INSTITUTIONAL PERFORMANCE EVALUATION PROCESS

INSTITUTIONAL
PERFORMANCE
EVALUATION PROCESS
Muhammad Ismail
Director Quality Assurance,
NUST, Islamabad
( 04 April, 2012)

PRESENTATION PLAN
Role of University
Role of IPE Review Panel
Role of HEC
Review Process Schedule
Day - 1
Day - 2
Day - 3
The 1 st Draft of IPE Review Report
Post Review Process

PRE VISIT PROCESS
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PRE VISIT PROCESS
ROLE OF UNIVERSITY
The university has to prepare a “University Portfolio
Report (UPR)”. It comprises of information about the
university, mostly based on answers to questions that
have been provided at the end of each standard in the
manual.
UPR also mentions where the supporting documents
that may be needed by review panel are placed in the
panel room set aside for them. Each standard will have
its own chapter in the UPR.
4
Cont’d

PRE VISIT PROCESS
ROLE OF UNIVERSITY
University is to reserve a separate room for IPE
review panel. The room should have sufficient office for
seating of all Panel members along with the
interviewees.
All the folders containing the information about each
standard related to UPR are to be placed on table(s) in
the Panel Room. All the folders should be clearly
numbered and properly referred in the UPR.
There is no need to prepare the photocopies of the
documents/evidences as no documents will be taken
out of the room. If there is a requirement, the Panel will
ask.
5
Cont’d

PRE VISIT PROCESS
ROLE OF UNIVERSITY
In addition, any written reports, power-point
presentations, or other information that IPE Review
Panel has not requested but the administration feels
would be relevant to our review should be placed in the
room
One soft copy and six hard copies of the UPR will be
provided by the university to HEC one week before the
visit.
Proper electrification, laptops/computers, internet
and printout facilities are also required in the room.
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ROLE OF IPE REVIEW PANEL
RP reads the original documents, reflects on the
issues to probe further, Shares initial impressions.
Seeks further information from the institution,
Plans for the interview sessions, Puts a program
together, Who to see, Where to go - grouping and
structuring, Logistics
Sharpens the group thinking
HEC supports this through pre-audit panel meetings
and a visit to the institution.
7

ROLE OF HEC
The focal person/s designated by university to deal
with IPE would be provided assistance by HEC, if
required. This would involve the focal person/s
visiting HEC at Islamabad.
Alternatively, HEC representative may to visit the
university for meeting the focal person(s).
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REVIEW PROCESS
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Activities during the Site Visit
The Review Panel:
Checks original documents
Holds meetings/interviews
Forms collective judgments
Makes QA decisions/recommendations
Holds an exit meeting, provides oral feedback to
the institution
Writes a report
Antony Stella, Audit Director AUQA
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Day # 1
VISIT SCHEDULE
Review Panel (RP) meets with the Rector / Vice
Chancellor to share the context and scope of the visit
(9:00 hrs -9:30 hrs)
RP examines the original documents to verify the
information provided/referred in UPR.
The Panel will work in Panel Room from 9:30 hrs to
17:00 hrs with lunch provided in the room at 13:00.
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Day # 2
SCHEDULE
The Panel meets privately in the Panel Room for
discussion (9:00-10:00)
RP meets with Chairmen / HoDs (10:00-11:00)
The Panel meets with Asst Profs / lecturers (11:00-
12:00). List of persons will be provided by the Panel
RP meets with the PG, Grad, and UG students (one
from each selected department) (12:00 – 13:00). List of
the students will be provided by the Panel
Lunch Break: 13:00 – 13:45
The Panel meets with the Registrar, Head of Finance,
Director P&D and controller of Exam (13:45-15:45)
RP works privately to prepare draft visit report (15:45 -
12
17:00)
Cont’d

SCHEDULE
Day # 2
Review Panel may request additional information
and/or may ask for a meeting with other senior
officers in order to seek clarification regarding certain
points in the University Portfolio Report or raised
during the meetings.
Note:
The information obtained from the documents and
through interviews/discussions conducted with
officials/faculty-members/students will be
confidential. Individual names will not be mentioned
in the visit report
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SCHEDULE
Day # 3
Visits to selected classrooms, laboratories and
library (9:00-11:00)
Review Panel privately continues its work
(11:00-14:00, with working lunch at 13:00)
Exit meeting with VC. It is on the discretion of the
VC that which staff member he/she wishes to be
present during the meeting (14:00-15:00)
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THE 1 ST DRAFT OF IPE REVIEW
REPORT
Draft Report will be prepared as per the format
approved by the competent authority at HEC
The IPE Review Panel members will complete the
draft of the report before the exit interview with the
Vice Chancellor of the university
In the exit interview, Review Panel will orally share
the salient observations/points of the report with the
Vice Chancellor (and his team)
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POST REVIEW PROCESS
The Panel members will provide their portion of
the report to the Team Leader within two week after
the visit.
Team Leader will submit the draft visit report to
QAA after four weeks of the visit
HEC will share the draft visit report with
university.
The university will provide its response on the
observations within two weeks of the receipt of the
report. 16

POST REVIEW PROCESS
HEC to share the response of the university with the
panel members to get their point of view for accepting
/ rejecting the university’s opinion.
Final report will be compiled by HEC incorporating
the accepted points of university response.
Final report to be shared with the panel members for
consensus.
After the consensus, HEC will prepare the Executive
Summary of the report and submit the same to
competent authority at HEC for the approval
After approval, the Final report sent to the university. 17

Thank You
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