Site Visitor InSights

a monthly newsletter for Site Visitors

April 2026

Upcoming Dates

April 20, week of: Notifications will be sent to site visitors with their proposed schedule for July-September. (Thank you to everyone who has provided their availability!)

May 27-31: ACCREDITCON in New Orleans. Register and use the site visitor discount code S26VR to save 50% (excludes pre-conference workshops).

View the list of upcoming webinars here.

June 10 at 2 PM Central Time: Conversations with Site Visitors. View previous Conversations with Site Visitors here.

June 12 at 2 PM Central Time: Town Hall with the EMS Education Community. View upcoming Town Halls here.

Expense Reports: Fly vs. Drive

Flying between your home airport and the program destination is preferred for many, but sometimes driving makes more sense.

Sharing with you content from a supplemental email that a site visitor recently submitted with their expense report to show the cost analysis of driving vs. flying. You are encouraged to submit a similar analysis to support the decision to drive.

Drive Total

Lodging/Hotel: $281.21

Personal Auto mileage: 952 miles × $0.725 = $690.20

Parking: $25.28

Concur fee: $10.00

Total (Drive) = $1,006.69 

Fly Total

Lodging/Hotel: $281.21

Flight: $797.00

Airport parking: $27.00

Mileage to airport: $68.88

Concur fee: $32.00

Total (Fly) = $1,206.09

What If...

...during the site visit, you learn that the program has two years below an outcome threshold, and has an established action plan to address low retention, identified in the last annual report (61%). The program director is currently developing the current annual report, which reflects a continued decline in retention, falling below the 70% threshold (48%). At this time, there is no clear evidence indicating that the previously identified action plan has been fully implemented.

Is this a non-compliance?

No.

The failure to meet the threshold for three consecutive years will be managed through the annual report process.

You could include a recommendation to address low retention and focus on reviewing outcomes, FAQs, and program best practices. 

Why not an area of non-compliance?

Per CoAEMSP policy, a program that fails to meet the same outcome threshold in the third consecutive year (credentialling, retention, or placement) on its Annual Report will be issued a CoAEMSP findings letter. The program will be required to submit a progress report for the most recent reporting period. A program that fails to meet the same outcome threshold in the fourth consecutive year (credentialling, retention, or placement) on its Annual Report shall be deemed out of compliance with a standard. CoAEMSP will issue a second findings letter, notifying the program that a recommendation for probation may be forwarded to CAAHEP.

Be the Difference: How Site Visitors Can Create a Powerful and Positive Visit Experience 

By John (JC) Cook, EdD, MBA, NRP 

Accreditation site visits are one of the most meaningful opportunities to support program directors, strengthen EMS education, and advance the profession. What site visitors do — and how they do it — has a lasting impact not only on accreditation outcomes, but on the confidence, growth, and success of the programs they serve. 

At their best, site visits are not simply evaluative events. They are collaborative professional engagements where peer experts help programs clarify expectations, celebrate strengths, and identify practical pathways for improvement. 

Start with Partnership, Not Inspection 

For many program directors, a site visit represents months — or even years — of preparation and stress. Site visitors set the tone from the very first interaction. Clear communication, professionalism, and a supportive mindset can significantly reduce anxiety and help program leaders engage openly in meaningful dialogue. 

Simple actions make a difference: 

• Reach out early to introduce yourself and confirm logistics 
• Reinforce that the visit is about understanding context, not “catching mistakes” 
• Encourage transparency by acknowledging that no program is perfect 
• Be approachable and responsive when questions arise 

Help Programs Stay Organized and Focused 

Site visitors play an important role in helping programs navigate the process efficiently. Providing clear guidance on priority evidence areas, confirming documentation ahead of the visit, and helping programs avoid last-minute surprises can dramatically improve the experience for everyone involved. 

Ways to support program directors include: 

• Providing clear guidance on priority evidence areas 
• Confirming that uploaded documents are sufficient ahead of the visit 
• Helping programs avoid last-minute surprises 
• Encouraging contingency planning for interviews or clinical partner availability 
• Reinforcing the importance of following file organization instructions 

These small steps can dramatically improve the experience for everyone involved. 

Create a Learning Environment During the Visit 

Great site visits feel like professional exchanges — not interrogations. Site visitors bring experience that can help programs grow by asking reflective questions, sharing practical insights, and recognizing effective practices. 

Examples of impactful approaches: 

• Ask open-ended questions that invite reflection 
• Share examples of successful strategies used at other programs (without breaching confidentiality) 
• Acknowledge innovation and effective practices 
• Highlight strengths as intentionally as areas needing improvement 
• Maintain curiosity about how programs adapt to local workforce and system needs 

Program directors often report that their most valuable visits were those where they left with new ideas and renewed confidence. 

Be Flexible and Solution-Oriented 

Reality happens during site visits. Strong site visitors stay calm and adaptable, collaborate on schedule adjustments, and help develop reasonable plans when gaps are identified. 

Strong site visitors respond by: 

• Staying calm and adaptable 
• Working collaboratively to adjust schedules 
• Helping develop reasonable plans when gaps are identified 
• Distinguishing between documentation gaps and true compliance issues 

This approach demonstrates professionalism and reinforces that accreditation is a continuous improvement process — not a single event. 

Celebrate the Work Being Done 

Site visits are also opportunities to recognize the dedication of program directors and faculty. Acknowledging innovation, effort, and student success builds trust in the accreditation process. 

Taking time to acknowledge dedication, innovation, and student success can be incredibly meaningful — and helps build lasting trust in the accreditation process. 

Know When to Call for Support 

Site visitors are never expected to navigate complex situations alone. Part of creating a positive and effective visit experience is recognizing when additional guidance or coordination is needed. 

Site visitors should reach out to JC or Jennifer for assistance when: 

• There is uncertainty about the interpretation of a Standard or evidence 
• A potentially significant compliance concern emerges 
• The program becomes defensive, overwhelmed, or communication breaks down 
• Required documentation is missing or substantially incomplete 
• There are schedule disruptions or participation challenges that may affect the integrity of the visit 
• A conflict of interest or professionalism concern arises 
• The team is unsure how to document or frame a finding. 
• The situation feels uncomfortable, unclear, or outside normal site visit flow 

Early communication helps ensure consistency, protects both the program and the site visit team, and allows CoAEMSP staff to provide real-time guidance or intervention when needed. Reaching out is a sign of professionalism and commitment to a fair, high-quality accreditation process. 

Reaching out is not a sign of weakness — it is a sign of professionalism and commitment to a fair, high-quality accreditation process. 

Driving the Profession Forward — Together 

By approaching visits as collaborative partnerships, site visitors help programs strengthen operations, improve student outcomes, and enhance patient care across the communities served. 

When site visitors focus on communication, organization, flexibility, and professional respect, the site visit becomes more than a review — it becomes a catalyst for progress. 

Together, we are shaping the future of AEMT and paramedic education.