Soran University

Purpose

To establish the institutional framework, composition and operating procedures of the Steering Committee for Quality Assurance at Soran University. The Committee shall coordinate, oversee and support quality assurance across academic and administrative units. The University commits to a systematic, comprehensive quality assurance framework that promotes excellence, alignment with national and international standards and continuous improvement. Transparent and effective Committee operation shall support institutional development and sustainability.

Policy Statement

Soran University recognises quality assurance as a foundation of institutional excellence. The SCQA shall serve as a senior body guiding continuous improvement in academic programmes, research, administrative work and services. Its structured, evidence-based approach shall promote transparency, inclusiveness and accountability. Quality activities shall align with the University's mission and strategic objectives and with Ministry laws and instructions, fostering quality, institutional integrity and stakeholder confidence.

Policy Summary

The policy defines SCQA membership, structure, roles and procedures and authorises strategic leadership and oversight of the University's quality assurance system. It covers policy development, compliance mechanisms, assessment, accreditation readiness, capacity building, stakeholder participation, teamwork, transparency, meeting procedures, decision-making, documentation and communication. It promotes effective contribution to institutional efficiency, quality improvement and alignment with internal objectives and external standards.

Scope and Implementation

The policy applies to the establishment, management and operation of the SCQA and to quality assurance in academic programmes, research, administration, services and external engagement. It governs interaction among the Committee, DQA and SCQA Office and covers staff, student, graduate and external stakeholder participation.

Implementation oversight: Vice-President for Scientific Affairs and Postgraduate Studies.

Implementing parties: SCQA members, DQA, the SCQA Office, academic and administrative staff, students, graduates and other stakeholders participating in quality assurance.

Composition

Membership shall reflect institutional needs, Committee responsibilities and a balance between diversity, representation and efficiency. The Committee shall comprise 14–16 members:

A University Council member as Chair.
One dean representative as Deputy Chair.
Director of Quality Assurance, representing implementation of the internal quality system; a designated quality assurance officer shall coordinate SCQA activities.
Director of the Pedagogical and Academic Development Centre.
Six faculty/programme-level representatives, covering diverse programmes and broad expertise.
One student representative, drawn from a representative body or another mechanism ensuring the student perspective.
One graduate representative, providing experience of the effectiveness of education.
One or two external representatives providing specialist external feedback.
SCQA Office officer as coordinator/rapporteur.

The structure balances operational capacity and strategic oversight. The SCQA may establish subcommittees or working groups for programme review, research quality, administrative assessment, compliance or audit. These may include additional specialists for focused investigation and recommendations.

Membership Principles

Members shall have suitable knowledge of quality assurance, accreditation and institutional development. Students and graduates shall be represented, and external specialists may serve in an advisory capacity. Gender balance and diverse perspectives shall be considered. Terms shall be two years, with renewal where appropriate to maintain continuity and introduce new perspectives. Training and capacity-development opportunities shall be available. Selection shall follow clear, transparent procedures reflecting the University's academic community and effective performance.

Guiding Principles

Excellence: Pursue institutional excellence and continuous improvement in teaching, learning, research and administration in line with national and international standards.
Institutional alignment: Link Committee work directly to the mission and strategic objectives, supporting institutional efficiency and academic development.
Ministry alignment: Comply with Ministry laws and instructions and respond to its monitoring and quality requirements.
ESG and Bologna alignment: Maintain an integrated internal quality system consistent with the European Standards and Guidelines for Quality Assurance (ESG), stakeholder participation, evidence-based assessment, transparency and continuous improvement. Support Bologna alignment through programme review, qualifications, credit transfer (ECTS) and student-centred learning.
Collaboration: Treat quality as a shared responsibility and embed it in daily operations and planning across academic and administrative units.
Transparency: Document work, share discussions and results and communicate decisions to build confidence and openness.

Principal Objectives

Continuous improvement: Monitor, assess and improve programmes, research, administration and student services systematically.
Accountability and effectiveness: Embed quality in institutional work and promote evidence-based decisions, transparency and outcomes-based planning.
National and international alignment: Meet Ministry requirements, ESG and Bologna principles, including transparent programmes, stakeholder participation, student-centred learning, learning-outcome assessment and readiness for external review.
Strategic coordination: Integrate quality assurance with mission and strategy through evidence, resource organisation and effective management.
Stakeholder engagement: Involve students, staff, graduates, employers and external experts, fostering ownership of quality and institutional development.
Accreditation readiness: Guide institutional and programme preparation for national and international accreditation through internal assessment, coordinated standards compliance and preservation of evidence.

Role

The SCQA shall monitor the internal quality assurance system, align it with institutional objectives and external requirements, prepare plans and submit quarterly reports to the Institutional Effectiveness Committee. Its strategic roles are:

Lead and oversee institutional quality and coordinate improvement across academic, research and administrative areas.
Guide strategic planning so institutional objectives align with international standards and quality requirements.
Prepare the University for accreditation under KAAE, Ministry requirements, ESG and Bologna principles.
Promote transparency, inclusion, evidence-based decisions and participation by leadership, stakeholders and the academic community.
Develop institutional capacity, professional expertise, communication and stakeholder cooperation.

Responsibilities

The Committee shall develop, monitor and improve the internal quality system, prepare plans and report quarterly to the Institutional Effectiveness Committee. It shall:

Draft and review quality policies, obtain University Council approval and work with institutional bodies to align them with Ministry laws, accreditation requirements, ESG and Bologna principles; keep policies accessible and supportive of transparency and improvement.
Provide strategic oversight of quality across all units and align quality work with mission, strategy and University instructions.
Establish and review programme assessment strategies, including mechanisms for assessing programme educational objectives (PEOs), student learning outcomes (SLOs) and curriculum alignment; oversee implementation in Bachelor's and Master's programmes.
Coordinate internal and international evaluation of programmes and services through accurate, transparent reviews identifying strengths and improvement needs.
Use assessments, surveys and audit reports to develop procedures addressing academic quality gaps and advancing learning and institutional development.
Lead and coordinate national and international accreditation readiness, evidence preparation and standards compliance.
Build collaboration among faculties, administrative units and external stakeholders, integrating quality into academic and administrative processes.
Organise workshops, training, seminars and advice to develop staff and academic knowledge and skills in quality assurance and accreditation.
Ensure systematic documentation and timely reporting of quality activities to the Institutional Effectiveness Committee; maintain accurate, current and accessible records.
Ensure quality outcomes inform institutional planning, budgeting and resource allocation.
Address barriers and constraints affecting quality through planning and evidence-based decisions.
Publish policies, requirements, results and recommendations clearly, transparently and promptly to stakeholders.
Advise the Institutional Effectiveness Committee on quality strategy, risks, improvement opportunities and international higher education practice.

Responsibilities of the SCQA Office

The Office shall provide administrative and operational support and ensure effective work under University procedures and policies.

Meeting preparation: Circulate agendas to all members at least one week before meetings; arrange venues, technical support and supporting documents; prepare draft minutes after review and approval by the Chair.
Document management: Maintain an organised digital archive of minutes, agendas, reports and official correspondence in University Google Drive; ensure quality records are accurate, current and accessible for transparency and audit readiness.
Communication: Coordinate communication among members, University leadership, staff, administrative units and external stakeholders; manage [email protected] and use official channels.
Compliance and confidentiality: Monitor meeting protocols, communication procedures and documentation standards. Protect sensitive information after meetings and after members' service ends, observing information-security and confidentiality policies.
Follow-up: Track decisions and actions and manage the SCQA's activities, dates and reporting calendar.
Quality support: Assist with workshops, training, assessments and accreditation activities; support monitoring and reporting of programme assessment strategies and DQA initiatives.

Official Communication

All formal SCQA communication and documentation shall use official Soran University email. The designated address is [email protected], administered by the Office. Members shall use their University accounts; personal email is prohibited for Committee business. Shared agendas, results and reports shall be circulated and archived on official University platforms, particularly Google Workspace.

Agenda

State whether the meeting is regular or ad hoc.
The Office officer shall manage SCQA email and related documents.
The Chair shall set the agenda.
Use the QF-DQA-xx Meeting Agenda Template.
Include every matter requiring discussion.
Number items sequentially.
Allocate suitable time to each item, for example 10:00–10:30 a.m.
Provide a brief summary of each item.
Circulate the agenda at least one week before the meeting.
Include follow-up of previous assignments.

Invitations, Attendance and Withdrawal

Members shall respond to invitations within 48 hours. A member unable to attend because of an emergency shall send the Office an email headed "Leave", with a brief explanation.

Regular meetings shall be held monthly, on the first Wednesday of each month. The Chair may call additional meetings for urgent matters. Members wishing to withdraw shall write to the Chair. Withdrawal becomes effective after confirmation and the member remains responsible until formally released.

Attendance is a professional responsibility essential to effective governance. Members shall respond within two working days, provide timely valid explanations for absence and recognise that unexplained failure to answer invitations shall be recorded as an absence. Persistent unjustified absence may be reviewed by the Chair and Directorate of Quality Assurance.

Regular meetings require at least one week's notice; extraordinary meetings require at least 24 hours. Notices shall be emailed with the agenda and supporting documents.

Chair's Meeting Responsibilities

The Chair shall start on time; list apologies; follow the agreed agenda; maintain calm discussion; encourage active contribution; prevent domination or interruption; close items following majority agreement; explain agreed actions; respect all opinions; resolve disagreements promptly; announce when minutes will be circulated; sign the approved official record; and end on time.

Minutes and Recordkeeping

Minutes shall use form QF-SCQA-xx. Files shall be named: Minutes – Meeting Title – Meeting Date. The SCQA Office officer shall prepare the record. Minutes shall be held in SU Google Workspace Drive for sharing, review and completion, then archived. Communication shall use official University email only. The Chair shall sign the minutes.

The record shall state the date, time, venue, Chair, participants and apologies, with "Nil" where none. It shall summarise each agenda item and discussion, without requiring a verbatim transcript, and clearly identify decisions, actions and procedures.

Drafts shall be circulated to participants within one week, allowing 48 hours for corrections before finalisation. Drafts shall also be submitted to the Chair within one week. The Chair shall verify accuracy and approve within two working days. Approved files shall be named Approved Minutes_Meeting Title_Meeting Date and stored in the "SCQA-Meeting Minutes" folder on the Google Drive account [email protected]. Members shall have read-only access, without permission to revise or edit.

Voting and Quorum

Voting shall be transparent, accountable and democratic. Every member shall have an equal vote. Members shall discuss all aspects of an item before voting; a vote shall follow presentation of all relevant information. Options shall be "Yes", "No" or "Abstain". Decisions shall be determined by a simple majority of attendees and communicated to the appropriate parties. Members shall vote honestly, respect others' views and work together to strengthen institutional effectiveness.

More than 50% of members shall attend to begin a meeting and to conduct a vote.

Legal Responsibility and Contact

Breaches shall be addressed under the State and Public Sector Employees Discipline Law No. 14 of 1991, as amended. Questions and approval requests may be sent to SUPO at [email protected].

Steering Committee for Quality Assurance (SCQA)