3-policy-sop-on-feedback-process

MANAV RACHNA INTERNATIONAL UNIVERSITY (Deemed to be University under section 3 of the UGC Act 1956)

Policy No. MRIU-IQAC-PL-FB/2017-18

MRIU Policy on Feedback Process and SOPs for Implementation (Effective from the date of notification)

Notified vide MRIU/REGR/2017/230/1

dated: 26th December 2017

MANAV RACHNA INTERNATIONAL UNIVERSITY Sector -46, Surajkund Badkhal Road, Aravali Hills, Faridabad- 121004

HARYANA

INDEX S.No

Description

1.0

SHORT TITLE AND APPLICATION

1

2.0

DEFINITIONS

1

3.0

PURPOSE

2

4.0

OBJECTIVE OF POLICY

2

5.0

GENERAL PROVISIONS

3

6.0

TYPE OF FEEDBACKS AND RESPONSIBILITIES

3

7.0

MINIMUM RESPONSES FROM STAKEHOLDERS

6

8.0

REVIEW MECHANISM

6

9.0

RECORD MANAGEMENT

7

10.0

EXIGENCY

7

11.0

Annexure A - STANDARD OPERATING PROCEDURE FOR IMPLEMENTATION OF POLICY ON FEEDBACK Annexure B - FEEDBACK FORMS OF DIFFERENT STAKEHOLDERS

8

12.0

Pages

12-17

Head

Modification

MRIU Policy on Feedback Process and SOPs for Implementation

Change of Feedback Forms of all stakeholders (Page no-12 to 17)

Policy on Feedback Process 1.

PURPOSE

The purpose of Policy on Feedback Process and SoPs for Implementation is to provide a framework for producing, capturing, summarizing and documenting information on feedback of different stakeholders viz; students, faculty members, alumni, parents and employers on quality and effectiveness of the different curricula and academic/administrative processes and overall environment of Manav Rachna International University (MRIU) in general.

2.

OBJECTIVE OF POLICY

The main objectives of this document on Policy on Feedback Process and SoPs for Implementation are: a)

Monitoring and improving the quality of curricula through timely collection and analyzing the feedback of all stakeholders.

b)

Providing opportunities for continuous improvement in quality of curricula.

c)

Providing the opportunity to all stakeholders to actively participate in the continuous improvement of programs of study via feedback methods.

d)

Recognizing, documenting and

implementing good

practices for

curricula

improvement. e)

Linking student and other stakeholder feedback to the systematic development of quality of curricula.

1

3.

GENERAL PROVISIONS

The general provisions of the policy will be as follows i.

All stakeholders will have the opportunity to provide feedback.

ii.

Feedbacks of the stakeholders shall be the main source for consideration of introduction, revision and improvement of any programme or any course in the programme or to start any value-added or certificate course in the university.

iii.

Feedback processes will be systematic, rigorous and respectful of the rights of students,faculty members, alumni, parents and employers; and will incorporate strategies to maximum participation from all stakeholders.

4.

TYPE OF FEEDBACKS AND RESPONSIBILITIES

Following stakeholders’ feedback shall be put in place by all the departments to improvise the academic (curricular, co-curricular aspects) and administrative processes and generic facilities: i.

Students Course Feedback (on Content Delivery and Teacher)

ii.

Student Feedback on Curricula and Generic Facilities

iii.

Faculty Feedback

iv.

Alumni Feedback

v.

Parents Feedback

vi.

Employers Feedback

The different feedback forms to be used to take the feedback of stakeholders broadly covering the following parameters/attributes are annexed: •

Suitability of present curriculum towards program

•

Relevance of courses taught in terms of futuristic technologies

•

Extent of Flexibility in the Curriculum

•

Balance between theory and lab based courses

•

Overall effectiveness of syllabus

•

Extent of research and industry demands meeting in the curriculum,

•

Outcome Based Education & Lifelong Learning

•

Institutional Discipline and Culture

•

Infrastructure Facilities 2

•

Communication from Institute about the progress of ward

•

Career Guidance and Placement

•

Inculcation of Interest and Motivation

•

Value Added Inputs

•

Co-Curricular and Extra Curricular Activities

•

Industry Alliance

•

Moral Values, Ethics and Social Activities

•

Accessibility of faculty and senior staff

•

Handling of Grievances etc. etc

The different type of feedbacks with defined purpose, stakeholders involved from whom the feedback is to taken, frequency in a year and responsibilities for its smooth conduct, its analysis, action and review has been tabulated below:

Schedule and Details of Feedback by Stakeholders Title

Purpose

Stakeholders Involved

Frequency

Responsibilities for Collation

Analysis

Action

Review

Student To improve Students Course the quality Feedback of TeachingLearning

Twice a Semester

Department Department Feedback Academic Coordinator Committee

Dean of the respective Faculty and Head of the Department

IQAC

Student To analyze Students Feedback student’s broader study and curriculum experience, and Generic Facilities

Once a year Department Department Feedback Academic Coordinator Committee

Head of the Department after due approval in BoS/BoF and AC

IQAC through Feedback on Curricula Committee

Head of the For part Department t related to Generic and respective Facilities: Respective feedback coordinator Admin.

Heads Once a year Department Head of the Dean of the Alumni Department respective Coordinator and Faculty and respective Head of the coordinator Department

IQAC through Feedback on Campus Life Committee

Alumni To improve Alumni Feedback the functioning of the Department and further expand relations with the alumni.

IQAC through Feedback on Curricula Committee

3

Employer To bridge Feedback the IndustryAcademia gap

Employer

Once a year Department Head of the Placement Department Coordinator and respective coordinator

Head of the IQAC Department through and Corporate Feedback on Resource Curricula Centre Committee and HoD

Faculty To improve Faculty Feedback the quality members of Curriculum

Once a year Department Department Feedback Academic Coordinator Committee

Head of the Department after due approval in BoS/BoF and AC

IQAC through Feedback on Curricula Committee

After the review in the IQAC meeting the detailed feedback report compiled on the basis of feedback received from all the stakeholders along with analysis report with recommendations/suggestions.

Every Department of the University shall designate a (the) coordinator(s) who will be responsible for smooth conduct of feedback of all stakeholders regarding curricula, academic delivery, administrative support and other generic facilities as per stated procedures and frequency.

The detailed analysis of all types of feedbacks from stakeholders shall also be sole responsibility of the respective department. The HoDs in consultations with their respective Deans shall then forward the analyzed reports of feedbacks from all stakeholders along with due recommendations with proposed actions to be taken, to the concerned sections of the University as per laid down Standard Operating Procedures given as Annexure A in this document.

The final action taken there on by all the departments on the suggestions/recommendations made by the stakeholders on Curricula shall be compiled at the University level by Feedback on Curricula committee and shall then be presented before the Board of Management for its final perusal and further directions, if any.

5.

MINIMUM RESPONSES FROM STAKEHOLDERS

The minimum responses from the stakeholders as given below shall be required for proper analysis. i.

For Students Course Feedback (on Content Delivery and Teacher): Minimum 60% of the existing students’ strength in a class/section to be ensured for proper analysis. Furthermore the feedback of only those students having 60% attendance in a particular course till the time of taking feedback in a semester shall be considered for analysis of feedback.

ii.

For Students’ Feedback: Minimum 60% of the existing students’ strengthin a class/section to be ensured for proper analysis. Furthermore the feedback of onlythose students having 60% attendance in a academic year shall be considered for analysis of feedback.

4

iii.

For Faculty Feedback: Minimum 75% of the existing faculty members involved in teaching the courses in a programme shall be required to give their feedback for properanalysis of feedback.

iv.

For Alumni Feedback: After passing out of first batch for a programme, for proper analysis of feedback, the respective department should try to get feedback every year from at least 3 different alumni in case annual intake is less than 60 in that programmeand from at least 5 different alumni in case intake is more than 60.

v.

For Employers Feedback: For proper analysis of feedback, every year the respective department should try to get feedback from minimum 3 different perspective or existing employers of the students of a particular programme for proper analysis.

6.

REVIEW MECHANISM

The feedback system shall be subject to periodic review with the purpose of improving the system from time to time. At the time of review, changes in the requirements of the regulatory bodies shall be studied and incorporated suitably in the system.

After compiling and analysis of feedback from all stakeholders at the department level, the proposed actions by respective department in respect of curricula shall be further reviewed atthe University level Committee for “Feedback on Curricula”.

The final review of the recommendations of the University level Committee for “Feedback onCurricula” and by respective departments on other facilities shall be reviewed by the IQAC for its final recommendations and course of action.

The review of feedback formats/forms (including the parameters/attributes used) for various stakeholders, if required at any stage, shall also be carried out by IQAC. 7.

RECORD MANAGEMENT

The records of feedback of the stakeholders shall be maintained for minimum given periods as per responsibilities mentioned below: Type of Document

Record to be maintainedby

Minimum

Period

for

preservation Hard/Soft Copies filled-in Forms of Feedback Analysis Reports of Feedback

of Respected HoD

One Year- Samples to be preserved for five years

Respective HoD

Five Years 5

ATRs

Respective HoD

Review Reports of Feedback

Feedback

on Curricula

Committee

Final Review Reports

IQAC

on

Five Years Curricula

Five Years Five Years

For effective implementation of this policy, the Guidelines and Standard Operating Procedure annexed as Annexure A shall be followed by followed by all the users and stakeholders.

8.

EXIGENCY

Not withstanding anything stated in this Policy, for any unforeseen issues arising, and not covered by this Policy, or in the event of differences of interpretation, the Vice- Chancellor may take a decision, after obtaining if necessary the opinion/advice of a Academic Council/IQAC. The decision of the ViceChancellor shall be final

6

ANNEXURE A STANDARD OPERATING PROCEDURE FOR IMPLEMENTATION OF POLICY ON FEEDBACK For successful implementation of the stated policy on Feedback, standard procedures divided under below given six steps shall be followed: i.

Constitution of Department Level Feedback Committees

ii.

Collection of Feedback from Stakeholders

iii.

Collation and compilations of Feedback Reports

iv.

Analysis of Feedback Reports

v.

Action Taken Reports

vi.

Final Review of ATRs

1.

Constitution of Department Level Feedback Committees

The respective Head of the departments shall constitute and notify the feedback committee in the beginning of the Academic Year with their roles and responsibility for coordinating the collections of feedback from stakeholders, collations, compilations and analysis of reports.

The proposed constitution of the committee at the department level shall be as under: -

Overall Feedback Coordinator of the department

-

Departmental Placement Coordinator

-

Departmental Alumni Coordinator

However, HoD may induct more member(s) for effective execution, if required based on the strength of the students in the departments.

2.

Collection of Feedback from Stakeholders

The Student Course Feedback with regards to content delivery and teacher shall be taken twice in a semester preferably during the conduct of two Sessional tests. The exercise shall be coordinated by the

designated

Departmental

Overall

Feedback

Coordinator

by

associating

the

faculty

members/appointed invigilators during Sessional tests.

7

For Students’ Feedback covering students’ broader experience about their studies and curriculum and available generic facilities in the campus, the designated Departmental Overall Feedback Coordinator shall associate the other faculty mentors of the department to collect the feedback from students preferably during their end semester practical examinations.

The Faculty Feedback with regards to Curricular aspects, the designated Departmental Overall Feedback Coordinator shall collect the feedback of the faculty members associated in teaching the different courses during the academic yearat the end of academic year.

For collecting the feedback from Alumni and employers, respective designated alumnicoordinator and placement coordinator of the department in association with CRC shall collect the feedback as and when the alumni visits or employers visit the campus or by connecting with them personally on annual basis. The formats to be used for collecting the feedback from different stakeholders are attached as Annexure B (i to v) 3.

Collation and compilations of Feedback Reports

The collation and compilation of all the feedback reports shall be done by the Departmental Feedback Committee on annual basis after the end of every even semesterexcept for Student Course Feedback on delivery of contents, which shall be compiled afterthe end of two Sessional tests in a semester and the compiled report shall be submitted to the respective HoD accordingly.

4.

Analysis of Feedback Reports

After the receipt of the feedback reports, the analysis of the compiled reports of Students Course Feedback of Content Delivery, Students’ Feedback and Faculty Feedback shall be carried out under the respective HoD by associating Department Academic Committee and for by associating respective coordinators for rest of feedback reports.

The analysis part of feedback in respect of curriculum in the feedback reports by the stakeholders along with compiled summary of suggestions made shall be shared by the respective HoD annually to the Member Secretary of central level Committee for “Feedback on Curricula” constituted by the Vice Chancellor of the University for its further deliberations. The Committee for “Feedback on Curricula” shall then forward its consolidated reports to IQAC for its perusal, review and further recommendations.

The analysis part of the feedback reports in respect of the generic facilities of the campusshall be 8

directly forwarded by the respective HoDs after consultation with respective Deans of Faculties to the IQAC for its perusal, review and further recommendations.

5.

Action Taken Reports

After review by the members of IQAC, it shall forward its recommendations to the respective HoDs, administrative sections for taking further necessary actions as applicable.The IQAC may advise the respective HoDs for considerations of its final consolidated reports and recommendations in their respective BoS. The BoS may give its further recommendations in respect of new courses to be introduced or for any change in the courses for its final approval by Academic Council.

If required, IQAC may forward its recommendations to the Board of Management of the University for its Final Approval and further directions.

All the HoDs shall prepare and submit the Annual Feedback Reports of their respective departments along with ATRs to IQAC for its review.

6.

Final Review of ATRs

The consolidated Annual Reports on Feedback with ATRs shall be finally submitted by theHoDs to IQAC for its review. All the HoDs shall preserve the copy of the same as per provision in the stated policy.

The detailed feedback report compiled on the basis of feedback received from all the stakeholders, its analysis report with recommendations/suggestions along with action taken thereon shall finally be presented before the Board of Management for its perusal and further directions, if any.

9

After constitution of the feedback committees by the departments, the complete process flow to be followed for the feedback processes to close the loop has been depicted below: Analysis of responses of stakeholders by Department

Part of Feedback on Curriculum

Report by HoDs to Central Committee for Feedback on Curricula

Recommendation of Feedback on Curricula to IQAC for review

Part of Feedback on Generic Facilities

Part of Feedback on Generic Facilities

Recommended and required Actions to be taken are forwarded to respective departments/sections

Recommended and required Actions to be taken are forwarded to respective HODs

HoDs further deliberate on those recommendations in their respective BoS in respect of new/to be revised courses

Approval of Academic Council through BoF for recommended new courses and syllabus revision etc., if any

Compiled report of the University for Feedback on Curricula by all stakeholders along with ATRs presented to Board of Management

The above-stated Standard Operating Procedures for Feedback shall remain operational andvalid till the Policy of Feedback of the University is revised.

10

Annexure B (i)

Manav Rachna International Institute of Research & Studies (Deemed to be University under Section 3 of the UGC Act, 1956) (NAAC Accredited 'A' Grade)

Sector-43, Delhi-Surajkund Road, Faridabad.

Student Feedback 1. Name:

2. Roll No:

3. Program:

4. Batch:

5. Semester:

6. CGPA till present semester:

7. Institutional Email Id:

8. Phone No.: Rating

S.No. Please rate the following Outstanding

A.

Very Good

Good

Average

Below Average

Feedback on curriculum 1

Suitability of present curriculum towards program

2

Relevance of courses taught in terms of futuristic technologies

3

Technical and soft skills acquired for multidisciplinary real-life situations

4 5 6 7 8 9 10 11 12

Balance between theory and lab-based courses Aptness of training / projects & research work undertaken Pedagogical initiatives (Effective use of ICT Tools) Availability of learning resources (Library, e-contents) Infrastructure (Class rooms, Labs etc.) for effective curriculum delivery Academic Flexibility (Choice Based Credit System) Outcome Based Education & Lifelong Learning Aptness of examination pattern and evaluation scheme Competence in critical thinking, problem solving and creativity acquired through curriculum 11

13

Slice of industry component / interaction in curriculum

B. Feedback on Generic Facilities S.No. Please rate the following

Rating Outstanding

1

Computer & Internet

2

Health Care

3

Teaching & Learning support

4

Mentor-Mentee relation

5

Administrative support

6

ERP/EMS support

7

Training & Placement support

8

Extra-curricular initiatives

9

Sports

10

Discipline & Culture

11

Canteens & Food courts

12

Hostel (if applicable)

Very Good

Good

Average

Below Average

Highlight your achievements 1.Placement/Higher Studies: 2. Academics: 3. Extra-Curricular :

Suggestion for improvement:

12

Annexure B (ii)

Manav Rachna International Institute of Research & Studies (Deemed to be University under Section 3 of the UGC Act, 1956) (NAAC Accredited 'A' Grade)

Sector-43, Delhi-Surajkund Road, Faridabad.

Faculty Feedback 1. Name:

2. Designation:

3. Department:

4. Teaching Experience:

5. Research/Industry Experience:

6. Field of Specialization: Rating

S.No. Please rate the following Outstanding

1 2 3 4

5 6 7 8 9 10 11 12 13

Very Good

Good

Average

Below Average

Suitability of present curriculum towards program Relevance of courses taught in terms of futuristic technologies Overall effectiveness of syllabus in meeting research and industry demands Balance between theory and lab based courses Capability of current curriculum to challenge and widen your knowledge and perspective in subject area Availability of learning resources (Library, e-contents) Infrastructure (Class rooms, Labs etc.) for effective curriculum delivery Academic Flexibility (Choice Based Credit System) Outcome Based Education& Lifelong Learning Aptness of examination pattern and evaluation scheme Your involvement in curriculum enrichment Slice of industry component / interaction in curriculum Freedom to opt new techniques/ strategies in teaching

Suggestion for improvement:

13

SignatureDate:

14

Annexure B (iii)

Manav Rachna International Institute of Research & Studies (Deemed to be University under Section 3 of the UGC Act, 1956) (NAAC Accredited 'A' Grade)

Sector-43, Delhi-Surajkund Road, Faridabad.

Alumni Feedback 1. Name:

2. Roll No:

3. Program: 5. Current Organization / Occupation: 7. Email Id:

4. Batch: 6. Designation: 8. Phone No.: Rating

S.No. Please rate the following

Outstanding

1 2 3

4 5

9 10

Outcome Based Education& Lifelong Learning

11

Aptness of examination pattern and evaluation scheme Competence in critical thinking, problem solving and creativity acquired through curriculum

8

12

Good

Average

Below Average

Suitability of present curriculum towards program Relevance of courses taught in terms of futuristic technologies Technical and soft skills acquired for multidisciplinary real-life situations Balance between theory and lab-based courses Aptness of training / projects& research work undertaken Pedagogical initiatives (Effective use of ICT Tools) Availability of learning resources (Library, econtents) Infrastructure (Class rooms, Labs etc.) for effective curriculum delivery Academic Flexibility (Choice Based Credit System)

6 7

Very Good

13

Slice of industry component / interaction in curriculum Highlight your achievements 1.Placement/Higher Studies: 2. Academics: 3. Extra-Curricular : Suggestion for improvement:

15

Signature:____________ Date:____________

16

Annexure B(iv)

Manav Rachna International Institute of Research & Studies (Deemed to be University under Section 3 of the UGC Act, 1956) (NAAC Accredited 'A' Grade)

Sector-43, Delhi-Surajkund Road, Faridabad.

Employer Feedback 1. Name: 3. Designation: 5. Phone No: S. No Please rate the following .

1

11 12

Discipline

13

Responsible citizen

3 4 5 6

7 8 9 10

Rating Outstanding

Very Good

Good

Average

Below Average

Aptness of university curriculum for the present job.

Relevance of courses taught in terms of futuristic technologies Technical and soft skills acquired for multidisciplinary real life situations Balance between theory and lab based courses Aptness of training / projects & research work undertaken Outcome Based Education & Lifelong Learning Competence in critical thinking, problem solving and creativity acquire hrough curriculum Slice of industry component / interaction in curriculum Team Spirit & leadership skills Relationship with seniors/ peers/ subordinates Inclination towards organizational goals

2

2. Organization: 4. Email Id:

Suggestion for bridging industry-academia gap for empowering students job readiness

Reasons for recruiting Manav Rachna students ______________________________________________ Signature Date: 17

Annexure B (v)

Manav Rachna International Institute of Research & Studies (Deemed to be University under Section 3 of the UGC Act, 1956) (NAAC Accredited 'A' Grade)

Sector-43, Delhi-Surajkund Road, Faridabad.

Parents Feedback 1. Name:

2. Organization / Occupation:

3. Designation:

4. Email Id:

5. Phone No:

6. Name of your ward:

7. Program:

8. Batch: Rating

S.No. Please rate the following Outstanding

1 2 3 4 5 6 7

Average

Below Average

Relevance of courses taught in terms of futuristic technologies Technical and soft skills acquired for multidisciplinary real life situations Balance between theory and lab based courses Pedagogical initiatives (Effective use of ICT Tools) Availability of learning resources (Library, e-contents) Infrastructure (Class rooms, Labs etc.) for effective curriculum delivery Academic Flexibility (Choice Based Credit System)

9

Outcome Based Education& Lifelong Learning Aptness of examination pattern and evaluation scheme Competence in critical thinking, problem solving and creativity acquired through curriculum

11

Good

Suitability of present curriculum towards program

8

10

Very Good

12

Discipline & Culture

13

Career guidance & placement

14

Connect with the institute

Suggestion for improvement:

Signature Date:

18