I just completed my first “state visit’ as CAO for a local foundation that supports charter schools. It was a compliance audit. Basically the school compiled a variety of documents in a variety of non academic areas relating to teacher certification, recruitment, demographics and the like. It amazed me how many man hours went into preparation for this routine audit that had nothing explicitly to do with teaching and learning. The preparation of documents, particularly those like teacher certification that are available on line seemed unnecessary. Not that I am opposed to audits, site visits, or any context based accountability measure. They are potentially more authentic than an annual report or some similar paper report. Yet, the reliance on complied paper to authenticate practice seems outdate if not unnecessary in the 21st century. I think the availability and use of technology to compile store and display data is available. The challenge is to figure out exactly what to capture and engage teachers in recording the data that is captured. I think this is an easy problem to solve. There are companies like Teachscape far more adept at that conversation than me, Instead, I would like to suggest how to prepare for the context of an audit.

Human beings rely far more heavily on first impressions than we would like to admit especially those in the science of education. We have placed so much stock in neutral unbiased observation that we have ignored human disposition for making and judging people on first impressions. It is true there is no second chance to make a good first impression. The audit process can be an opportunity to make a very good impression.

Here are some tips I learned:

The initial self assessment matters. Very often you are expected to send in a written appraisal, assessment, document list or letter confirming the vist. Make sure it is well put together answers the questions and has been edited. Call to follow up, ask clarifying questions or conform. Everyone likes to think what they do is important. Show them you think so too.

Tell the staff, parents, board and students the audit is coming. Visitors are an event in schools. Prepare people for the visit. Share the self assessment with them, review the data and evidence with them. A little rehearsal never hurts. Your mother in law is coming. Get the house ready!

The physical environment matters. Use the power of student work to make a pint. Agree on a common theme for the bulletin boards. One that points to a subject or issue like nonfiction writing or culture, that’s improved since the last visit. It says you were listening in an authentic way.

Clean up. Providing a clean space for the auditor to work, clean halls to walk through and clean classrooms to visit says the work is important. There are no distractions. They don’t live in a building with hundreds of kids. They don’t know how quickly things get tattered. The audit day is not the time to make the point.

Control the conversation. Have artifacts; sample work, data charts and anecdotes ready to make the point your school is improving. They asked for state exam results you have them and your latest assessment results too.

Control the school tour. Visit the classrooms and highlight the improvement in practice and management since the last visit especially those that support you implemented the recommendations in the report. They don’t remember your school. They visit dozens of schools, they reread the report. You reread the report too and talk about how you implemented the recommendations without ever saying so.

Never get defensive. If you disagree with an observation present the data to make your case. The audit is not personal, don’t make it personal.
Debrief with the teachers. Tell them how it went. Thank them for their good work.

The state or authorizer visit is an opportunity to shine up the school and show the best of what you do. It never hurts to show off. Thane the opportunity and go with it!