Budgeting for the Visit

Beginning with visits in the fall of 2003, NCATE began charging institutions a Periodic Evaluation Fee per BOE team member. The number of BOE team members assigned to an institution is usually three to eight persons, and is determined by the NCATE Accreditation Department based on factors including number and size of the institution’s programs, and the state partnership agreement, following the guidelines outlined at BOE Team Member Visit Appointment Guidelines.

This flat fee replaced the prior practice of invoicing institutions for exact accountings of airfare and other direct expenses incurred by NCATE on the institutions’ behalf. The new practice prevents uncertainty to institutions’ budgets based on constantly changing airfares and the variety of home locations of team members.

For the 2011-12 academic year, we must regrettably raise the Fee to $1,750 per BOE team member. The Fee for online focused visits is $2,500. Institutions will be billed the Periodic Evaluation Fee at the beginning of the semester of their visit.

In addition to the Periodic Evaluation Fee, the institution will continue to be directly responsible for arranging and paying for

  • the hotel expenses for team members;

  • workrooms at the hotel and on campus for the visiting team, with Internet access;

  • transportation from the destination airport to and from the hotel, and transportation to and from campus from the hotel;

  • meals and refreshments for the team during the visit;

  • computer rentals if necessary; and

  • supplies provided for the team members in their workroom.

This strategy gives the institution as much cost control as possible, e.g., selection of the hotel, and sending a graduate student to the airport to meet team members rather than having the team rent a car. It also minimizes the out-of-pocket or credit card load to our Examiners, who are volunteers, many of them classroom teachers. If it is not possible for the institution to set up direct-billing arrangements with the hotel, please contact the NCATE Finance Department for guidance and assistance. 

In other words, NCATE will continue to pay for airfares or alternative transportation, as well as parking, meals, and other transit expenses for the team members before their arrival and after their departure from the institution’s location (closest practicable airport). The institution will pay the Periodic Evaluation Fee and for the on-location expenses.

As part of the Visit, the chair of the BOE team also makes a Pre-Visit to the institution. NCATE will administer the expenses of the Pre-Visit within the Periodic Evaluation Fee according to the same guidance and expectations, paying for airfare and transit expenses and expecting the institution to pay for Pre-Visit hotel and other on-location expenses as listed above. For example, for a five-member team, the institution would pay a $8,500 Periodic Evaluation Fee and NCATE would pay for six airfares, one for the Pre-Visit plus five for the Visit.

The institution incurs some expenses prior to the on-site review. The costs of typing, copying, and shipping of preconditions materials and program reviews should be planned for 18-24 months prior to the visit. Some institutions, especially large ones, give release time for a coordinator of the review and may assign a secretary and/or graduate assistant to the project as well. Other related costs might be faculty attendance at one of NCATE’s institutional orientations or AACTE’s professional development workshops.
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