4.5 Managing documentation

Establishing internal quality management includes appropriate documentation, storage and protection of all documents that guide operations in a VET institution. In addition, an effective documentation system ensures that only authorised persons have access to valid documents and data sheets, and that only current versions are used. Obsolete documents must be removed to prevent incorrect usage, and therefore procedures for issuing, amending and withdrawing documents must be defined as part of the process management. Similarly, rules for data collection and data storage must be elaborated and observed. Previous data play an important role in evaluation of quality developments and for this reason it is essential to develop a sound data handling and storage system that is reliable, valid and eases data retrieval. All data and documents must be accessible to authorised persons, but protected from unauthorised access as well as damage, for example, fireproof storage should be considered.

In summary, the documentation system should ensure:

  1. all relevant documents on processes, procedures, rules and responsibilities are accessible in current versions by authorised persons only;

  2. valid and reliable data from previous quality assessments are retrievable to allow longitudinal comparisons of results;

  3. current tools and instruments for data collection (such as questionnaires) on quality issues are accessible.

VET institutions work with many personal data, protection of which is legally obligatory. Therefore internal rules for personal data protection must be established and access to these data must be clearly defined and strictly limited. In all cases, the data protection system must fully meet requirements of relevant national legislation.

 

Box 33. Questions for reflection and options for further action

  1. What would an appropriate structure for quality management look like in your institution?

  2. Whom would you appoint as responsible quality manager, a supporting quality advocate and whom would you invite to become an informal member of the quality management team?

  3. Have you considered establishing an internal recognition and reward system?

  4. What are the most important media for communication in your organisation?

  5. Which media are neglected/overemphasised so far?

  6. Have you considered establishing a process management system?

  7. Does your internal documentation system meet the requirements set out above?

 

 

Please answer the Questions (in the field Comment) and complete the Quiz as well.

 

4.5. Managing documentation

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Comments

kbbkirl

Thu, 10/12/2017 - 12:19

  1. What would an appropriate structure for quality management look like in your institution?

 

In our organisation we have the following quality management structure:

 

 

  1. Whom would you appoint as responsible quality manager, a supporting quality advocate and whom would you invite to become an informal member of the quality management team?

 

In our organisation we have a Training & Standards Officer (TSO) that runs the TQAS/curriculum department. The TQAS staff rely on Internal Validators & peer evaluation as part of the informal quality management team & the External Authenticators as the Quality Advocates.
 

  1. Have you considered establishing an internal recognition and reward system?
     

In our organisation staff do receive feed-back and recognition from the internal evaluation & peer evaluation stages. The EA’s are also very good at appraising a job well done and where staff have gone beyond the required standard. Staff have a chance to move up pay-scale grades if they achieve academic excellence (Degrees/Masters). However this is not a perfect system and it is good to note that not always is the recognition given to staff members in front of management and perhaps this is something that needs to be communicated better within our organisation.

 

  1. What are the most important media for communication in your organisation?

 

The main media of communication is formal and informal meetings with a TQAS staff member that passes the information on to the senior TSO and assistant mangers. We also use both an intranet & Moodle LMS system to access the required documentation. The documents are stored that only the teachers can access the material required or the local Moodle Administrator who passes on the information about learner login reports etc. to the TSO. As an organisation we heavily use the face-book and the website to communicate with the learners about up and coming courses. We also have a community notice board for staff and students.

 

  1. Which media are neglected/overemphasised so far?

 

In my opinion we heavily over rely on facebook and while social media does serve a purpose we should also be looking to using traditional means like brochures and print advertising. Also the social media posts tend to be only when courses are low on numbers and need to be filled rather than continuous updates throughout the courses showcasing the work of students or achievement met by all participants including instructors.

 

 

  1. Have you considered establishing a process management system?

In our organisation the TQAS/Curriculum staff look after and establish the processes in the process management system which is the communicated to the instructors.
 

  1. Does your internal documentation system meet the requirements set out above?
     

Yes I believe that our documentation meets and exceeds the requirements set out above.

 

 

 

Public comment

kbbkirl

Thu, 10/12/2017 - 12:19

  1. What would an appropriate structure for quality management look like in your institution?

 

In our organisation we have the following quality management structure:

 

 

  1. Whom would you appoint as responsible quality manager, a supporting quality advocate and whom would you invite to become an informal member of the quality management team?

 

In our organisation we have a Training & Standards Officer (TSO) that runs the TQAS/curriculum department. The TQAS staff rely on Internal Validators & peer evaluation as part of the informal quality management team & the External Authenticators as the Quality Advocates.
 

  1. Have you considered establishing an internal recognition and reward system?
     

In our organisation staff do receive feed-back and recognition from the internal evaluation & peer evaluation stages. The EA’s are also very good at appraising a job well done and where staff have gone beyond the required standard. Staff have a chance to move up pay-scale grades if they achieve academic excellence (Degrees/Masters). However this is not a perfect system and it is good to note that not always is the recognition given to staff members in front of management and perhaps this is something that needs to be communicated better within our organisation.

 

  1. What are the most important media for communication in your organisation?

 

The main media of communication is formal and informal meetings with a TQAS staff member that passes the information on to the senior TSO and assistant mangers. We also use both an intranet & Moodle LMS system to access the required documentation. The documents are stored that only the teachers can access the material required or the local Moodle Administrator who passes on the information about learner login reports etc. to the TSO. As an organisation we heavily use the face-book and the website to communicate with the learners about up and coming courses. We also have a community notice board for staff and students.

 

  1. Which media are neglected/overemphasised so far?

 

In my opinion we heavily over rely on facebook and while social media does serve a purpose we should also be looking to using traditional means like brochures and print advertising. Also the social media posts tend to be only when courses are low on numbers and need to be filled rather than continuous updates throughout the courses showcasing the work of students or achievement met by all participants including instructors.

 

 

  1. Have you considered establishing a process management system?

In our organisation the TQAS/Curriculum staff look after and establish the processes in the process management system which is the communicated to the instructors.
 

  1. Does your internal documentation system meet the requirements set out above?
     

Yes I believe that our documentation meets and exceeds the requirements set out above.

 

 

 

Public comment

kbbkirl

Thu, 10/12/2017 - 12:20

Not able to upload created embeded word managemnt structure chart perhaps you could look at this..???

Public comment

kbbkirl

Thu, 10/12/2017 - 12:20

Not able to upload created embeded word managemnt structure chart perhaps you could look at this..???

Public comment