QATAR UNIVERSITY Non-Academic Unit Review (NUR)

Transcription

1 QATAR UNIVERSITY Non-Academic Unit Review (NUR) 0

2 GENERAL_ Non-Academic Unit Review (NUR)_0XX Contents: Purpose Who Should Know This Policy Policy Description Definitions Responsibility Policy Statements Procedure Version Number: 5 Effective Date: Reviewed by EMC on: 15 Sep 2015 Approved by President/Board of Regents on: 15 Sep 2015 Purpose The purpose of this policy is to govern the Non-Academic Unit Review process and provide the necessary guidelines and timeframe to be followed. The Office of the Vice President for Institutional Planning and Development (VPIPD) is responsible for overseeing and monitoring the implementation of this policy and accompanying procedures. Who Should Know This Policy President Vice President Legal Advisor Dean Director / Departmental Head Faculty Accounting/ Finance Personnel Student All Employees NUR 1

3 Policy Description To ensure a systematic and consistent review process of all non-academic units at QU. 1. Definitions 1. Endorsed Recommendations Report: The final recommendations report endorsed by the EMC. 2. Peer External Reviewer: A person from outside the University selected by the committee. 3. Follow-up Report: A report prepared by NURC that includes the status and actions taken for each endorsed recommendations. 4. Master Calendar: A five-year calendar that shows the NUR review schedule. 5. Peer External Reviewer Report: A report prepared by the external peer reviewer based on the study of SSR and interaction with the unit head, to evaluate and provide feedback on the unit being reviewed. 6. QU Community: Any person hired by QU such as Faculty, Administrator and Researcher. 7. Review and Recommendations Report: A report prepared by NURC that highlights the most important findings and committee recommendations based on the SSR, interactions with the Unit head and the peer external reviewer report. 8. Self-Study Report (SSR): A report compiled by the reviewed unit to collect documents, data, information, and any other material necessary to provide a comprehensive description of the unit, and how it supports the mission and strategic plan of the university. 9. Non-Academic Units (NU): All non-degree granting programs. 10. Non-Academic Unit Review (NUR): A systematic process to ensure the quality and relevance of student support services, faculty and staff related administrative services, and the efficient use of resources. 11. Non-Academic Unit Review Committee (NURC): A committee formed by the VPIPD, which includes one representative from OIPD, a maximum of four representatives from the QU community, and one peer external reviewer per service unit being reviewed. 12. VPIPD: Vice President of Institutional Planning and Development. 2. Responsibility Executive Management Committee (EMC) Review the Review and Recommendations Report submitted by NURC for the endorsement of any necessary recommendations. Review the Follow-up Report. Peer External Reviewer Review SSR submitted by the unit and prepare the Peer External Reviewer Report. Amend the Peer External Reviewer Report submitted to reflect any agreed changes based on discussions between the committee and the Unit head. NUR 2

4 Non-Academic Unit Prepare a self-study report provided by the NURC and provide all data required to justify the contents in SSR. Meet with NURC to discuss the contents of SSR and any other missing points that need to be highlighted for the performance of the Unit. Meet with EMC and NURC to discuss the suggested recommendations. Prepare action plans to start the implementation of the endorsed recommendations. Submit feedback on status of actions taken to implement each of the recommendations. Meet with NURC to discuss the implementation of their action plan. Non-Academic Unit Review Committee (NURC) Assist units in preparing their Self-Study Reports by providing directions, recommendations and answering questions. Review Self-Study Reports submitted by units under review. Meet with the unit s head and evaluate reports for any necessary concerns or recommendations. Submit a report with recommendations to the VP, Planning and Development based on the results of reviewing the Self-Study Report and meetings with unit heads and staff. Prepare the Endorsed Recommendations Report based on the feedback of the EMC and send it to the units. Prepare a Follow-up Report to highlight the actions implemented to address the endorsed recommendations, and submit it to the EMC. 3. Policy Statements 1. All non-academic units at Qatar University shall undergo the Non-Academic Unit Review once every five years. (Research units will not be reviewed by NURC) 2. NURC members are appointed by VPIPD for the five-year cycle. The peer external reviewers are selected by the committee according to the unit being reviewed, whose role is considered completed once the review is finalized. 3. The Non-Academic Unit Review process should provide sufficient evidence to decide whether to enhance, reduce, maintain, eliminate, outsource, reorganize, or conduct further assessment of the unit. 4. A master review calendar to evaluate all units reviews shall be developed, reviewed by (VPIPD) and approved by the Executive Management Committee (EMC). 5. Units may request to postpone their review by one academic course in advance from the VPIPD. NUR 3

5 6. Units should develop action plans and should be accountable for implementing them. 7. Based on available data and initial reviews, the EMC may recommend additional and/or more frequent reviews of a particular unit if determined necessary. 4. Procedure 4.1 UNIT SELF-REVIEW 1. VPIPD sends an official communication to the persons in charge of units selected for review informing them about the Support Service Review policy, related process, timelines, and the Self-Study Report template. Simultaneously, the committee selects external reviewers to be part of the NURC according to the characteristics of the unit under review. 2. The unit completes the SSR by collecting data, information, and any other material necessary to provide a comprehensive description of the unit, and how it supports the mission and strategic plan of the university. 3. The unit submits the SSR to the NURC within one academic semester from the official communication in step COMMITTEE REVIEW 1. At the beginning of each NUR cycle, VPIPD sends the NUR Master Calendar through an official communication to the persons in charge of units selected for NUR. 2. Once the report is received by the NURC, it reviews the report to understand the services provided by the unit, and its strengths and weaknesses. 3. The Peer External Reviewer completes the Peer External Reviewer Report within two weeks to reflect his/her feedback on the SSR, and submits it to the committee. The NURC will provide the External Reviewer with any other information needed 4. The NURC meets with the unit head to discuss the content of the SSR and ask the peer reviewer to make amendments to the Peer External Reviewer Report, if needed. 5. Once the report is finalized, it is sent to the VPIPD and the EMC. Thereafter, a meeting with the EMC will be arranged. 6. The EMC discusses the recommendations of the committee and may amend as needed. 7. The NURC meets with the EMC in the presence of the unit head to discuss the review and recommendations report. 8. The NURC prepares the Endorsed Recommendations Report to include the recommendations approved by the EMC. The report is then sent to all NURC members for documentation purposes and to the unit head. 9. The unit prepares action plans within three months to implement these recommendations, and updates their strategic plan accordingly. 10. The OIPD representative reviews the strategic plan of the unit to make sure actions related to the implementation of the endorsed recommendations are included. NUR 4

6 4.3 FOLLOW-UP 1. NURC contacts the units that were reviewed a year earlier to report on the status of their recommendations. 2. NURC prepares a Follow-Up Report based on the discussions with the units, including the status and actions taken for each endorsed recommendation. 3. NURC sends the Follow-Up report to the EMC for their review. The EMC may request further meetings to discuss any major challenges or issues. NUR 5