Video Sosialisasi Departemen QA untuk Kegiatan O-WEEK

O-Week UC Official

30 Aug 202414:54

Summary

TLDRLeni Rosita and Debora from the Quality Assurance Department introduce the role of their department in ensuring high educational standards. They explain the PDCA cycle implemented across all departments and programs. They discuss the department's responsibilities, including long-term development plans, strategic plans, standardization of documents, and handling surveys. They also cover internal and external audits, development of new programs, complaint verification, accreditation, and performance reporting. The script highlights the university's accreditations, awards, and rankings, emphasizing the department's commitment to quality and continuous improvement.

Takeaways

😀 The presentation introduces Leni Rosita and Debora from the Quality Assurance Department.
📚 The Quality Assurance Department's role is to ensure the organization meets high educational quality standards.
🔄 They emphasize the PDCA (Plan-Do-Check-Act) cycle, which is implemented across all departments and study programs.
📈 They handle 9 job areas, including long-term development plans, strategic plans, KPIs, standardization of management systems, and various surveys.
🏆 Universitas Ciputra has achieved A-level accreditation and has been recognized with awards for internal quality assurance systems.
🌐 The university has also received ISO certifications and is recognized in international rankings such as QS ASEAN University ranking.
📁 The 'student document information' feature facilitates access to academic regulations, guidelines, and other necessary documents.
💌 There are multiple channels for students to submit complaints or suggestions, including email, phone, and direct messaging through apps.
📊 Surveys are conducted to gather feedback on orientation, learning processes, services, and facilities, and to understand students' perception of the university's vision and mission.
🔒 Survey responses are confidential, ensuring that students' identities are hidden from lecturers to encourage honest feedback.
📊 Survey reports are available for students to access, providing detailed analysis and evaluation for continuous improvement.

Q & A

What is the main function of the Quality Assurance Department as described in the script?
-The main function of the Quality Assurance Department is to ensure that the organization meets high standards of quality in education. They oversee the PDCA (Plan-Do-Check-Act) cycle across all departments and study programs.
What are the 9 job areas handled by the Quality Assurance Department?
-The 9 job areas handled by the Quality Assurance Department include long-term development plans, strategic plans linked to KPIs, standardization of management system documents, policies, SOPs, forms, and various types of surveys.
How does the Quality Assurance Department handle data and actions from different departments?
-While operational tasks are performed in their respective departments, all data is compiled and monitored by the Quality Assurance Department, which also oversees follow-up actions.
What is the significance of the PDCA cycle in the Quality Assurance Department's operations?
-The PDCA cycle is significant as it ensures continuous improvement and quality control across all departments and study programs by planning, executing, checking, and acting on feedback.
What are the various ways students can provide feedback or complaints to the university as mentioned in the script?
-Students can provide feedback or complaints through email, direct departmental emails, phone calls directed to student services, WhatsApp, or Line, and also through an 'improvement box' tool within the university's application.
What are the different types of surveys conducted by the university as described in the script?
-The university conducts various types of surveys including new student surveys, vision-mission surveys, Ki surveys for learning, service surveys, internship surveys, final project surveys, and graduate surveys.
How does the university ensure the confidentiality of student responses in surveys?
-The university ensures the confidentiality of student responses by anonymizing the identities of students when they fill out surveys, so that their responses cannot be traced back to them.
What is the role of the 'improvement box' in the university's quality assurance process?
-The 'improvement box' serves as a platform for students to submit complaints or suggestions for improvement, which are then responded to by the relevant departments or programs, and the resolution is verified by the student who submitted the complaint.
What are the key achievements of Universitas Ciputra mentioned in the script?
-Universitas Ciputra has achieved A-level accreditation, ISO certifications for 9001 and 21001, and recognition in QS ASEAN University ranking. It has also received awards for internal quality assurance systems and has been recognized in the UI Green Metric for sustainability programs.
How does the university facilitate access to academic documents for students?
-The university facilitates access to academic documents through the cedx application, where students can find regulations, academic guidelines, final project guidelines, and other necessary forms. These documents will also be made accessible on the dashboard for easier access.

Outlines

00:00

📚 Introduction to Quality Assurance Department

The speaker, Leni Rosita, introduces herself and is joined by Debora from the Quality Assurance Department. They explain the role of the Quality Assurance Department in ensuring high educational standards. The department focuses on the PDCA cycle (Plan, Do, Check, Act) across all departments and study programs. They handle nine job areas, including long-term development plans, strategic plans, KPIs, standardization of management systems, policies, SOPs, forms, surveys, internal and external audits, and development of new programs. They also deal with complaints, accreditation, certification, management reviews, and overall performance reporting. The university has achieved excellent accreditation and has been recognized for its quality assurance systems, including ISO certifications and awards from the regional quality assurance system for higher education. The university is also ranked in the QS ASEAN University rankings and has a sustainability program.

05:01

📁 Accessing Student Documents and Feedback Mechanisms

The speaker discusses the process of accessing student documents through the university's application, including academic regulations, guidelines, final project documents, and other forms. They mention that these documents will be made more accessible on the dashboard for easy retrieval. The speaker also introduces direct complaint and suggestion mechanisms, including email, phone, WhatsApp, and Line, as well as an 'Improvement Box' tool within the university's application for students to provide feedback. The Improvement Box is available for both internal staff and external parties like students, parents, and alumni. The process for handling feedback through the Improvement Box is outlined, including response, root cause analysis, action items, and verification by the person who submitted the feedback. The speaker also mentions upcoming changes to make document access even easier in September.

10:03

📊 Utilizing Surveys for Continuous Improvement

The speaker explains the importance of surveys in gathering feedback from students on various aspects of their experience at the university, including orientation, learning processes, services, and facilities. Different types of surveys are conducted, such as new student surveys, vision and mission surveys, course learning surveys, internship and final project surveys, and service surveys. The timeline for these surveys is provided, with new student surveys happening after orientation and other surveys spread throughout the academic year. The surveys are designed to be anonymous to ensure honest feedback and are accessible through the university's application or website. The speaker reassures students that their responses will not affect their grades or other academic aspects and encourages them to provide honest feedback. Survey reports are also available for students to access.

Mindmap

Keywords

💡Quality Assurance

Quality Assurance (QA) refers to the process of ensuring that products, services, or processes meet certain quality standards. In the context of the video, it relates to the department's role in ensuring that the organization meets high educational quality standards. The script mentions that the QA department is responsible for overseeing the PDCA cycle across all departments and programs, which is a key part of maintaining quality.

💡PDCA Cycle

The PDCA cycle, also known as the Deming cycle or Shewhart cycle, stands for Plan-Do-Check-Act. It is a continuous improvement approach used in business and quality management. The video script refers to the PDCA cycle as a key operational focus for the Quality Assurance department, ensuring that all departments and programs adhere to this cycle for continuous improvement.

💡Long-term Development Plan

A long-term development plan is a strategic document that outlines an organization's goals and objectives for the future. In the video, it is mentioned as one of the job areas handled by the Quality Assurance department, indicating that they are involved in the strategic planning process to ensure the organization's long-term success.

💡Strategic Plan

A strategic plan is a comprehensive document that guides an organization's decisions and actions. It includes the organization's goals, strategies, and tactics for achieving those goals. The video script mentions that the strategic plan is broken down into Key Performance Indicators (KPIs), which are then managed by the Quality Assurance department.

💡Standardization

Standardization in the context of the video refers to the process of making various practices, procedures, and policies uniform across the organization. It is mentioned as a job area of the Quality Assurance department, which ensures consistency in the management system documents, policies, SOPs (Standard Operating Procedures), and forms.

💡Internal and External Audits

Internal and external audits are evaluations conducted to ensure that an organization's processes, systems, and records are accurate and compliant with regulations and standards. The video script highlights that the Quality Assurance department is responsible for managing both internal and external audits, which is crucial for maintaining the organization's quality and credibility.

💡Accreditation

Accreditation is a formal recognition that an institution or program meets specific quality standards. The video script mentions that the Quality Assurance department is involved in the accreditation process, which is a testament to the organization's commitment to quality and excellence.

💡ISO Certification

ISO (International Organization for Standardization) certification is an international recognition of an organization's adherence to specific quality management systems. The video script refers to the organization's ISO 9001 and ISO 21000 certifications, indicating that they have met the standards for quality management in education and training services.

💡Student Feedback

Student feedback is essential for educational institutions to improve their teaching methods, services, and overall student experience. The video script discusses various tools and surveys used by the organization to collect student feedback, such as direct complaints, suggestion boxes, and improvement boxes, which are all managed by the Quality Assurance department.

💡Surveys

Surveys are tools used to gather opinions and feedback from a group of people. In the video, surveys are mentioned as a method for the organization to collect feedback on various aspects such as orientation week, academic services, and student satisfaction. The Quality Assurance department organizes and analyzes these surveys to improve the institution's performance.

💡Sustainability Program

A sustainability program focuses on the institution's commitment to environmental, social, and economic sustainability. The video script mentions the organization's participation in sustainability programs and rankings, which reflects its dedication to responsible practices and quality education.

Highlights

Introduction to the Quality Assurance Department and its role in ensuring high educational standards.

Explanation of the PDCA cycle (Plan-Do-Check-Act) as a key operational process.

The department's handling of 9 job areas, including long-term development plans and strategic plans linked to KPIs.

Standardization of management system documents, policies, and SOPs.

Organization and compilation of all survey types within the Quality Assurance Department.

Internal and external audit processes and their significance.

Development of new study programs and institutions.

Verification of complaints, audit results, and accreditation processes.

Achievements in university recognition, including Akreditasi Unggul status since June 2017.

Accreditation of the library and recognition from LPDI for internal quality assurance in higher education.

ISO certifications for quality management and higher education.

Research achievements and recognition in the Mandiri Cluster.

International accreditations and rankings, including QS ASEAN University ranking.

Student document information facilitation through the cedx application.

Introduction of the Improvement Box as a tool for student feedback and complaint management.

Details on the types of surveys conducted, including new student surveys and service surveys.

Timeline for various surveys throughout the academic year.

Methods for filling out surveys and assurance of student anonymity.

Availability of survey reports for students on the cedx platform.