Çanakkale Onsekiz Mart Üniversitesi
Engelli Öğrenci Birimi
Senate Decision dated 06.10.2023 and numbered 18/28
REPUBLIC OF TÜRKİYE
ÇANAKKALE ONSEKİZ MART UNIVERSITY
QUALITY ASSURANCE DIRECTIVE
Purpose, Scope, Basis, and Definitions
Purpose ARTICLE 1 – (1) The purpose of this Directive is to determine the working procedures and principles of the Quality Assurance Commission, the Student Quality Commission, and the Quality Development and Institutional Monitoring Coordinatorship. These entities are established to ensure the creation and management of the Quality Assurance System at Çanakkale Onsekiz Mart University, its continuous improvement, and the execution of quality enhancement and accreditation activities university-wide, in accordance with the procedures and principles set by THEHEQC (YÖKAK) within the scope of the Regulation on Higher Education Quality Assurance and the Higher Education Quality Council.
Scope ARTICLE 2 – (1) This Directive covers the duties, authorities, and areas of responsibility of the Çanakkale Onsekiz Mart University Quality Assurance Commission, the Student Quality Commission, and the Quality Development and Institutional Monitoring Coordinatorship within the framework of quality improvement in higher education.
Basis ARTICLE 3 – (1) This Directive has been prepared based on the Higher Education Law No. 2547 and the Regulation on Higher Education Quality Assurance and the Higher Education Quality Council.
Definitions ARTICLE 4 – (1) For the purposes of this Directive, the following definitions apply:
a) Academic Unit: Faculties, Institutes, Schools, Conservatories, Vocational Schools, and Application and Research Centers affiliated with Çanakkale Onsekiz Mart University.
b) Accreditation: An evaluation and external quality assurance process that measures whether a higher education program meets pre-determined academic and field-specific standards by an external evaluator body.
c) Interim Evaluation Program: The process in which the University, which is fully or conditionally accredited within the scope of the institutional accreditation program, is evaluated by THEHEQC at the end of the second year following the accreditation date.
ç) Interim Evaluation Report: The report prepared by the evaluation team for the University evaluated within the scope of the interim evaluation program.
d) Independent External Evaluation and Accreditation Agencies: Institutions and organizations performing external evaluation and accreditation activities domestically or abroad.
e) Unit Internal Evaluation Report [ISER/KİDR]: The internal evaluation report prepared annually by the quality assurance commissions of all academic units (excluding Application and Research Centers) regarding the previous year.
f) Unit Internal Evaluation Report [ISER] Control Form: The form used by the Quality Assurance Commissions of academic units to evaluate the [ISER] reports within the scope of the "check" and "act" steps of the PDCA (Plan-Do-Check-Act) cycle to ensure sustainable improvement and the achievement of strategic goals.
g) Unit Internal Evaluation Report [ISER] Executive Summary: An executive summary prepared by the unit head, containing improvement suggestions based on the [ISER] Control Form.
ğ) Unit Quality Assurance Commission: The commission that prepares quality assurance and internal control documents and ensures the execution of quality processes under the management of relevant academic/administrative units and centers.
h) Head of Unit Quality Assurance Commission: The manager of the academic or administrative unit.
ı) Unit Quality Assurance Commission Student Representative: Student representatives in the Unit Quality Assurance Commissions of all academic units.
i) Unit Quality Assurance Commission Member: Members determined by the board of directors in academic units or assigned by the unit head in administrative units.
j) Advisory Board: Boards that receive, analyze, and present suggestions regarding the opinions of internal and external stakeholders.
k) Chair of the Advisory Board: Chairs appointed by the Rector of the University.
l) External Evaluation: The process of evaluating the quality of the University’s or any of its programs' education, research, and administrative services by independent external evaluators authorized by THEHEQC.
m) External Stakeholder: Individuals, NGOs, public institutions, or private sector organizations outside the university that are directly or indirectly related to or affected by the University's services.
n) Secretary General: The Secretary General of Çanakkale Onsekiz Mart University.
o) Internal Evaluation: The self-evaluation of the quality of all administrative/academic units and programs to ensure internal quality assurance and readiness for external evaluation.
ö) Internal Stakeholder: Academic and administrative staff and students of Çanakkale Onsekiz Mart University.
p) Administrative Unit: Departments (Daire Başkanlıkları) and Coordinatorships affiliated with Çanakkale Onsekiz Mart University.
r) Monitoring Program: The evaluation process in which the quality developments of the University are evaluated by THEHEQC following an institutional external evaluation.
s) Monitoring Report: The report prepared by the monitoring team within the monitoring program.
ş) Quality Assurance: All planned and systematic activities carried out to provide assurance that the University and its programs fully fulfill quality and performance processes in line with internal and external standards.
t) Quality Assurance Commission (QAC/KGK): The commission responsible for organizing, implementing, and improving quality assurance and accreditation works university-wide and informing the Senate and THEHEQC.
u) Chair of the Quality Assurance Commission: The Rector of Çanakkale Onsekiz Mart University.
ü) Quality Assurance Commission (QAC) Student Representative: Student representatives determined by the Senate.
v) Quality Assurance Commission (QAC) Member: Permanent members determined by the Senate.
y) Quality Development and Institutional Monitoring Coordinatorship (QDIMC/KGKİK): The relevant coordinatorship of COMU.
z) Quality Development and Institutional Monitoring Coordinator: The responsible academic staff member appointed by the Rector who manages the coordinatorship, carries out institutional monitoring, and follows up on field studies, seminars, and workshops.
aa) Coordinatorship Staff: Academic and administrative staff working under the QDIMC.
bb) Institutional Accreditation Program: An external evaluation process ensuring that the University's quality assurance, education, research, social contribution, and management systems are evaluated by external evaluators assigned by THEHEQC.
cc) Institutional External Evaluation Program: The program where the University is evaluated within the scope of Institutional External Evaluation Criteria.
çç) Institutional Feedback Report (IFR/KGBR): The report prepared by independent external evaluators containing the strong areas and areas open for improvement of the University.
dd) Institutional Self-Evaluation Report (ISER/KİDR): The report prepared annually under the coordination of the QAC, approved by the Rector, submitted to THEHEQC, and published for the public.
ee) Student Quality Ambassador: Students who work to ensure student participation in quality assurance processes and to spread the quality culture.
ff) Student Quality Commission: The commission that carries out activities to ensure student participation and the spread of quality culture.
gg) Self-Evaluation Report (SER/ÖDR): A program report prepared annually by the relevant department/program that evaluates internal quality assurance processes.
ğğ) SER Control Form: The form where the SERs prepared by programs are examined qualitatively by the Unit Quality Assurance Commission.
hh) SER Executive Summary: An executive summary prepared by the unit head containing unit improvement suggestions based on the SER Control Forms.
ıı) Performance Indicators: Criteria used to measure, monitor, and evaluate whether the University has reached its goals.
ii) Program Accreditation: The external quality assurance process measuring whether a program meets specific academic standards by authorized agencies.
jj) Program Evaluation: All studies evaluating the educational programs as part of the internal quality assurance system.
kk) Program Quality Assurance Commission: The program-level commission ensuring the execution of quality processes.
ll) Rector: The Rector of Çanakkale Onsekiz Mart University.
mm) Vice-Rector: The Vice-Rector of COMU responsible for Quality Assurance.
nn) Senate: The Senate of Çanakkale Onsekiz Mart University.
oo) Head of Strategy Development Department: The relevant department head of COMU.
öö) Application and Research Center: Centers affiliated with Çanakkale Onsekiz Mart University.
pp) UBYS: University Information Management System.
rr) UYBS: THEHEQC University Management Information System Program Self-Evaluation Module.
ss) University: Çanakkale Onsekiz Mart University (COMU).
şş) YÖK: Council of Higher Education.
tt) YÖKAK (THEHEQC): Higher Education Quality Council.
uu) Regulation: Refers to the Regulation on Higher Education Quality Assurance and the Higher Education Quality Council.
Establishment of the Quality Assurance Commission, Working Procedures, Duties, Authorities, and Responsibilities, and Termination of Commission Membership
Establishment of the Quality Assurance Commission ARTICLE 5 – (1) The Quality Assurance Commission is established to carry out quality assurance activities at the University. The Rector, the Vice-Rector responsible for quality assurance, the Quality Development and Institutional Monitoring Coordinator, the Secretary General, and the Head of the Strategy Development Department are the permanent members of the Commission.
(2) In addition to its permanent members, the Quality Assurance Commission consists of academic staff determined by the Senate (excluding application and research centers) upon the proposal of the Rector and/or the Vice-Rector responsible for quality assurance—limited to no more than one person from any given academic unit and each from a different field of science—and at least one (1) student representative.
(3) The student representative is selected for a term of one (1) year from among students who are not in their first or final year (for graduate students, those in their course stage), and who have a cumulative grade point average (GPA) of 2.00 or above.
(4) The term of office for academic staff determined as commission members by the Senate is at least two (2) years.
(5) Members whose terms have expired may be reappointed using the same procedure.
Working Procedures of the Quality Assurance Commission ARTICLE 6 – (1) The Chair of the Commission is the Rector. In the absence of the Rector, the Vice-Rector responsible for quality assurance, appointed by the Rector, serves as the acting Chair. The Rector and/or the relevant Vice-Rector informs the Senate and THEHEQC (YÖKAK) regarding the activities of the Quality Assurance Commission and the Quality Development and Institutional Monitoring Coordinatorship.
(2) The Quality Assurance Commission convenes with the absolute majority of the total number of members and makes decisions by the majority of those present at the meeting. In the event of a tie, the decision is made in accordance with the Chair’s vote.
(3) The office and personnel support services of the Quality Assurance Commission are carried out by the Quality Development and Institutional Monitoring Coordinatorship within the scope of the Regulation.
(4) All internal and external official correspondence, procedures, instructions, and announcements of the Commission are carried out through the UBYS (University Information Management System) under the secretariat of the Quality Development and Institutional Monitoring Coordinatorship, using the institutional identity of the Quality Assurance Commission and the signature of the Rector or the Vice-Rector responsible for quality assurance.
(5) The Quality Assurance Commission may establish sub-working groups or advisory boards when deemed necessary. The duties and responsibilities of sub-working groups and advisory boards are limited solely to their respective purposes of establishment.
(6) The Rector and/or the Vice-Rector responsible for quality assurance may invite sub-working groups and advisory boards to the Quality Assurance Commission meetings when deemed necessary.
(7) The Rector and/or the Vice-Rector responsible for quality assurance may invite other Vice-Rectors to the Commission meetings depending on the agenda.
(8) The agenda, date, and place of the Quality Assurance Commission meetings are determined by the Rector or the Vice-Rector responsible for quality assurance.
(9) The Quality Assurance Commission meets at least once a month. When necessary, the Rector or the Vice-Rector responsible for quality assurance may call the Quality Assurance Commission for a meeting.
(10) The meeting rapporteurship of the Quality Assurance Commission is performed by academic or administrative personnel working at the Quality Development and Institutional Monitoring Coordinatorship.
Duties, Authorities, and Responsibilities of the Quality Assurance Commission ARTICLE 7 – (1) The duties of the Quality Assurance Commission are as follows:
a) To establish internal and external quality assurance systems for the evaluation of education, internationalization, R&D, social contribution activities, and administrative services in line with the university's strategic plan and goals; to carry out the university self-evaluation, encourage program accreditations, ensure the active execution of the institutional accreditation process in all units, and submit these studies to the Senate.
b) To submit the annual Institutional Self-Evaluation Report (ISER/KİDR) to the Senate, send the approved report to THEHEQC (YÖKAK), and share it with the public via the university's official website in an easily accessible manner.
c) To make institutional preparations for evaluation processes, provide necessary support to THEHEQC and external evaluation bodies, and inform internal and external stakeholders about the process.
ç) To ensure the formation of unit quality assurance commissions in all academic and administrative units and to monitor their work.
d) To regularly follow up on the reports and documents required to be prepared by units to ensure the sustainability of continuous improvement and the achievement of the University's strategic plan goals.
e) To ensure that internal and external stakeholder meetings are held at the institutional level at least once a year to improve relations with stakeholders.
f) To provide guidance/mentorship for the quality assurance work of academic and administrative units by making assignment decisions among commission members and/or advisory board members (if any).
g) To plan training, meetings, workshops, and similar activities for the development and dissemination of a quality culture.
ğ) To convey necessary information and directions to relevant units, boards, and commissions for taking precautions regarding areas open to improvement identified by the Quality Development and Institutional Monitoring Coordinatorship through unit internal evaluation reports and stakeholder feedback.
h) To plan activities for areas open to improvement recommended university-wide within the scope of institutional external evaluation reports and to monitor their implementation process.
ı) To support the organization of training activities for academic and administrative staff regarding quality assurance.
i) To evaluate suggestions submitted to the commission by the Advisory Boards and the Student Quality Commission and ensure that necessary improvement activities are carried out.
j) To make recommendations to the Senate when necessary for improvement studies needed within the scope of the university quality assurance system and to carry out the processes related to the implementation of decisions taken by the Senate.
Termination of Commission Membership ARTICLE 8 – (1) Members may be dismissed by a Senate decision and/or may withdraw before their term expires due to the reasons listed below. If deemed necessary by the Rector and/or the Vice-Rector responsible for quality assurance, a new member may be appointed to replace a member who leaves before the end of their term, within the scope of the 2nd paragraph of Article 5:
a) A justified request for withdrawal from commission membership by the current member.
b) The presence of a health problem, determined by a medical board report, that prevents the member from continuing their duties.
c) Circumstances contrary to the 1982 Constitution of the Republic of Türkiye, death, resignation, retirement, or change of institution.
ç) Failure to attend three (3) meetings within a calendar year without permission or a valid excuse.
Establishment of Advisory Boards, Working Procedures, Duties, Authorities, and Responsibilities
Establishment and Working Procedures of Advisory Boards ARTICLE 9 – (1) Advisory boards are bodies that provide opinions and suggestions regarding the collection of feedback from internal and external stakeholders and the execution of measurement and evaluation activities related to the activities carried out throughout the University.
(2) The boards providing opinions and suggestions for collecting stakeholder feedback are the Internal Stakeholder Advisory Board and the External Stakeholder Advisory Board; the board providing opinions and suggestions for measurement and evaluation activities is the Measurement and Evaluation Advisory Board. Apart from these, different advisory boards may be established by the Quality Assurance Commission to receive opinions and suggestions on various subjects.
(3) The Internal Stakeholder Advisory Board consists of academic and administrative staff and students appointed by the Rector. It includes at least three (3) faculty representatives, at least one (1) administrative staff representative from each department (daire başkanlığı), and at least one (1) student representative (selected from students who are not in their first or final year, and for graduate students, those in their course stage, with a GPA of 2.00 or above).
(4) The External Stakeholder Advisory Board consists of at least three (3) faculty members appointed by the Rector and external stakeholders identified within the scope of the strategic plan.
(5) The Measurement and Evaluation Advisory Board consists of at least three (3) faculty members appointed by the Rector.
(6) Members of different advisory boards decided to be established by the Commission are appointed by the Rector in line with the Commission's decision.
(7) Advisory boards are chaired by the Rector and/or the Vice-Rector responsible for quality assurance. Members of the Quality Assurance Commission and staff of the Quality Development and Institutional Monitoring Coordinatorship may serve on advisory boards.
(8) Advisory boards meet at least once a year upon invitation by the Rector and/or the Vice-Rector responsible for quality assurance. Upon the call of the Rector/Vice-Rector, they may also participate in Quality Assurance Commission meetings.
(9) Advisory Board decisions are taken by the majority of the members. The decisions taken are of an advisory nature for the University Quality Assurance Commission.
(10) Secretariat and rapporteurship services for the advisory boards are carried out by the Quality Development and Institutional Monitoring Coordinatorship.
Duties, Authorities, and Responsibilities of Advisory Boards ARTICLE 10 – (1) The general duties of the advisory boards are to assist in increasing, developing, disseminating, and continuously improving quality in education, research and development, social contribution, and measurement-evaluation processes.
(2) The duty of the Internal Stakeholder Advisory Board is to exchange ideas on the demands and suggestions of internal stakeholders and to submit opinions and recommendations to the Quality Assurance Commission for the development of cooperation and improvement in the relevant field.
(3) The duty of the External Stakeholder Advisory Board is to exchange ideas on the demands and suggestions of external stakeholders and to submit opinions and recommendations to the Quality Assurance Commission for the development of cooperation and improvement in the relevant field.
(4) The duty of the Measurement and Evaluation Advisory Board is to ensure the creation and implementation of all institutional stakeholder surveys needed at least once a year through the Quality Development and Institutional Monitoring Coordinatorship, to support the reporting of survey results, and to submit opinions and recommendations to the Quality Assurance Commission.
(5) The duty of other advisory boards established in case of need is to exchange ideas on stakeholder demands regarding the specific issues for which the board was formed and to submit recommendations to the Quality Assurance Commission.
Establishment of the Student Quality Commission, Working Procedures, Duties, Authorities, and Responsibilities, and Duties of the Chair of the Student Quality Commission
Establishment and Working Procedures of the Student Quality Commission ARTICLE 11 – (1) The Student Quality Commission is established to ensure student participation in quality assurance activities at the University.
(2) The Student Quality Commission consists of: the student representative(s) of the University Quality Assurance Commission, student representative(s) of the Internal Stakeholder Advisory Board, student representatives of the Unit Quality Assurance Commissions of all academic units (excluding centers), at least one (1) student with disabilities representative selected by the COMU Unit for Students with Disabilities, at least two (2) international student representatives selected by the International Student Office considering continental distribution, and at least three (3) student club representatives (one being from a quality/accreditation-related club) selected by the Department of Health, Culture, and Sports.
(3) The term of office for the members of the Student Quality Commission is one (1) year. New members are appointed using the same procedure to replace those whose term expires or who leave office before their term ends.
(4) The student serving as the student representative of the University Quality Assurance Commission also chairs the Student Quality Commission. In the absence of the chair, the student representative serving on the University Internal Stakeholder Advisory Board acts as the deputy chair.
(5) The Quality Development and Institutional Monitoring Coordinatorship provides guidance to the Student Quality Commission’s activities.
(6) The Student Quality Commission meets at least once every semester with an absolute majority; decisions are taken by the absolute majority of those attending. In case of a tie, the Chair’s vote determines the outcome.
(7) Decisions of the Student Quality Commission are of an advisory nature for the University Quality Assurance Commission.
(8) Rapporteurship for the Student Quality Commission is conducted by the Quality Development and Institutional Monitoring Coordinatorship.
Duties, Authorities, and Responsibilities of the Student Quality Commission ARTICLE 12 – (1) The duties, authorities, and responsibilities of the Student Quality Commission are as follows:
a) To support the university's continuous improvement activities, the development of a student-oriented education system, the increase of student satisfaction, and the realization of the university's quality policy; to conduct preliminary evaluations of student demands and submit opinions to the Quality Assurance Commission.
b) To prepare an annual activity report regarding the work carried out during the year by determining annual activity targets.
c) To carry out studies to ensure the internalization of the quality culture by students and to increase student participation in quality assurance processes.
ç) To participate in student-oriented quality studies at national and international levels (within budget possibilities).
Duties, Authorities, and Responsibilities of the Chair of the Student Quality Commission ARTICLE 13 – (1) The duties, authorities, and responsibilities of the Chair of the Student Quality Commission are as follows:
a) To submit advisory decisions taken by the Student Quality Commission to the University Quality Assurance Commission.
b) To present issues requested for discussion by the Quality Assurance Commission to the Student Quality Commission.
c) To determine the agenda, date, and time of the Student Quality Commission meetings and notify members, the QDIMC, and the Quality Assurance Commission.
ç) To manage the Student Quality Commission meetings.
d) To represent the Student Quality Commission on national and international student quality platforms (within budget possibilities).
Establishment of Unit and Program Quality Assurance Commissions, Working Procedures, Duties, Authorities, and Responsibilities
Establishment and Working Procedures of Unit Quality Assurance Commissions ARTICLE 14 – (1) A Unit Quality Assurance Commission consisting of at least three (3) members, including the chair, is established by the heads and/or the board of directors of all academic and administrative units at the University. The unit head also serves as the chair of the commission.
(2) In all administrative units, the commissions consist of three (3) full members and one (1) substitute member. (a) Members: 1) The unit head and the branch manager responsible for quality (if any), otherwise an administrative staff member deemed appropriate by the head, are permanent members. 2) In addition to permanent members, at least one administrative staff member (including one substitute) is assigned by the head.
(3) In all academic units (excluding centers), the unit head, a deputy head deemed appropriate by the head, and the unit secretary are permanent members. One full and one substitute member from the program chairs within the unit are assigned (excluding the unit representative who is already a member of the University Quality Assurance Commission). The unit head may assign administrative staff to the commission if deemed appropriate. At least one (1) student representative (excluding first and final year students, and for graduate students, those in the course stage, with a GPA of 2.00 or above) is assigned by the unit head.
(4) In application and research centers, the Director and the Deputy Director responsible for quality assurance are permanent members. Additionally, at least one faculty member is assigned by the Center Director.
(5) In the absence of the unit head, the deputy head responsible for quality in academic units, or the administrative personnel responsible for quality in administrative units, serves as the acting chair.
(6) Unit Quality Assurance Commissions meet at least twice every semester with an absolute majority. Decisions are taken by the absolute majority of those attending.
(7) Sub-working groups may be established by the unit head to ensure efficiency in quality activities.
Duties, Authorities, and Responsibilities ARTICLE 15 – (1) The duties of the Unit Quality Commission include:
a) Ensuring the evaluation of academic and administrative services, execution of quality improvement processes, reporting monitoring results, and active participation in accreditation processes.
b) Preparing the unit’s strategic plan in line with the University Strategic Plan and monitoring performance indicators.
c) Ensuring the preparation of Program Self-Evaluation Reports (SER/ÖDR) for every graduating program.
d) Preparing the Unit Internal Evaluation Report (ISER/KİDR) annually according to the university guide.
h) Creating a "Quality Assurance and Internal Control" menu on the unit website and publishing all relevant documents there.
m) Holding internal and external stakeholder meetings at least once a year.
Program Quality Assurance Commissions ARTICLE 16 – (1) All programs establish a commission of at least 3 members. The program manager is the chair and is responsible for quality processes. (4) For graduating programs, they prepare the annual Program SER (ÖDR). (8) They must hold meetings with internal/external stakeholders and alumni at least once a year and prove that curricula are updated based on stakeholder feedback.
Purpose, Components, and Duties of the Quality Development and Institutional Monitoring Coordinatorship (QDIMC)
Purpose of the Coordinatorship ARTICLE 17 – (1) The QDIMC is established to support the Quality Assurance Commission in evaluating services, managing institutional accreditation, guiding programs in accreditation processes, and providing secretarial/rapporteurship services for commissions and advisory boards.
Components of the Coordinatorship ARTICLE 18 – (1) It consists of a coordinator, vice-coordinators, and a sufficient number of academic/administrative staff. (2) The Coordinator is appointed by the Rector for two (2) years and is a permanent member of the Quality Assurance Commission.
Duties of the Coordinatorship ARTICLE 19 – (1) Duties include informing units about quality processes, checking the standards of reports (ISER/SER), archiving quality documents, updating the institutional PDCA (PUKÖ) cycles, and conducting satisfaction surveys for students, staff, and alumni via UBYS at least once a year.
Internal and External Quality Assurance Systems, Evaluation Reports, Public Disclosure, and Expenditures
Internal and External Quality Assurance System ARTICLE 20 – (1) The Quality Assurance Commission is responsible for operating the internal and external assurance systems in line with THEHEQC (YÖKAK) principles.
Internal Evaluation Reports ARTICLE 21 – (1) The Commission ensures the preparation of an "Institutional Self-Evaluation Report" integrated with the strategic plan and activity reports. This includes SWOT analyses, performance indicators, and Bologna criteria alignment.
External Evaluation Reports ARTICLE 22 – (1) External evaluation includes periodic institutional evaluation by THEHEQC and program-specific accreditation by authorized independent agencies.
Public Disclosure ARTICLE 23 – (1) Results of internal and external evaluations are open to the public and shared on the university/unit websites.
Expenditures ARTICLE 24 – (1) Expenditures related to quality studies are covered by the University budget.
Miscellaneous and Final Provisions
Unspecified Cases ARTICLE 25 – (1) In cases where there is no provision in this Directive, the regulations of THEHEQC, and decisions of the University Senate/Quality Assurance Commission shall apply.
Repealed Directive ARTICLE 26 – (1) The previous directive dated 03.11.2021 is repealed.
Effectiveness and Execution ARTICLE 27 – (1) This Directive enters into force on the date of its approval by the Senate. ARTICLE 28 – (1) The provisions of this Directive are executed by the Rector of Çanakkale Onsekiz Mart University.