Checklist for Bringing an External Reviewer to Campus

• Identify three potential reviewers by June 1. They must be credible, impartial, and familiar with current national theories, trends, and standards regarding your program. If possible, they should be (1) without close connections to your faculty, (2) from an institution that’s within driving distance, to minimize expenses, and (3) from an institution that’s similar in character to Towson, so they understand your program’s environment.

  • Where can you find potential reviewers? Some disciplinary associations maintain databases of qualified reviewers.  If this is not available to you, ask faculty in your program and colleagues at peer programs for recommendations. Some disciplines have listservs on which you might post a query asking for recommendations.

  • What if your program is unusual and you can find only one potential reviewer? Talk to your dean.  If you can convince the dean that the one reviewer you’ve found will be credible and impartial, your dean may approve your choice without two additional names.

  • What if your program is unique and there are no similar programs from which you might draw potential reviewers? Talk to your dean.  Perhaps someone teaching in a somewhat similar program may suffice.  Keep in mind that the reviewer need not be a faculty member, just someone who is knowledgeable about your discipline and higher education.  The reviewer might be a dean, a retiree, a grade school administrator, an employer of your graduates, etc. 

• Submit the potential reviewers’ credentials to your dean by June 1. The dean makes the final selection by July 1.

• Schedule a date for the reviewer’s visit by September 30. The best time for the visit is usually during the first half of the Spring semester. Most reviewers spend one full day on campus.  Depending on their travel arrangements, they may need to stay overnight.

• Complete paperwork for the reviewer’s visit. The Provost’s Office will pay up to $750 towards the reviewer’s expenses and honorarium. Visit External Review Expenses for information on how to arrange for the Consultant Agreement, accommodation reservations, on-campus dining, and visitor’s expenses.

• Write the reviewer to confirm expectations.   You should expect the reviewer to

  • Review all materials you send him or her in advance of the visit.

  • Visit the campus on the agreed-upon date.

  • Submit a written report and send it to you within 30 days of the visit. The report does not need to be long (perhaps five to ten pages) and need not repeat descriptive information available elsewhere. It must include explicit:

    • Program strengths

    • Program weaknesses

    • Recommendations for program improvements, with each accompanied by a brief fact-based rationale. Make sure that the reviewer understands that any recommendations he or she makes regarding additional/improved resources (staffing, facilities, operating budgets, equipment, etc.) must be supported by solid evidence, such as disciplinary association standards, resources at peer institutions, etc. 

Also confirm in writing exactly how much the reviewer will receive as an honorarium and for travel expenses. Make clear that he or she will receive his or her check after you receive an acceptable written report. Visit External Review Expenses for information on how to arrange for the Consultant Agreement, accommodation reservations, on-campus dining, and visitor’s expenses.

• Make travel and lodging arrangements and confirm them with the reviewer.   Most reviewers prefer to make their own travel arrangements but may want your advice.  If they are driving, send them directions to campus (telling them exactly where to park) and a temporary parking permit. If they are flying or taking a train, arrange for them to get from BWI or the train station to campus and from campus back to BWI or the station. If they will have an overnight visit, make a reservation for them at the Burkshire. Visit External Review Expenses for information on how to reserve accommodations and reimburse travel expenses.

• Plan a schedule for the reviewer’s visit.   At a minimum, the reviewer should:

  • Tour your program’s facilities.

  • Meet with the chair and program director.

  • Meet with the program’s faculty, as a group.

  • Meet with your college dean.

  • Meet with the provost. (Contact the Provost's office as soon as possible to schedule this.)

  • Meet with some students in your program.

  • Hold an exit interview with program faculty in which he or she provides initial impressions and feedback

Depending on the focus of your review, you may also want the reviewer to meet with faculty in related/cognate/support programs, other administrators, faculty at community colleges that feed students to your program, recent graduates of the program, employers of program graduates, an advisory group, etc. Don’t forget to arrange for meals for the reviewer; visit External Review Expenses for information on making on-campus dining arrangements.

• Send the reviewer background materials at least two weeks before the visit.  At a minimum, send the latest draft of your program review (self-study) and refer the reviewer to the online Towson catalogs and your program’s web site. You may also wish to send other materials such as faculty credentials and course syllabi.

• Host the reviewer’s visit. During this visit, remind the reviewer of your written expectations for his or her report.

• Submit paperwork to pay the reviewer travel expenses and an honorarium. Visit External Review Expenses for information on how to submit this paperwork. Don’t send the honorarium check until after you have received an acceptable report.

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Page maintained and updated by: Robert Wingfield
Last updated: 3.3.05

Please send comments or concerns about this site to:rwingf1@towson.edu