In January 2006 the Association reported on the formation of a coalition to address the university presidents’ associations’ (AASCU, NAICU, and NASULGC) belief in an “assessment process” for fraternity/sorority communities. This process was an outgrowth of the Call for Values Congruence issued by university presidents in 2003. The goal of the Coalition has been to create a process that meets the presidents’ expectations and is inclusive, both in its development and in its approach to evaluating the fraternity/sorority community on a specific campus.
Since January, AFA (represented by Past Presidents Amy Vojta and Mike Hayes) has participated in the Coalition and, in collaboration with representatives of the NIC, NPHC, NALFO, NPC and FEA, has made progress in the development of a program review/evaluation process for fraternity/sorority communities. Together Coalition members have created the infrastructure for a three-part process consisting of: 1) pre-visit data gathering, 2) a campus visit/consultation, and 3) a post-visit report and follow-up.
There is still much work to be done, many questions to be asked and answered, and lessons to be learned from the program’s pilot phase, to be implemented in spring 2007. We have waited to share news from the Coalition with our membership until we had the most comprehensive information available. Recent meetings and conversations have convinced us that now is the time to report on the status of this important and continually evolving project.
Over the past ten months, AFA has focused on the following key areas as it relates to the development of this program:
“To what end?” This is the question we have asked as we focus on the continuous improvement of the fraternity/sorority experience. Many struggle with how to answer the question: “How exactly do you quantify what a ‘good’ experience or community is?” We feel that clearly identifying the end goal of the process is critical to its ultimate success. That stated, the desired end result of this program review process is to provide the campus administration and its respective constituents with a report that includes summary observations and recommendations for the future. The campus is responsible for implementation of ideas contained in the report. NPC, NIC, NPHC and NALFO have committed to having their member groups review the visit reports and guide their respective chapters (through leadership consultant visits, increased contact with the inter/national organization, etc.) toward the implementation of concepts or ideas contained within them. While the program review and the resulting report are not chapter-specific, all members of the Coalition acknowledge that individual chapter buy-in and action is critical for change and progress to occur within the community.
What makes this program matter? The reality is that in order for this kind of program review to carry weight and be successful, it must garner support from high level administrators, up to and including the college or university president. We’ve asked questions regarding the “buy-in” of senior student affairs officers and whether or not this is on the radar screen of “our bosses.” While the answers to these questions remain unclear, they are not deterring the important work of beginning the pilot process. This project was on the agenda and discussed at length at the recent NASPA Greek Summit. We learned many things from those discussions, including the fact that the presidents’ use of the word “assessment” to describe this process was not an accurate depiction of the product being delivered. AFA is now using the terms “program evaluation” or “program review” to more appropriately reflect how student affairs professionals would describe this process to their colleagues and student leaders. We also learned that more work needs to be done to involve and engage senior student affairs officers in this process; the next five months will afford AFA and the Coalition the opportunity to do just that.
Pre-visit data collection – AFA has been vocal about the need for the pre-visit data gathering process to be thorough and at the same time grounded in the question: “How will this information be used?” We subscribe to the belief that if you are not going to use or are not sure about the use of information garnered by a specific question, it shouldn’t be asked. Certainly campus fraternity/sorority advisors should be gathering statistics on their communities, and the pre-visit data questions can serve as a model for campuses that are not currently tracking this important information. At the same time, we realize that the pre-visit data phase of the program review or evaluation should not place an undue burden on the campus professional. The pilot phase will allow this process to be tested and feedback will determine how closely the Coalition has hit the mark in this area.
Logistics – Of utmost importance to AFA is our desire and ability to support our members by being active participants on visit teams and in the evaluation stages of this pilot process. Pending review by our legal counsel, AFA will be represented on each pilot campus visit. Beyond the pilot phase, our plan is to be involved in all campus visits, as the Coalition has acknowledged that the student affairs perspective is critical to this process – and we most certainly agree. We continue to evaluate our capacity for full participation in this project and commit to being engaged at the greatest level possible.
On September 25, 2006, the Coalition met in Indianapolis to make decisions regarding the pilot phase of the project. Finalizing the pre-visit data questions and the general structure of a campus visit were primary outcomes of the meeting. Additionally, it was agreed that the NIC will coordinate the logistics of the pilot phase, including arranging campus visits and coordinating the activities and reports of the visit teams.
Originally targeted for implementation in fall 2006, the pilot phase will move forward in February 2007, with between five and ten campus visits. Coalition members brainstormed possible pilot campuses during the September 25th meeting though selection has yet to begin. The pilot campuses will represent a cross-section of large/small campuses, large/small fraternity and sorority communities, and a broad range of undergraduate chapters. Coalition members are enlisting volunteers to be on campus visit teams, and AFA’s outreach is taking place right now. We plan to have 6-8 volunteers lined up to represent us on the pilot campus visit teams.
Once the pilot visits are completed, the Coalition will meet for a thorough evaluation of all aspects of the program. This meeting will take place in May or June 2007 after the last campus visit. Changes to the pre-visit data questions and/or the campus visit itself will be made at this time, in anticipation of full implementation of the program in fall 2007.
We have shared this information and the Coalition’s working documents knowing that not every AFA member will be touched by the pilot phase of this important program. As recently as this week the presidents’ groups have reiterated their support for this program and expressed their desire to see its full implementation. If their original intention still holds true – that all campuses with fraternity/sorority communities are reviewed over the next ten years - this program is indeed important to all of us. We want to make sure that you have all the information we do, and that you feel comfortable sharing your thoughts and concerns with us as the pilot phase of this process moves forward.
To that end, we encourage you to log on to the Association’s Online Community in the Association Business forum to share your feedback. There will also be the opportunity to participate in two information sessions at the upcoming AFA Annual Meeting in New Orleans. We will incorporate your thoughts into the feedback we take to the table in May or June 2007 during the pilot evaluation meeting.
We’re sure that you have many questions about the overall project and how it might impact you. We’ll attempt to answer the questions we’ve anticipated now, but certainly know that as we learn of new ones we will work to get you the answers.
When will my campus be visited?
As previously stated, the pilot phase is currently planned for spring 2007, with five to ten campuses participating. The process will then be reviewed and evaluated by the coalition, and plans for further implementation will be determined at that time. While the original plan was for all 800 campuses with fraternity/sorority communities to participate at the rate of up to 80 per year over the next ten years, we do not have confirmation that this is still the presidents’ intent. We do not know at this time how campuses will be selected beyond the pilot phase. This and many other decisions will be decided once the pilot phase has been thoroughly evaluated.
How much is this going to cost, and who will be funding this program?
The initial cost estimates range from $2,500 - $7,500 and they are based on the size of the campus and the length of the on-campus visit. The cost of the visit will be the responsibility of the institution, and is based on the campus visit team’s travel and housing costs, meals, all materials needed for the visitation team, and the final report. Our understanding is that with the college and university presidents’ endorsement of this program, campuses will receive financial support at the highest level of the administration.
How much time will I have to prepare for a visit?
The recommendation is that each institution be given, at a minimum, three months notification and preparation time for a campus visit. The goal is that the pre-visit data collection phase is completed at least 45 days before the scheduled visit so the campus team can have ample time to review the information.
What will happen after the program review team leaves?
After the team concludes its visit, a report will be written and provided to the campus in a timely manner. A post-visit conversation will then be coordinated between the campus and the coordinator of the visit team to discuss any questions or concerns with the reports findings or recommendations. The implementation plans are left to the institution to design and monitor. Visitation team members will be available for follow up conversations, but there is no plan for ongoing consultations or follow-up reporting/visits.
Will the campus be “accredited” or considered in good standing after a visit? Will there be a pass/fail rating? Who else will receive the visit team’s report?
The purpose of the visit is to assist the campus in assessing the overall fraternity and sorority life experience at the school, not to establish a ranking or accreditation program for our communities. This program does not certify a fraternity/sorority community or the fraternity/sorority life office. The visit report is a document to be used by the university and the fraternities and sororities represented on the campus as they work to advance the fraternal experience in that specific community. Coalition members (NIC, NPHC, NPC, NALFO, AFA, and FEA) will have access to the report due to their roles on the campus visit teams, but there is no plan for umbrella organization or association interaction with campuses. NIC, NPHC, NALFO and NPC member groups will be asked by their respective umbrella organizations to follow up with their chapters about how to best implement the recommendations within a visit report. It should be noted that there will be no chapter specific recommendations or information published in the final report. This is a community review and individual chapters will not be referenced or identified for follow-up.
How will the visit report and information be shared with inter/national organizations and umbrella organizations?
The umbrella organizations will be represented on visitation teams according to the composition of the campus fraternity and sorority community. As previously stated, the umbrella organizations have committed to having the visit reports reviewed by their member groups, with follow-up occurring at their discretion.
Will any of my groups be closed as a result of this process?
This program’s intent is to focus on the health of the fraternity and sorority community, not individual chapters. As stated above, chapter identifying information will be excluded from the final visit report, and the plan is that the data gathered in the pre-visit data collection phase will be stripped of identifiers as well. The program’s goal is to be a catalyst for improvement, and in no way is intended to be punitive in nature. Issues that surface during the campus visit will be addressed in partnership with the host institution and the campus visitation team.
Am I being assessed?
This is an interesting question, as we all sometimes feel the pressure of our students’ behavior reflecting on our efforts and our work. The intention of this program is not to put any organization or person on the “hot seat”, but rather to explore the many aspects that comprise a successful fraternity/sorority community. It goes without saying that strong advisement and support of chapters and councils leads to stronger chapters and a stronger community. AFA’s involvement in this project has focused on making this a “win” for fraternity/sorority advisors. We envision visit reports commending the efforts of advisors and also recommending more funding for programs, salaries and professional development so that the profession can be elevated and staff members valued more highly. We feel that this evaluation process will lead to increased attention on the need for qualified, competent professional staff to lead fraternity/sorority life offices.
AFA will continue to advocate for the campus-based professional’s pivotal role in a project of this magnitude and we commit to reporting new information as it is available. We recognize that AFA members, more than any other constituency represented on the Coalition, are impacted tremendously by this initiative, and that you have a unique role in the education of others – be they students, student affairs colleagues, or your supervisor and chief student affairs officer. You can be assured that we are acting with your interests in mind.
As always, please know that you can contact your Association leaders with any questions or concerns. Their contact information can be found on the AFA website. We look forward to keeping you updated on the project and the Coalition and look forward to hearing from you.