Steps in Identifying and Engaging External Reviewers

Due Dates:
July 1, 2008 for fall 2008 reviewers
October 31, 2008 for spring 2009 reviewers

The department (or program) identifies at least three candidates for external reviewer (in priority order), based on the role and qualifications described in "The External Reviewer" and discloses any affiliations between each candidate, Florida State University, and any member of the program faculty.
In priority order, the department contacts potential reviewers informally to determine their interest and availability to serve.
The department submits curriculum vitae (or website addresses where vitae can be found) of these candidates to the Office of the Dean of the Faculties.
The Office of the Dean of the Faculties reviews the candidates and coordinates communication with the potential reviewer(s).
After an informal agreement is reached, the Office of the Dean of the Faculties sends a formal offer letter to the external reviewer on behalf of the Provost to ensure standard formats, fees, and conditions. Each external reviewer is offered an honorarium of $1500 and reimbursement of travel expenses at State of Florida rates. The letter also describes the expectations of the review and conditions of the agreement, including the requirement that a formal written and electronic report of the site visit be submitted to the Office of the Provost within two weeks following the site visit. When signed by the external reviewer, this letter serves as the contract for services.
After this contract is signed, the office of the dean whose department or program is under review (or department office) becomes the primary contact for the external reviewer throughout the rest of the review process in regard to visit logistics (travel arrangements, hosting responsibilities, and visit schedule). Each academic dean or department chair identifies a staff member who will contact the external reviewer regarding travel arrangements. The Vice President for Planning and Programs is the contact regarding substantive issues.
The academic dean's office is responsible for making the reviewer's travel reservations, for reimbursing the reviewer directly for travel expenses, and for paying the $1,500 honorarium. If this task is delegated to the department, the dean will notify the department chair, the Provost's Office, and the department fiscal administrator. Thus, the staff member identified in (6) prepares all paperwork involved in making these payments (travel authorization, expense report, purchase order), making sure that the external reviewer is paid and reimbursed promptly following the site visit.
The Office of the Provost will reimburse the department/dean via budget transfer for these external reviewer honoraria and travel expenses in accordance with State of Florida guidelines. There are no special provisions or exceptions for the honoraria and expenses incurred by external reviewers; departments should inform reviewers of all per diem restrictions or be prepared to cover any expenses that exceed state per diem. Each dean/department should send a copy of all relevant documentation (receipts, travel authorization, expense report, purchase order) to the Office of the Provost, Attn. Accounting, Mail Code 1310, to effect the reimbursement. (Refer to contact list, Appendix A, if you have questions.)

Please let the Associate Dean of the Faculties know if you have any questions regarding these procedures.

				Office of the Provost and Executive Vice President for Academic Affairs Quality Enhancement Reviews



	QER General Information Purpose and Overview Process Guidelines Seven-Year Cycle Schedule Contact List Due Dates and Deadlines QER Schedule—Fall 2008 (Excel download) QER Schedule—Spring 2009 (Excel download) External Reviewer Information Role and Qualifications Steps in Identifying and Engaging External Reviewers Sample Engagement Letter Sample Site Visit Schedule Sample External Reviewer's Report format Self-Study Questions and Documentation CURRENT Self-Study Questions* PROPOSED Self-Study Questions* Supporting Documentation: Sources Unit Accomplishment Summary Instructions Unit Accomplishment Summary Spreadsheets (Excel download) Faculty SUSSAI Scores Spreadsheet (Excel download) Faculty SUSSAI Scores SAMPLE Spreadsheet (Excel download) Graduate Policy Committee (GPC) Review Process Florida Board of Governor's Process Frequently Asked Questions QER Guidelines and Procedures Manual (PDF download) *Self-Study Questions: Fall 2008 reviews may either use the current or proposed self-study questions. Spring 2009 reviews must use the proposed self-study questions.			Steps in Identifying and Engaging External Reviewers Due Dates: July 1, 2008 for fall 2008 reviewers October 31, 2008 for spring 2009 reviewers The department (or program) identifies at least three candidates for external reviewer (in priority order), based on the role and qualifications described in "The External Reviewer" and discloses any affiliations between each candidate, Florida State University, and any member of the program faculty. In priority order, the department contacts potential reviewers informally to determine their interest and availability to serve. The department submits curriculum vitae (or website addresses where vitae can be found) of these candidates to the Office of the Dean of the Faculties. The Office of the Dean of the Faculties reviews the candidates and coordinates communication with the potential reviewer(s). After an informal agreement is reached, the Office of the Dean of the Faculties sends a formal offer letter to the external reviewer on behalf of the Provost to ensure standard formats, fees, and conditions. Each external reviewer is offered an honorarium of $1500 and reimbursement of travel expenses at State of Florida rates. The letter also describes the expectations of the review and conditions of the agreement, including the requirement that a formal written and electronic report of the site visit be submitted to the Office of the Provost within two weeks following the site visit. When signed by the external reviewer, this letter serves as the contract for services. After this contract is signed, the office of the dean whose department or program is under review (or department office) becomes the primary contact for the external reviewer throughout the rest of the review process in regard to visit logistics (travel arrangements, hosting responsibilities, and visit schedule). Each academic dean or department chair identifies a staff member who will contact the external reviewer regarding travel arrangements. The Vice President for Planning and Programs is the contact regarding substantive issues. The academic dean's office is responsible for making the reviewer's travel reservations, for reimbursing the reviewer directly for travel expenses, and for paying the $1,500 honorarium. If this task is delegated to the department, the dean will notify the department chair, the Provost's Office, and the department fiscal administrator. Thus, the staff member identified in (6) prepares all paperwork involved in making these payments (travel authorization, expense report, purchase order), making sure that the external reviewer is paid and reimbursed promptly following the site visit. The Office of the Provost will reimburse the department/dean via budget transfer for these external reviewer honoraria and travel expenses in accordance with State of Florida guidelines. There are no special provisions or exceptions for the honoraria and expenses incurred by external reviewers; departments should inform reviewers of all per diem restrictions or be prepared to cover any expenses that exceed state per diem. Each dean/department should send a copy of all relevant documentation (receipts, travel authorization, expense report, purchase order) to the Office of the Provost, Attn. Accounting, Mail Code 1310, to effect the reimbursement. (Refer to contact list, Appendix A, if you have questions.) Please let the Associate Dean of the Faculties know if you have any questions regarding these procedures.