Manual

Quality Assurance and Accreditation Department (QAAD) of the College of Languages and Translation (CLT) 

Overview:

The Quality Assurance and Accreditation Unit (QAAU) at the program of English Language and Literature in College of Languages and Translation (CLT) is linked internally to the department of English Language and Literature and the Dean office. However, it is linked externally to the Deanship of Quality Assurance and Development at A- Imam Mohammad Ibn Saud Islamic University.  The establishment of this Department marks distinguished progress towards the improvement of quality assurance of the English program in CLT according to the accreditation standards of the National Commission for Academic Accreditation & Assessment (NCAAA) and National Center for Academic Accreditation and Evaluation (NCAAE). The Department is responsible for developing the quality assurance processes in the English program according to the university and college strategic plans based on specified performances and practices of the NCAAA standards and the internal and external benchmarks. The role of the QAA department is to coordinate all the academic assurance processes geared towards the program accreditation at the national level, and maybe at the international level in the future.  It is keen on providing the English program and the college offices of Deputy Deanships and other admin offices in the college with professional support in their endeavor towards self-evaluation and achievement of the national accreditation. The functions and responsibilities of the QAA department are explained in the job description listed below for each of its subdivisions and quality team members' assignments.

Staff Job Description:

The responsibilities of the (QAAU) department team members are listed in the Flowchart, description, and the table provided below. The duties are placed under 14 categories/ sub-divisions where we have a leading responsible team member titled a coordinator, a supervisor, or an equality officer who is supported with more than team members to help and assist her/him in carrying out the quality assurance tasks throughout the whole year.

1. Chairperson of the Quality Assurance and Accreditation Department

- Name: Dr. Talal Al-ghizzi

- Qualifications: Ph. D Holder                          

- Responsibilities: The Chairperson of the Quality Assurance and Accreditation Department (QAAD) will be responsible for:

• Chairing meetings of (QAAU)
• Overseeing, guiding, and assisting with all QA and accreditation matters.
• Reporting to the English Department Chairperson, Dean of the College and Deputy Dean of Academic Affairs on matters of QA and the work of the (QAAU).
• Acting as the link between the CLT Quality Department and other structures within the CLT and University Departments concerned with QA, such as the QA Deanship.

2. General Coordinator of Quality Assurance and Accreditation Department (QAAU)

- Qualifications: Ph. D Holder

- Responsibilities: The General Coordinator will be responsible for:

• Working with the Department staff members as appropriate to create the structures and mechanisms, capable of bringing CLT in good time to a level of performance to satisfy international accreditation criteria.
• Coordinating and distributing the work among all the Department staff members such as data collection and analysis of surveys, writing reports ((SESR, SESR, AR, KPIs, and supporting reports (Alumni survey, Faculty Survey, Employer Survey, Current/Graduating Students Survey, Field Experience Survey))
• Coordinating and distributing the work related to the English program primary documents among other Department supervisors/ officers responsible for updating Program Specifications, Program Study Plan, course specifications, and course reports up to the quality standards of National Center for Academic Accreditation and Evaluation (NCAAE).
• Coordinating and distributing the work of collecting shreds of evidence that support the program 19 KPIs and the NCAAA Standards.
• Organizing the work related to teaching staff members and students’ professional development and training.
• Organizing the work related to students’ employment, job training, and community services.
• Advising and assisting all Department staff members in carrying out their tasks.
• Reporting to the Department Chairperson on matters of the whole work of the QAAD.

3. General Coordinator for the girls’ section of Quality Assurance and Accreditation Department (QAAU)

- Responsibilities: The General Coordinator Assistant for the girls’ section will be responsible for the same responsibilities of the General Coordinator at the boys' division.

4. General Coordinator Assistant for the boys’ division of Quality Assurance and Accreditation Department (QAAU)

- Responsibilities: The General Coordinator Assistant for the boys’ section will be responsible for the same responsibilities of General Coordinator at the boys’ division

5. Supervisor/Officer of Program Specifications

- Responsibilities: The Supervisor/Officer of Program Specifications will be responsible for:

• Ensuring the program specifications document is in full harmony with the university and strategic program plan concerning mission, vision, objectives, and goals.
• Ensuring that the program learning outcomes (PLOs) are carefully written in accordance with the National Qualifications Framework (NQFs), University and Program Strategic Plan, and NCAAA requirements.
• Ensuring that the PLOs include clear teaching strategies and measurable assessment methods.
• Updating the program specifications document annually according to any changes happen in the program and getting it certified by the English program council and other councils in the college.
• Reporting to the Department General Coordinator on all the matters of the work related to producing Program Major documents.

6. Supervisor/Officer of Program Study Plan, course specifications and course reports

- Responsibilities: The Supervisor/Officer of Program Specifications will be responsible for:

• Ensuring the course specifications documents are in full harmony with program specifications document and the up-to-date forms of National Center for Accreditation and Assessment.
• Ensuring that the course learning outcomes (CLOs) are carefully written in accordance with the program specifications document.
• Ensuring that the CLOs in course specifications include clear teaching strategies and measurable assessment methods.
• Updating the Course specifications documents annually according to any changes happen in the program such as study plans or new textbooks and getting them certified by the English program council and other councils in the college.
• At the end of each semester, writing the course reports through course conveners and course instructors according to the up-to-date forms of the National Center for Accreditation and Assessment.
• Writing the general course reports of each course through course conveners and course instructors.
• Getting the course reports and the general course reports certified by the English program council and other councils in the college.
• Reporting to the Department General Coordinator on all the matters of the work related to course specifications and course reports.

7. The Supervisors/Officer of the Program Reports (SSRP, SESRP, and ANRP)

- Responsibilities: The Supervisor/Officer of the Program Reports (SSRP, SESRP, and ANRP) will be responsible for:

• Updating the major program reports (SSRP, SESRP, and ANRP) according to data obtained from the eight supporting survey reports (students report, Alumni, staff survey, field training, translation project, students’ services, quality loop, and KPIs report).
• Ensuring that all the reports are certified by the program council.
• Reporting to the Department General Coordinator on all the matters of the work related to the reports listed above.

8. Supervisor/officer of Surveys Data Collection and Analysis

- Qualifications: M.A / B.A Holder

- Responsibilities: The Surveys Supervisor/Officer will be responsible for:

• With a team of 4-5 male and female members of the Department, he/she will coordinate and distribute the work related to surveys data collection and analysis of Quality Assurance On-going Reports ((SESR, SESR, AR, KPIs, and supporting reports (Alumni survey, Faculty Survey, Employer Survey, Current/Graduating Students Survey, Field Experience Survey)).
• Reporting to the Department General Coordinator on all the matters of the work related to surveys data collection and analysis.

10. Supervisor/Officer of Evidence Collection for the program KPIs, quality loop reports and NCAAA Standards

- Qualifications: M.A / B.A Holder

- Responsibilities: The Evidence Collection Supervisor/office will be responsible for:

•   With a team of 5-6 male and female members of the QAA Unit, he/she will coordinate and distribute the work related to collecting pieces of evidence that support the program KPIs, quality loop, and the NCAAA 11 Standards.

• Reporting to the Department General Coordinator on matters of the work related to Evidence collection.

10. Training and College Website Development Coordinator

- Qualifications: M.A / B.A Holder

- Responsibilities: With a team of 3-4 male and female staff members of the QAA Unit, the Training& College website Development Supervisor/officer will be responsible for:

• Reviewing the CLT website periodically and updating it on time.
• The team members collaboratively provide the website administrator with all documents related to the program after they are all professionally edited and formatted.
• Identifying staff needs concerning the development of teaching and research skills of the teaching staff and holding workshops upon reported needs.
• Identifying students’ needs concerning the development of learning skills and holding workshops upon reported needs.
• Organizing workshops on writing course study plans, program specifications, and course reports for all faculty members in CLT.
• Reporting to the Department General Coordinator on matters of the work related to training& professional development.

11. Employability & Community Services supervisor/Officer

- Qualifications: M.A / B.A Holder

- Responsibilities: With a team of 3-4 male and female staff members of the Department, the Employment & Community Services Supervisor/officer will be responsible for:

• Creating a database of Community Services and current and potential employers of CLT graduates in consultation with central bodies of the University, e.g., the Alumni Office.
• Inviting representatives from the local Community Services and employers to talk to meet final year students and speak to them about their expectations of Community services and future employment.
• Inviting alumni of CLT to talk to final year students about their experience in applying for and obtaining jobs and providing services to the Community Services.
• Offering training to current students (levels 3-8) on potential areas of Community Services.
• Offering training to senior students in how to write a CV, what venues to look for jobs in, and how to present oneself in an interview.
• Coordinating all the above with the male/female section.
• Reporting to the Department General Coordinator on matters of the work related to Employment & Community Services.

12. Resources Supervisor/Officer

- Qualifications: M.A / B.A Holder

- Responsibilities: The Resources Supervisor/officer will be responsible for:

• Ensuring through consultation with staff in the different disciplines of CLT that university library stock includes references covering their fields of specialization.
• Consulting with staff to compile a list of international academic journals in their fields to request the University Library to subscribe to.
• Compile a list of electronic sources, e.g., reference works, electronic journals, etc. to request the Library to subscribe to.
• Liaising with technical and maintenance personnel to ensure the upkeep of the teaching and learning facilities in the College building.
• Compile a list of audio-visual teaching/learning aids to create a resource repository in CLT that can be used in the lab, the lecture room, or in private study time by students.
• Ensuring parity of resources in the male and female sections of CLT.

13. QAAD Director office

- Qualifications: M.A / B.A Holder

- Responsibilities: The Department director/ secretory officer will be responsible for:

• Calling for meetings and writing agenda.
• Taking minutes in meetings.
• Circulating agenda, minutes and other documentation as appropriate on time to Department staff members
• Assisting generally in the facilitation of the work of The QAAU and its staff members as required.
• Ensuring the proper flow of information between the male and female sections of CLT.

Table of Tasks& Responsibilities:

The table lists tasks for each staff member listed in the job description. Each Staff member is tentatively supposed to accomplish a minimum of 5 tasks per academic semester.

Dr. Talal Al-ghizzi

Chairperson of Quality Assurance and Accreditation Department

12 Oct 2019