1. " 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

2. 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

3. 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

4. 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

5. 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;

6. 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.

7. 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

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

9. 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.

10. 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.

11. 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.

12. 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

13. 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.

14. 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

15. 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

16. STD 2. Governance & Administration
2.1

17. 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

18. 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

19. 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.

20. 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

21. 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)

22. 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.

23. 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

24. 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

25. 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

26. 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.

27. 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.

28. 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

29. 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

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

31. 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

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

33. 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)

34. 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

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

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

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

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

39. 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.

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

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

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

43. 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

44. 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

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

46. 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

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

48. 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….

49. Future Plan
To collect all the documents / evidences, SOPs, guide plan for all standards ( ).
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.

50. 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

51. 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.

52. Thank You