logistics and coordination

OAC Audit Experience sharing

Colleges of Applied Sciences-Ibri

Balaji.S.K. SwaminathanQA-Coordinator-CAS-Ibri

&Dr. Mahmood Al Sheikh

Dean CAS-Ibri

The Logistics and Coordination – Pre-Audit

CAS-Ibri - Logistics & Co-ordination issues11/10/2009 2

The Path We Walked - Pre-AuditSubmission of the Portfolio in January 2009First Planning Visit

Scheduled by OAC in April 2009 Audit Visit – Scheduled by OAC for End of

April 2009Actual Visit of the Panel – May 2009


Setting up of the office for Coordination and LogisticsAppointment of the contact person from CAS-

IbriFirst Communication on the planning for the

Audit


First Communication from OAC Contact Person Planning Visit

Date of Visit: Sunday 29 April 2009

Agenda Matters for Clarification

Clarifications from CAS Ibri about statements in the Portfolio

Additional Supplementary Materials The list of Additional Supplementary Materials requested

by the Panel


First Communication from OAC Contact PersonDraft of the Audit Visit Program

Public SubmissionsLogistics & Inspection of PremisesVenues inspected for suitability including the

Audit Panel’s room The room in which the interviews and panel review

sessions will be held The lunch venue ,where the lunchtime interviews

will be held


Main IssuesSupporting materialsRequirements of the OACPremises Inspection and decision on the location

Choices Shown A Meeting Room A Classroom A modified dining hall

Support by CAS-IbriDisplay of the Supporting materialConvenience of the panel for the premises

arrangement – main focus – the lunch meetings venue for the panel


Subsequent CommunicationAdditional Supporting material requested by

OAC contact person to be forwarded to the International panel members

Additional panel members list circulated in case of any objections by the CAS

List of representatives to meet the panel circulated by the OAC

All issues closely supervised by the Dean, Chair of the steering committee


Logistics and Coordination- The three days of Audit


Day 0Meeting with the Officials in the Ministry of

Higher Education – HE. Undersecretary, Chair of the Academic Council, The DG of the CAS (3 Panel Members)

OAC had organized Teleconference to representatives from

NZTECAfternoon – Panel only meeting at CAS Ibri


Day 1Meeting with the Dean (45 Minutes)Meeting with the Managers

Assistant. DeanLRC HeadHead of Student AffairsChair of College Council

Heads of DepartmentsStudents list

As in the tables mentioned


Day 1Academic Teaching Staff:

2 full-time staff each from International Business Administration, Communication Studies, Information Technology, and Design depts.

2 subject coordinators2 staff involved with academic advising2 subject coordinators2 staff involved with academic advising

Staff from Student Support services


Day 2Academic Support and Academic Staff

FoundationProgram DirectorsStudent Registration/Administration/Public

Relations


Day 2 Graduates/ Community Leaders/ Employees Table A: Two CAS graduates who have subsequently enrolled in or completed

graduate programs elsewhere, Two graduates working in local schools, One graduate taken part in programs organized in community e.g. with SQU

Table B: Leaders of Guides and Scouts Organisations, Representative of Directorate of Health re Blood Donors, Representative from Ibri Hospital-Blood Bank (Arabic Speaker Only) Representative Ibri Health Committee, Ministry of Interior, Representatives Omani Consultative Council

Table C: Prominent members of the Ibri community 1, e.g. School Principals, Cleric,

Representatives of Dhahirah Directorate of Education A representative from Directorate of Education – Al Dhahira (Arabic Speaker

Only) A representative from the Social Development Department – Ibri (Arabic Speaker

Only) A representative from Health Department – Ibri (Arabic Speaker Only)


Day 2Table D: Five local industries potential employers of

2010 graduatesMajan Electricity CompanyOman Telecommunication CompanyBank of MuscatDhofar BankOman International Bank

Table E: Prominent members of the Ibri community 2. A representative from the Royal Police of Oman-Ibri A representative from Civil Defense Department – IbriOwner and Manager of Al Kalbani Real EstatesA member of Oman Council – Ibri (Sheikh Sultan Bin

Rashid)Hamad Al Rebei – AlYarmouk Company


Day 2Chair research committee

Three members of research committee from different programs

Three staff who have undertaken research activities in last year Academic Staff

Library :LibrarianAssistant librarian

Computing Services:

Person in charge of computing labsComputer lab techniciansMultimedia lab headHelp desk personnel


Day 2The preliminary feedback meeting with

selected members of the collegeNo note-taking was allowedFor each of the 8/9 areas of the portfolio

feedback was given with respect to The commendations The affirmations The recommendations

Optional Callback interview was not exercised by the panel on the third day


The Logistics and Co-ordination


Importance of transparencyThe culture of teamworkTo inculcate loyaltyFreedom of expression and thought as a tool

for higher quality standardsCommunity outreach


Dissemination of Quality CultureGood planning based on history and analysis

Academic and non-academic requirementsImportance of Communication from ground-

upWill be careful to avoid the clichéd “Quality

Guys”


On the Training ProgramOrient the CAS representatives to meet the

panel members well in advanceGive them enough time to be prepared for

the audit in addition to the orientation for the general audit

Align interests of active members as well as representatives of all groups when orienting


Phasing of the Training ProgramsNever crowd too many training in the same

weekSegment the groups to be trained separately

For Arabic speakersFor English speakersAcademics in SpecializationsAccording to the level of involvement in the

process


On the Mock AuditConduct the Mock Audit on time with an external

consultant well-in advanceAlign the Mock Audit after the HEI is prepared

with all the supporting materialMake sure the Mock Audit is in the same line as

the OAC Audit along the lines of StructureSeriousness to the activity

From the Administrations'’ point of view From the participants’ point of view

Have sufficient number of training programs that are in a phased manner


An Exclusive place for the QA SessionsAs in the best practices around the world,

there was an exclusive place for the Quality Circle in the CAS that evolved at a later stage

Forums for idea sharing would be well coordinated

were attended by member representatives who progressively became inactive members


What we were inspired by!OQN Conference Oct 2008

Keynote Address By

Jan BothaUniversity of Stellenbosch


What we could achieve@ Quality Assurance Dept.

CAS -Ibri


The top of the mind student problem gets reflected to the panel – may be it is not a deeper problem

Difficulty to persuade the students to become active participants in the process

Perceived “wet paint syndrome” that kept our hands cold! – “Can we justify this enough?- What if we are asked for more supporting materials?”


Too much to do in too little timeEverybody understands the importance but

how much to do by when?Started ambitiously and at one point felt like-

“Oh lets get it out of our system!”


On a continuous basis do assessment of the active members and bring in more people

We would start early- now that we know the process

The trainers will train – the QA-oriented staff will carry the torch forward

We will walk with our eyes more open!! On the logistics front we were happy with

the support given to the panel!We shall continue the role of supporting the

panel in doing their work!!! CAS-Ibri - Logistics & Co-ordination issues11/10/2009 31

logistics and coordination

Documents

panel casibri

cas ibricasibri

steering committeecasibri

tables mentionedcasibri

casibrifirst communication

coordination preauditcasibri

nztecafternoon panel

panel membersoac