" NCAAA ACTIVITY" PRESENT STATUS & FUTURE PLAN Presented by: Dr. D. GUNASEELAN, M.E., Ph.D. TEAM LEADER, NCAAA – QUALITY ASSURENCE UNIT COLLEGE OF COMPUTER SCIENCE & INFORMATION SYSTEMS ncaaa2013@gmail.com 03-02-2015

AGENDA Motivation NCAAA activities Goals of Self study Steps in self study process Present status Plan for current semester Future plan(s) Resources required to achieve goals Problem faced Summary

Motivation DAD MANDATED College Management College Quality Assurance Unit Training to NCAAA members Hands-on Experiences from senior faculty Fruitful discussions from DAD members Experiences from NCAAA website

NCAAA activities Training to the faculty Preparing NCAAA check lists Collecting documents and evidences Training to the faculty to prepare SOPs Collecting statistical data for different units & committees Update the course file with necessary documents Preparation of program specification, program report and annual periodic self study report Institutional self study report Document Upload to DAD site for internal audit

Goals of the Self-Study By conducting a data-driven Self-Study of its own strengths and opportunities for change, the college will: Involve the campus community to evaluate its mission, educational programs, activities, ongoing processes of planning, resource allocation, and institutional / college renewal; provide a framework for continuous improvement of the university’s / college’s educational and administrative effectiveness;

Goals of the Self-Study Enhance the shared understanding of its mission as an educational institution (University / College); Ensure that the institution’s programs and activities strive towards a common vision. provide comprehensive and coherent recommendations for the Institutional future plans —recommendations that have been developed, evaluated, and committed to by the entire community.

Steps in self study process Faculty involvement and formation of sub-committees Developing Gantt chart for preparing Self Study Report Setting Vision, Mission, Goals, Objectives & Core Values Requirements for writing Self study report Stages in Self study process Documents and evidences needed (STD 1 to 11) Preparation of Standard Operating Procedures (SOPs) Submit SSR for internal auditors (DAD) Getting feedback from DAD Update and re-submit SSR to DAD & NCAAA external auditors

Self-Study in Three Steps Step 1 – Study Step 2 – Analyze Step 3 - Show Evidence

3 Steps to Self-Study Step One: Study In this step, the institution / college determines what questions will be answered in the self study The institution / college gathers and reviews information pertinent to each standard.

3 Steps to Self-Study Step Two: Analyze In this step, the institution does a self-rating on the standard and quality indicators and analyzes the information. The analysis helps identify findings, strengths, and weaknesses. After the analysis, intervention actions will address the needs that were suggested.

3 Steps to Self-Study Step Three: Show Evidence In this step, the institution / college collects documents and artifacts that provide the proof that the standards are met. This information is either included in the self-study notebook or available for the visiting team (Internal and External) to review during the visit. Schedules of interviews and observations that will take place during the accreditation review visit are also prepared.

Accreditation Standards NCAAA has 11 Standards: Mission and Objectives Governance and Administration Management of Quality Assurance and Improvement Learning and Teaching Student Administration and Support Services Learning Resources Facilities and Equipment Financial Planning and Management Faculty and Staff Employment Processes Research Institutional Relationships With the Community

STD 1. Mission and Objectives 1.1 Appropriateness of the Mission; 1.2 Quality of the Mission; 1.3 Processes of Development & Review of the Mission; 1.4 Use of the Mission Statement; 1.5 Relationship Between Mission and Goals; 1.6 Relationship Between Mission and Objectives.

Standard 1 Mission, Goals & Objectives PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive Expected Time (Months) 1.1 4 - 2 1.2 3 1 1.3 1.4 1.5

Documents and evidences College and department vision, mission, goals and core values College, Department and Program handbooks Guide plan for preparing mission of the college and depts. Advisory board feedback, alumni feedback about the mission Periodic review report about mission Strategic Plan (Midterm and Long term) Implementation and action plans for the college and dept. Staff handbook Student handbook College Council and department meeting minutes College plan brochure

STD 2. Governance & Administration 2.1

Standard 2 Governance & Administration PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive Expected time (M) 2.1 12 8 - 4 2 2.2 9 5 2.3 1 2.4 3 2.5

Documents and evidences College / Board by-laws / policies Employee handbook Organizational chart of all the committees List of student organizations Advisory Council list Minutes/Budgets of Student Activities SOPs for effective management, major committees, salary incentives, reward details and administrative positions Surveys about effective management from stakeholders Staff and student evaluation reports Roles and responsibilities of administrative authorities Academic plan, Priority plan, Implementation plan and Action plan Student resources and facilities (Both male & female) List of Committees and its responsibilities & Organization Charts Program Specification, Program Report and Annual SSR

STD 3. Management of Quality Assurance and Improvement 3.1 Institutional Commitment to Quality Improvement; 3.2 Scope of Quality Assurance Processes; 3.3 Administration of Quality Assurance Processes; 3.4 Use of Indicators and Benchmarks; 3.5 Independent Verification of Standards.

Standard 3 Management of Quality Assurance & Improvement PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 3.1 4 - 3.2 6 2 1 3 3.3 8 3.4 5 3.5

Documents and evidences Self evaluation and improvement process report Quality evaluation & improvement plan, policy and procedures Analysis of survey report of stakeholders Seminar presentations & communication from DAD College Council, Department Council, Senior advisory committees- Minutes of the meeting Evaluation report of QA unit ( Last & Current AY) A detailed audit report from DAD (Last & Current AY)

STD 4. Learning and Teaching 4.1 Student Learning Outcomes; 4.2 Educational Assistance for Students; 4.3 Quality of Teaching; 4.4 Support for improvements in Quality of Teaching; 4.5 Qualifications and Experience of Faculty; 4.6 Program Development and Review Processes; 4.7 Field Experience Activities; 4.8 Partnership Arrangements with Other Institutions.

Standard 4 - Learning and Teaching PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 4.1 5 4 2 - 4.2 7 6 4.3 11 3 4.4 10 4.5 14 12

Standard 4 - Learning and Teaching PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 4.6 12 10 2 - 4.7 7 4.8 5 4 4.9 9 3 1 4.10

Documents and evidences Handbook ( Academic Advising, College, Department, Program, Summer training, Graduation project & Student research) Specifications & Report (Courses, Program, Summer training & institutional SSR) Course file (NCAAA & ABET) Result analysis for all courses Implementation & Action Plan for Learning & Teaching SOPs for Learning & teaching Grading policy & Procedures Ethical & Plagiarism Procedures etc

Documents and evidences Summer Training : Orientation Program, Feedback from Supervisor & Students, field specification & report, roles & responsibilities (Internal & External Supervisor), SOPs, Handbook meeting minutes with external supervisor, Follow-up meeting minutes for future jobs opportunities, Summary report(internal & External Supervisors), Grading policy & procedure, evaluation Criteria, Student grade evaluation analysis, final presentation criteria, risk management report.

STD 5. Student Administration and Support Services 5.1 Student Admissions; 5.2 Student Records; 5.3 Student Management; 5.4 Planning and Evaluation Student Services; 5.5 Medical and Counselling Services; 5.6 Extra Curricular Activities for Students.

Standard 5 - Student Administration and Support Services PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 5.1 7 - 5.2 4 5.3 5 5.4

Documents and evidences SOPs for student admission Student admission handbook Orientation Program for New Students Feedback Summary, Minutes of the meeting Students Progression statistical data SOP for accessing & maintenance of students records, Student appeal & grievances

STD 6. Learning Resources 6.1 Planning and Evaluation; 6.2 Organization; 6.3 Support for Users; 6.4 Resources and Facilities.

Standard 6 - Learning Resources PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 6.1 5 4 - 1 6.2 2 6.3 3 6.4

Documents and evidences Roles & responsibilities of TL, CC & CT List of books & e-books Procedure for accessing online database

STD 7. Facilities and Equipment 7.1 Policy and Planning; 7.2 Quality and Adequacy of Facilities; 7.3 Management and Administration; 7.4 Research Equipment; 7.5 Information Technology; 7.6 Student Residences. (Not applicable)

Standard 7 - Facilities & Equipments PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 7.1 3 - 7.2 9 7.3 6 7.4 7

Documents and evidences SOPs for Equipment Acquisitions Health & Safety Procedures Class room, Laboratory, Equipment, Software & Hardware Facilities Inventory Management

STD 8. Financial Planning and Management 8.1 Financial Planning and Budgeting; 8.2 Financial Management; 8.3 Auditing and Risk Assessment.

Standard 8 - Financial Planning and Management PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 8.1 5 - 8.2

Documents and evidences Strategic Plan(Mid-term & Long-term) Budget Planning (Short, Mid & Long-term) SOPs for Financial Management

STD 9. Faculty and Staff Employment Processes 9.1 Policy and Administration; 9.2 Recruitment; 9.3 Personal and Career Development; 9.4 Discipline, Complaints and Dispute Resolution.

Standard 9 - Employment Process PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive 9.1 9 - 9.2 10

Documents and evidences Recruitment Policies Orientation Program Meeting Minutes Feedback from the New Staff Mechanism for Rewarding Excellence Staff File

STD 10. Research 10.1 Institutional Research Policies; 10.2 Faculty and Student Involvement; 10.3 Commercialisation of Research; 10.4 Facilities and Equipment.

Standard 10 - Research PRESENT STATUS 10.1 8 - 3 5 10.2 4 1 STD Required Documents Uploaded Data Collected In Progress Yet to receive 10.1 8 - 3 5 10.2 4 1

Documents and evidences SOPs for research activities ( Staff & Students) Strategic Plan, Implementation Plan & Action Plan List of Equipments (H/W & S/W) for Research Labs Budget Utilisation List

STD 11. Institutional Relationships With the Community 11.1 Institutional Policies on Community Relationships; 11.2 Interactions With the Community; 11.3 Institutional Reputation.

Standard 11 - Institutional relationships with the community PRESENT STATUS STD Required Documents Uploaded Data Collected In Progress Yet to receive Expected Time (M) 11.1 4 - 6 11.2 7

Documents and evidences SOPs for community Service Activities Annual Report for Staff, Students & Other Stakeholders

Plan for this semester Collection of remaining documents and evidences Preparing SOPs Feedback from stakeholders Analysis the feedback Display the college and department mission, vision, goals, objectives and core values to all notice boards Upload to college website Collecting periodic review and analyze the statistical data Preparation the report based on the statistical data; etc….

Future Plan To collect all the documents / evidences, SOPs, guide plan for all standards (1 - 11). To prepare all the specifications and report from all the departments. To collect the statistical data from all the sources in our college for the successful completion of internal and external NCAAA inspection. To prepare all SOPs for Standards 1 to 11 in due course with the cooperation from the higher authorities, teaching and supporting staff of our college. We want a strong cooperation among the staff in future.

Resources needed to achieve goals Human resources (Staff participation and especially for Arabic speakers) Box Files, A4 papers, Toner for Xerox printer and other disk tools Reduce teaching load for quality assurance unit members Some incentives / increments for really hard working NCAAA and ABET team members

Summary Last semester internal audit from DAD, we have identified more than 250 documents and evidences from STD 1 to 11. More than 60% documents are collected from different sources till now. Out of 60 %, more than 40 % of documents are uploaded to the DAD web portal. More than 20 % of documents are still pending. More than 20% of documents and evidences are not yet received. Only 20% of documents are not available. Out of 20%, we will collect and upload a minimum of 80 % of documents by the end this semester.

Thank You