b) tools for implementing a strategy - qaacqaac.uob.edu.bh/downloads/qaa manual/qaac quality...

QAAC Quality Manual – Section 00

Index and Revision Status

Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A of 4

Quality Manual

Section 00 – Index and Revision Status Rev. A

Section 1 – Scope Rev. A

1.1 Quality Policy

1.2 Introduction

1.3 Application

Section 2 – Management Rev .A

2.1 Mission

2.2 Vision

2.3 Values

2.4 Organization Structure

Section 3 – Terms and Definitions Rev. A

Section 4 – Supported Documents Rev. A

Section 5 – Secretary (JT-2) Rev. A

5.1 Job Description (JD-2-rev.a.1)

5.2 Work Instruction (WI-2-rev.a.1)

Section 6 – Project Management Specialist (JT-3) Rev. A


Section 7 – Project Coordinator (JT-4) Rev .A


Section 8 – Information Technology Specialist ( JT-5) Rev. A

8.1 Job Description (JD-5-rev.a.1

Approved By:

Date:


Quality Manual Section 00 Rev.: A of 4

Section 9 – Public Relations Officer ( JT-6) Rev .A



Section 10 – Designer (JT-7) Rev .A



Section 11 – Data Analyst (JT-8) Rev. A



Section 12 – Programmer (JT-9) Rev .A



QAAC Quality Manual

Section 00 Rev.: A of 4

Quality Forms

QF-1-rev.a.1 Meeting Agenda

QF-2-rev.a.1 Meeting Minutes

QF-3-rev.a.1 Attendance sheet

QF-4-rev.a.1 Office Supply List

QF-5-rev.a.1 AIMS Login Account Request

QF-6-rev.a.1 Senior Exit Survey

QF-7-rev.a.1 Alumni Survey

QF-8-rev.a.1 Faculty Survey

QF-9-rev.a.1 Employer Survey

QF-10-rev.a.1 Training Workshop Survey

QF-11-rev.a.1 General Opportunities for Improvement plan(OFIs)

QF-12-rev.a.1 Event Report

QF-13-rev.a.1 Designer Checklist

QF-14-rev.a.1 New QAAC Survey Checklist

QF-15-rev.a.1 Survey Analysis Report Template

QF-16-rev.a.1 Audit Schedule

QF-17-rev.a.1 Faculty checklist

QF-18-rev.a.1 Audit Summary Report

QF-19-rev.a.1 AIMS Data Audit Checklist

QF-20-rev.a.2 Course Syllabus Form

QF-21-rev.a.1 Academic Program Specifications Form

QF-22-rev.a.1 Faculty CV Form

QF-23-rev.a.2 Program Self Evaluation Report Template

QF-24-rev.a.2 SER Rubric Template

QF-25-rev.a.2 QAAC Self Evaluation Improvement Plan


QAAC Quality Manual

Section 00 Rev.: A of 4

QF-26-rev.a.1 Inactive Member Letter

QF-27-rev.a.1 Letter Confirming Membership

QF-28-rev.a.1 Recognition Recruitment Letter

QF-29-rev.a.1 Secretary Course Portfolio Audit Checklist

QF-30-rev.a.1 QAC(DAC)/QAC director Course Audit Checklist

QF-31-rev.a.1 Grade Distribution Form

QF-32-rev.a.1 Assessment Distribution Form

QF-33-rev.a.2 Assessment of PILOs, CILOs Form

QF-34-rev.a.1 Handover Notes

QF-35-rev.a.1 QAAC Director Course Portfolio Audit Checklist

QF-36-rev.a.1 QAAC Course Portfolio Improvement Plan

QF-37-rev.a.1 Improvement Action Planning Form

QF-38-rev.a.1 Mapping Scorecard

QF-39-rev.a.1 Qualification Mapping Arrangement

QF-40-rev.a.1 NQF Mapping Report and Validation

Quality Procedures

QP-1-rev.a.1 Procedure for analyzing QAAC Survey

QP-2-rev.a.1 QAAC Website Handout

QP-3-rev.a.1 QAAC Survey Workshop Handout

QP-4-rev.a.1 QAAC Website Editorial Guidelines

QP-5-rev.a.1 Using the AIMS Online System

QP-6-rev.a.2 Assessment Info. Management Sys

QP-7-rev.a.1 Auditing Procedure

QP-8-rev.a.1 QAAC Recommended Standards


QAAC Quality Manual

Section 00 Rev.: A Page 4 of 4

QP-9-rev.a.1 Workshop on An Overview of Outcome-Based Assessment at UOB

QP-10-rev.a.1 workshop on Developing Course Learning Outcomes and Portfolios

QP-11-rev.a.1 Workshop on Performance Indicators and Program Self-Evaluation

QP-12-rev.a.1 QAAC-Performance Indicators-Arabic

QP-13-rev.a.1 QAC Handover Procedure

QP-14-rev.a.2 Mapping UOB Programs to the NQF level

QP-15-rev.a.1 QAAC Survey Procedure

Process Map

PM-1-rev.a.1 Submission & Audit of Course Portfolio

PM-10-rev.a.1 AIMS Data Internal Audit

PM-11-rev.a.1 Academic Program Assessment Process

PM-12-rev.a.1 Overall Program Quality Assurance Process

PM-13-rev.a.1 Program Annual OFIs and Action Plan Process


Scope

Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 1

1.1 Quality Policy

Quality Assurance and Accreditation center at university of Bahrain is committed to:

1) develop and improve performance of the UOB through the development of academic and administrative performance in the field of education and learning, scientific research and community service.

2) Meet the requirements and needs of all stakeholders in order to provide educational service of high quality.

3) Establish a culture of quality in the UOB employees, and increase their efficiency through continuous training

4) follow-up and periodic review of quality objectives to ensure the continuity of the improvement and development of quality system

1.2 Introduction

1.2.1 The Quality Manual is a valuable source of information for QAAC staff. It tries to set out as clearly as possible the Center's policies and working procedures .

1.2.2 The purpose of this manual is to define and describe the quality system, to define authorities and responsibilities of the management personnel involved in the operation of the system, and to provide a general description of all processes comprising the quality system.

1.2.3 Another purpose of this manual is to present the quality system to the stakeholders, and to inform them what specific controls are implemented at QAAC to assure quality.

1.2.4 The manual is divided into eleven sections. Sections are further divided into several subsections representing main quality system processes .

1.3Application

The quality system defined in this manual applies to all staff and all processes at the QAAC.

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Date:


Management


2.1 Mission

To support institutional decision-making and operational and strategic planning; coordinate and support quality assessment efforts for continuous improvement, accreditation and review; and conduct activities that spread the quality assurance culture and processes within UOB.

2.2 Vision

To achieve and sustain excellence at UOB and become a source of knowledge in the field of quality assurance and institutional research.

2.3 Values

1. Responsiveness and service

2. Quality data and meaningful information

3. Collaboration and shared resources

4. Innovation and use of technology

5. Integrity and accountability

6. Reflection and self-evaluation

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Date:

Management

QAAC Quality Manual


2.4 Organization Structure

مدير المركزJT 1

شعبة الدعم والمتابعة

اخصائي تقنية معلومات

JT 5

مصمم/ عالقات عامةJT 6

مترجم/مصمم JT 7

/محلل بيانات JT جودة البيانات

8

مبرمجJT 9

مراسلJT 10

شعبة مشاريع الجودة والتميز

اخصائي إدارة مشاريع

JT 3

اخصائي إدارة مشاريع

JT 3

منسق مشروعJT 4



سكرتيرةJT 2


Terms and Definitions


3.1 Terms and Definitions

UOB – University of Bahrain

QAAC - Quality Assurance and Accreditation Center

QAO - Quality Assurance Office

QAC - Quality Assurance Committee

QMS – Quality Manual System

QP - Quality Procedure

QF - Quality Form

WI - Work Instruction

PM - Process Map

JT - Job Title

JD - Job Description

Center - Quality Assurance and Accreditation Center

University - University of Bahrain

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Date:


Supported Documents


4.1 Supported Documents

Permit Leave During Working Hours Form Personal Department

Leave Request Form Personal Department

Non-Bringing ID Card Form Personal Department

Telecom. Requisition Form General Services Department

Transportation Requisition Form General Services Department

Postal Form General Services Department

IT System Staff Account Application Form Information Technology Center

Technical Support Request Information Technology Center

Licensed Software(s) Request Form Information Technology Center

MAG. Card Requisition Form University Security

Approval To Work/Use Facilities outside working Hrs. University Security

A Nomination Form for Training Within the University Managerial Training

Request a Cash Advance From the University Finance & Budget Department

Petty Cash Voucher Finance & Budget Department

Requisition Form Purchasing Department

Store Issue Order Form Department of Assets

Transfer/Exclude of Fixed Assets Form Department of Assets

Maintenance Request Building & Maintenance Dept.

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Date:

Supported Documents

QAAC Quality Section 4 Rev.: A Page 2 of 22

Manual

Function Request Form Dept. of Public Relation & Info.

Printing Request Printing Press Department

Supported Documents

QAAC Quality Manual


Supported Documents

QAAC Quality Manual

Section 4 Rev.: A Page 21of 22

Supported Documents

QAAC Quality Manual



Secretary JT-2



5.1.1 PURPOSE OF THE POSITION(The main reason for the position, in what context and what is the overall end result)

Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that work are done in an effective and efficient manner.

5.1.2 SCOPE(The way that the position contributes to and impacts on the organization)

Secretary reports to the director and is responsible for providing senior level secretarial and clerical services for the director.

5.1.3 Qualification Required

Diploma in Secretarial and administration offices or higher

5.1.4 Practical experience

Two Years experience in Secretarial works

5.1.5 Career Path

Fourth grade - fifth grade

5.1.6 RESPONSIBILITIES(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

manage office space prepare and manage correspondence, reports and documents handle incoming mail and other material Maintain the general filing system and file all correspondence maintain schedules and calendars organize and coordinate meetings, conferences, travel arrangements take, type and distribute minutes of meetings

Approved By:

Date:

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QAAC Quality Manual


arrange and confirm appointments organize internal and external events along with the Public Relation Officer. Receive, direct and relay telephone messages and fax messages and liaison with internal

and external contacts communicate verbally and in writing to answer questions and provide information collate information and coordinate the flow of information both internally and externally implement and maintain office systems operate office equipment Maintain an adequate inventory of office supplies Perform other related duties as required

5.1.7 Knowledge and Education

(The knowledge and Education required for satisfactory job performance)

relevant training or qualification knowledge and experience of relevant software applications - spreadsheets, word

processing, and database management knowledge of administrative and clerical procedures knowledge of business principles proficient in spelling, punctuation, grammar and other English language skills proven experience of producing correspondence and documents proven experience in information and communication management required typing speed

5.1.8 Skills

(The Skills required for satisfactory job performance)

verbal and written communication skills attention to detail planning and organizing time management stress management skills analytical and problem solving skills decision making skills

5.1.9 Personal Attributes

(The Skills Personal Attributes required for satisfactory job performance)

be honest and trustworthy be respectful

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possess cultural awareness and sensitivity be flexible demonstrate sound work ethics confidentiality initiative reliability

5.1.10 WORKING CONDITIONS

(The unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands and mental demands.)

5.1.10.a Physical DemandsSecretary will have to spend long hours sitting and using office equipment and computers which can cause muscle strain. Secretary may also have to do somelifting materials and inventory of office from time to time

5.1.10.b Mental DemandsSecretary will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines

5.1.11 Certification

I certify that I have read and understand theresponsibilities assigned to this position.

Employee Signature:Name : Date:

I certify that this job description is an accurate description of the responsibilities assigned to the position.

Supervisor’s Title:Supervisor’s Signature Date:

Quality Assurance and Accreditation Director Signature:

Date:

The above statements are intended to describe the general nature and level of work beingperformed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.

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5.2.1 manage office space

1. Clean out each desk drawer, to free up even more valuable storage space. 2. Clear off the top of your desk, then wipe off the surface of the desktop.3. Keep essential items on your desktop (computer, phone, fax, card file).4. Use a variety of containers or cabinet to organize office supplies, paper clips and pens.5. Use a variety of desktop organizers or trays to organize papers that come across your

desk.6. Filing system should be simple easy and manageable7. Never overload filing system. It will make it difficult to retrieve information in the

future.

8. Sub-divide large files with interior file folders9. Empty workspace of everything except the project you’re working on to cut down on

distractions10. At the end of each project or event, organize paperwork and file or store it.11. Straighten desk at the end of the day and especially at the end of the week so that you can

start each morning with a clear desk12. If you want to transfer or exclude or maintain any part of the office furniture Fill out

Maintenance Request or Transfer\Exclude of Fixed Assets Form and cooperate with the person or department concerned

5.2.2 Organize and coordinate meetings

a) Preparing an agenda for a meeting (QF-1-rev.a.1)

1. Before creating an agenda, contact QAAC director to set the date and location for the meeting ,also to request topics to include on the agenda. The agenda( QF-1-rev.a.1) is a list of the topics you'll address to get to that objective, with a time limit to keep you on track.

2. When you type up your agenda, follow the quality form (QF-1- rev.a.1) . 2.1 one- or two-word fragments to describe each agenda topic.2.2 It's often helpful to include time expectations for each topic on your

agenda. This gives participants an idea of how much time to block out for the meeting.

b) Preparing for a Meeting

1. Prepare a notice, this should include the date, time, agenda (QF-1-rev.a.1 ), and venue of the meeting. Distribute the agenda to the members in good time before the meeting

2. Attach the minutes of the previous meeting .This gives members the chance to bring up anything they do not understand or disagree with.

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QAAC Quality Manual


3. Obtain the approved meeting agenda , minutes from the last meeting, and any background documents to be discussed.

4. Get basic items in place. Set out chairs and tables before the meeting begins. Provide pens and paper for everyone. Place a pitcher of water in the middle of the table and put glasses around the table.

5. After the chairperson asks everyone to stop talking as the meeting is about to begin. Pass around the attendance sheet and ask everyone attending QF-3-rev.a.1 to sign their names at the beginning of the meeting. These names will be entered in the minutes QF-2-rev.a.1

6. Note who arrives late or leaves early so that these people can be briefed on what they missed.

7. Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.

8. write down the main Discussion and conclusion of the meeting for typing up later

9. if there are any other business, known as AOB, write it down for typing up later.10. Set a date for the next meeting and formally close the meeting.

c) Writing a Meeting Minutes QF-2-rev.a.1

1. Follow the quality form QF-2-rev.a.12. Transcribe the minutes into a formal report QF-2-rev.a.1 as soon as possible after

the meeting. By transcribing quickly, the meeting will remain fresh in your memory, which will help you include all relevant information.

3. Place the title, the number(Taking the first letter of each word in the title of the meeting / serial number for this meeting type / year ex: QAO/3/2012) , also place the meeting date, time and location at the top of the minutes QF-2-rev.a.1.

4. Summarize each topic discussed by using actionable verbs and omitting conversational pieces.

5. After each topic, Write down decisions made, action plans, responsible persons and due dates.

6. If you have doubts about what was said, contact the appropriate person for clarification.

7. Write down items in the order in which they are discussed. If item 5 on the agenda is discussed before item 2, keep the old item number but write item 5 in second place.

8. Proofread the final minutes for content, spelling and grammar and distribute it to attendees and absentees, to see if there is any modification or correction

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QAAC Quality Manual


9. If the members receive a copy of the minutes it is not necessary for them to receive all the attachments. When they do not receive the attachments, the minutes should include a brief summary of the attachments.

10. Always maintain the confidentiality of your draft minutes until the QAAC director has approved them

11. Get the minutes approved. Minutes aren’t finalized until they’ve been approved by QAAC director.

12. After the minutes have been corrected and approved ,they should be signed by the secretary by Writing "Submitted by" and then sign your name and the date. The word “approved” and the date of the approval should also be included.

13. Attach Attendance sheet QF-3-rev.a.1, all reports and other supplementary materials distributed at the meeting to the minutes as an appendix.

14. File the official copy of the minutes electronically in DMS system and in hard copy in the Minutes Book and kept by the secretary.

5.2.3Arrange and confirm appointments and interviews with visitors

a)Arrange and confirm appointments

if the QAAC Director has asked you to set up an appointment for him, You will need to:

1. Get the following information from the director (Name of person he wants to meet, Venue of appointment - their office or his, Day, Date and time, The subject he wishes to discuss, How long he needs for appointment ) to enable you to do it.

2. contact the office and schedule the appointment. You may sometimes need to have a couple of dates or times as the first may not suit the other party

3. leave with the other party (Your boss' name for appointment, Contact telephone Number, Your name) just in case the other party needs to change the appointment

4. Write a written message to your boss detailing all the information( Day, date, time, Name of person the appointments with, Where the appointment is to be held, Telephone contact details)

5. make the entry in the calendar on the QAAC website.

b)Arrange and confirm interviews with Visitors :

1. Allow interviewers necessary after discussion with the QAAC Director.2. make the entry in the calendar on the QAAC website then inform the visitor the

specific time for the interview .3. do not rely on memory to determine the dates4. Review the Calendar daily.5. take care of the office for the convenience of visitors

6. received the visitor before allowing him to meet with the director.

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7. inform the QAAC director before entering the visiting

5.2.4 organize internal and external events along with public relation officer

a) Planning1. Conduct with QAAC director, public relation officer and other staff for preparing

schedules and budgets, to making invites and posters2. Prepare a Budget. All possible expenses, incomes, sponsors, and contingent

expenses should be included.3. Prepare a draft schedule of the activities in the event4. Prepare a time line (with deadlines) for each activity

b) Take Action1. Fix the date, venue, (chief guest), name of the event2. Get approval for your budget, schedule, and etc, from QAAC director and the

relevant departments3. in cooperation with the Public Relations Officer and IT Specialist, make sure to

update any websites connected to the event specially QAAC website,4. in cooperation with the Public Relations Officer and designer, market the event by

Preparing brochure, releasing advertisement, informing the media, sending mailings and making phone calls.

5. It is important to make sure administrative actions are being taken care of as well. Things like poor accounting, and lack of correspondence can create problems for any event.

6. Fill the function Request form and send it to Department of public relations and information to Make arrangements for Photos, videos food and refreshments microphones, speakers, computers, LCD projectors, podiums to be set up at the venue, then file it in the appropriate file.

7. Gather items needed for the event. These items might include prizes, or certificates.

8. Prepare a list with all relevant mobile, phone numbers, emails ids for VIP, and supplier of any goods or services

9. Make sure you communicate with everyone on how to reach the venue and the time.

10. Keep these information in your database and save it in your PC and in DMS system , in case you need them again.

c) Work to be done 24 hours to 36 hours before the event1. Check whether all invitations have been sent and responded to. Create a list of

invitees2. Remind VIPs about the events3. Check whether all activities are going on schedule4. Go to the venue and check whether all things are ready5. Check whether participants kit is ready. This kit might include a bottle of water,

snack bar, note paper, pen, brochure and any information they may need. It is also a good idea to include small mementos.

6. Make a checklist of the things to be taken to the venue.

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d) On the Day of Event1. Arrive early to the venue with your team members. Check for the electric

reading and that all electronic equipment is in working order2. Make sure the host speaker has the schedule3. Take care of any special requests, especially those of the outstations and chief

guest.4. Take photos of all important things5. Take the feedback from participants.6. Check to make sure nothing valuable has been left behind, and then, leave the

venue.7. File all related papers, forms, correspondence in the correct file

(internal/external outgoing mail ) and (internal /external incoming mail) and in QAAC events file.

5.2.5 Maintain schedules and calendars

1. type the schedule in the calendar on the QAAC WEBSITE..2. Write appointments and tasks in it as soon as you learn3. Refer to the calendar frequently. Look at it every time you schedule anything new. Take

a minute each morning to look ahead to tomorrow and next week , at the least.4. It’s preferred to set reminders to pop up in advance of any appointments. So set it so that

you have enough warning.

5.2.6 Handle incoming mail and other materials.

When you work with incoming mail, follow these steps:

1. Open the incoming mail upon arrival2. Emptied the contents and make sure the envelope has become completely free3. Make sure you have all the attachments mentioned in the letter4. Type the reference number (Serial number /year: ex. 108/2012) and date of receipt of

correspondence received5. Take a copy of the correspondence received and file it in the incoming mail file6. Make a scan of the correspondence received and save it in the incoming mail Excel sheet

on your PC.7. Distributed mail to the person concerned.8. Make sure to update the backup electronic incoming mail file on the DMS system from

time to time.5.2.7 Prepare, manage and file correspondence ( outgoing mail) When you work with outgoing mail, follow these steps:

1. Use the official papers of the QAAC Center.2. Follow the pattern in the writing of correspondence as follows:

a) reference number and date:

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QAAC Quality Manual


1. Type the reference number of the internal correspondence (between the center and other collages and department inside the university ) as follows: QAAC\In\ Serial number (ex : QAAC\In\108)

2. Type the reference number of the external correspondence(between the center and outside the university) as follows: QAAC\Ex\ Serial number (ex : QAAC\Ex\109)

b) Double space (or as much as you need ) to put the recipient name then his/her title.c) Enough space to include the subject in the middle.d) Body of the latter.e) Close the letter with a thank you…etcf) Include 4 spaces and type the QAAC Director name and his title

g) Let the director sign the letter between the end of the letter body and the typed name and title

3. Catch the attitude of the incoming letter and reply accordingly4. type all the information you want clarification or want to inquire about it and as directed

by the QAAC Director5. Be clear, courteous and precise. Avoid ambiguity.6. Revise the draft of the letter and Check the spelling of it before being approved and

signed by the QAAC Director.7. After the letter has been corrected and approved ,it should be signed by the QAAC

Director.8. Stamp the letter.9. Make sure you have all the attachments mentioned in the letter10. Take a copy of the signed letter and file it in the outgoing mail file.11. Make a scan of the signed letter and save it in the outgoing mail Excel sheet on your PC.12. Use a clean and appropriate envelope, preferably with QAAC name on it.13. Send the singed letter to the person concerned .14. Make sure to update the backup electronic outgoing mail file on the DMS system from

time to time5.2.8 operate office equipment For the operation of office equipment should know the following:

1. Knowledge of the advantages and specifications of office equipments which helps to optimize utilization.

2. Superficial knowledge of the process of maintenance of office equipment.

5.2.9 Receive, direct and relay telephone messages

a) Receive the telephone calls and messages1. Speed to answer and answer the phone and mention the name of the center

2. Speak calmly and clearly3. Address the person by name if known 4. Identify the caller information

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5. Listen and not to interrupt the talk6. transfer the call to the QAAC Director or to the required person 7. If the director is outside the office or in a meeting, ask the caller information

such as: The caller's name – cause of call - call time - at any time wish to contact him in case of director return

8. do not end the call before the caller9. Maintain the confidentiality of communication

b) Call the others1. Make telephone calls with others at the request of the Director, either internally or

externally2. Before interest picked up the phone to place a phone Write subject headings that you

want to Be notified to the other so as not to get lost you things while you talk.3. Introduce yourself immediately4. Should be left free time between the call and the other to give the opportunity to receive

calls5. Return calls in batches. Leave specific messages and the time you called if the person

you’re trying to reach isn’t available.5.2.10 collate information

1. Classified data and information that you received or reached by you2. Link between this information and give it meaning3. Analyzed the results and write them correctly in sentences4. Provide the Director or other staff with the results and save them in the appropriate

file.5. Coordinate the flow of information both internally and externally.

5.2.11 Maintain an adequate inventory of office supplies

1. Make a list of the office supplies (QF-4-rev.a.1) that the center are using and then make a list of approximately how many of these supplies are used each month. This list needs to be utilized as an inventory list. This list can be transformed or stand alone as a checklist, where you can keep track of all your office supply needs; as each item is used, the items can be checked off so you know exactly how much of each item is left

2. Approximately every two to three months review your office supplies and then check your expenses.

3. Mark on this list when supplies need to be ordered.4. Make a purchase order by the following categories:

a) Use Store Issue Order Form which belongs to Purchasing Department for supplies that are found in the store such as Stationery ,cleaning materials , tissue paper , Desk and chair for a new employee and Printing Tools (Paper, Printer Ink…)

b) Use Requisition form which belongs to Purchasing Department for supplies that does not exist in the store and that cost is more than 25 dinars such as PC, Printer…etc

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QAAC Quality Manual


c) Buy the supplies that does not exist in the store and that cost is less than 25 dinars then use the Petty Cash Voucher which belongs to Finance & Budget Dept.( in this case original receipts should be kept attached to the form)

5. After you received the new order attach the old Office Supplies Form QF-5-rev.a.1 with the purchase order and the Delivery form then file all of them in the incoming mail.

6. Store the received supplies in the appropriate storage cabinet then paste the new Office Supplies Form QF-5-rev.a.1 on the door of the cabinet.

5.2.12 Maintain the General Filing System

a) storage of files and records

1. Ensure that all staff who need to access the files records are able to do that.2. Keep the records in a secure area (e.g. locked filing cabinet or locked store) if they

contain sensitive or confidential material.3. The storage area should be clean, tidy, and away from water threats (e.g. sinks,

toilets, pipes, radiators) and fire hazards (e.g. electronic equipment, kitchen equipment).

4. Do not leave records on the floor.5. Ensure that the storage area complies with manual handling.6. Keep reference / library material (e.g. publications, magazines, manuals, “reading” /

“for information”), separate from files and records storage area.

b) Titling and naming of files

1. The naming/titling system should be clear enough to enable a new member of staff to easily locate the relevant file after a short explanation.

2. Mark file titles clearly on file covers3. Avoid abbreviations in file titles4. Arrange the File also the index inside the file in alphabetical order ( subject base

and alphabetical order where you must put the files in the cabinet from left to right and from top to bottom in the following order: 4.1 AIMS login account request (QF-5-rev.a.1): It is divided into several sections according to quality offices in the colleges ( alphabetical order from top to bottom) so that the request (QF-5-rev.a.1) is placed inside the file based on the applicant as it

is in the index .

4.2 Bahrain Center for Excellence : it is divided into three sections in alphabetical order as following Incoming section , Outgoing section then workshops section.

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4.3 HR : It is divided into several sections based on the alphabetical order of the staffs’ names in the center ( from top to bottom). Each section may contains the following forms :

a) CV.b) Job Descriptionc) Certificates of the training coursesd) Leave Request Form.e) Permit Leave During Working Hours Form.f) Non-Bringing ID Card form.g) Information Technology systems Staff Account Application Form (also you

have to file a copy in outgoing\internal file).

h) A nomination form for training within the university( للتدريب ترشيح نموذجالجامعة .(also you have to file a copy in outgoing\internal file) (داخل

i) Request a cash advance from the university ( الجامعة من سلفه also) (طلبyou have to file a copy in outgoing\internal file).

j) Approval to Work/Use Facilities Outside Official Working Hours (also you have to file a copy in outgoing\internal file).

k) MAG. Card Requisition Form (also you have to file a copy in outgoing\internal file).

l) Transfers\Exclude of Fixed Assets Form (also you have to file a copy in outgoing\internal file).

m) Technical Support Request |(also you have to file a copy in outgoing\internal file).

n) Licensed Software(s) Request Form (also you have to file a copy in outgoing\internal file).

o) Telecom Requisition form (also you have to file a copy in outgoing\internal file).

p) Other related documents and records.

4.4 Incoming/External (Incoming mail to the center from any point outside the university): It is divided into several sections based on the source of correspondence in alphabetical so that the external incoming is placed in the correct section as it is in the index

4.5 Incoming/Internal ( Incoming mail to the center from any point inside the university) : It is divided into several sections based on the source of correspondence in

alphabetical order so that the internal incoming is placed in the correct section as it is in the index.

4.6 Outgoing\External(Outgoing mail from the center to any point outside the university): It is divided into several sections based on The recipient of correspondence in alphabetical so that the external outgoing is placed in the correct section as it is in the index.

Secretary JT-2

QAAC Quality Manual


4.7 Outgoing\internal(Outgoing mail from the center to any point inside the university): It is divided into several sections based on The recipient of correspondence in alphabetical so that the internal outgoing is placed in the correct section as it is in the index such as Maintenance Request , Transportation Request , Postal Form ,Printing Request and Requisition form.

4.8 President Office: : it is divided into three sections in alphabetical order as following Decision section , Incoming section then Outgoing section.

4.9 QAAC Documents : it contains all documents related to the QAAC such as:

a) Quality Manualb) Senior Exit Survey (QF-6-rev.a.1)c) Alumni Survey (QF-7-rev.a.1)d) Faculty Survey (QF-8-rev.a.1)e) Employer Survey (QF-9-rev.a.1)f) Training Workshop Survey ( QF-10-rev.a.1)g) Improvement Point Tracking Forms (QF-11-rev.a.1)h) QAAC Website Editorial Guidelines (QP-1-rev.a.1)i) Using the AIMS Online System (QP-2-rev.a.1)j) Other related documents and records.

4.10 QAAC Events: it is divided into several sections in alphabetical order based on the type of the event such as : Visiting of Quality Assurance Authority for Education & Training, Quality Assurance Annual Meeting, Quality Assurance lecture, Quality Assurance workshop and other activity .

Each Section has to contain :

a) Function Request Formb) All related correspondence Whether they are incoming or outgoingc) All related Request such as Printing Request for any materials that would be

distributed at the eventd) Attendance Sheet (QF-3-rev.a.1)e) Event Report (QF-12-rev.a.1)

f) Training Workshop Survey (QF-10-rev.a.1) If distributed in the eventg) Other related documents and records.

4.11 QAO (Quality Assurance Offices): It is divided into several sections according to quality offices in the colleges ( alphabetical order from top to bottom) so that all correspondence, documents and Requests are placed inside the file in the correct section as it is in the index .

Secretary JT-2

QAAC Quality Manual


5. Write filing dates of the document/record by handwriting on the bottom left corner on the back of the first paper then put it in the correct file and correct section based on this date.

6. keep an electronic copy of all files on the shared drive and on the DMS SYSTEM. Ensure that staff know where it is and keep it updated. Electronic copy name should list file titles, user name, action date ex: IDEAS Booklet(Eman)(25.5.2010)

7. Do not use ‘miscellaneous’ or ‘general’ as file titles. Records in such files are effectively lost as the description is meaningless.


Project Management Specialist (JT-3)




Project Management Specialist is responsible for the overall direction, coordination, implementation, execution, control and completion of QAAC projects ensuring consistency with UOB and QAAC strategy, commitments and goals.

6.1.2 SCOPE(The way that the position contributes to and impacts on the center)

Project Management Specialist reports to the Director. The role of the Project Management Specialist is to plan, execute, and finalize projects according to strict deadlines and within budget. This includes acquiring resources and coordinating the efforts of team members in order to deliver projects according to plan. The Project Management specialist will also define the project’s objectives and oversee quality control throughout its life cycle.


Bachelor or above in a related field as well as a certificate in project management


2 years direct work experience in project management capacity.

6.1.5 Career Path

sixth grade - seventh grade

6.1.6 RESPONSIBILITIES

Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

Leads planning, coordination and execution of QAAC projects, with a clear focus on risk management and cross-functional stakeholder communication in a fast-growing and dynamic environment.

Define QAAC project scope, goals and deliverables that support center’s goals in collaboration with higher level of management and stakeholders.

Approved By:

Date:


QAAC Quality Manual


Develop full scale project plans and associated communications documents. Plan and schedule project timelines and milestones using appropriate tools Define project tasks and Estimate the resources and participants needed to achieve project

goals. leads implementation of project

Direct and manage project development from beginning to end. Minimizes the risk on project. Set and continually manage project expectations with team members and other

stakeholders. Liaise with project stakeholders on an ongoing basis. Assemble and coordinate project staff Manage project budget Determine and assess need for additional staff and/or consultants and make the

appropriate recruitments if necessary during project cycle. Manage project resource. Track project milestones and deliverables using appropriate tools Provide direction and support to project team Delegate tasks and responsibilities to appropriate personnel. Identify and resolve issues and conflicts within the project team. Identify and manage project dependencies and critical path. Keeps project team well informed of changes within the QAAC and UOB news. Coach, mentor, motivate and supervise project team members and contractors, and

influence them to take positive action and accountability for their assigned work Holds regular status meetings with project team Develop and deliver progress reports, proposals, requirements documentation, and

presentations. Determine the frequency and content of status reports from the project team, analyze

results, and troubleshoot problem areas. Quality assurance Constantly monitor and report on progress of the project to all stakeholders and higher

level of management. Proactively manage changes in project scope, identify potential crises, and devise

contingency plans. Implement and manage project changes and interventions to achieve project outputs Identifies opportunities for improvement and makes constructive suggestions for change .

Define project success criteria and disseminate them to involved parties throughout project life cycle.

Build, develop, and grow any business relationships vital to the success of the project. Project evaluations and assessment of results Conduct project post mortems and create a recommendations report in order to identify

successful and unsuccessful project elements. Develop best practices and tools for project execution and management. Ensures project documents are complete, current, and stored appropriately Perform other related duties as required


QAAC Quality Manual




Relevant training or qualification in project management or equivalent. knowledge of both theoretical and practical aspects of project management knowledge of project management techniques and tools Knowledge of analytical methods, procedures, and practices, to include research

software. strong foundation in statistics, research design/analysis, and qualitative/quantitative

evaluation proven experience in people management proven experience in strategic planning proven experience in risk management proven experience in change management

6.1.8 Skills


Strong skill and ability to: collect, organize, synthesize, and analyze data; summarize findings; develop conclusions and recommendations from appropriate data sources at the department level.

planning and organizing skills critical thinking and problem solving skills. Project Management skills (e.g. theory of constraints, critical path methodology, project

risk management, triple constraints, project scope management, project management lifecycle etc

Complete ability to create comprehensive project schedules which identify time frames for key project milestones

Complete ability to accept, direct, and perform responsibilities and work assigned tasks as a project team member in support of the overall project.

Ability to evaluate job tasks and processes on how well they help meet team objective(s) Ability to work effectively and cooperatively with fellow employees, peers from other

teams and/or parts of the university.

The ability to work as an individual and as part of a team. Ability to continuously Improve decision making skills Demonstrated experience in personnel management. Persuasive, encouraging, and motivating. Ability to elicit cooperation from a wide variety of sources, including upper Management

and other departments. Ability to bring project to successful completion through political sensitivity. Strong interpersonal skills. Adept at conducting research into project-related issues and products.


QAAC Quality Manual


Must be able to learn, understand, and apply new technologies. Good Verbal and written communication skills. The ability to work to tight deadlines. Strong time management skills and prioritization abilities. The ability to pay attention to detail. Stress management skills. strong computer skills

Negotiating skills



Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity Must be keen and accurate. Organization and flexibility influencing and leading Demonstrate sound work ethics

Methodological

careful and patient adaptability reliability initiative



Project management specialist is expected to work in busy office. The pressures of deadlines and tight work schedules can be stressful. Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects .Physically able to participate in training sessions, presentations, and meetings. Project management specialist works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.


QAAC Quality Manual








Date:



Project Coordinator (JT-4)Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 3



project coordinator has to coordinate between all the people working on a project. This job is extremely important as their main objective is to ensure the smooth working of a project


project coordinator reports to the project management specialist JT-3. They work for different QAAC sections and it is the job of the project coordinator to coordinate between all these sections and all departments which are at work in a project. They need to have the skill of working with different kinds of people and most importantly, they have to be able to make them work together.


A bachelor's degree or higher in a related field.


2 years experience in a related field.

7.1.5 Career Path

Fifth grade - sixth grade


Coordinating between all the various departments which are at work in QAAC projects. Reporting to the project manager Liaising with all the employees that are involved in the project Keeping a close watch on the budgets of the project. Solving all the employee disputes that arise in the office Being involved in the project from the planning stages Helping in the execution of the project

Approved By:

Date:

Project Coordinator (JT-4)

QAAC Quality Manual


Reporting to the management on the development of the project Project coordinator have to be quick in solving problems as any delay stall the whole

process submit a report to the supervisor after the completion of the project. File all project documents (hard and soft copies) Even after the project is done, they have to look after the whole project's life cycle Following up on a project even after it is over . Perform other related duties as required.



Relevant training or qualification in project management. Proven experience in information and communication management. Complete knowledge of Project Management theory, concepts and principles (e.g. theory

of constraints, critical path methodology, project risk management, triple constraints, project scope management, project management lifecycle etc.)

Knowledge of analytical methods, procedures, and practices, to include research software.

strong foundation in statistics, research design/analysis, and qualitative/quantitative evaluation.

Knowledge of information gathering techniques, procedures, and practices Proficient in spelling, punctuation, grammar and other Arabic/ English language skills

7.1.8 Skills


Ability to communicate clearly and effectively, both verbally and in writing. Ability to collect and analyze complex data. The ability to investigate and analyze information and to draw conclusions

Ability to exercise considerable individual judgment and initiative in conducting the necessary operations within the program.

Ability to develop initiatives in innovative manner for effective resolution. Ability to prepare and conduct effective presentations. Ability to coordinate project activities with diverse groups and individuals The ability to multi-task and work with cross-functional teams in a very fast-paced

environment. Possesses problem solving capabilities. The ability to build working relationship with other outside of the team. Strong time management skills and prioritization abilities. The ability to pay attention to detail. Stress management skills.

Negotiating skills.

Project Coordinator (JT-4)

QAAC Quality Manual




Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity Organization and flexibility Demonstrate sound work ethics methodical and accurate careful and patient reliability initiative



The project coordinator has to be a hands on person, as their help could be required at anytime of the day . Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects .Physically able to participate in training sessions, presentations, and meetings. The pressures of deadlines and tight work schedules can be stressful. Project coordinator works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.


I certify that I have read and understand the I certify that this job description is an

responsibilities assigned to this position.


accurate description of the responsibilities assigned to the position.



Date:



Information Technology Specialist (JT-5)Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 5



The Information Technology Specialist is responsible for providing leadership and implementing a variety of computer-related technical assistance for the QAAC staff so that the efficiency and accuracy of the center’s development and communications work is enhanced through the use of technology. Among the areas of responsibility for the ITS are database management, data analysis, and producing reports, digital photo archiving, developing scanning and electronic document filing systems, and enhancing mail-merge faxing and emailing, etc. The IT Specialist will be also responsible for the development and maintenance of various QAAC websites, QAAC AIMS system and electronic newsletters...etc.


The Information Technology Specialist reports to the QAAC director. He/ She manages and provides hardware and software maintenance, training and consultation, and recommendations about future planning and development of resources. Providing these services in an effective and efficient manner will ensure maximum access to and implementation of technology services and resources.


A bachelor's degree in computer science or higher.


2 years of practical experience in database administration, development, and web design

8.1.5 Career Path

sixth grade- seventh grade


Manage information technology and computer systemsApproved By:

Date:

Information Technology Specialist (JT-5)

QAAC Quality Manual


Plan, organize, direct, control and evaluate the operations of information systems and electronic data processing (EDP)

Develop and implement policies and procedures for electronic data processing and computer systems operations and development.

Test and develop programming modifications. Analyze performance of programs and take action to correct deficiencies based on

consultation with user and approval of supervisor. Correct errors by making appropriate changes and then rechecking the program to ensure

that the desired results are produced. Meet with QAAC director and concerned person to discuss system requirements,

specifications, costs and timelines Ensure technology is accessible and equipped with current hardware and software Troubleshoot hardware, software and network operating system Be familiar with all hardware and software Be familiar with network operating system Provide orientation to new users of existing technology Train staff about potential uses of existing technology Train staff about new and potential use Provide individual training and support on request Provide recommendations about accessing information and support Write or contribute to instructions manuals to guide end users. Maintain current and accurate inventory of technology hardware, software and resources Monitor and maintain technology to ensure maximum access Troubleshoot all technology issues Maintain log and/or list of required repairs and maintenance Install work stations Connect and set up hardware Load all required software Provide network accounts and passwords as required Monitor security of all technology Install and maintain Foolproof and passwords Input and maintain IP addresses

Advise staff of security breach and/or change in password or security status Ensure installation of lock out programs Identify and prepare hardware for disposal when appropriate Ensure hardware is stripped and secured before disposal Work to develop the design for the QAAC website and AIMS system. Assist in the formulation and enforcement of website and AIMS policies and standards

that, among other things, establish procedures to ensure the readiness, quality, and accuracy of website and AIMS content, and assist in educating campus constituents about policies and standards.

Establish procedures to ensure the readiness, quality, and accuracy of QAAC websites, providing guidance and training to faculty and staff

Maintain an up-to-date, accurate QAAC website and AIMS system based on director direction and standards provided by Quality Offices and the Computer Center.


QAAC Quality Manual


design and produce electronic forms and filing systems as well as enhanced mail-merge faxing and emailing systems (especially for invitations to graduation and other University events) to enhance efficiency and accuracy.

Assist in the production and distribution of electronic newsletters…etc. Serve as the QAAC liaison with the Computer Center on IT related issues. maintenance the server of the center and make a backup periodically submit a report to the director after the completion of the task Perform other related duties as required



Relevant training or qualification in information technology. proficient knowledge in Computer hardware and software systems and programs

Computer networks, network administration and network installation. proficient knowledge in Computer troubleshooting and Computer viruses and security. Strong knowledge in HTML, SQL, PHP, CSS, JavaScript, and familiarity with multiple

web browsers Knowledge in using web editing applications. Knowledge in using graphic design applications (Photoshop or Fireworks). Deep knowledge in developing databases. Knowledge in programming procedure and in major programming languages . knowledge in computer flow chart and of programming logic and code. Proficient in spelling, punctuation, grammar and other Arabic/ English language skills

8.1.8 Skills


management and supervisory skills ability to install and administer computer hardware, software and networks. Ability to maintain database-driven content management systems.

computer skills including the ability to operate computerized accounting, spreadsheet, word-processing, graphics and website development programs at a highly proficient level

A strong sense of graphic design Strong writing and editing skills to insure the quality and accuracy of the public

presentation of QAAC’s web site and AIMS system. The ability to implement and troubleshoot programming change and modification. The ability to write technical instruction in the use of programs and/or program

modifications The ability to investigate and analyze information and to draw conclusions The Ability to process computer data and to format and generate reports Ability to apply technical standards, principles, theories and techniques. effective verbal, written ,presentation and listening communications skills . Excellent, demonstrated interpersonal skills to deal effectively with QAAC staff. diverse and independent-minded departments.


QAAC Quality Manual


Strong analytical and problem solving skills. decision making skills. team building skills The ability to work as an individual and as part of a team. The ability to build working relationship with other outside of the team. Ability to manage multiple assignments and meet deadlines Ability to work occasional off-hours duty to permit timely attention to mission-critical

functions. Strong time management skills and prioritization abilities. Work in a logical manner. The ability to pay attention to detail. Stress management skills.


(The Skills Personal Attributes required for satisfactory job performance) Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity be accurate. Organization and flexibility influencing and leading Demonstrate sound work ethics Numerate with a logical approach Methodological careful and patient reliability initiative



The Information Technology Specialist may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks. The Information Technology specialist may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs of the QAAC .ITS will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain, eyestrain and occasional headaches . He/She will have to do some lifting of computer equipment, supplies and materials from time to time. ITS deals with a very stressful environment as many of the tasks are frustrated and require immediate actions.ITS works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.


QAAC Quality Manual








Date:



Public Relations Officer (JT-6)Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 11


9.1.1 PURPOSE OF THE POSITION

(The main reason for the position, in what context and what is the overall end result)

Public Relations Officer is responsible for all public relations activities at the center including the writing and preparation of press releases , newsletters, speeches, website content, articles, events, and suggestions, in order to establish and maintain understanding and cooperation between the Centre and its stakeholders.

9.1.2 SCOPE

The way that the position contributes to and impacts on the organization)

Public relations officer reports to his/her boss and he / she is responsible for providing public relations activities with a high level


Bachelor of Media or higher


Two years experience in public relations

9.1.5 Career Path

fifth grade - sixth grade


(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

Develop and implement communication strategies for the QAAC. Advise management on communication issues and strategies. Plan public relations programs including the preparation of cost budgets. Making the QAAC news and getting attention. Writing and editing speeches and articles .

Approved By:

Date:

Public Relations Officer (JT-6)

QAAC Quality Manual


Write, edit and arrange production of QAAC newsletters, QAAC annual reports, leaflets, photographs and QAAC brochures

Assist in preparing QAAC documents such as annual reports, QAAC profiles and submissions.

Oversee production of visual (film or video), audio and electronic material, including managing QAAC websites.

Organize Internal and external events such as Bahrain national day, visits, exhibitions and QAAC Annual meeting , along with the secretary.

Devising and coordinating photo opportunities. Maintaining and updating information on the center’s website. Keep an eye on public opinion about The QAAC internally and externally Manage the center's response to important issues and in times of crisis. Liaising with and answering enquiries from media, individuals and other organizations,

often via telephone and email. Arrange interviews with journalists, prepare and distribute news releases and make

statements to the media in corporation with Department of Public Relation & Information Fostering community relations through events such as national day and through

involvement in community initiatives.




processing, and database management knowledge of public relations procedures proficient in spelling, punctuation, grammar and other Arabic/ English language skills proven experience of producing correspondence and documents proven experience in information and communication management

9.1.8 Skills


Strong writing and editing skills to insure the quality and accuracy of the public presentation of QAAC’s web site and AIMS system.

verbal and written communication skills attention to detail planning and organizing time management stress management skills analytical and problem solving skills decision making skills ability to prioritize and multitask Ability to form relationships with others


QAAC Quality Manual


Public speaking. Negotiating skills.



be honest and trustworthy be respectful possess cultural awareness and sensitivity Organization and flexibility demonstrate sound work ethics confidentiality initiative reliability



Public relations officer may work in busy office. The pressures of deadlines and tight work schedules can be stressful. PR officer works a standard 40-hour week, but overtime is common, and work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job or on call around the clock, especially if there is an emergency or crisis. Schedules often have to be rearranged so workers can meet deadlines, deliver speeches, attend meetings and community activities, and travel.

9.1.11 CertificationI certify that I have read and understand theresponsibilities assigned to this position.

I certify that this job description is an accurate description of the responsibilities


assigned to the position.



Date:



QAAC Quality Manual



9.2.1 Develop and implement communication strategies for the QAAC

a) At the beginning of year : 1. Assess your communications infrastructure: What worked - describe your top three

communications wins and three worst blunders from the last two years.2. Establish your goals by answering the following question:

a) What are QAAC goals?b) What image do you want QAAC to be?c) Why are you launching communications efforts in the first place? What,

specifically, do you want to win?d) What is your positive vision for the future?

3. Identify, prioritize and get to know your Audiences4. Frame the Issue : Describe the issue in a way that resonates with the value and needs of

your audience, and is also interesting to journalists, or “newsworthy.”5. Develop leveraged, high-impact Vehicles (that take your messages to your audiences):

it is Possible to be a conference, interview with journalist , workshop, messages on the web pages, article, newsletter ..etc.( Please read 9.2.8.b Tools for Implementing a Strategy)

6. Advise QAAC director on communication issues , strategies and plan.7. Design and implement Evaluation mechanisms: After each effort, assess what was

successful and what could improve. It might help to wait a week or more after the event to begin assessment, as this will allow for perspective to develop and can result in more honest assessment

8. Save all related documents such as approved strategy in your public relations file.

b) Tools for Implementing a StrategyMost of the tools described below can be used in combination with others for greatest

effectiveness, whether in conducting a concentrated ‘public awareness’ program or just implementing an annual plan. The more different methods are use to reach the same/different audiences, the more effective the programs will be.

1. Speakers’ Bureaus: sending the best spokesperson out to talk at luncheons, professional and other meetings, on TV/radio, etc.. , Speeches should be:

prepared in advance informative, and tailored to the audience (what you want from them?)


QAAC Quality Manual


2. Publications: including studies, QAAC newsletters, QAAC annual reports, etc. - can be useful if chosen for the right audiences and reasons. Before going into details, there should be a word of warning: there are a lot of newsletters, so in launching a new one, one should make sure that there is a clear idea behind it and a certain group of addressees. One should never assume that a newsletter should be produced on a quarterly basis. If your audience is mainly foreign and media, then sending them things by e-mail is often a good idea. Finally, do not hesitate to show colleagues what you write, because someone else might find a spelling mistake or a better word, or that what you have written does not appear to make sense. Be receptive to taking others’ advice and reassess, reevaluate, revise your plan as needed. Finally, when you send out any piece of paper, you have to follow it up, either with a telephone call or a visit.

3. Special Events: these are not media events but events such as a public awareness campaign, which the media may cover and for which efforts should be made to get the press to attend. They can also be fundraising events or used for certain marketing purposes at the same time. Basically, two major kinds can be differentiated: social events (e.g., concerts, dinners, walkathons, auctions, etc.), where people come together to do something enjoyable whilst learning something interesting, and public information events, where the focus is more on information (e.g.,QAAC seminars, QAAC workshops, conferences, study releases, contests, etc.). In organizing an event one should think about the mood in the given society and whether a certain activity would be acceptable or frowned upon..

4. Media Events: For each message the appropriate event should be chosen and used. News or press conferences, however, should not be convened if a briefing or news release would do.

5. Media Materials: These include news releases, news/information kits, appeal letters, fact sheets, quotable statements, brochures, and all kinds of publications that target a certain audience and try to get the organization’s message across. Distribution means include hand outs, mail, e-mail, internet (websites), fax, etc.

6. Professionally Produced ‘Social Marketing’ Materials: they cost money (maybe you can get donated production services but needs good tight writing/concepts), so it is cheaper to convince people who write and produce popular dramas/comedies for TV, film or theater to include your issues in their scripts in a way that could influence the public! (Media

analysis studies are a very effective way to lobby for better coverage of your issue/constituency in the media.)

7. Traditional and Non-Journalist-Oriented Communications Media: the use of more traditional low-tech media like banners, posters, balloons, pins, T-shirts and handbills/flyers should not be underestimated, especially in mobilizing a neighborhood or community. Interesting symbols/logos related to these items may attract the interest of the media, too. On the other hand, if no one has ever used newspaper inserts in your community, you could try that and gain a lot of attention as a pioneer.

9.2.2 Plan public relations programs including the preparation of cost budgets.

1. Plan public relations programs.2. Schedule plan timelines in general


QAAC Quality Manual


3. In order to keep to schedules and deadlines, creating a monthly calendar can prove very useful, in which things can be slotted in like this:a) Look at any known deadlines (annual report or newsletter publication dates,

important meetings or VIP visits), special dates national holidays, national day QAAC/ UOB anniversaries, openings, etc) and put them into your plan first. Think of the best way to use these hooks to promote your issue among key publics and the media.

b) Include administrative work you must do: creating and updating media, and other mailing list databases, mission statements and other basic pieces

c) Schedule events: relating to the above, and decide which materials you need to execute them. Back up and create timelines of deadlines for different planning and implementing phases of each event, including committees and other staff who will help.

d) Find the ‘slow periods’: Maybe now would be a good time to cultivate press contacts, update databases of media contacts, or improve your photo files.

e) Allow some ‘white time’ for the unexpected crisis, event, or occasion that you did not/could not plan for. It will come up and destroy your plan!

f) Take this plan to QAAC director. Discuss it and note priorities and less critical issues. Revise it and research any special costs/ need for outside resources. Make sure you have the budget/staff to implement it. Agree to review the plan on a monthly basis with the director. You will change it as you go along: remember it is a plan not a contract.

g) Collaborate with the QAAC secretary to type the approved schedule on the QAAC calendar on the center website .

4. Define plan tasks and Estimate the resources and participants needed to achieve the goals5. Be realistic: do not overload your plate and do not bite off more than you can chew.

Allow time to think, write and get QAAC director approvals of drafts, and printing, etc6. Implementation your plan.7. If there is something that you have not tried before, try it first on a small scale on a sort of

‘select audience’ and ask them for feedback. Do not pack your year with activities so that

if something unexpected happens, everything falls apart; check the plan on a monthly basis to see if any changes need to be made.

8. Document your work: take photos, slides, videotape; keep good statistical and financial records; publish accurate reports; collect success stories and quotes from people affected by your work.

9. Save all documents in the correct file also in your public relations file.

9.2.3 Making the QAAC news and getting attention.

Take advantage of special dates/places that relate to QAAC issue when planning special/media events. The more aspects of QAAC event directly relate to the issue, the more it will appear ‘worth covering’ and the more it will communicate to QAAC stakeholders and other audience.


QAAC Quality Manual

Section 9 Rev.: A Page 7of 11

The following are some of the tools or options that can be used in order to make the news:

Create controversy. Take a stand. Disagree. Issue a provocative but logical statement supported by facts and/or experience.

Conduct and release a reliable study, poll or survey on a timely issue. Involve proven media-magnet VIPs in your activities Define a problem or a mystery, then solve it. Document your work: take photos, slides, videotape; keep good statistical

and financial records; publish accurate reports; collect success stories and quotes from people affected by your work.

Share reliable information and contacts with media representatives generously, even when QAAC is not the focus of a story.

Create and maintain the most up-to-date media list in Bahrain and follow-up every media contact by phone.

Gain a reputation for providing both great refreshments and ‘real news’ at your media events.

9.2.4 Writing and editing speeches and QAAC ( articles, brochures, newsletter and annual report).

1. Get to know the person for whom you are writing or assist in writing and editing the speech, article, brochure content, ex: QAAC director…. ). If you know the person, you should already have a good feel for their personality, values, and beliefs. If not, interview the person to learn more about them and to research and detect their speech or article patterns.

2. Ask the person what they want to communicate. This provides the basic material for the speech. It also helps you know their viewpoint and beliefs about the situation.

3. Get details about the speech/article and Find out how long it needs to be.4. Learn about the audience( faculty, or students or other stakeholders). Identify their

backgrounds, values, situations, and anything else that will help you tailor the speech or article to this particular group.

5. Research. you will need to learn more about the topic. Take the time to research it, to learn the language associated with it, and understand the facts. Not everything you read will make it into the speech or article, but it creates a solid foundation for you to build on.

6. Write the speech. Practice basic speech presentation skills as you ghostwrite. The speech should be memorable, brief, organized, easy to follow along with strong focus on the big ideas.

7. Ask the person to approve it. The person giving the speech/article needs to be on board with what you wrote. If there is anything they do not agree with or that does not seem natural for them, work with them to make it right.

8. File the approved one in your own Public relations file.

9.2.5 Assist in preparing QAAC documents such as annual report , and oversee production of visual and audio electronic material also managing QAAC website.

1. Assist in Writing and editing articles and written material as mention in 9.2.1.


QAAC Quality Manual


2. Collect required information.3. Collect required photos from your archive photo file or from department of public

relation.4. Classified photos, data and information that you received or reached by you.5. Link between them and give it meaning.6. Analyzed the results and write them correctly in sentences.7. Take the QAAC approval.8. Provide the concerned person such as QAAC Director, designer or IT specialist with

the results 9. Save them in the appropriate file also you have to keep a copy in your own Public

Relations file .

9.2.6 Organize Internal and external events such as Bahrain national day, visits, exhibitions and QAAC Annual meeting , along with the secretary.

a) Planning

1. Conduct with QAAC director, secretary and other staff for preparing schedules and budgets, to making invites and posters

2. Prepare a Budget. All possible expenses, incomes, sponsors, and contingent expenses should be included.

3. Prepare a draft schedule of the activities in the event4. Prepare a time line (with deadlines) for each activity

b) Take Action

1. Fix the date, venue, (chief guest), name of the event2. In corporation with secretary, get approval for your budget, schedule, and etc,

from QAAC director and the relevant departments.3. In cooperation with the IT Specialist, make sure to update any websites

connected to the event specially QAAC website.

4. in cooperation with designer, market the event by Preparing brochure, releasing advertisement, informing the media, sending mailings and making phone calls.

5. It is important to make sure administrative actions are being taken care of as well. Things like poor accounting, and lack of correspondence can create problems for any event.

6. Fill the function Request form and send it to Department of public relations and information to Make arrangements for Photos, videos food and refreshments microphones, speakers, computers, LCD projectors, podiums to be set up at the venue, required prizes and certification then file it in the appropriate file.

7. Gather items needed for the event. These items might include prizes, or certificates .

8. Prepare a list with all relevant mobile, phone numbers, emails ids for VIP, and supplier of any goods or services.


QAAC Quality Manual


9. Make sure you communicate with everyone on how to reach the venue and the time.

10. Keep these information in your database and save it in your PC and in DMS system , in case you need them again.

c) Work to be done 24 hours to 36 hours before the event

1. Check whether all invitations have been sent and responded to. Create a list of invitees

2. Remind VIPs about the events3. Check whether all activities are going on schedule4. Go to the venue and check whether all things are ready5. Check whether participants kit is ready. This kit might include a bottle of

water, snack bar, note paper, pen, brochure and any information they may need. It is also a good idea to include small mementos.

6. Make a checklist of the things to be taken to the venue.

d) On the Day of Event

1. Arrive early to the venue with your team members. Check for the electric reading and that all electronic equipment is in working order

2. Make sure the host speaker has the schedule3. Take care of any special requests, especially those of the outstations and chief

guest.4. Take photos of all important things5. Take the feedback from participants.6. Take the attendance sheet QF-3-rev.a.1.7. Check to make sure nothing valuable has been left behind, and then, leave the

venue.8. File all related documents in the QAAC events file also in your own file.

9.2.7 Devising and coordinating photo opportunities

1. In corporation with Department of Public Relations and enough time before the event, call the photographer and arranged with him about things and people desired to focus on them when taking pictures.

2. During the event, be in touch with the photographer and ask him to portray the important things based on the directives of the QAAC Director.

3. After the event, keep in touch with the photographer to take photos that belong to the event and keep it in your archive (photo file) on your PC, and on DMS system and QAAC events file (some of photos).

9.2.8 Maintaining and updating information on the QAAC website and other networking pages.

The main goal for maintaining website and other networking pages is to keep visitors coming back and attracting new ones. If the QAAC site is not updated regularly, visitors will not bother


QAAC Quality Manual


to return. They need the latest and new information or resources to return back. Hence, it is essential that you have fresh new content added regularly to your website. To do that please follow these steps:

1. Keep the information list brief, but as detailed as possible. 2. Keep the information list up-to-date. Ideally QAAC information, news, events, newsletter

, brochures and promotional actions should be updated periodically. This means that you should update it weekly or monthly.

3. Conduct with QAAC director to get permission about the new news, new published newsletter, schedule events…etc, that you have to announce and published on the website.

4. Advice the Designer and IT specialist about exactly what to update ( approved updates).5. Make sure the website has been updated as agreed and as required

Note: In addition to your website content, the design of your website is very important. The most critical thing to keep in mind is to keep it simple, easy to use but appealing. Research other popular sites and high ranking competitor web sites for content and design ideas.

9.2.9 Keep an eye on public opinion about The QAAC internally and externally

1. Follow public opinion through the comments and news about the QAAC in other department newsletter , local newspaper ,comments on QAAC( website, facebook and twitter account), UOB website , feedback you reached after any event….etc.

2. It’s possible to use networking pages – on Twitter and Facebook – to invite to public discussion regarding QAAC services this can keep you well informed about center strengths and weakness

3. Take note of the good reviews as well as the bad, and see with the director and other QAAC staff how you can use this free advice to modify QAAC services and to avoid any mistakes.

4. save all result and conclusion in your public relation file

9.2.10 Manage the center's response to important issues and in times of crisis, respond to

enquiries from media and arrange interviews with journalist.

1. At the beginning of the crisis must collect information and see how the response of the media with the theme of crisis

2. Analysis of the press every day3. Do not delay in the reaction.4. Prepare a place for the management of the crisis has a telephone, fax, computer and

Internet….etc5. Develop a list of tasks with names and dates6. Hold a meeting with the QAAC Director and other related people to discuss the crisis and

how to respond to them and determine what will be said in a reply7. In corporation with secretary document the meetings.


QAAC Quality Manual


8. Collaborate with the director to assign a particular official spokesman.9. Collaborate with department of public relation and QAAC secretary to arrange interviews

with journalist, prepare and distribute news release and make statements to the media.10. Liaising with and answering enquiries from media, individuals and other organizations,

often via telephone and email.11. Collaborators with the stakeholders, in order to support the creation of a moral12. prepare the balance of the strengths and weaknesses during the crisis to take advantage of

it later13. Do not issue comments before assigning a particular official spokesman 14. Do not give information is not confirmed by QAAC Director.15. File all related documents, records and correspondence in your public relation file.


Designer (JT-7)Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 5




Designer is responsible for producing design solutions to communicate center messages with high visual impact. Graphic design solutions are required for a huge variety of products and activities, such as QAAC websites, advertising, books, magazines, posters, exhibitions and conferences, corporate communications and corporate identity.

10.1.2 SCOPE

(The way that the position contributes to and impacts on the center)

Designer reports to his/her supervisor and he / she develop creative ideas and concepts choosing the appropriate media and style to meet the center's objectives.


A bachelor's degree in graphic design or higher/ A bachelor's degree in multimedia or higher


QAAC prefer candidates with previous(2-3 years) experience in creative artwork--either with newspapers or ad agencies , with an emphasis on courses in graphic design, communications, printing techniques and perhaps journalism and communications.

10.1.5 Career Path

fifth grade - sixth grade



Produce designs for a huge variety of QAAC publications and activities, such as newsletters, annual reports, websites, advertising, books, magazines, posters, publicity brochures, , articles, exhibitions and conferences (contributing ideas and design artwork to the overall brief ).

Approved By:

Date:

Designer (JT-7)

QAAC Quality Manual


meeting QAAC Director or supervisor to discuss the business objectives and requirements of the job.

estimating the time required to complete the work . developing design briefs by gathering information and data . thinking creatively to produce new ideas and concepts. using innovation to redefine a design brief within the constraints of cost and time. Presenting and communicate finalized ideas and concepts visually, verbally and in

writing to the director or supervisor. working with a wide range of media, including photography and computer-aided design

(CAD). proofreading to produce accurate and high-quality work. keeping abreast of emerging technologies in new media (particularly design programs

such as Quark Xpress, FreeHand, Illustrator, Photoshop, 3D Studio, Acrobat, Director, Dreamweaver and Flash) as most graphic design work is now completed on a computer.

working as part of a team with printers, copywriters, photographers, other designers, web developers.

Perform other related duties as required



relevant training or qualification in design, creativity . knowledge and experience of graphic design software applications knowledge of studio art, principles of design, computerized design, printing techniques,

and Web site design. proficient in spelling, punctuation, grammar and other Arabic/ English language skills proven experience in information and communication management.

In addition to design courses, a liberal arts education that includes courses in art history, writing, psychology, sociology, foreign languages and cultural studies, marketing, and business are recommended.

10.1.8 Skills


Creative flair Verbal, visual and written communication skills to present and explain ideas. The ability to pay attention to detail Planning and organizing Time management The ability to balance work on several project at a time Ability to prioritize and multitask

Designer (JT-7)

QAAC Quality Manual


Stress management skills The ability to grasp client needs and consider practical solutions Decision making skills Strong computer skills Good team work skills.

Negotiating skills. A matter-of-fact approach when ideas or designs are rejected



Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity Organization and flexibility Demonstrate sound work ethics Initiative A strong visual sense Reliability

10.1.10 WORKING CONDITIONS(The unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands and mental demands.)

Designer may work in busy office. The pressures of deadlines and tight work schedules can be stressful. Designer works a standard 40-hour week, but overtime is common, and work schedules

can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.




I certify that this job description is an accurate description of the responsibilities assigned to the position.Supervisor’s Title:Supervisor’s Signature Date:


Date:

The above statements are intended to describe the general nature and level of work beingperformed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position

Designer (JT-7)

QAAC Quality Manual



10.2.1 Produce designs for a huge variety of QAAC publications and activities

1. At the beginning of the year, hold a meeting with QAAC director, public relation officer and other related staff to know the events, publications, activates and any required update for QAAC website which need to make a design works.

2. Schedule events, publications and activates timeline.3. Enough time before the date scheduled, Sit down with the Director and other related staff

to fill out the Designer Checklist (QF-13-rev.a.1) and take the material to be placed in the design.

4. Do a search on the Internet or you can collect sample from other department, universities and institutions for the development of imagination and get different design ideas also to get photos to support the topic, you may contact with department of public relations or public relations officer to get these photos.

5. Look at sample designs you or other staff have collected. Identify those that have a style or format you might like to imitate or borrow. See how much detail each type of design may include then

6. Present and communicate your ideas and concepts visually, verbally or in writing to the director.

7. By using the available design software ,make two to three different designs for each topic, show them to QAAC director to adopt the appropriate design, taking into account the constraints of cost and time

8. Use the designer Checklist (QF-13-rev.a.1), list the major components. start a work on the design in terms of colors, font size and distribution of the paragraphs, images and shapes

9. Print a sample of the design before its completion, for example page or two to make sure the font size and colors, show it to the Director.

10. Complete the design and get the final QAAC approval.11. Save the final approved design on your PC or in CD/DVD ( save CD/DVD in appropriate

place) , also save the design on the DMS system according to the naming procedure ( refer to 5.2.12 ).

12. If the design will be placed on the website, send it to the Programmer or IT specialist.13. If the design will be printed , conduct with Printing Press Department to discuss all

issues.14. According to the Procedures for execution of requests for printing dated on 9/3/2011

from office of the vice president for information technology, administration & finance. fill the Printing Request and sign it by the director then send it along with the design CD/DVD…etc

15. Save all correspondences and other related documents in the correct file according to filing system .

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QAAC Quality Manual


16. work as part of a team with printers, copywriters, photographers and keep in touch with the them until you receive the printed design.

17. Send the material to the concerned person such as public relation officer and keep a copy to put it in your portfolio.


Data Analyst (JT-8)Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 7




Data Analyst is responsible for analyzing and reviewing a lot of data and make sense of it in the form of reports in such a way that is understandable to all. The analyst's job is to derive information from this data as the data is in raw form and is not properly arranged. The job of an analyst is important for the smooth functioning of all UOB collages and departments. The information they generate from the data helps the higher level of management figure out which collage or department is performing and which one is not. Also, the data which is processed will be required by another department for them to begin their work, hence, the work of an analyst is to ensure the smooth functioning of all processes.

11.1.2 SCOPE


Data Analyst reports to his/her supervisor The data analyst has to review and analyze the data specially QAAC survey data from all UOB Collages and all departments and translate it in such a way that is understandable to all


A bachelor's degree in subjects like statistics, mathematics, business administration or computer science


2-3 years experience as data analyst.

11.1.5 Career Path



(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)Approved By:

Date:

Data Analyst (JT-8)

QAAC Quality Manual


Data analysts develop and design all type of QAAC surveys depending on the needs of the QAAC and UOB.

Coordinates with QAAC Director, supervisor or other department regarding any issues affecting survey quality.

Designing efficient data collection techniques to obtain the information the UOB requires.

Data Analysts conduct all type of QAAC survey according to the QAAC Survey Procedure (QP-15-rev.a.1).

The analyst must organize the collected data for use and correct any inconsistencies in the results of surveying methods.

Analysts evaluate the source of QAAC survey data to determine whether the information in reliable and usable.

Check and recheck the QAAC( survey data , annual report data, evaluation report data and any type of review such as institutional review .

Maintains communication with the relevant on QAAC survey progress Analyzes QAAC survey results data, including frequencies, cross tabulations, means

tables, multivariate analyses, and tests of statistical significance. Analysts use the information gathered to create graphic representations of the

information. This involves the use of statistical processing software. The analyst presents the information to all level of management in user-friendly, simple

and understandable models such as graphs, charts and reports. The analyst implement the Auditing Procedure to check the quality of the data especially

performance indicators data and (AIMS) data May occasionally be assigned to other tasks at the discretion of the Director.




processing, and database management knowledge of public relations procedures proficient in spelling, punctuation, grammar and other Arabic/ English language skills proven experience of producing correspondence and documents proven experience in information and communication management

11.1.8 Skills


Strong computer skills to use statistical processing software. Verbal and written communication as they have to frequently prepare summaries and

courses for presenting memos and reports. The ability to build working relationship with other outside of the team. The ability to work effectively as a member of a Team and in a matrix reporting

environment.

Data Analyst (JT-8)

QAAC Quality Manual


The ability to multi-task and work with cross-functional teams in a very fast- paced environment.

Strong time management skills and prioritization abilities. The ability to organize, disseminate information efficiently and set expectations. The ability to pay attention to detail

Stress management skills Decision making skills

Negotiating skills.



Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity Must be keen and accurate. Organization and flexibility Demonstrate sound work ethics Independent

Numerate with a logical approach

Methodological



Data analyst may work in busy office. The pressures of deadlines and tight work schedules can be stressful. Data analyst works a standard 40-hour week, but overtime is common, and work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis

Data Analyst (JT-8)

QAAC Quality Manual







Date:



11.2.1 Data analysts develop and design all type of QAAC surveys depending on the needs of the QAAC and UOB.

1. In corporation with the QAAC director , establish the goals of the survey: The first step in any survey is deciding what you want to learn such as What are you trying to find out? Be very specific. Write them down by using the survey checklist (QF-14-rev.a.1).

2. Determine your sample: whom you will interview, who will be your sample, who will you ask. You are going to ask the following people to fill out the survey:

a) Prospective studentsb) Undergraduate and graduate studentsc) Alumnid) Employerse) Facultyf) Staffg) Supporter and external community

3. Design efficient data collection techniques: how you will interview, what method of surveying will you use. Here are some choices:

a) Personal Interview - face-to-face interviewing

Data Analyst (JT-8)

QAAC Quality Manual


a) Telephone

b) Mailc) Web based

4. Plan your survey carefully: Once you know who you're surveying and the type of method you will use: Develop a time line - how long it will take from designing the survey to analyzing the data.

5. Coordinates with QAAC Director, supervisor or other department regarding any issues affecting survey quality.

6. Create your questionnaire, design the survey then write the survey based on the method that you have chosen( number 3 above) according to the following :

a) Question Type:

Choice one answer, multiple choice & open end. Ranking questions Matrix- Rating scale Balanced and unbalanced rating scales

b) Question sequence:

Opening question Question flow Location of sensitive questions

c) Survey layout

Introduction Body of the survey design End of survey or thank you page

d) Pre- test, if practical, test the questions

Evaluate survey’s competency Estimate the survey length or time to take the survey Fill survey Checklist QF-14-rev.a.1. Rewrite the survey if you need.

7. Get the required approval from QAAC director and other related person such as UOB president, council.

8. In cooperation with the designer make the appropriate design.9. In case of the online survey, give your approved survey to the IT specialist or

programmer in order to put it on QAAC website and on AIMS system.10. File all correspondences and all used forms in the correct file also in your own file .11. Save an electronic copy on the DMS system and on the share folder.

Data Analyst (JT-8)

QAAC Quality Manual


11.2.2 Initiate and run the survey

According to the QAAC Survey Procedure (QP-15-rev.a.1) and in the schedule time , and In corporation with the public relation officer and any related collages, departments, centers, such as Deanship of Admission and Registration, Conduct the actual survey. It may to be one of the following QAAC survey:

a) Senior Exit Survey (QF-6-rev.a.1)b) Alumni Survey (QF-7-rev.a.1)c) Faculty Survey (QF-8-rev.a.1)d) Employer Survey (QF-9-rev.a.1)e) Training Workshop Survey ( QF-10-rev.a.1)

1. Collect the data and put it into an organized format.2. Correct any inconsistencies in the result of surveying methods.3. Evaluate the source of QAAC survey data to determine whether the information in

reliable and usable. 4. Check and recheck the QAAC survey data 5. Maintains communication with the relevant on QAAC survey progress.6. File all related documents in correct file also in your PC and on the DMS system.

11.2.3 Analyze QAAC survey

a) To analyze QAAC survey (11.2.2.1) 1. follow the Procedure for analyzing QAAC survey (QP-1-rev.a.1) and

(QP-15-rev.a.1).2. then use the Survey Analysis Report Template QF-15-rev.a.1.3. file all related documents in the correct file also in your PC on the DMS

system.b) To analyze new survey please follow the following general procedure:

1. Read and review your data. This is an important first step in any data analysis, whether qualitative or quantitative. Qualitative data often consist of interview notes or transcripts, notes from field observation, or written documents and records

2. Write notes as you review your field notes. The data in a qualitative or quantities studies are voluminous, the key is to make it manageable for you. Use file folders to organize your data in a useful way.

3. Convert the note into meaningful data, including frequencies, cross tabulations, means tables, multivariate analyses, and tests of statistical significance. Or in other words, the analysts use the information gathered to create graphic representations of the information. This involves the use of statistical processing software.

Data Analyst (JT-8)

QAAC Quality Manual


4. Draft a report that details your findings. writing report is an extension of your data analysis because writing is another way of making sense of the data by synthesizing and summarizing them.

5. Presents the information to all level of management in user-friendly, simple and understandable models such as graphs, charts and reports.

6. File all result, graphs, report and other related documents in your file on the shear folder and on the DMS system , also you have to file all related correspondences in the correct file according to the general filing system.

11.2.4 Check and recheck the quality of the data in QAAC survey, annual report, AIMS system, self evaluation report and any type of review.

1. Make sure of the quality of the data and information that are incorporated in the QAAC survey, annual report, AIMS system…etc. Quality of the data means, is this correct data or just words to fill the papers

2. To Add any question to the QAAC survey (11.2.2.1) follow the survey workshop handout (QP-3-rev.a.1) after discussed the new question with the QAAC director and the related committee/person then get the required approval and design as 11.2.1.

11.2.5 Apply an Auditing Procedure ( QP-7-rev.a.1) to check the quality of the data especially performance indicators data and (AIMS) data.

1. Implement the Quality Auditing Procedure (QP-7-rev.a.1) which contains the following actions, to check the quality of the data which have been entered to the AIMS system by the QAO according to the AIMS Data Recommended Standers (QP-8-rev.a.1)

a) Plan and Schedule Quality Audits (QF-16-rev.a.1)b) Prepare to Conduct Quality Audits: Audit checklist (QF-17-rev.a.1)c) Conduct Quality Auditsd) Report on Quality Auditse) Verify the Effectiveness of Action Taken in Response to Non

Conformances 2. File all related documents and record in the correct file also in your own file. 3. Save your final work : auditing report, presentation …etc, On the share folder and on the

DMS system according to the naming procedure (5.2.12.b/6).

Note : for more information please read PM-10-rev.a.1.


Programmer (JT-8)Issued by: Eng. Rama Al Adwan Eff. Date: Rev.: A Page 1 of 4




Computer programmers are responsible for the design, development and writing the step-by-step instructions that direct computers to process information. These instructions, or programs, tell the computer what to do in a series of logical steps. Programmers work on a wide range of projects.

12.1.2 SCOPE


Programmer reports to his/her supervisor. Programmer Convert all specifications and statements of problems and procedures to detailed logical flow charts for coding into computer language. Develop and write computer programs to store, locate, and retrieve specific documents, data, and information. He/she will program QAAC website, QAAC AIMS system QAAC share folder and DMS system.


A bachelor's degree in computer science or higher.


1-2 years experience as a programmer.

12.1.5 Career Path




Write, analyze, review, and rewrite programs, using workflow chart and diagram, and applying knowledge of computer capabilities, subject matter, and symbolic logic.

Approved By:

Date:

Programmer (JT-8)

QAAC Quality Manual


Test and develop programming modifications. Write the instructions to guide end users. Analyze performance of programs and take action to correct deficiencies based on

consultation with user and approval of supervisor. Correct errors by making appropriate changes and then rechecking the program to ensure

that the desired results are produced. Document programming problems and resolutions for future reference. Compile and write documentation of program development and subsequent revisions,

inserting comments in the coded instructions so others can understand the program. Assist and Consult with IT specialist, and technical personnel to clarify program intent,

identify problems, and suggest changes. Maintenance the server of the center , QAAC website , AIMS website and the DSM

website and make a backup periodically Submit a report to the supervisor after the completion of the task Perform other related duties as required



Relevant training or qualification in computer programming. knowledge of a variety of computer systems and technologies Knowledge of programming procedure the major programming languages . knowledge of computer flow chart and of programming logic and code. Good technical knowledge. Proficient in spelling, punctuation, grammar and other Arabic/ English language skills Proven experience in information and communication management.

12.1.8 Skills


Have a good understanding of IT so you can quickly learn about new IT packages and techniques.

The ability to learn and support new systems and applications. Ability to apply technical standards, principles, theories and techniques. Familiar with programming languages such as Java, C++ and oracle…etc. Database and operating system experience. Good experience in HTML, SQL, PHP, CSS, JavaScript, and familiarity with multiple

web browsers and OS platforms. The Ability to process computer data and to format and generate reports. The ability to implement and troubleshoot programming change and modification. The ability to write technical instruction in the use of programs and/or program

modifications. The ability to investigate and analyze information and to draw conclusions.

Programmer (JT-8)

QAAC Quality Manual


Possesses problem solving capabilities. Good Verbal and written communication skills. The ability to work as an individual and as part of a team. The ability to build working relationship with other outside of the team. The ability to multi-task and work with cross-functional teams in a very fast-paced

environment. The ability to work to tight deadlines. Strong time management skills and prioritization abilities. Work in a logical manner. The ability to pay attention to detail. Stress management skills.



Be honest and trustworthy Be respectful Possess cultural awareness and sensitivity Must be keen and accurate. Organization and flexibility Demonstrate sound work ethics

Numerate with a logical approach

Methodological

methodical and accurate careful and patient adaptable



Most of programmer work will be desk-based but at various critical implementation stages of projects, particularly the testing stage, they may be more mobile as they travel round to make sure all is going to plan. programmer is expected to work both independently and as part of a team. The pressures of deadlines and tight work schedules can be stressful. Because they spend all day at a computer, programmers are susceptible to eye strain, back problems, and injuries such as carpel tunnel syndrome.

programmer works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.

Programmer (JT-8)QAAC Quality Manual







Date:
