The Programme Evaluation Timeline
4.4 The Programme Evaluation Timeline
There are two levels of programme evaluation that is Provisional Accreditation and Full Accreditation. Although both share many common processes, there are nevertheless many differences. The following discussion on the timeline takes into consideration these differences.
When the HEP submits the relevant documents for purposes of evaluation -- MQA-01 in the case of Provisional Accreditation, and MQA-02 in the case of Full Accreditation -- the MQA will scrutinise the documents to ensure that they are complete. The MQA will then form a panel of assessors and prepare to commence the evaluation exercise. Where a visit is necessary, the MQA will provide the HEP with the evaluation timeline. The evaluation timeline is a normal schedule outline for the conduct of such a visit. It is usual for the timeline of the evaluation to be determined together by the HEP and the MQA secretariat. The schedule is in three segments:
i. weeks before the Programme Evaluation Visit; ii.
the week of the Programme Evaluation Visit; and iii.
weeks after the Programme Evaluation Visit.
4.4.1 Provisional Accreditation Timeline
There is a close link between the Provisional Accreditation of a programme by MQA and the approval to conduct it which is granted by the MOHE.
Upon receipt of a complete application for Provisional Accreditation of a programme from an HEP, the MQA will commence the evaluation process. At Upon receipt of a complete application for Provisional Accreditation of a programme from an HEP, the MQA will commence the evaluation process. At
A typical timeline for a Provisional Accreditation process is shown in the table below.
Table 8. A typical timeline for Provisional Accreditation Week Activities and Responsibilities
1 HEP submits a complete application to MQA MQA:
- records the application - assigns the application to the relevant officer - checks whether the information submitted is complete - notifies the HEP that the evaluation process will
commence
MQA:
- appoints members of panel of assessors (POA) - forwards the application to the POA
POA prepares the evaluation report
(MQA, HEP and the POA agree on a date for a coordination meeting, if necessary)
POA sends the evaluation report to MQA
7–8 (If a site visit is necessary, the visit will be carried out at this point) (Coordination meeting of HEP, MQA and the POA, if necessary)
Chairman of the POA: - collates the report of the panel members - sends the evaluation report to MQA
MQA verifies the evaluation report and sends it to the HEP 9–10
HEP sends feedback on the evaluation report to MQA 11–14 MQA sends the feedback to Panel Chairman Chairman verifies the feedback MQA Special Committee reviews the report for purposes of
submission to the Accreditation Committee MQA tables the report and the recommendation to the Accreditation Committee Meeting
MQA grants Provisional Accreditation
4.4.2 Full Accreditation Timeline
Typically, an application for Full Accreditation is made when the first cohort of students reaches their final year. Full Accreditation requires a site visit by the POA. The Full Accreditation process can be divided into three main components: before, during and after the site evaluation visit.
Before the Evaluation Visit
Table 9. A typical timeline prior to evaluation visit
Weeks Activities and Responsibilities before
8 HEP submits a complete Full Accreditation application to
MQA MQA:
- records the application - assigns the application to the relevant officer - checks whether the information submitted is
complete - notifies the HEP that the evaluation process will
commence
7 MQA submits the list of proposed assessors to the HEP
6 HEP sends response to MQA on the list of proposed
assessors
MQA:
- appoints the members of the POA - forwards the application to the POA
5–1
POA prepare the preliminary evaluation report
MQA, HEP and the POA agree on a date for evaluation visit to the HEP
POA preparatory meeting (refer to Section 4.5)
POA sends the preliminary evaluation report to MQA
During the Evaluation Visit
The design of the actual timetable for the visits by the evaluation team to the HEP may differ. Visits can be between two to five days duration depending on the scope of the visit as agreed between the MQA and the HEP. The table below describes a typical 2-day visit schedule.
Table 10. A typical schedule for an evaluation visit
Day Time
Activity
Persons Involved
POA and HEP 0900 - 0930 POA Coordination Meeting
Liaison Officer POA and HEP
0930 - 10
Meeting of Key Players
Senior Management
Briefing by HEP
and Programme Staff
1 10 - 1130
POA Meeting
POA POA and Student
1130 - 1230
Campus Tour
Guide
Lunch and Document
1230 - 1400 POA
Programme Staff 1600 -1700
Programme Staff
Review of Documents
POA POA and the Liaison
0900 - 0930 POA Review Meeting Officer
POA, Counsellors 0930 - 10
Meeting with Programme
Team, Counsellors and
and Support Staff,
Programme Team 10 - 1230
Other Support Staff
POA 1230 - 1430
Class Observations
Lunch Meeting with Students POA and Students
2 1430 - 1530
POA Review Meeting
POA
Additional Meeting with the HEP Staff, if required.
POA and Relevant 1530 - 1600
Review of Additional
HEP Staff
Documents
POA 1630 - 1700
1600 -1630
POA Finalises Findings
Exit Meeting
POA and HEP Representatives
The MQA acts as the secretariat to the POA. An MQA officer will be involved in all the above activities in that capacity as a resource person.
After the Evaluation Visit
Table 11. A typical timeline post evaluation visit Weeks
Activities and Responsibilities
After 1–2
Chairman of the POA: - collates the report of the panel members - sends the final report to MQA
3–4 MQA verifies the final report and sends it to the HEP 5–6
HEP sends feedback on the evaluation report to MQA 7–10
MQA sends the feedback to Chairman Chairman verifies the feedback MQA Special Committee reviews the report for submission
to the Accreditation Committee MQA tables the report and the recommendation to the
Accreditation Committee Meeting
MQA:
- notifies the HEP the accreditation results - grants Accreditation