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Peer Review Overview

Description
A Peer Review (PR) is a process in which a Provisional Member's short-term mission program is reviewed by other SOE members as a step toward reaching or maintaining Covenant Member status. The purpose is to encourage, motivate, and challenge the reviewee toward excellence in all their short-term mission efforts.

The Peer Review is conducted by a Peer Review Team (PRT) of 3-5 STM personnel from at least three different SOE organizations who agree to review an adoptive member’s STM program. The team must include an experienced facilitator (recommended/approved by the SOE office) and 2-4 additional reviewers who are from Provisional or Covenant Member SOE organizations. PRTs can be formed locally (within a given city or region) or nationally. PRTs meet at the location of the reviewee’s choosing and help provide constructive feedback, peer mentoring, relationships, and accountability.

Evaluation, recommendations, and membership status are determined by each respective PRT, not by the SOE Office. The Peer Review is the core of the SOE where evaluating, interacting, and encouraging towards excellence take place.

Frequency
Provisional Members  have up to three years to organize and go through a Peer Review in order to proceed to Covenant Member status. Covenant Members must go through a Peer Review at least once every five years to maintain Covenant Member status.

Cost
The reviewee is responsible for all Peer Review expenses unless other agreed upon arrangements have been made. This includes transportation, lodging, and food for all Peer Review participants.

 

Peer Review Purpose

  1. To encourage, motivate, and challenge the reviewee toward excellence in all their short-term mission efforts through
    1.1  Constructive feedback and evaluation
    1.2  Peer mentoring
    1.3  Relationships
    1.4  Accountability
  2. To increase the reveiwee's understanding of their program/organization through
    2.1  Compiling review materials
    2.2  Receiving evaluations of reviewers
  3. To learn from one another and gain broader viewpoints on STM-related issues
  4. To assist the reviewee in communicating the quality of the organization's programs to members and leaders
  5. To determine whether the reviewee will be granted or maintain Covenant Member status

 

Peer Review structure

         1.  Personnel
1.1  Reviewees:
  • One to three members from the reviewee organization, including the person primarily responsible for the STM program
  • A small number of guests from STM organizations for observation or informational purposes
  • Reviewees should be SOE Provisional Members and have attended a Standards Introductory Workshop (SIW)
1.2  Reviewers:
  • Three to five people representing at least three different SOE organizations with Provisional or Covenant member status
  • Must be available for the entire review
  • Reviewers should have ideally attended an SIW
1.3  Facilitator:  A reviewer (included above) who has also met the following additional requirements:
  • Participated in 2 previous peer reviews (once as a reviewee and once as a reviewer)
  • Attended an SIW
  • Part of an organization with Covenant membership in the SOE
  • Recommended by the facilitator of each of the 2 previous reviews participated in.  If the facilitator was the same person for both reviews, a recommendation must be obtained from another of the reviewers.
  • Completed a training process for peer review facilitators
       2.  Location
2.1  The reviewee selects the location for the peer review
2.2  Options include the reviewee's own organizational headquarters, a neutral but convenient location, or a STM Conference site prior to or immediately after the conference.
        3.  Finances
3.1  The reviewee is responsible for all peer review expenses unless other agreed upon arrangements have been made.
3.2  The eligible expenses include transportation, lodging, and meals for all peer review participants.
 

Peer Review pROCESs

All forms needed for the peer review process can be downloaded at the links below. Questions or comments should be directed to the SOE Office at 1-866-SOE-8221.

         1.  Reviewee Responsibilities
1.1  Download Reviewee Instructions --includes hosting, written preparation materials and post-review responsibilities
1.2 Download A Peer Review Assessment Form.pdf (.doc) --used to provide details of the reviewee's program and to assess compliance with the Standards

1.3 Download Peer Review Notebook Template.pdf--used to aid you in the preparation of your peer review notebooks.
       2.  Reviewer Responsibilities
2.1  Download Reviewer Instructions --lists responsibilities prior to and during peer review
2.2  Download B Peer Review Assessment Summary.pdf (.doc) --used by each individual reviewer to summarize all of the information gathered through the peer review process
       3.  Facilitator Responsibilities
3.1  Download Facilitator Instructions --outlines the facilitator role and responsibilities and provides recommendations for writing the final peer review report
3.2  Download Reviewer Instructions --lists responsibilities prior to and during peer review
3.3  Download B Peer Review Assessment Summary.pdf (.doc) --used by each individual reviewer to summarize all of the information gathered through the peer review process
3.4  Download C Peer Review Final Report Form.pdf (.doc) --records the final consensus of the peer review team and is used as a basis for the final report
 

Peer Review Meeting Components/Progression

       1.  Introductions
       2.  Overview of schedule, orientation by the facilitator and prayer
       3.  Discussion of reviewee materials
3.1  Start with the background/program overview information and then proceed through the Standards one at a time allowing 45 minutes to an hour for each Standard
3.2  Reviewers ask questions, seek clarification, and provide affirmation for each area. Reviewees contribute additional information that is not provided in the written materials
       4.  Optional additional review through focus groups, of goer-guests, faculty/staff, volunteers, etc.
       5.  Reviewer evaluation
5.1  Midway through the review gather briefly to provide needed clarification and make adjustments to the process as necessary.
5.2  After discussion of all information, reviewers meet for up to two hours to discuss and prepare the C Peer Review Final Report Form.pdf (.doc)
       6.  Verbal presentation of observations and recommendations by reviewers (minimum of an hour)
       7.  Resources and ideas to assist reviewee
       8.  Prayer for reviewee ministry

 

Peer Review Post-Meeting results

  1. The facilitator will submit the final report on behalf of the peer reviewers to the reviewee and to the SOE office within 30 days of the peer review
  2. After receiving the final report, the reviewee will respond to the SOE office within 60 days of the peer review. The reviewee will indicate their agreement to proceed and be held accountable to the report and findings of the peer review.