myquest user manual - mohe.gov.my · pdf filemyquest user manual ... private colleges are able...

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Copyright reserved ©2017

Published by the Faculty of Engineering, Universiti Putra Malaysia for Ministry of Higher education.

Disclaimer: Information provided in this user manual is valid for the specific version mentioned in

the title page only and for the current year of evaluation. The Ministry of Higher Education will not

be held responsible for the wrong use of the manual.

Perpustakaan Negara Malaysia Cataloging-in-Publication Data

MyQUEST User Manual: Quality Evaluation System for Private Colleges

(Version 02:2017)

ISBN 978-983-2408-50-5

1. Private universities and colleges—Evaluation—Malaysia—Handbooks,

manuals, etc. 2. Educational evaluations—Malaysia—handbooks, manuals,

etc. 3. Educational technology—Malaysia—handbooks—manuals, etc.

378.0409595

Department of Higher Education

Ministry of Higher Education

February 2017

iii

MyQUEST USER MANUAL Quality Evaluation System for Private Colleges

(Version 02:2017)

Editors:

Mohamed Ali Abdul Rahman

Mohd Saleh Jaafar

Abd Rahim Abu Talib

Farizah Sufar

Fazirulhisyam Hashim

Kamal Nasharuddin Mustapha

M. Iqbal Saripan

Megat Johari Megat Mohd Noor

Mohd Fadlee A. Rasid

Norasyikin Shairi

Nor Kamariah Noordin

Rahman Wagiran

Shahrin Mohamad

Suhaimi Abdul Talib

Yogitha a/p V.Muniandy



February 2017

iv

CONTENTS Page

Foreword by Director General v

Foreword by Deputy Director General vi

1.0 Introduction 1

1.1 Qualifying Criteria 1

1.2 Evaluation Process 1

1.3 Evaluation Criteria 2

1.4 Evaluation Reports 2

1.5 Ratings 3

2.0 Rating Process 4

2.1 Flow Chart for Rating 4

3.0 MyQUEST System 5

3.1 Flow Chart for Data Entry 5

3.2 MyQUEST Screen-Shots for Data Entry

3.3 MyQUEST Screen-Shots for Performance Report

8

46

4.0 Student Satisfaction Index 50

4.1 Student Satisfaction Index System Flow Chart 50

4.2 Student Satisfaction Index System Screen-Shots 51

5.0 Audit 64

5.1 Standard Procedure for Audit 64

5.2 Operational Definition and Glossary 65

v

FOREWORD BY DIRECTOR GENERAL

AssalamualaikumWarahmatullah and Salam 1 Malaysia,

Malaysia is an education hub hosting nine (9) branch campuses with more than 400 private higher

education institutions. Quality of higher education services plays an important role in supporting the

growth of the hub.

MyQUEST evaluation and rating system for private colleges forms the health check for the quality

improvement and guarantee. The necessity of carrying out accurate health check is shared in

Malaysia Education Blueprint 2015-2025 (Higher Education) and Eleventh Malaysia Plan (RMK-11) as

important.

To assist the colleges in filling up the MyQUEST evaluation and rating system, the User Manual

Version 02:2017 has been designed to obtain a more accurate data and information.

It is our hope that our evaluation and ratings will reflect a more accurate quality representation of

the colleges in order to make informed decisions.

Lastly, I would like to encourage all the colleges to participate in the next MyQUEST evaluation and

ratings.

Thank you.

DATIN PADUKA IR. DR. SITI HAMISAH TAPSIR

Director General



vi

FOREWORD BY DEPUTY DIRECTOR GENERAL

AssalamualaikumWarahmatullah and Salam 1 Malaysia,

The evaluation and rating system, MyQUEST for private colleges has created an opportunity for

institutional and cluster quality checks. These checks provide opportunity for informed decision

making by interested parties and capacity building for private higher education institutions.

As the indicators for quality requirements and demands constantly change, review has become

necessary and important. Therefore, MyQUEST User Manual Version 02:2017 is published to fulfil

those needs.

Lastly, I would like to take this opportunity to thank everyone who has been involved in publishing

this manual. I believe the colleges will make good use of this manual in order to enhance their

understanding of the instrument and provide appropriate and accurate data.

Thank you.

DR. MOHD NOR AZMAN BIN HASSAN

Deputy Director General (PHEI)



MyQUEST User Manual

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1.0 INTRODUCTION

MyQUEST is an abbreviation for Malaysia Quality Evaluation System for Private Colleges. The system,

developed by the Ministry of Higher Education (MoHE) Malaysia in 2009, is an instrument to evaluate

the current performance of private colleges in Malaysia. The evaluation of private colleges is aimed at

driving improvements in quality through developmental approaches, ratings and self-assessment.

MyQUEST is also a part of the objective to achieve the Key Results Area (KRA) for Ministry in improving

the quality of education in Malaysia.

1.1 Qualifying Criteria

Private colleges that are registered with MoHE are invited to participate in this evaluation. Each college

must fulfill the following criteria in order to be included in the evaluation:

a) At least one(1) cohort of students have graduated

b) Must complete the entries of all five evaluation criteria of the instrument

1.2 Evaluation Process

The MyQUEST evaluation involves two phases. In the first, the private colleges are required to self-

evaluate and declare their data and practices, via online using MyQUEST instrument. These responses

assign scores that match to the above criteria. Private colleges are able to generate score to self-

evaluate their own achievement.

The second phase involves a premise audit by auditors assigned by the ministry. Private colleges are

required to provide evidence for the declaration made in the first phase. Scores will be re-generated

based on the verified audited data provided during the auditing process.

The characteristics of MyQUEST instrument are:

a) Easy to use and non-controversial

The criteria in MyQUEST are designed so that they are easy to use, easy to acquire data and easy to

report. The involvement of private colleges started from the beginning; therefore, the indicators are

valid across all sizes of colleges and all clusters.

b) Evaluate colleges and clusters, not programs

MyQUEST is used to evaluate colleges and clusters as a whole. Programs-based evaluation is

conducted by MQA which focuses on the accreditation of the programs.

c) Higher education acts, regulations and guidelines as basis for the criteria

The development of MyQUEST uses the acts, regulations and guidelines as the basis. Therefore,

private colleges should find that all indicators are easy to be used.

d) Instrument to be generic across different programs

For college-based evaluation, the indicators are generic across all programs, with a purpose of giving

a true reflection of the quality of the colleges.

e) Allow self-evaluation

The MyQUEST engine is transparent; therefore it allows self-evaluation from the colleges’ perspectives.

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f) MyQUEST does NOT duplicate evaluation by other regulatory bodies

There are no similar evaluations conducted by other regulatory bodies for private colleges.

1.3 Evaluation Criteria

All participating colleges are evaluated based on the five (5) main criteria with different weights,

reflecting their importance. The evaluation criteria and their weights are:

a. Students (10%)

b. Resources (30%)

c. Quality Management Systems (QMS) (30%)

d. Programmes Recognition (10%)

e. Graduates Recognition (20%)

1.4 Evaluation Reports

The MyQUEST is able to generate three (3) different evaluation reports which is College Based, Cluster

Based and International Student Services Based.

a. College-based report

A college-based evaluation is an evaluation that focuses on the college in general. It includes

common data entry from all programs, common resources and common achievements. This kind of

evaluation is an indicator to a general standing of the college.

b. Cluster-based report

The cluster based evaluation generates reports on 9 cluster defined by National Education Code

(Manual Kod Pendidikan Nasional). This indicates the performance of the private colleges in the

cluster that relates to the programs offered by the colleges. This type of evaluation highlights the

strength of specific cluster in the college. The clusters are:

i. General Programmes

ii. Education

iii. Arts and Humanities

iv. Social Sciences, Business and Law

v. Science, Mathematics and Computing

vi. Engineering, Manufacturing and Construction

vii. Agriculture and Veterinary

viii. Health and Welfare

ix. Services

c. International student services report

An international student services is a reflection of the readiness and current standing of international

student management system. The availability of the evaluation enables the private colleges to

penetrate into the international market in luring good international students to Malaysia.

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1.5 Ratings

The ratings of the evaluation indicate the different performance and achievement levels of the colleges.

The rating system is shown in Table 1.

Table 1: Rating System

Rating Achievement

6 Outstanding

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Weak

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2.0 RATING PROCESS

2.1 Flow Chart for Rating

START

DATA ENTRY

SCREENING FOR QUALIFIED

COLLEGES

AUDIT

DATA PROCESSING AND

ANALYSIS

REPORTING

RESULT

Θ MoHE will notify colleges

Θ Open the system for self-assessment

exercise

Θ Data entry by colleges

Θ Submit data before the dateline

Θ Check for qualifying criteria for audit

Θ Give notice for audit visit

Θ Site audit for data verification

Θ Get audit report endorsement from

college representative

Θ Submit report to MyQUEST secretariat

Θ Process verified data

Θ Generate marks for each category

Θ Report findings to Ministry

Θ Ministry announces result

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3.0 MyQUEST SYSTEM

3.1 Flow Chart for Data Entry

(Refer to Figure 1)

(Refer to Figure 7 & Figure 8)

(Refer to Figure 9)

Θ Open the browser and type the URL

address

Θ Username and temporary password will

be given by MoHE to all private colleges

Θ Any forgotten password will be sent to the

registered email address

Θ Password can be changed under [Change

Password] in College Information page

Θ Select the Year of Evaluation

Θ Click [Edit] to start entering data

Θ Click [Delete] to delete all data for the

selected year

Θ Details of the colleges are automatically

extracted from MoHE database based on

the official registered data. Any changes to

the shaded forms need to be done

manually at MOHE

Θ User can insert a secondary phone

number and email address to be used in

the system

Θ Insert the required details of the

respondent

Θ User needs to declare their compliance to

the related acts

Θ Immigration Act 1959/ 1963 (Amendment)

2002 is applicable to all private colleges

that have international students only

START

LOG-IN

YEAR OF EVALUATION

COLLEGE INFORMATION and

RESPONDENT DETAILS

COMPLIANCE TO ACTS

A

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(Refer to Figure 12 – 26)



Θ Programme Information

Θ Resources (Library)

Θ Resources (Physical Infrastructures)

Θ Resources (Financial)

Θ Resources (Staff)

Θ Students

Θ Resources

Θ QMS

Θ Programme Recognition

Θ Graduates Recognition

Θ SCORE SUMMARY

Θ Students

Θ Resources

Θ QMS

Θ Programme Recognition


Θ SCORE SUMMARY

COLLEGE-BASED SCORE

CLUSTER-BASED SCORE

0. General Programmes

1. Education

2. Arts and Humanities

3. Social Sciences, Business

and Law

4. Science, Mathematics and

Computing

5. Engineering, Manufacturing

and Construction

6. Agriculture and Veterinary

7. Health and Welfare

8. Services

A

DATA ENTRY

B

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(Refer to Figure 53)

Θ Students

Θ Resources

Θ QMS

Θ Course Recognition


Θ SCORE SUMMARY

Θ There will be no changes can be made

after the submission

INTERNATIONAL STUDENT SCORE

SUBMIT

B

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3.2 MyQUEST Screen-Shots for Data Entry

The screen-shots shown in this section can be linked to the flow chart shown in section 3.1. Please note

that the benchmarks values are for visualization only. The final benchmark values will be announced

before the exercise begins.

Figure 1: Main Page (User Login)

Get in to the system from the url address: https://myquest.mohe.gov.my

https://myquest.mohe.gov.my/

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Figure 2: Main Page (Forgot Password)

Click Forgot Pass ord link if user forgot the password.

- The following page will appear when user clicks on Forgot Pass ord link.

Figure 3: Forgot Password

Enter the registered email address and your new password will be sent to that email address.

Click this link if user

forgot the password

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Figure 4: User Manual

Click on User Ma ual link if user wants to download MyQUEST User Manual.

Log in to the system using registered username and password allocated in MyQUEST System.

- The following page will appear after the user successfully log in to the system.

Figure 5: Select Year of Evaluation

Select ‘Year of Evaluation’ - to add new data

Use this link to

download User Manual

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Select Year of E aluatio to add new data.

- On this page user can start entering new data, add new data, modify data or delete data.

Figure 6: Add new data

Click on the icon to modify data.

Click on icon. Data will be deleted from database.

Click this icon to start

entering or edit the data

Click this icon to delete the whole data. You may delete and recreate the year of evaluation

Select the year of evaluation

and click “Select” button

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Figure 7: College Information

- This page (Figure 7) will appear after user click on the icon.

- Check all of the college information and update if necessary.

- Fill in respondent information with respondent email address. This email is important for MoHE

referral.

Figure 8: Respondent Information

Click on Save to Update button to save the data or Next button to continue to the next step.

PTPTN code must be added by

college

These data are based on the records at MoHE. College also can change the data

This email is used to retrieve your password

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Figure 9: Awareness Page

- On this page, all colleges must comply with the related acts before they can be allowed to

continue using the system to the next step. If not, colleges are not allowed to proceed.

Tick Yes or No for all items.

Click on Sa e to Update button to save the data or Ne t button to continue to the next step.

- The following page will appear for data entry.

Figure 10: Data Entry Menu

All colleges must comply to the related acts before they can be allowed to enter the system

For colleges that do not have approvals to take international student

Data Entry Menu

– click this menu to fill in all

data entry

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Click on Data E tr menu to fill in all data entry.

Figure 11: Glossary Icon

Click on the Glossar Icon to download or view MyQUEST Glossary. This icon has been placed on

majority of page in the system.

Figure 12: Data Entry – Programme Information

Click Information Icon

– to see details of

cluster

Fill in all programme

Information

Glossary Icon – to download or view

glossary

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Click on Progra e I for atio menu. This page (Figure 12) will appear.

- Fill in all active and valid programme information that has been registered in college.

- If user wants to see details of cluster, click on the icon and the list of clusters shown in

Appendix A (Figure 13)will appear.

Figure 12: Data Entry – Program Information (continue)

- Fill in the name of the programme and the relevant data for each valid program in college.

Cli k Add utto to add e progra s.

- List of programmes will be displayed at the bottom of page.

- To modify the information, click on the icon to edit.

- To delete, click on icon. Data will be deleted from database.

Click on the icon to see details of programme information that has been added in the system.

Click on Ne t button to proceed to the next step.

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Figure 13: Appendix A – list and details of programme cluster

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Figure 13: Appendix A – list and details of programme cluster (continue)

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Click on Resources (library) menu. This page (Figure 14) will appear.

- Fill in all data related to library facilities.

- Please note that the data needed is the number of titles, not number of copies.

Figure 14: Data Entry – Resources (Library)

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Click on Sa e to Update button to save the data or Process button to continue to the next step.

- The following page (figure 15) will appear for data entry.

Figure 15: Data Entry – Resources (Physical Infrastructures)

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- Fill in all data related to support facilities. The Square Meters format will automatically convert to

Square Feet format and will appear after user save the data.

Figure 15: Data Entry – Resources (Physical Infrastructures) (continue)

- Choose sports facilities provided by institutions by ticking Yes or No .


- The following page (Figure 16) will appear for data entry.

Figure 16: Data Entry – Resources (Financial)

- Fill in all data related to financial.

Click ‘Save to Update’ button

- to save & update data

Click ‘Back’ button

- to return to previous page

Click ‘Process’ button

- to go to next page

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- The following page (Figure 17) will appear for data entry.

Figure 17: Data Entry – Staff

- Fill in the Name of staff and to determine Category of Staff, choose Lecturer,

Instructors/Demonstrator or Licensed Counselor. System will automatically change directly to

category of staff that has been selected.

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Figure 18: Data Entry – Resources (Staff) -> Lecturers

- Fill in the Name of staff and to determine Category of Staff, choose Lecturer.

- Fill in all relevant data.

Click on Add/Save button to add new staff.

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Figure 19: Data Entry – Resources (Staff) -> Instructors/Demonstrators

- Fill in the Name of staff and to determine Category of Staff, choose Instructors/Demonstrators.



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Figure 20: Data Entry – Resources (Staff) -> Licensed Counselor

- Fill in the Name of staff and to determine Category of Staff, choose Licensed Counselor.



- List of staff will appear at the bottom, as shown in Figure 21.

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Figure 21: Data Entry – List of Staff

Click on the icon to to modify or edit the information.

Click on icon to delete. Data will be deleted from database.

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Figure 22: College-based menu

Click on College-based Data Score menu to fill in all data and to generate score for college-based.

College-based Score Menu

– click this menu to fill in all data entry & generate marks for

college-based

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Figure 23: College-based Data& Score-> General

Click on College-based Score Menu at the top, this page (Figure 23) will appear.

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Click on Generate Marks or Process button to proceed.

- This page (Figure 24) will appear after user click on the Generate Marks or Process button.

Provide all the data required.

Figure 24: College-based Data &Score-> Student

Click on Generate Marks button to proceed.

Click on the icon that has been provided to upload document,

Figure 25: Upload Attachment for Student Criteria

- This page (Figure 25) will appear when user clicks on icon.

Click this icon – to upload attachment

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- User can upload any supporting document in this page. Only document in *.pdf format are

allowed to be uploaded.

Click on the icon to view the attachment file.

Click on this icon to delete the attachment file.

Click on the Generate Marks button.

- This page (Figure 26) will appear. Provide all the data required.

Figure 26: College-based Data &Score-> Resources

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- This page (Figure 27) will appear. Provide all the data required.

Figure 27: College-based Data & Score-> QMS

Click on Generate Marks button to proceed to the page on Program Recognition as shown in

Figure 28.

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Figure 28: College-based Data & Score->Programme Recognition

Click on Generate Marks button to proceed to the page on Graduate Recognition as shown in

Figure 29.

- Provide all the data required.

Figure 29: College-based Data &Score-> Graduates Recognition

Click on Generate Marks button to proceed to the score summary page for college-based score

(Figure 30).

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Figure 30: Score Summary for college-based score

Click on the Ge erate Marks button to save all the data.

Click on Cluster-based Score menu to generate score for cluster-based as shown in Figure 31.

.

Figure 31: Cluster-based Menu

Figure 31: Cluster-based Menu

Cluster-based Score Menu

– click this menu to fill in all data entry & generate

marks for cluster

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Figure 32: List of Clusters

This page (Figure 32) will appear when user click on the Generate Marks button i S ore

Su ary page.

Select any cluster to proceed.

- When user clicks on a cluster, example Social Science, Business and Law, this page will appear

(Figure 33).

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Figure 33: Cluster-based Data &Score->SOCIAL SCIENCE, BUSINESS AND LAW (STUDENT)

- Fill in all data required for this cluster.


- This page (Figure 34) will appear after user hit on the Generate Marks button from Student Score

page (the data for Resources)

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Figure 34: Cluster-based Data & Score->SOCIAL SCIENCE, BUSINESS AND LAW (RESOURCES)


This page (Figure 35: page for QMS) will appear after user click on the Generate Marks button

from the page for RESOURCES.

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Figure 35: Cluster-based Data &Score->SOCIAL SCIENCE, BUSINESS AND LAW (QMS)

Click on Generate Marks button (on page for QMS) to proceed to the next page (Figure 36: for

page of Programme Recognition).

Figure 36: Cluster-based Data &Score->SOCIAL SCIENCE, BUSINESS AND LAW

(PROGRAMME RECOGNITION)

Click on Generate Marks button to proceed

Click on Ge erate Marks button (on page for Programme Recognition) to proceed to the next

page (Figure 37: page of Graduate Recognition).

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Figure 37: Cluster-based Data &Score->SOCIAL SCIENCE, BUSINESS AND LAW

(GRADUATES RECOGNITION)

Click on Ge erate Marks button (on page for Graduate Recognition) to proceed to the next page

(Figure 38: page of Score Summary).

Figure 38: Score Summary ->SOCIAL SCIENCE, BUSINESS AND LAW

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Click on the Ge erate Marks button to save all data.

- Repeat doing the similar steps described above (from Figure 33) to generate score for other

selected clusters. When finished with all the relevant clusters, proceed with the International

Stude ts s ore y li ki g the e u for International Student Score button.

Figure 39: International Student-Score Menu

Click on I ter atio al Student-S ore Menu to generate all marks for International Student.

Click on the Stude t Menu for International Student-Score.

- The following page shown in Figure 40 will appear.

International Student-Score Menu

– click this menu to generate marks for International student

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Figure 40: SCORE SUMMARY ->Student (INTERNATIONAL STUDENTS)

Click on Generate Marks on Student Manu button to generate marks and to proceed to the next

page (Figure 41: page of Resources).

Figure 41: SCORE SUMMARY ->Resources (INTERNATIONAL STUDENTS)

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Click on Generate Marks on Resources Manu button to generate marks and to proceed to the next

page (Figure 42: page of QMS).

Figure 42: SCORE SUMMARY ->QMS (INTERNATIONAL STUDENTS)

Click on Generate Marks on QMS Manu button to generate marks and to proceed to the next page

(Figure 43: page of Programme Recognition).

Figure 43: SCORE SUMMARY ->Programme Recognition (INTERNATIONAL STUDENTS)

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Click on Generate Marks on Programme Recognition Manu button to generate marks and to

proceed to the next page (Figure 44: page of Graduate Recognition).

Figure 44: SCORE SUMMARY ->Graduates Recognition (INTERNATIONAL STUDENTS)

Click on Generate Marks on Graduate Recognition Manu button to generate marks and to proceed

to the next page (Figure 45: page of Score Summary of International Students).

Figure 45: Score Summary for International Students

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Click on the Ge erate Marks button to save all data.

Figure 46: Review / Submission Menu

Click on Review/Submission Menu (refer to Figure 46) to view all marks and score.

- This following page (Figure 47) will appear when user clicks on Re ie /Su issio Menu or hits

on the Generate Marks button from Score Summary for International Students page.

Review/Submission Menu

– click this menu to view all marks & score based on self evaluation

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Figure 47: Review/Submission Page on Final Score

Click on Submit button to send all data to MoHE.

Please click on ‘Generate’ button to save all data

Please make sure you’ve click the ‘Generate’ button

before clicking Submit button

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3.3 MyQUEST screen-shots for Performance Report

Performance report is to show the performance of the college according to the year of evaluation

starting from year 2014.

Figure 48: User Login Page

Log in to the system from the url address: https://myquest.mohe.gov.my

- Log in the system using registered username and password on page shown in Figure 48.

https://myquest.mohe.gov.my/

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- This following page (Figure 49) will appear once user log in the system.

Figure 49: Main Page for User

Click the PERFORMANCE REPORT button to view the performance report of college for each

evaluation year.

- The following page (Figure 50) will appear.

Figure 50: PERFORMACE REPORT Page

Click PDF icon for

view the data entry

(pre-Audit data).

‘Not Applicable’ when the date of data entry

is ended

Click this button to view

the performance report

of college for each

evaluation year

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- Sele t the Year of E aluatio a d li k o Su it utto . Performance report page will appear as

shown in Figure 51.

Figure 51: PERFORMANCE REPORT for the year

Click to view report in

PDF format

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Figure 52: Performance analysis/report for the selected year

Click ‘download’ and select to view spider

web in other format Click ‘print’ to print spider web

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4.0 STUDENT SATISFACTION INDEX

Ministry of Higher Education is committed to ensuring that the PHEI (Private Higher Education

Institution) produces quality graduates. Therefore, a survey for Student Satisfaction Index (SSI) is

conducted to the participating colleges in the Malaysia Quality Evaluation System for Private Colleges

(MyQUEST). The aim of the survey is to obtain students opinion about their satisfaction with the

teaching, learning process and the facilities provided by their colleges. For that, a system is developed

for the colleges conduct the survey.

4.1 Student Satisfaction Index System Flow chart

START

LOGIN

ACTIVE PROGRAMMES

DATA ENTRY OF STUDENTS

INFORMATION

END

Θ Open the browser and type the URL

address:

https://myquest.mohe.gov.my/si_myques

t

Θ User can log-in into the system by using

the same user name and password

previously registered for MyQUEST.

Θ User is required to complete the

programmes broad fields before entering

any student s information

Θ Entering a new student s information

details or editing the existing details.

Please be sure that all the email addresses

are filled in and valid to ensure the

students receive the survey invitation

email.

Θ User is allowed to edit the entered data

until the deadline which is decided by the

system s administrator.

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4.2 Student Satisfaction Index System Screen-Shots

The screen-shots in this section are shown accordingly and respectively to the flow chart in Section 4.1.

Figure 53: Main Page (User Log-in)

Log in to the system from the url address: https://myquest.mohe.gov.my/si_myquest

Log in to the system using registered username and password allocated in MyQUEST System as

shown in Figure 53.

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Figure 54: Main Page (Forgot Password)

Click on Forgot Pass ord link if user forgot the password.

- This page (Figure 55) will appear when user clicks on the Forgot Pass ord link.

Figure 55: Forgot Password

Enter the registered email address and your new password will be sent to the email address.

Use this link

for forgotten

password

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Figure 56: User Manual

Click on User Ma ual link if user wants to download SSI MyQUEST User Manual.

- This page (Figure 57) will appear after the user successfully log in to the system.

Figure57: Main Page (After Log-in)

Use this link

to download

User Manual

Click this link to

add new

programme

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Click on the link Add Ne Progra e to add new programmes.

- This page (Figure 58) will appear and user can fill in new programme and the programme Broad

Field. Then click on the Sa e button to save it.

Figure 58: Add New Programme

Click ‘save’ button to save new programme

Fill in Programme &

corresponding

Broad Field

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Figure 59: Log in page with pop-up message

- Upon logging in, the system will check whether all the programmes broad fields are completed.

If not, a pop-up message will appear (Figure 59) indicating the number of programme

information yet need to be completed.

The system will check whether all the programmes’ broad fields are completed.

If not, pop-up message will appear indicating the number of programme yet

need to be completed

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Figure 60: List of Active Programmes

Click on the 'Add New Programme' link to add a new programme. Fill in the name of the

programme and the relevant broad field then click on 'Save' button to save database.

Click on the icon to modify the name of a programme and the corresponding broad field, and click

on icon after finishing the task.

Click on the icon to delete programme. Data will be deleted from database.

Use this link

to add new

programme

Click this

icon to save

Click this

icon to edit

Click this icon to

delete

programme

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Figure 61: Active Programmes Menu

- User can edit, select and save the broad field for each programme, and it can be done in just one

page. Just follow the given instructions. At this point, user is not allowed to add new programme

and view the student page. The links are only made enabled upon completion of each programme

entry.

- After all the broad fields are completed, user is allowed to add new programme or view the

student page.

Menu : Active Programmes

Edit name of

programme

Select relevant

broad field

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Figure 62: Student’s Menu

Click on the Stude t Menu to enter students information

- This page (Figure 62) will appear.

- List of students can be viewed by year and name of programme. User is also allowed to add

new student, edit and delete student s i for atio .

Click on Add Ne Stude t link to enter or add a new stude t s i for atio

- Please note that email address for each student is compulsory. This is important for MoHE to send

invitations via email to students.

- Please make sure that the email address is filled in and valid to ensure the student receive the

survey invitation email.

Click the Student Menu

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Figure 63: List of students

Click on the icon to modify the name of student

Click on the icon to delete stude t s i for atio ,

Click this link to add

new student

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Figure 64: Add new student

- This page (Figure 64) will appear when user clicks on the link Add Ne Stude t .

- Fill in all required information, then click on Sa e button to save data or click on Sa e & Add

A other button to add more student.

- The Reset button is used to clear information.

Click ‘Reset’ button to clear data

Click ‘Save’ button to save data

Click ‘Save & Add Another’ button to save data & add

another data

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Figure 65: List of new student

- List of new students added can be displayed at the bottom of page.

- User ca add stude t s i for atio i this field, a d the click o Sa e button or Sa e & Add

A other button to add more students.

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Figure 66: Upload new student

Click Upload Stude t to upload stude t s data.

- This page (Figure 66) will appear when user clicks on the link Upload Stude t .

- Please select programme before attached the CSV file.

- Please refer to the instruction provided above for preparing the CSV file. Please make sure your

CSV file is same format with the CSV template.

Click on Bro se button to attach csv file and click Upload button to upload that data.

- The following message will appear when the data file is successfully uploaded.

- User ca ie the list of e stude t at Student e u.

Click Upload

Student Menu

Please download

the CSV template

here

Select programme

Click ‘Browse’ to attach CSV file

Click ‘Upload’

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Figure 67: Message Upload Student

Click on Stude t Survey link.

- This page (Figure 68) will appear when user clicks on the link

- Select year of survey and the report of student survey will appear.

Figure 68: Report of Student survey

Message appear

after upload csv

file

Click this

menu to view

the report of

Select year of

survey

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5.0 AUDIT

5.1 Standard Procedure for Audit

START

QUALIFIED?

Θ To check whether the college is qualified

to be audited: college must have at least

one (1) graduated cohort.

AUDITORS ASSIGNMENT

Θ To determine number of auditors needed,

using the following condition:

o <1500 students – 2 auditors

o 1501 - 3000 students - 3 auditors

o >3001 – minimum 3 auditors

DATE OF VISIT Θ Secretariat to notify the college to confirm

the date of audit visit, usually by phone

PRE-AUDIT DOCUMENTS

Θ Secretariat to send to college the

following documents, three (3) days

before the visit:

o Letter from MoHE

o Audit programme

o Printed unaudited data entered

into the MyQUEST system

AUDIT Θ Site audit

Θ Endorsement of audit report by the

college representative.

REPORT SUBMISSION Θ Auditors will submit the report to

secretariat within 7 days

END

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5.2 Operational Definition and Glossary

DATA ENTRY

Programme Information

Description Operational Definition or/and Glossary

Programme name Official name of Certificate, Diploma or Degree awarded

Programme level Refers to Certificate, Diploma or Degree

Cluster General classification of field of studies

Matured programme? At least one cohort had graduated from the programme

MQA accredited? Malaysian Qualification Agency

Recognised by foreign countries? College qualification accepted for entry into accredited

programme at higher level in foreign countries OR

programme accredited by foreign accreditation body

Home grown? Self developed programme

Number of courses Courses refer to coded subjects that are given credits in the

curriculum excluding MQA compulsory courses

New students intake for 3 consecutive

years

First time registered students for the programme

Number of students in enrolment

exceeding minimum entry requirement

Minimum entry requirements based on MQA approval

Number of local students in enrolment Registered local students as of October of the evaluation

year

Number of international students in

enrolment

Registered international students as of October of the

evaluation year

Total enrolment Registered students as of October of the evaluation year

Number of students in enrolment on

full scholarships

Full scholarships (at least, full financial assistance for tuition

fees) are competitive in nature and provided by external

parties/agencies/foundation (excludes rebates, donations

and the likes)

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Programme Information (cont.)


External assessor available? Appointed person(s) among academician from other

institution (with appropriate qualification to the level of

programme) to conduct overall assessment (at least

covering 9 areas of COPA) of the programme.

The appointment is not to satisfy the requirement of

regulator/franchisor

Name of industrial advisor

-

Industrial advisor available? Appointed person from among industry stakeholders that

are consulted on matters related specific to the programme.

Minutes of meeting corresponding to the programme are to

be provided

Number of graduates employed or

furthered studies within 6 months of

graduation date

Total number of graduates Graduate list is a list of students graduated from 1st

January

to 31st

December of the evaluation year (based on list

approved by college)

Number of graduates employed at

appropriate education level

Can be based on salary or position and responsibility

suitable for qualification level. The position held by

graduates is matching with his/her qualification.

Those who continue their studies at higher level than

his/her qualification, fall under this category too

Resources – Library


Number of titles of books in the library,

including subscribed e-books and

journal titles

Only titles of books are required (exclude same title copies

and different editions). There should NOT be any double

claim at different cluster.

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Resources – Physical Infrastructures (Support Facilities)


Total campus (built-up) area (m2) All covered floors.

Built-up areas for teaching and learning

(m2)

These are areas, where teaching and learning take place

involving staff AND students. These places include academic

staff office, classrooms, laboratories,

multipurpose/examination hall and library.

Built-up areas for informal learning (m2) These are dedicated areas (with open access) that may be

provided with wireless access, proper sittings and/or tables

for students self learning (example corridor, café, gazebo,

surau, lobby). There should NOT be any double claims with

the areas for teaching and learning. (Excluding, for example

toilets, stairs areas, AHU, TNB and other areas not

accessible for students).

Internet hotspots (wifi) coverage area

(m2)

Built-up areas with wifi connectivity.

Resources – Physical Infrastructures (Facilities for Sports and Recreation that Students Have Access

to)

Description Operational Definition (Glossary)

Facilities for Sports and Recreation Facilities provided physically at college premise or rented by

college for a long duration for student use and NOT on ad-

hoc (competition-based) basis.

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Resources – Financial


Operating expenditure

-

ICT expenditures All expenses related on ICT to facilitate delivery and

assessment of teaching and learning such as software

licenses, hardware, servers, internet subscription, e-library,

e-books, projector, computer, learning management

system, digital based teaching and learning services, etc.

Total of endowments Dedicated money parked by external company, parent

company or Foundation to the college for specific use.

Total of grants External funding for academic or research provided by

external parties (including grants given by parent company)

or HRDF scheme.

Total of gifts Value of gifts in cash or kind received from external parties,

parent company or Foundation.

Resources – Staff


Name of Academic Staff

-

Category of staff Staff can be categorized under any of these three:

. Lecturer

. Instructor/Demonstrator (those who has lower

qualification than the requirement to teach)

. License Counsellor (appointed staff that registered with

Board of Counsellors)

Highest Academic Qualification -

Cluster General classification of field of studies

Status Full or Part-time

No of years in this college -

Teaching experience -

Industrial experience -

Man-days training attended A man-day is equivalent to cumulative eight hours of

training

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COLLEGE-BASED CRITERIA

Student


Number of activities organised by or

with external organisations

participated by students

Competition organised by external parties or activities

organised by students or jointly organised with external

parties and community and industry engagement organised

by students.

Number of home countries (for

international students)

Country of origin of international students

Resources


Number of students provided with

accommodation by the college

Students’ residen e provided y ollege either rented y college from third party (rental payment by students is

managed by college) or college own housing

accommodation.

Profit and Loss for three consecutive

Years

Value as in Profit and Loss statement

Year 1 -

Year 2 -

Year 3 -

Access to health service for ALL staff

and students

-

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Quality Management System


QMS certification for teaching and

learning activities.

External certification: External QMS certification such as ISO

given by third party like SIRIM, Lloyds, UKAZ, etc.

Internal certification: Check internal procedure for teaching

and learning related activities.

- Teaching and learning activity is an overall process, from

curriculum development, delivery and assessment.

- QMS external certified for support services including ISO

for library, 5S, etc.

QMS for international students Dedicated officer handling international students affairs

appointed by the college.

SOP includes handling of student visa, welfare and

accommodation and departure of students.

QMS for students’ se urity and safety Dedicated security officer handling students security and

safety (local and international) appointed by the college.

SOP includes handling of issues related to student

misconduct with authority.

Graduate Recognition


Number of external awards or

recognition received by

graduate/alumni

Award received by graduate/alumnus such as Best Student

Award, Final Year Project, etc. given by external

organisation.

CLUSTER-BASED CRITERIA

Student


Number of activities organised by or

with external organisations

participated by students

Competition organised by external parties or activities

organised by students or jointly organised with external

parties and community and industry engagement organised

by students.

Number of home countries (for

international students)

Country of origin of international students.

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NOTES

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NOTES

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