVRR to the Executive Office.
   • The Referee reviews the report and completes the Referee’s Analysis.
   • The Executive Office provides the final report to the program.
2. Program response
   • The program has an opportunity to respond to any factual errors.
   • The program is asked to complete the Program Site Visit Questionnaire (PSQ) for feedback on the site visit process.
   • If needed, the program may submit additional evidence related to any Standards that were not met by the deadline provided by the Executive Office.
   • The referee reviews any additional evidence submitted and makes an accreditation recommendation to the Commission.
3. After the Board Meeting
   • The program receives a letter from the Executive Office on the program’s accreditation status based on a vote by the Commission.
4. Related Documents
   • Click on the following link to view examples of documents related to the following site visits:
     • Provisional Base Entry Site Visit
     • Continuing Base Entry site Visit
     • Provisional Degree Advancement Site Visit
     • Continuing Degree Advancement Site Visit
   • The Site Visit Agenda and the Pre-Registration form will be slightly different for programs that have a Satellite, Off Campus Lab Site(s), Consortiums or Combined visits for more than one program.

Questions related to the site visit process or documents should be directed to Bonnie Marrs, Senior Accreditation Specialist at (817) 283-2835 ext 102 or by email at bonnie@coarc.com.