Institutional Quality Assurance Cell Fund Operations Manual Ministry of Education University Grants Commission of Bangladesh Higher Education Quality Enhancement Project (HEQEP) Quality Assurance Unit (QAU) April, 2015 Institutional Quality Assurance Cell Fund Operations Manual Published by Higher Education Quality Enhancement Project (HEQEP) Dhaka Trade Centre (8th Floor), 99 Kazi Nazrul Islam Avenue Karwan Bazar, Dhaka-12015, Bangladesh Phone: 8189020-24, Fax: 8189021, E-mail: [email protected] Web: www.heqep-ugc.gov.bd Quality Assurance Unit (QAU) University Grants Commission of Bangladesh (UGC) UGC Bhaban, Agargaon, Dhaka-1207, Bangladesh Phone: 8112629, 9122011, Fax: 8122948, 9114707 E-mail: [email protected] Web: www.ugc.gov.bd www.qau.gov.bd Copyright reserved by the University Grants Commission of Bangladesh. 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Printed by Regent Printing Press Dhaka ii Table of Contents Chapters Content Page No. Acronyms & Abbreviations vi Glossary v Preface xi Introduction xii Chapter 1 Quality Assurance in Higher Education 1.1 The Concept 1 1.2 International Context 1 1.3 Bangladesh Scenario 2 1.4 Institutional Arrangements 2 1.5 Quality Assurance Unit (QAU) 3 Chapter 2 IQAC Funding 2.1 Coverage 4 2.2 Eligibility Criteria 4 2.3 IQACF Allocation 4 2.4 Disbursement Rounds 5 2.5 IQACF Mode of Funding 5 2.6 Eligible Expenditure 6 2.7 Procurement 6 2.8 Non-eligible Expenditures 7 2.9 Cost Escalation & Re-appropriation 7 Chapter 3 Proposal Call 3.1 Drafting Proposal 8 3.2 Proposal Call 8 3.3 Proposal Format 8 3.4 Proposal Submission 8 3.5 Proposal Scrutiny 8 3.6 Proposal Database 8 3.7 Proposal Evaluation & Selection 9 3.8 Proposal Review Venue 9 3.9 Budget Rationalization 9 3.10 Central Procurement of Common Equipment 9 3.11 Selection & Award of QAP 9 iii Chapter 4 Performance Contract 4.1 Signing of Performance Contract 11 4.2 Format of the performance Contract 11 Chapter 5 IQAC Management 5.1 Establishment of IQAC 12 5.2 IQAC Managers 12 5.3 IQAC Staffing 12 5.4 Work Arrangements for Director and AD 12 5.5 Director‟s Responsibilities 12 5.6 Back up Arrangements 12 5.7 Incentives for Academics 13 5.8 Record keeping and Maintenance 13 Chapter 6 Duration of IQACF 6.1 Institutionalization of IQAC 14 Chapter 7 Financial Management of IQACF 7.1 Introduction 15 7.2 IQACF Disbursement Arrangements 15 7.3 Operating Account 16 7.4 Preparation of Budget 16 7.5 Delegation of Financial Power 16 7.6 Training of IQC staff 17 7.7 Financial Transaction 17 7.8 Utilization of fund 17 7.9 Payments from Operating Account 17 7.10 Cash Basis of Accounting 18 7.11 Books of Accounts and Supporting Documents 19 7.12 Petty Cash 20 7.13 End of Month Procedures 20 7.14 End of Year Procedures 20 7.15 Unspent Balance of IQACF 21 7.16 Re-appropriation of Approved budget 21 7.17 Documents Retention by IQACO 21 7.18 Financial Reporting 21 7.19 Internal Control 22 7.20 Categories of Control 23 iv 7.21 Audit 23 7.22 Internal Audit 23 7.23 External Audit 23 7.24 Fixed Assets 24 7.25 Physical Verification of Fixed Assets 24 Chapter 8 Procurement 8.1 The Legal Framework 43 8.2 Procurement Methods 43 8.3 Strengthening Procurement Capacity at University level 49 Annexes Annex 1 QA Proposal Format 50 Annex 2 List of Universities 80 Annex 3 Proposal Review Template 84 Annex 4 Performance Contract 87 Annex 5 Economic Codes 99 Annex 6 Delegation of Financial Powers for Implementation of Development 134 Projects v Acronyms and Abbreviations ADP Annual Development Program. The development budget portfolio which lists the projects financed by the government and are under implementation following the Development Project Proposal (DPP) AIF Academic Innovation Fund BDT Bangladeshi Taka. The currency used as legal tender in Bangladesh FMR Financial Management Report GAAP Governance and Accountability Action Plan GoB Government of Bangladesh HEI Higher Education Institution HEQEP Higher Education Quality Enhancement Project IDA International Development Association PIC Project Implementation Committee. The committee chaired by Chairman UGC to provide operational guidance to HEQEP PSC Project Steering Committee. The inter-ministerial committee chaired by the Secretary, MoE to provide policy guidance to the HEQEP IQAC Institutional Quality Assurance Cell IQACF IQAC Fund IQACO Institutional Quality Assurance Cell Office IQAR Institutional Quality Assurance Report MoE Ministry of Education NQF National Qualifications Framework O & M Operation and Maintenance QAC Quality Assurance Committee QAACB Quality Assurance & Accreditation Council, Bangladesh QAP Quality Assurance Proposal QAU Quality Assurance Unit QF Qualifications Framework SA Self-Assessment UGC University Grants Commission UGCAR UGC Annual Report VC Vice Chancellor. vi Glossary Academic Council The highest academic authority in the university responsible for maintenance of standards of instruction, education and examination. Academic Program Also called Study Program. Please see below the entry at Study Program Accreditation The process of recognizing formally a higher education institution as a whole or a specific study program offered by an institution as having met certain pre-determined minimal criteria or standards. Additional Financing This refers to the additional funding provided to HEQEP by IDA and GoB. Schedule Assessment The process of systematic gathering, quantifying, and using of information in view of judging the instructional effectiveness and the curricular adequacy of a higher education institution as a whole or academic program. Assessment is necessary in order to validate a formal accreditation decision, but it does not necessarily lead to an accreditation outcome. It also means a technically designed process for evaluating student learning outcomes and for improving student learning and development as well as teaching effectiveness. Audit The process of reviewing an institution or a study program by external peers that is primarily focused on its accountability, and determining if the stated goals and objectives in terms of curriculum, teachers, infrastructure, etc., are met. Best Practice A method or an innovative process involving a range of safe and reasonable practices resulting in the improved performance of a higher education institution or an academic program, usually recognized as „best” by other peer institutions. A best practice does not necessarily represent an absolute, ultimate example or pattern, its application assures the improved performance of a higher education institution or program; rather it identifies the best approach to a specific situation, as institutions and programs vary greatly in compositions and scope. Benchmarking A standardized method for collecting and reporting critical operational data in a way that enables relevant comparisons among the performances of different institutions or programs, usually with a view to establish good practice, diagnosing problems in performance, and identifying areas of strength. It gives the institution or the program the external references and the best practices on which to base its evaluation and to design its working processes. Culture of Evidence As it relates to institutional quality culture, the culture of evidence is a mindset acquired in a higher education institution and based on clear ethical values, principles, and rules, which consists of the self-assessment of its learning outcomes, engaging the teaching staff and the academic administration in a thoughtful, regular collection, selection, and use of relevant institutional performance indicators, in order to inform and prove, whenever and to whomever necessary, that it is doing well in specific areas, e.g., institutional planning, decision making, quality, etc., and for the purpose vii of improving its learning and teaching outcomes. The “culture of evidence” is the empirical basis for the quality culture of a higher education institution. Consultative Committee Consultative Committee acts as an advisory committee such as the International Advisory Council, Staff-Student Committee and Industrial Advisory Board. Deliberative Committee A decision making committee of the university such as the Syndicate, Examination Board and Academic Committees. Department Department means an academic unit in a university that offers study and research programs that lead to awards of degrees/diploma by the university. It may also refer to a non-academic unit such as IT Center, Bursary and Department of Student Affairs. Designer The body designing the procedure. Documented Procedure Procedures that are represented in a written form. Faculty An academic entity which includes departments, centers, institutes, academies and other such academic bodies, such as School of Pharmacy or Center for Business Management Studies. NQF Generally, a National Qualifications Framework (NQF) is designed to provide nationally recognized and homogeneous standards and qualifications, as well as recognition for all learning of knowledge and competencies and a basis for further review, articulation and development of existing and impending qualifications. Also, among other purposes, it should facilitate curricular change and allow for the improvement of access and social inclusion, as well as the integration of changing societal needs. A NQF is primarily developed