Site Visits: Engage University Leadership

University Leadership Engagement

University leadership may participate in a site visit at the request of the funding agency, as part of an institutional leadership session, or to demonstrate institutional commitment. Leadership participation should be planned early and tailored to the requirements of the specific funding mechanism.

• Identify the appropriate participants. Determine which leaders from the lead institution and partner institutions should participate and what role each person will play. Place holds on their calendars as soon as the site visit date is known, since senior leaders often have limited availability.
• Designate a liaison for each leader. Identify a primary point of contact for each participating leader, such as a member of the proposal team, senior administrator, Chief of Staff, or Executive Assistant. The liaison should coordinate scheduling, materials, preparation, and day-of logistics.
• Assign a lead coordinator. Designate one person from the lead institution to coordinate leadership engagement across the participating institutions. This person should work closely with the lead PI and the institutional contacts at each partner university to ensure that preparation and messaging remain aligned. If it is a renewal site visit then the lead coordinator might be the managing director of the center. 
• Align with institutional leadership early.  Meet with the lead institutional representative to review the funding opportunity, the proposed center or project, the purpose of the site visit, and the role leadership is expected to play. Each partner-institution liaison should conduct a similar conversation with their participating leader.
• Provide clear written guidance. Prepare a communication for all participating leaders that explains the purpose of the site visit, the objectives of the leadership session, confidentiality expectations, key messages, and logistical requirements. Include relevant proposal summaries, agency guidance, the agenda, participant information, and other briefing materials. Existing kickoff or proposal materials may be adapted where appropriate.
• Prepare leaders for their specific role. Hold a leadership briefing approximately one week before the site visit, or earlier when schedules require it. The session should reinforce the project’s central goals, clarify what each leader is being asked to address, review approved institutional commitments, and prepare participants for likely questions from the agency and Site Visit Team. Leadership should reinforce institutional commitment, governance, continuity, and execution readiness rather than repeat the technical presentation or introduce commitments that have not been approved.
• Confirm final logistics. One to two days before the site visit, resend the final materials and confirm attendance, arrival time, location, participation format, and day-of contact information with each leader and their Executive Assistant or scheduler.

Partner and Affiliate Briefings

Confirm whether external partners such as companies, foundations, or not-for-profits are expected to participate and, if so, define their role. This helps avoid last-minute confusion about stakeholder involvement and messaging.

Brief external partners on their role, talking points, logistics, and the overall purpose of their participation. In some cases, these briefings should be held as individual meetings rather than group sessions, depending on the funding mechanism and the nature of the partner's role.