Although staff and stakeholders are involved in all of your efforts, the site visit is the primary opportunity for everyone to feel their participation matters. There are several things that you should do in order to assure a successful site visit.

  • Prepare staff in advance. Meet with the staff as you did when you first decided to embark on this journey; reinforce how important their participation is and how confident you are that this will be a successful visit. Make sure they know who will be interviewed and what standards will be discussed.

  • Consider conducting a mock site visit to create comfort with the site visit process and to help staff understand what to expect.

  • Work with your Lead Evaluator to develop the agenda for the site visit. Then share the agenda with your staff. This will assure they continue to feel included.

  • Make arrangements for the team’s record and documentation review. This will go smoothly if your on-site evidence (e.g., client records, QI minutes, Board minutes, complaint records, and personnel records) are assembled prior to the team’s arrival. Also, be sure to designate a staff person who is knowledgeable about the location of records and other important documents to facilitate the record review.

  • Identify key staff to escort the team members to other program sites if you have multiple offices that will be visited.

  • Identify a private room with a lock for the Evaluator Team to use while on site that offers privacy and minimal disruption. Place relevant on-site documents in this room, including a copy of the self-study evidence, so that they are easily accessible to the Evaluator Team. Provide the team with a key to this room.

  • Arrange to have a computer available with access to online manuals and other important documents. If possible, arrange for Internet access at this computer. Designate a specific staff person to be available to the team to explain how to access electronic documents.

  • Develop a plan to reward staff for their participation at the conclusion of the site visit and share the feedback from the Exit Meeting.

WHO IS ACCREDITED?

Private Organization Accreditation

Heartland for Children is the not-for-profit agency responsible for the foster care system in Polk, Highlands, and Hardee Counties.
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VOLUNTEER TESTIMONIAL

Rochelle Haimes, ACSW

Volunteer Roles: Commissioner; Peer Reviewer; Standards Panel Member; Team Leader

Rochelle is a Consultant working with a variety of private organizations to become accredited. Her primary area of expertise is in facilitating the development of PQI systems and activities. Her previous experience with both small and large organizations is the cornerstone for her long-standing volunteer activities as a Peer reviewer and as a Team Leader.
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