Data Sources for Accreditation
WU Program Audit Committee
(From: ETA)
The Presentation Outline
Data Sources for auditing
Data Collection Tool
Purpose of DCT
Training Objectives
• To familiarize the trainees with DCT document for program accreditation
• To provide the program owners with clear understanding on how to collect,
manage, and analyze data effectively
• Enable the program owners assess their program's compliance with
accreditation standards
Data Sources for Accreditation
Sources of Data
Data Collection Tool (DCT)
Student Satisfaction Survey (SSS)
Self-evaluation Report
Site Visit Report
DCT
One of the sources of data for accreditation
Contains quantitative and qualitative responses to questions for each indicator.
Derived from the 9 accreditation standards and indicators of each standard
Provides narrative responses and supportive documentation for each indicator
Narrative response: a written comment that the HEIs are required to
state/describe for each of the indicator
Supportive documents: are various forms such as letters, minutes, certificates,
guidelines, procedures, audio-videos or other written documents that are
provided by the HEIs
Supportive documents need to be provided in a separate folder for each indicator
DCT…
The narrative responses:
address each part of the question
are comprehensive
are complete with full explanation
Contains the data and information needed
Determine that the responses comply with requirements
Indicate the required evidences for each narrative responses
Committee members of DCT
Faculty head, Program head, QA unit head/representative
Senior program staffs
Representative from administration and student support services
The process may include several sub-committees that review multiple data sources.
Specific sections of the DCT need to be assign to individuals with the appropriate
institutional/program knowledge.
The program coordinator should ensure that the completed DCT undergoes a comprehensive
review to identify any inaccuracies, missing data or question responses, or inconsistencies in the
reported information.
DCT…
Why Data Collection Tool?
DCT assesses HEI’s performance and DCT assists HEIs generate narrative
achievement against the pre-defined responses that address the
standards and indicators performance and achievement of each
indicator
It offers valuable clues to HEIs, helping DCT captures specific data to
them articulate their strengths, evaluate the program’s
weaknesses, and areas of improvement. performance in each standard
and indicator
Sample DCT
1. Program outcome
1.1 Program Development
1.1.1. The program has policies, procedures, and processes for introducing new program and periodically reviewing
existing program.
Narrative Response
Describe the procedures and process for introducing new programs.
Summarize the process for review of the program.
Discuss how often the program is reviewed and provide the date of the most recent formal program review
Supporting Documentation
Needs assessment, program development committee minutes and reports.
Meeting minutes/reports of most recent formal program review.
Policy, Procedure for introducing new programs.
Policy and procedure for existing program review.
Sample DCT
1. Program outcome
1.1 Program Development
1.1.1. The program has policies, procedures, and processes for introducing new program and periodically reviewing
existing program.
Narrative Response
Describe the procedures and process for introducing new programs.
Summarize the process for review of the program.
Discuss how often the program is reviewed and provide the date of the most recent formal program review
Supporting Documentation
Needs assessment, program development committee minutes and reports.
Meeting minutes/reports of most recent formal program review.
Policy, Procedure for introducing new programs.
Policy and procedure for existing program review.
…Cont’d
1.1.2. The program addresses the national priorities, needs of the society, and present and
emerging role of the learner which is consistent with international standards in addition to
professional and legal requirements for practice and knowledge creation.
Narrative response
Describe how the program ensures the relevance of the program to the needs of the society
and national priority.
Summarize the program’s national priorities, needs of the society, and present and
emerging role of the learner
Describe the program’s consistency with national and international standards.
Describe the sustainability of the program based on national priorities and societal needs
Indicate the professional and legal requirements of the program and show its alignment
with the program.
…Cont’d
Supportive documentation
Mission, goals, strategic plans identifying national priorities and society needs.
Program review/committee minutes and reports of the program’s consistency
with national and international standards.
Program review/committee minutes indicating the alignment of the program with
professional and legal requirements
…Cont’d
Include data from SSS as a supportive documentation
Percentages of students who were satisfied and very satisfied with
information about the career pathways (Indicator 2.1.5)
Academic Year Academic Year Academic Year 3 Academic Year 4 Academic Year 5
1 2
% Satisfied and very
satisfied
Exercise 1
Take the context of your institution into consideration and:
a) Give the narrative response for the DCT questions
b) Provide Supportive documentation for the DCT questions
Program Development
1.1.1. The program has policies, procedures, and processes for introducing new program and
periodically reviews the existing program.
Narrative Response
• Describe the procedures and process for introducing new programs.
• Summarize the review process of the existing programs
Ensure that the Narrative Responses:
• The responses address each part of the question.
• The responses are in depth, complete with full explanation.
• determine if they comply with requirements
Sample
• Curriculum: The survey indicates strong satisfaction with the
curriculum's overall structure, particularly in the integration of basic
and clinical sciences. Students appreciate the hands-on learning
opportunities and the relevance of course content to clinical practice.
However, there is notable concern regarding the workload and pacing
of some courses, with many students requesting more balanced
scheduling and clearer guidance on managing academic
responsibilities
Sample Questions and responses
7.2 Community engagement
7.2.1 The program has a system and process for planning,
implementing, monitoring and evaluating community
engagement in line with HEI policies
Narrative Response
The program provide planned community engagement that is
aligned to HEI policy. This is directed to schools and departments
and Instructors under the program implements the planned
activities . The activities will be monitored and evaluated through
continuous progress report and meeting minutes.
Cont.
Supportive Document
Community engagement policy/manual at college level(Annex 22
Page 12)
Reports on community engagement activities (Annex 44 Page22)
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