Institutional Performance

Evaluation (IPE)

Prof. Dr. Farman Ullah

Quality Enhancement Cell
The Institutional Review Process
The institutional review process comprises of:

a. University Portfolio Report (UPR)

prepared by the University and is pre-
requisite for the IPE process

b. Visit by an external Review Panel/

visiting team to be appointed by HEC.
What is an Institutional Portfolio

• The “University Portfolio Report

(UPR)” comprises of information about
the university mostly based on answers to
questions that have been provided at the
end of each standard in the Manual.
DONE
 Performance Evaluation Standards
• Standard 1: Mission Statement and Goals
• Standard 2: Planning and Evaluation
• Standard 3: Organization and Governance
• Standard 4: Faculty
• Standard 5: Institutional Resources
• Standard 6: Academic Programmes and
Curricula
• Standard-8: Students
• Standard-10: Assessment & Quality Assurance

• DONE
• Standard-7: Integrity
• Standard-9: Public Discloser &
Transparency
• Standard-11: Student Support Services
_____________
The Institutional Review
Process
Guidelines for the University
• Please provide answers to all the questions in UPR even if
your answer is “not applicable.”
• Documents should be placed in the folders and each folder
should be marked as standard #1, folder #1,etc.
• Please indicate the reference of the folder number with the
answers to questions. In some cases the same
documentation will be used for several standards and
several questions. Just indicate in the answer in which
folder the documentation can be found.
 Review Panel
The Review Panel has one team leader along with other
members. The panel members are not assigned to their
own institutions in order to ensure transparency.

The Review Panel will undertake the institutional

performance evaluation process against the 8 standards
out of a total of 11 defined in the manual.
 Visit by Panel
a. Role of University
i. A separate room/office is to be made available for
the Review Panel, where all the documents related
to University Portfolio Report are placed. There is
no need to prepare photocopies of the
documents/evidences as no documents will be taken
out of the room.
ii. The room for the Review Panel will have a table for each
standard and the folders containing the information are to
be clearly numbered. Sufficient office space within the
room for all Panel members is to be provided.
(Committee Room-2 suggested)

iii. Proper electrification for laptops/computers, internet

facility and printout facility are also required in the room.
(Laptop, Multimedia Projector, Internet facility, Printer and
a person from NOC will be required in the committee
room-2)
iv. In addition, any written reports, power-point
presentations, or other information that the Review Panel
has not requested but that the administration feels would
be relevant to the review should be placed in the room.

v. One soft copy and six hard copies of the University

Portfolio Report will be provided by the university.
In order to achieve the desired objectives of the Review,
University Portfolio Report must have answers to the
questions listed in the Manual in conjunction with each of
the standards as well as the university data to be collected
by the University.

This University Portfolio Report needs to be prepared

before the visit of IPE Review Panel. The Review Panel
will be at the university for three days.
The purpose of such a review is an honest appraisal of
where there are existing strengths and where there is a
need for improvement. Ultimately the university is fully
responsible for its own functioning.

External peer review is vital to a high quality university.

That appraisal is a joint effort and a joint goal.
University-wide Data
1. Department and academic program wise Student/faculty
ratio
2. For each department, the average number of students per
class.
3. Total enrollment; enrollment by major; enrollment by
department; number of full-time students and part-time
students in undergraduate programs and in graduate
programs
4. Number of applications and the number of students
enrolled in undergraduate and graduate level.
5. Retention rate from first to second year; second to third
year; third to fourth year – undergraduate programs.
6. Department wise / designation wise Number of full-time
faculty; number of part-time faculty, on contract faculty,
visiting faculty and adjunct faculty with qualification.
7. Designation wise list of Average salary for faculty on
tenure track and without tenure track.
8. Total amount of financial aid given to the students from
institutional funds; % of expense budget for last two
financial years.
9. Average financial aid for first year students.
10.Net tuition rate (tuition income – institutional financial
aid); % of revenue budget
11.Endowment assets per student (amount of endowment
divided by total number of full-time equivalent students)
12.Total expense per student (educational and general
expenses divided by the number of full-time equivalent
students
13.% of credit hours for each undergraduate and graduate
program.
14.Prepare information on % of each source of revenue –
tuition and fees, government grants for operations;
restricted grants from sources; etc. In a second chart, give
the % for each source of expense – educational and
general, auxiliary, etc.
b) Role of IPE Review Panel

The original documents examined by the Review Panel

and all discussions conducted with officials/students will
be confidential. Individual names will not be mentioned in
the report.
 Schedule of Panel & Review Process

a) Schedule of Review Panel:

DAY #1
• Meet with the Vice Chancellor (9:00-9:30 am)

• Review Panel works in room (9:30 – 5:00 pm with

lunch provided in the room at 01:00 pm)
DAY#2
• Panel meets with Chairmen / heads of departments (10:00-
11:00 am)
(List will be provided by IPE Review Panel)

• Review Panel meets with Asst. Professors/lecturers (11:00-

12:00)
(List will be provided by IPE Review Panel)

• Panel meets with the Post Graduate, Graduate and Under

graduate students (one from each selected department)
(12:00 – 01:00)
Panel meets with the Registrar, Head of Finance,
Director P & D and Controller Examinations
(01:00-03:45 pm)

Review Panel works privately to work on putting

together the questions and draft of the report (04:00-
05:30 pm)

Review Panel may request additional information

and/or may request a meeting with other senior
officers in order to seek clarification regarding certain
points in the University Portfolio Report.
DAY #3
• Review Panel visits selected class room facilities,
laboratories and library
(9:00-10:00 am)

• Review Panel continues its work

(10:00-02:00 pm with working lunch)

• Exit interview with VC. It is on the discretion of the VC

to whom he wishes to be present for the exit interview
(02:00-03:00 pm).
The 1st Draft of IPE Review Report
• Draft Report will be prepared as per the format approved
by the competent authority at HEC.

• The IPE Review Panel members will complete the draft of

the report before the exit interview with the Vice
Chancellor of the university.

• In the exit interview, Review Panel will share the salient

features with the Vice Chancellor (and/or his team) and
handover the draft report to the Vice Chancellor to correct
the “Error of Facts” (if any).

• Vice Chancellor will submit the corrections (if any) to

team leader with in the three days.
Post Review Process

Team Leader of Review Panel will submit the report to

QAA and QAA will submit the report to the competent
authority at HEC for approval.

After the approval, IPE Review report will be shared with

the university.
 Indicated Officers are responsible for
Providing the required documents and make
it available for IPE Panel
All PC-I (Director P&D)

Last 10 years minutes of Syndicate (Registrar)

Last 10 years minutes of F&PC (Director Finance)

Last Ten years minutes of Academic Council (Director Teaching)

Last 10 meeting minutes of BASAR meeting (Director Advanced

Studies & Research)
 Indicated Officers are responsible for
Providing the required documents and make
it available for IPE Panel
Teacher Evaluation Reports (QEC)

List of Publications with Impact factor???

Budget Copy 2012-2013 (Director Finance)

Central Purchase Committee (CPC ) File (Director Finance)

Copy of curriculum for each academic degree program (Director

Teaching/DAS&R)

syllabi for a course at each level (Director Teaching / DAS&R)

 Indicated Officers are responsible for
Providing the required documents and make
it available for IPE Panel
Learning outcomes for each major? Please provide a copy from
five departments under different deans

Alumni Survey Results (QEC)

Faculty Survey Reports(QEC)

Employer Survey Results (QEC)

Research Progress Review Form (DASAR/QEC)

Self Assessment Reports of all departments done. (QEC)

 Indicated Officers are responsible for
Providing the required documents and make
it available for IPE Panel
HEC Plagiarism Policy,(QEC)

Faculty Appointment Criteria,(Registrar already received

from Registrar)

MS/Mphil and Ph.D criteria, (DAS&R)

Criteria for Tenure Track System, (Registrar)

All Teaching and Administrative Departments will
designate a Focal Persons with authority; to provide
relevant information /documents asked by the IPE Panel
during their visit, who must be present throughout the
entire process.
Who will take care of:

Lunch/ Dinner/Tea for guests

Accommodation.
Transportation/local commuting for guests.
Laptop, Multimedia Projector in Committee Room#2

Note: No multimedia, No laptop and No access to official

vehicle is available with QEC.
THANK YOU