OQN Seminar Quality Audit-Learning by Sharing Quality Audit-Learning by Sharing 11 th November 2009 Preparing the Stakeholders for the Audit Visit: The Trial Audit Presenter: Ms. Annie Lajinian- Magarian, Director, Foundation Program

What is a Quality Audit Visit? It is the process that binds the self-study report with the actual visit of the Audit Panel. It is the process that binds the self-study report with the actual visit of the Audit Panel. It is a checking and verification process of what HEI has reported in the self- study. It is a checking and verification process of what HEI has reported in the self- study.

What is a Trial Audit? A “Mock Audit”: a process that simulates the Quality audit visit. A “Mock Audit”: a process that simulates the Quality audit visit. –Ensure comprehensiveness of the report and supporting materials. –Check for accuracy and reliability of reported data. –Assess the extent of readiness and awareness of all HEI’s stakeholders –Provide opportunity to test out DU’s logistical arrangements, in terms of room setup, catering, mobilizing groups of people (OAC Manual)

almost a year before the real thing Select team, TOR & Set dates Prepare for the Trial Audit Visit Get Written Report Conduct Trial Audit Visit Research a team of external trial audit panel Meet Trial Audit Panel for Feedback Self- Reflection Story of the Process

Research a team of external trial audit panel 1 AUB from the Start Reviewers criteria Experience in similar situations Started in early September

Began in November Began in November Check their availability Check their availability Team of two- a chair and a member Team of two- a chair and a member Secure their approval and send a draft portfolio for feedback Secure their approval and send a draft portfolio for feedback By the end of November, the team provides detailed feedback on the draft portfolio Trial Visit scheduled in February Select team, TOR & Set dates 2 Self-Study sent to OAC by late December

Team sends documents and interview list Team sends documents and interview list DU organizes Logistics- meeting rooms DU organizes Logistics- meeting rooms DU communicates Interviewee schedules to all concerned DU communicates Interviewee schedules to all concerned DU checks the supporting materials DU checks the supporting materials DU ensures that all concerned have access to the final version of the self- study portfolio. DU ensures that all concerned have access to the final version of the self- study portfolio. Prepare for the Trial Audit Visit 3

Treat the trial audit (3 days) as the real audit Treat the trial audit (3 days) as the real audit Meetings with representative sample of : Meetings with representative sample of : –BOT and BOD members –Senior Management –Old and new faculty –Old and new administrative staff –Old and new students –Community leaders –Employers of DU graduates Conduct Trial Audit Visit 4

Informal Meeting with senior management Informal Meeting with senior management Discuss strengths and areas in need of improvement Discuss strengths and areas in need of improvement Point out problems observed in interviews, logistics, etc. Point out problems observed in interviews, logistics, etc. Meet Trial Audit Panel for Feedback 5

In Early March, Trial Audit Panel sends: In Early March, Trial Audit Panel sends: 1. Formal written report 2. Thought provoking questions to be addressed by DU Get Written Report 6

Debrief Students Debrief Students Reconcile Action Plans Reconcile Action Plans Hold a Hold a One-day Retreat One-day Retreat Self -Reflection 7

One-day retreat with academic and non-academic staff (presentations by various committees, brainstorming on possible interview questions) One-day retreat with academic and non-academic staff (presentations by various committees, brainstorming on possible interview questions) Student Involvement (mission, vision, goals, self-study process) Student Involvement (mission, vision, goals, self-study process) Timeline of Action Plans (QAB and colleges and programs) Timeline of Action Plans (QAB and colleges and programs) 7

Academic Staff Non-Academic Staff Hold a Hold a One-day Retreat One-day Retreat

Hold meetings with students to update them. Hold meetings with students to update them. Answer their queries about their experience in the trial audit. Answer their queries about their experience in the trial audit. Address any misconceptions students may have had during the trial process. Address any misconceptions students may have had during the trial process. Debrief Students

Translate Areas of Improvement into action plans. This led to: Translate Areas of Improvement into action plans. This led to: 1. Active Role by the QAB 2. Action Plans for various administrative and academic support Units 3. Action Plans for Colleges and Programs Reconcile Action Plans

Lessons Learned The Trial Audit: Confirmed our strengths Confirmed our strengths Revealed areas that were overlooked or not addressed sufficiently Revealed areas that were overlooked or not addressed sufficiently Helped us identify key issues to reflect upon Helped us identify key issues to reflect upon Improved bonding among stakeholders Improved bonding among stakeholders Raised self-confidence & diminished anxiety Raised self-confidence & diminished anxiety