New QAE Website Repository and Document Updates October 2020

The New QAE Website and Repository of Documents OCTOBER 2020

2 The New QAE Website Available in September 2020 More comprehensive than its predecessor. To access: Go to the main USJ website, click the 'About USJ' heading and it takes you to a drop-down menu; in this click the 'Quality Assurance' label Go directly: qae.usj.edu.mo QAE repository new

3 QAE Repository Houses the University s updated official documents; Does NOT keep research outputs; these are managed directly by the University Library; Different levels of access; Ongoing construction and management; constant review and modification; Organized into key areas for ease of reference, document searching, location and retrieval.

4 Structure of the QAE Repository Designed to align itself, where relevant, to USJ s framework for QAE. The twelve main sections are as follows: 1. General University 2. Quality Assurance 3. Academic Affairs 4. Research 5. Students 6. Staff 7. Business and Finance 8. Information Technology 9. Public and International Relations and Promotion 10. Lifelong Learning and Outreach 11. Alumni 12. USJ Style Guide

5 Access Right The University has different levels of access; in the event of there being a gap in the numbers, this is because you do not have access to these documents. Nothing is shown here.

6 Progress Status Phase 1 - Completed by 25 August 2020 Structure confirmed and created, and available documents uploaded Section 1 (General University), Section 2 (Quality Assurance) and Section 6 (Staff) Phase 2 - Completed by 25 September 2020 Structure confirmed and created, and available documents uploaded Sections 3 (Academic Affairs), Section 4 (Research), Section 5 (Students) and Section12 (USJ Style Guide)

7 Progress status (Cont.) Phase 3 Ongoing Section 10 (Lifelong Learning and Outreach) and Section 11 (Alumni) Structure under construction. The very few available documents uploaded. Section 7 (Business and Finance) Structure under construction (being reviewed by the Rector and the Finance Director). Section 8 (Information Technology) and Section 9 (Public and International Relations and Promotion) Given that only very few documents exist, PENDING further instruction on their structure finalisation.

8 Section 1 General University 1.1. University Charter 1.2. University Roadmap 1.3 Regulations/Rules 1.3.1. Academic 1.3.2. Operational 1.4. Policies 1.4.1. Academic 1.4.2. Operational 1.4.3. Human Resources

9 Section 1 General University (Cont.) 1.5. University Committees/Bodies 1.5.1. General Council 1.5.2. University External Advisory Boards 1.5.3. Senate 1.5.3.4. Standing Committee (of the Senate) 1.5.3.5. Student Conduct Committee 1.5.3.6. Academic Integrity Committee 1.5.3.7. Appeals Committee 1.5.4. Executive Council 1.5.5. Heads of Office 1.5.6. Scholarship Committee 1.5.6.1. Hardship Fund Committee 1.5.7. Health, Safety and Environment Committee 1.6. Data Protection 1.7. Health and Safety 1.8. Crisis Management 1.9. Bad Weather Arrangement 1.10. University s Operational Information

10 Section 2 Quality Assurance 2.1. Policy and Framework 2.2. Management of Academic Units 2.3. Faculty External Advisory Boards 2.4. Proposing New Programme/Amendments to a Programme 2.5. Templates 2.6. Units Strategic Development Plans 2.7. Data Collection & Reporting 2.8. Staff Development on QAE 2.9. Surveys and Survey Reports 2.10. University and Faculty Reports 2.10.1. Rector s Reports 2.10.2. Deans Reports of editable format of editable format

11 Section 2 Quality Assurance (Cont.) 2.6. Units Strategic Development Plans 2.6.1. Faculty of Social Sciences and Education 2.6.2. Faculty of Arts and Humanities 2.6.3. Faculty of Business and Law 2.6.4. Faculty of Religious Studies and Philosophy 2.6.5. Institute of Science and Environment 2.6.6. English Language Centre 2.6.7. Library and University Press 2.6.8. Domingos Lam Centre for Research in Education 2.6.9. Xavier Consortium for Memory and Identity 2.6.10. Macao Observatory for Social Development 2.6.11. University Secretariat Office

12 Section 2 Quality Assurance (Cont.) 2.6.12. Development and Fundraising Office 2.6.13. Finance and Human Resources Office 2.6.14. Technology, Operations and Facilities Office 2.6.15. Residential Hall Office 2.6.16. Academic Affairs Office 2.6.17. Quality Assurance Office 2.6.18. Lifelong Learning Office 2.6.19. Office for Student and Alumni Affairs 2.6.20. Public and International Relations Office 2.6.21. Student Recruitment Office 2.6.22. Information Systems Development Office 2.6.23. Counselling Office

13 Section 3 Academic Affairs 3.1. Student Admissions 3.1.5. Matriculation 3.2. Teaching and Learning 3.2.10. Post-graduate Studies 3.3. Recognition of Prior Learning 3.4. Examination and Assessment 3.4.4. Conduct of Examinations 3.4.5. Boards of Examiners 3.4.6. Admission to Exam 3.4.7. Public Examination 3.4.9. Marking and Grading 3.5. Graduation 3.6. Academic Co-operations 3.6.1. Agreements of Cooperation/MOUs 3.6.2. Study Abroad/International Internship 3.6.3. incoming Exchange Programme 3.6.4. Cotutelle Agreement 3.7. Academic Administration 3.8. Academic Support - Library 3.9. Academic Integrity Committee 3.10. Appeals Committee 3.11. Appendices

14 Section 4 Research 4.5. Research Management and Administration

15 Section 5 Students 5.1. Student Services Provision 5.1.1. Student Support 5.1.2. Counselling 5.1.3. Pastoral Support (Chaplaincy Support) 5.1.4. Campus Life 5.1.5. Student Association 5.2. Student Engagement and Involvement 5.3. Graduate Attributes 5.4. Employment and Career 5.4.3. Student Ambassadors 3.4.4. Internship 5.5. Student Voice 5.5.1. Student Feedback 5.5.2. Student Surveys 5.6. Student Conduct 5.7. International Students 5.8. Exchange Students 6.8.1. Outgoing Exchange Programme 6.8.2. Incoming Exchange Programme 5.9. Financial Aid and Orientation 5.10. Diversity and Inclusion

16 Section 5 Students (Cont.) 5.11. Sports and Recreation 5.12. Affiliations and University Ambassadors 5.12.1. Internal Committee 5.12.2. External Committee 5.12.2.1. Gender Equality Committee 5.12.2.2. Crisis Management Working Group 5.12.2.3. Barrier-free Facility Working Group 5.13. Appeal Committee 5.14. University Residence

17 Section 6 Staff 6.1. Staff Contract 6.7. Visiting Academics 6.2. Leave, Benefits and Compensation 6.8. Evaluation 6.2.1. Staff Leave 6.9. Promotion 6.2.2. Staff Benefits and Compensation 6.10. Staff Development 6.3. Career Tracking Development and Responsibilities 6.11. Retirement 6.12. Staff Conduct 6.4. Outside Practice 6.13. Staff Residential Accommodation 6.5. Recruitment, Appointment and Transfer 6.14. Miscellaneous Pro-formas 6.6. Academic Induction

18 Section 12 USJ Logo Style Guide 12.2. Logos 12.3. Stationery 12.4. Download Templates 12.4.1. Slide Templates 12.4.2. Letterhead Templates

19 Structure of the QAE Repository https://qae.usj.edu.mo/structure-of-the-repository/

20 Procedure for registration of document to the QAE Repository SCOPE: all units which are responsible for updating documents, the approved version of which are to be recorded in the University and uploaded to the QAE website. TWO PROCEDURES: a) Approval by the senior parties (i.e. Executive Council, General Council, Senate, Catholic Foundation for Higher Education, Rector, Chancellor); b) Approval within the Unit itself.

21 a) Registration of a document which is approved by the University s senior parties USO sends the approved document, with the following required information, to QAO: Approval body and approval date; Review by other body before final approval, if any, and its confirmation date; Operation commencement date; Access right, if it is a new document; Target audience for QAO s subsequent circulation, if any as decided by the senior party. QAO attaches a code to the document, formatting it where necessary, register the document in the QAE Repository, and upload it to the QAE website. QAO will share the information with the target audience, if indicated by USO.

22 b) Registration of a document whose approval lies within the unit The Unit sends the pdf file of the properly coded document to QAO, as follows: for a document which is a Template or Pro-forma, plus a Word file of the document; if the document is a new document: indicate its access rights; suggest its location on the QAE Repository website. QAO sends back to the requesting unit the QAE website link/location of the document when it is completed.

23 Procedure for registration of document to the QAE Repository (Cont.) https://qae.usj.edu.mo/procedure-for-registration-of-document-to-the-qae-repository/

24 Guidance on Document Coding The following information should be included at the end of any officially approved document: Reviewed and confirmed by and Confirmation date , if applicable Approved by Approval date Operational commencement date Version number At the bottom right of every page of the final, approved version, the version number and the approval month and year should be shown.

25 Guidance on Document Coding (Cont.) The final approved version of the document should be named correctly to reflect its name, version number and approval month and year (i.e. Document name-Vxxx). Some examples: The document Equality and Diversity Policy, which was a new document (i.e. version 1) approved by the EC on 16 April 2019, is named as 20190416-Equality and Diversity Policy-V001. The document Academic Regulations, a newer version (version 5) of which was approved by the EC on 12 May 2020, is named as 20200512-Academic Regulations-V005.

26 Guidance on Document Coding (Cont.) https://qae.usj.edu.mo/guidance-to-document-coding/

27 Website Links to the Introduction to the QAE Repository Detailed organization: https://qae.usj.edu.mo/structure-of-the-repository/ Procedure for registration of document to the QAE repository: https://qae.usj.edu.mo/procedure-for-registration-of-document-to-the-qae-repository/ Document coding guidance: https://qae.usj.edu.mo/guidance-to-document-coding/

28 Locations of Some Important Documents for Upcoming Programme Reviews DOCUMENTS LOCATIONS ON QAE WEBSITE DSES s Guidelines for Program Review (v. Apr2020) DSES s Guidelines for EQAA (v. Apr 2020) USJ s Roadmap Graduate Attributes Framework for QAE at the University Level Framework for QAE at the Programme Level Boards of Examiners Guidance for Visiting Academic Staff Academic Regulations August 2019: Survey of student life at USJ QAE Training Materials - Jun2019 & Aug2020 https://qae.usj.edu.mo/programme-review/ https://qae.usj.edu.mo/university-roadmap/ https://qae.usj.edu.mo/graduate-attributes/ https://qae.usj.edu.mo/article-categories/2-1-policy-and-framework/ https://qae.usj.edu.mo/article-categories/3-4-5-boards-of-examiners/ https://qae.usj.edu.mo/knowledge-base/3-4-2-guideline-on-assessment/ https://qae.usj.edu.mo/knowledge-base/1-3-1-6-usj-academic-regulations/ https://qae.usj.edu.mo/knowledge-base/2-9-1-1-report-on-student-life-at-usj/ https://qae.usj.edu.mo/article-categories/2-8-staff-development-on-qae/

29 Contact of QAO Quality Assurance Office Location: 4/F Academic Building, Ilha Verde Campus Contact no.: (853) 8592-5684 Email: QA@usj.edu.mo