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Example email correspondence (Can be used by the Assessor when conducting the their introduction phone call).
[Program Name] has requested an initial assessment to be conducted. My name is [NAME] and I will be your Assessor. Due to the size of your program the assessment will span over two days and include myself and another Assessor who will observe in each classroom for a minimum of one hour. Please submit the following documents [list] by [date]. I may request additional documents for review at the on-site visit, such as lesson plans to assist in completing the assessment. I will go over any additional requests along with additional assessment information within the entrance meeting prior to beginning the assessment. Your two-week window is [DATES]. Please indicate up to three days within this window that it would be preferred for the assessment to not occur. I will do my best to honor this request when scheduling your assessment. At the end of the visit, I will conduct an exit meeting, which will review what all was conducted and any other information regarding the assessment or next steps. I look forward to seeing you soon.