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For NSF/DUE Sponsored Projects
Prepared for the Division of Undergraduate Education of the National
Science Foundation by the Montana Systemic Teacher Excellence Program (STEP)
DUE-981527
"Following the award for large projects (Centers, Collaboratives,
comprehensives, systemics, and others), NSF program staff will work with the
proposer to select a National Visiting Committee (NVC), a project-specific
external board. The NVC is expected to help ensure the project's success by
advising the project's staff, assessing project plans and progress through
reports to the project staff and NSF, and enhancing the dissemination of
project results. NSF staff and the proposer will develop specific tasks for
the NVC. In general, 'large projects' are here defined as those with total
awards exceeding $500,000."
from DUE's Program Announcement and Guidelines
As members of National Visiting Committees (NVCs), national leaders assist
NSF and NSF-funded projects fulfill their goals and objectives in achieving
excellence in undergraduate education. Projects are selected for funding in
NSF programs based on their high potential for making significant improvements
in undergraduate education. As nationally recognized leaders and experts, NVC
members have a particularly important role in assisting these highly visible
projects and NSF programs achieve their full potential.
This brochure provides a guide to the roles and responsibilities of the
National Visiting Committees, and responds to frequently asked questions
regarding the committees. Because each project is unique, with unique sets of
challenges, aspects of the operation of National Visiting Committees and the
issues they face will differ. Consequently, this brochure is not intended to
establish policy and procedures, but rather to serve as a resource for
committees and projects.
NATIONAL VISITING COMMITTEES: "TO ADVISE, ASSESS, AND ASSIST"
Each National Visiting Committee normally consists of six to eight
(although some committees have as many as twelve) national leaders in the
fields of science, mathematics, engineering, technology, evaluation, and
education. To assist projects in achieving their full potential, NVCs: 1)
advise the Project Leadership based on the collective expertise and
perspectives of the NVC membership; 2) assess the project's progress and plans,
and report their findings to NSF and the Project Leadership; and 3) provide
assistance in specific areas as identified by the NVC.
Provide Advice
A primary role of the NVC is to provide advice to the Project Leadership
which will help promote the ultimate success of the project. Informed by the
advice provided by the NVC, Project Leadership can make necessary adjustments
to achieve the project goals or to address particular challenges.
Assess Progress
An NVC provides the Project Leadership an objective perspective of the
project, helps focus on issues of importance, and critically reviews the
project's progress. The NVC assessment of project progress, which is reported
in writing to the Project Leadership and to NSF, helps ensure that the project
stays on track to meet its goals and objectives.
Provide Assistance
Because of their expertise and national stature, NVC members can
significantly assist the project. For example, NVC members can bring
visibility and credibility to the project by meeting with campus
administrators, department heads, and faculty at participating campuses. They
can also provide information about the project to other campuses (including
their own), at professional meetings, and in the scientific and educational
community at large. NVC members may identify other specific ways to provide
assistance to the project.
FREQUENTLY ASKED QUESTIONS ABOUT NVCs
To Whom Do Nvc Members Report?
NVC members report to both the Project Leadership and NSF but are
ultimately responsible to NSF. Membership on an NVC is suggested by the
Project Leadership and approved by NSF. In addition, NSF often recommends
individuals for inclusion on the NVC. All reports prepared by the NVC are
given to NSF after review by the Project Leadership for factual accuracy.
What Is The Responsibility Of An NVC Member?
Each Committee member is expected to attend all NVC meetings, to provide
advice to the Project Leadership, to assess the project's progress, and to
provide specific assistance as appropriate. To this end, each NVC member will
be asked to review project materials, assist with developing an agenda for the
annual meetings, and contribute to NVC reports.
How Much Time Is Involved?
The annual time commitment of NVC membership includes: attending the
one-to-three day annual NVC meeting; reviewing materials in advance of the
meeting; and contributing to the writing of the annual NVC report. The NVC
Chair has the additional responsibility of communicating with the Project
Leadership in planning for the annual NVC meeting, organizing the writing of
the NVC report, and serving as the primary NVC contact to the project and NSF.
In recognition of the significant time commitment of serving on an NVC and the
importance of the activity, the National Science Foundation will write a letter
of support to a member's employer and/or university Dean, Provost, or
President to ensure that the member's contributions are recognized at his or
her place of employment as well as at NSF. Those who are unwilling or unable to
make this commitment of time or who are unable to attend annual meetings should
not agree to serve as an NVC member.
What Project Information Is Available?
Several documents can provide information. These include, for example, the
original proposal and supplemental materials, which outline goals and
objectives of the project; the timeline for reaching the objectives; a listing
of project personnel and their responsibilities; and, a plan for
institutionalization of the proposed reforms. Many projects also have
newsletters and Web sites. NVCs should draw upon all of these documents, as
well as information gained through site visits and other communication with
project participants, to better understand the project.
What Are The Most Effective Ways To Help A Project?
There are a number of areas where the NVC is uniquely qualified to assist a
project. For example, by bringing a national perspective to the project, the
NVC can help the Project Leadership see their project in the context of
national trends or mandates.
In addition, because they are able to see the big picture, the NVC members
can provide advice on the overall project administration (e.g., exploring how
all the parts fit together; improving inter- and intra-campus relations by
explaining the problems of the various project participants to one another;
establishing communication linkages; etc.) and keep an eye on where the
project is headed. It is also uniquely situated to take an objective look at
assessment and evaluation.
The NVC members also bring specific expertise in their discipline areas and
on educational issues. As recognized leaders in their respective fields, the
NVC members can raise the importance of the effort within the institution
(e.g., increasing faculty priority given to improving undergraduate education),
and speak on behalf of the project to campus administrators to secure the
support needed to ensure success. The NVC can suggest outside sources of
assistance (e.g., referrals to consultants, evaluators, etc.).
Ultimately, it is the responsibility of the Project Leadership to take the
NVC advice or not, if the Leadership feels the advice is not appropriate for
their project. In the latter case, there should be discussion of the issues
among the Project Leadership, the NVC, and NSF.
If the NVC wishes to provide advice regarding the NSF program through which
the project is funded, it should do so by communicating directly with NSF.
How Far In Advance Should NVC Members Plan Project Visits?
It is recommended that annual visits be scheduled one year in advance,
preferably to coincide with the project's completion of its annual report to
NSF. Once on a regular site-visit schedule, the NVC Chair should try to keep
to that schedule throughout the life of the project. In addition, the Project
Leadership and the NVC Chair should forward all pertinent materials to members
in a timely fashion (preferably three to four weeks in advance) to help them
adequately prepare for the meeting.
Are NVC Members Limited To One Visit To The Project Per Year?
In addition to NVC meetings, NVC members and projects are encouraged to
consider other visits to a project, particularly if individual NVC members
have expertise of particular interest to the project. Many members and
projects find that visits to classrooms and to other project sites, and
individual meetings with faculty, are very informative and beneficial. While
on campus, NVC members often present seminars or workshops, with the goal of
sharing their expertise with project participants and interesting more faculty
in project activities. Because expenses are reimbursed by the project, all
travel should be discussed in advance with the Project Leadership and the NVC
Chair.
ANNUAL NVC MEETINGS
The National Visiting Committee is expected to visit the project at minimum
once per year (some NSF programs suggest two visits during the first year) and
to produce a timely report after each visit for the benefit of the Project
Leadership and NSF. This provides an opportunity to experience, first-hand,
the progress the project is making and to provide constructive feedback. The
report generated at the end of a visit should be an objective evaluation of
the project's progress to date, and include recommendations for the Leadership.
In general, the main objective of the initial National Visiting Committee
meeting is to provide the NVC with an overview of the project goals and
objectives and to introduce the project staff to the NVC members. By the end
of the first year, all meetings should be organized so that opportunities for
two-way communication between the project and the NVC is maximized (as opposed
to devoting time to formal presentations). Annual site visits sometimes focus
on problems encountered in the past year or on particular project activities
(e.g., course reform or recruitment). Many NVCs choose to work in small groups
on focused areas of common interest, and meet as a large group only at the end
of the site visit.
Each NVC, in cooperation with the Project Leadership, is free to establish
its own guidelines for site visits. However, the following format has proven
to be successful with many NVCs.
Pre-Meeting
Project Leadership forwards to the NVC Chair all pertinent materials (e.g.,
an executive summary of the most current report, including timelines, budgets,
etc.; a copy of the award letter or cooperative agreement; a list of
accomplishments and/or concerns that need to be addressed, etc.). NSF program
officers may also provide the NVC Chair with a list of issues or concerns NSF
wants addressed in the review. The Project Leadership and/or the NVC Chair
invite the NVC members to provide items related to the agenda and the review.
Based on these materials, the NVC Chair, working closely with the Project
Leadership, formalizes the agenda for the meeting. Wherever possible, the
agenda should seek to provide opportunities for members to meet with members
of the project team. For example, NVC members may decide they want to attend
an exemplary course prior to the formal meeting. Others may want to prepare a
special seminar on an issue of concern expressed by the Project Leadership.
Or, the NVC Chair might want to schedule a meeting with the campus
administration.
Meeting
Site visits are usually scheduled for one to three days, with opportunities
to meet individually and in groups with participating faculty, administrators
and students involved with the project. Previous NVC members have found it
valuable to sit-in on courses affected by the projects; to visit other
campuses or model schools involved with reform activities; and/or to rotate
the site of the annual visit if there are collaborating institutions so that
more students and faculty are involved. NVC members should also meet with
campus administrators to reinforce the importance of the project and to help
lay the groundwork for institutionalization. It is intended that a
representative from NSF will attend the first annual meeting; subsequently, an
NSF representative will attend as possible and as needed.
Post-Meeting
At the conclusion of the site visit, the NVC normally meets in executive
session to identify issues that will be included in the consensus report, and
then presents these orally to the Project Leadership. The report should
succinctly point out both the strengths and weaknesses of the project, and
provide recommendations. The Project Leadership should be provided time to
respond to the content of the report, both at the conclusion of the meeting and
in writing over the following two or three weeks. The NVC Chair will forward to
NSF a copy of the report, which has been reviewed by the Project Leadership for
factual accuracy, no later than one month after the site visit.
IN SUMMARY
NSF-funded projects are led by motivated, dedicated individuals whose
innovative plan to improve undergraduate education has been funded only after
extensive review. Nevertheless, projects benefit enormously from the external
expertise and national perspectives provided by NVCs. The NVCs, working closely
with the project and NSF, can greatly assist the project in achieving their
goals and increasing their ultimate impact. More broadly, members of the
National Visiting Committees have a unique opportunity to influence the
success of NSF's efforts to improve the undergraduate education for all
students. To this end, all members are asked to serve as a national resource
and advocate for reform in science, mathematics, engineering and technology
education.
This brochure was produced by the Montana STEP Project under contract no.
DUE-981527
for
Division of Undergraduate Education
National Science Foundation
4201 Wilson Blvd.
Arlington, VA 22230
703-292-8670
www.ehr.nsf.gov/ehr/due/default.asp
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