In reviewing a program proposal, Commission staff shall discuss the proposal with institutional or segmental personnel involved with the program. If the Secretary determines that additional expertise is needed to evaluate a program, the Secretary may retain one or more outside consultants. The Secretary and the institutional or segmental administrators shall agree on the selection of a consultant and on an appropriate time frame. The proposing institution is responsible for the costs incurred for a consultant's work. For an on-site visit, an institutional or segmental representative shall join the team as a resource person.