Site Visits: Debrief and Follow Up

Debrief and Follow Up

We recommend you schedule a short debrief directly after the last session of the visit. This is an opportunity to capture immediate thoughts while they are fresh. A longer debrief should occur when the team has had the opportunity to rest and reflect. 

Thank You Notes

Following the site visit, prepare thank-you messages for the lead PI(s) to send to the individuals who contributed to the visit. Any message to the SVT should be sent to the Program Officer, since communication with the SVT is disallowed. A message for the SVT should thank them for their time, questions, and feedback. It should offer to provide any additional information needed for the review. 

Any new, revised, or supplemental documents should be provided only when requested or permitted by the federal agency and should be submitted through the appropriate channel. 

If the team made a specific commitment during the visit, the follow-up message may briefly confirm it. For example, “we agree with the Site Visit Team’s recommendation that we increase the frequency of our formal meetings with the Corporate Advisory Board to twice a year.”

Avoid making new commitments in the follow-up message that were not discussed and approved during the visit. Keep in mind that there is usually an opportunity to respond to the site visit feedback as well. 

Additional thank-you messages may include: 

• A note from the senior Columbia leader (e.g., Dean, Provost) who participated in the visit to leadership at partner institutions
• Messages from the lead PI(s) to presenters, mock reviewers, staff members, stakeholders, students, and volunteers
• Notes from the Site Visit Operations Lead to administrative counterparts at Columbia and partner institutions
• Messages to facilities, audiovisual, catering, communications, transportation, and other operational teams

Use judgement when determining whether to copy co-PIs, deans, department chairs, or other senior leaders. Copies may be appropriate when they recognize a significant contribution or help close the loop. 

Follow Up and Receipts

Receipts

The site visit team may request a receipt for all food consumed during the site visit. At the end of the visit, prepare individual invoices and provide them to each member of the SVT. See breakdown in “Expenses and Estimated Costs.”

Invoice Template: Invoice Template