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IQAP: Sample Site-Visit Schedule

IQAP Cyclical Program Review
Program:
Virtual Site Visit Dates:
Location : **All meetings held virtually on Zoom

Zoom Details:   

External Reviewer:
External Reviewer
Internal Reviewer

DAY 1: (All times in Eastern Standard Time)
Time Participants Purpose
8:55am-9:25am Introductory meeting with:

  • Vice-Provost, Teaching and Learning
  • Vice-Provost and Dean of Graduate Studies
  • Lead Educational Developer – Curriculum Development (MacPherson Institute)
 Introductions, general goals, plan for the next two days; overview of IQAP process; answer initial questions from reviewers
9:30am-9:55am Initial Meeting with Program Chair / Director Address initial questions from the self-study and gather requests for additional information.

 
10:00am-10:30am Meeting with:

  • Associate Dean Undergraduate Studies and Associate Dean Graduate Studies
 To clarify academic policies, curriculum approval processes, and governance structures.

Can provide guidance on how proposed changes fit within university governance or faculty bylaws
10:35am-11:00am Meeting with Full Time Faculty:

 

 Gain insights from those who design and deliver the curriculum.

Discuss pedagogical approaches, assessment strategies, and course sequencing.

Suggestions for areas of improvements and enhancements related to the quality of student learning
11:00am-11:15am MORNING BREAK  
11:15am-12:00pm Meeting Students: Gather feedback on course content, workload, and teaching methods.

Identify gaps between curriculum and student needs or career goals.

Ensure inclusivity, accessibility, and engagement in learning.
12:00pm-1:00pm LUNCH BREAK  
1:00pm-1:30pm Meeting with:

  • Deputy Provost
 Discuss how program curriculum aligns with the institution’s academic mission, strategic goals, and accreditation requirements.

Can provide a broader view of faculty priorities, institutional standards, and external expectations.
1:35pm-2:15pm Meeting with Alumni:

 

 As graduates of program, can share their experiences as learners as well as strengths of program, how prepared they were to enter their chosen field and recommendations related to improvements or enhancements to the student learning experience
2:15pm-2:30pm AFTERNOON BREAK  
2:30pm-3:00pm Meeting with Staff – Academic:

 

 Understand scheduling, registration, and classroom management implications.

Ensure that systems (e.g., course calendar, student records) can support proposed changes.

Identify administrative challenges.

 

 

DAY 2:
Time Faculty / Group  
8:55am-9:25am Meeting with:

·       Dean,

·       Associate Dean

 Align curriculum with faculty-wide strategic priorities

Discuss resource allocation, staffing, and long-term vision

Discuss support for implementation
9:30am-10:00am Meeting time with faculty, students, or staff  
10:00am-10:15am Morning Break  
10:15am-10:45am Virtual tour of program learning spaces Helps reviewers visualize spaces (e.g., campuses, labs, buildings) or experiences (e.g., academic programs, exhibitions)

Highlights unique features, strengths, and atmosphere of a place or offering
10:50am-11:15am Meeting time with faculty, students, or staff  
11:15am-12:00pm Meeting time with faculty, students, or staff  
12:00pm -1:00pm LUNCH BREAK  
1:00pm-2:00pm Wrap Up Meeting with Program Chair Director Provide detailed insight into program-level goals and challenges

Ensure curriculum coherence, progression, and learning outcomes

Discuss faculty capacity, course offerings, and student feedback

Address any remaining questions
2:05pm-3:00pm Review Team Report Work Period Determine approach to co-writing Reviewers’ Report

Discuss writing logistics
3:00pm-3:15pm Afternoon Break  
3:15pm-3:45pm Wrap up meeting with:

·      Vice-Provost, Teaching and Learning

·      Lead Educational Developer – Curriculum Development (MacPherson Institute)

 Wrap-up; final questions and next steps in IQAP Process

 

Important Scheduling Considerations:

  • Do not schedule meetings back-to-back, if possible. Aim to have 5-minute gap in the schedule between meetings.
  • In addition to the lunch break, ensure there is a least one 15-minute break in the morning and in the afternoon
  • If possible, identify a way to show reviewers the learning spaces (i.e through photos or a short video). Due to privacy concerns, students / faculty and staff cannot be include in these photos or videos. For in-person visit, this is not applicable.
  • Aim to ensure diverse student representation by including students from all program variants (e.g., full-time, part-time, online) as well as students at different stages (e.g., early, mid, final year).
  • Include a representative cross-section of faculty from all research/thematic areas as well as various roles such as teaching, supervision, mentorship, and program development.