Site Visit Preparation

There are several things that a provider should consider in order to ensure a successful site visit.

• Prepare staff in advance. Make sure they know who will be interviewed and what ERIS standards will be discussed.
• Consider conducting a mock site visit to create comfort with the site visit process and help staff understand what to expect. Develop an agenda for the site visit and share it with the staff.
• Make arrangements for the Entrance and Exit Meetings and invite staff to attend these meetings with the Child Care Reviewer.
• Identify a room for the Child Care Reviewer to use while on site that offers privacy and minimal disruption. Place relevant on-site documents in this room so they are easily accessible to the Child Care Reviewer.
• It is not necessary to print all documents if they are available electronically. If a computer is available with internet access during the site visit, as well as access to online manuals and other important documents, this will be helpful to the Child Care Reviewer.
• Make arrangements for the review of ERIS documents. This will go smoothly if the on-site evidence (e.g., personnel records) are assembled prior to the Child Care Reviewer’s arrival. Also be sure to designate a staff person to facilitate the document review who is knowledgeable about the location of records and other important documents.
• If the program has multiple sites, identify key staff to escort the Child Care Reviewer to each of the other program sites and prepare staff at all program sites for the Child Care Reviewer’s visit, not just the central office staff.
• Develop a plan to reward staff for their participation at the conclusion of the site visit and share the feedback from the Exit Meeting.