OQN Seminar Quality Audit-Learning by Sharing 11 th November 2009

1. Preparing the Stakeholders for the Audit Visit: The Trial Audit OQN Seminar Quality Audit-Learning by Sharing 11th November 2009 Presenter: Ms. Annie Lajinian- Magarian, Director, Foundation Program

2. What is a Quality Audit Visit? • It is the process that binds the self-study report with the actual visit of the Audit Panel. • It is a checking and verification process of what HEI has reported in the self- study.

3. What is a Trial Audit? • A “Mock Audit”: a process that simulates the Quality audit visit. • Ensure comprehensiveness of the report and supporting materials. • Check for accuracy and reliability of reported data. • Assess the extent of readiness and awareness of all HEI’s stakeholders • Provide opportunity to test out DU’s logistical arrangements, in terms of room setup, catering, mobilizing groups of people (OAC Manual)

4. Story of the Process Research a team of external trial audit panel Self- Reflection Prepare for the Trial Audit Visit Get Written Report 1 7 6 3 almost a year before the real thing Select team, TOR & Set dates 2 Conduct Trial Audit Visit 4 Meet Trial Audit Panel for Feedback 5

5. Research a team of external trial audit panel 1 AUB from the Start Reviewers criteria Experience in similar situations Started in early September

6. Select team, TOR & Set dates 2 • Began in November • Check their availability • Team of two- a chair and a member • Secure their approval and send a draft portfolio for feedback • By the end of November, the team provides detailed feedback on the draft portfolio • Trial Visit scheduled in February Self-Study sent to OAC by late December

7. Prepare for the Trial Audit Visit 3 • Team sends documents and interview list • DU organizes Logistics- meeting rooms • DU communicates Interviewee schedules to all concerned • DU checks the supporting materials • DU ensures that all concerned have access to the final version of the self-study portfolio.

8. ConductTrial Audit Visit 4 • Treat the trial audit (3 days) as the real audit • Meetings with representative sample of : • BOT and BOD members • Senior Management • Old and new faculty • Old and new administrative staff • Old and new students • Community leaders • Employers of DU graduates

9. Meet Trial Audit Panel for Feedback 5 • Informal Meeting with senior management • Discuss strengths and areas in need of improvement • Point out problems observed in interviews, logistics, etc.

10. Get Written Report 6 • In Early March, Trial Audit Panel sends: • Formal written report • Thought provoking questions to be addressed by DU

11. Self -Reflection 7 Hold a One-day Retreat Reconcile Action Plans Debrief Students

12. Self -Reflection 7 • One-day retreat with academic and non-academic staff (presentations by various committees, brainstorming on possible interview questions) • Student Involvement (mission, vision, goals, self-study process) • Timeline of Action Plans (QAB and colleges and programs)

13. Hold a One-day Retreat Non-Academic Staff Academic Staff

14. Debrief Students • Hold meetings with students to update them. • Answer their queries about their experience in the trial audit. • Address any misconceptions students may have had during the trial process.

15. Reconcile Action Plans • Translate Areas of Improvement into action plans. This led to: • Active Role by the QAB • Action Plans for various administrative and academic support Units • Action Plans for Colleges and Programs

16. Lessons Learned The Trial Audit: • Confirmed our strengths • Revealed areas that were overlooked or not addressed sufficiently • Helped us identify key issues to reflect upon • Improved bonding among stakeholders • Raised self-confidence & diminished anxiety

17. “Planning is the key to success” “Failing to plan is planning to fail”