Buku QA ODL UPM - 2: Policy, Governance and ODL UPM Expertise

This section explains in detail the policies and governance as well as the responsibilities of PTJ or individuals at UPM who are involved in offering, managing, monitoring and implementing the ODL programme. Also highlighted are the MQA policies and regulations related to the ODL programme that need to be referred to when conducting the ODL programme.    2.1  MQA ODL Programme Offering Policy   Notification letter regarding the quality assurance policy decided in the Quality Assurance Related Policy Review Meeting (MKSDJK) KPT-MQA No. 1/2012 to No. 3/2013 dated 23th May 2014 has allowed non-open status Higher Education Providers (HEP) to offer study programmes through ODL provided that there is a similar programme offered conventionally and has obtained Full Accreditation. This policy is followed by MQA notification letter No. 7/2018 dated 7th November 2018 which states that HEPs that intend to offer study programmes through ODL must ensure that the Full Accreditation requirements of conventional programmes are complied with, including compliance with relevant programme standards. The ruling also includes the conversion and addition of programme delivery methods from conventional or/and ODL, which means that HEPs need to obtain Provisional Accreditation as well as Senate and KPT approval for the programme to be offered through ODL.   Referring to the situation of the COVID-19 pandemic, MQA is aware that there are conventional HEPs in Malaysia that have optimised online and remote learning according to the suitability of the programme area.   Taking into account the readiness of conventional HEP in Malaysia in handling learning completely online through the development of a structured, efficient and effective online system, MQA through MQA notification letter No. 12/2020 i.e. Application of Study with Open and Distance Learning (ODL) Delivery Method Without the Need to Have the Same Programme as Conventional Programme Delivery Method has decided that conventional HEP is allowed to offer study programmes with ODL delivery method by meeting the general criteria during the Provisional Accreditation process.   For the implementation of ODL programmes that involve regional centres or learning centres outside the main campus area, the HEP needs to obtain programme management approval from the KPT.   In summary, ODL programmes can be offered at all qualification levels regardless of whether or not there are equivalent programmes offered conventionally. The categories of academic programmes that would like to be offered as ODL are divided into two (2) namely:        (i) new academic programmes with an ODL delivery method; or        (ii)conventional programmes that change or add delivery methods to ODL.   Programmes under the supervision of professional bodies must first obtain the approval of their respective professional bodies to operate the programme on an ODL basis.

2.2   UPM ODL Programme Offering Policy   Commitment and support for offering ODL programmes has started at UPM since 1995 through programmes offering at the Bachelor's and Master's level until now. Along with the current global trend of Industrial Revolution 4.0 (IR4.0) and the era of digitization, UPM continues to commit and focus on providing lifelong learning opportunities through the setting of key initiatives under Strategic Objective 3 in achieving Goal 1 of the UPM Strategic Plan 2021-2025 which is :   Goal 1: Creating resilient graduate characters in the face of future challenges.   Strategic Objectives 3: Adding value and increasing the effectiveness of academic programmes match current needs.   Major Initiatives: Strengthening the ecosystem that promotes digitization efforts through academic programmes that allow international students to remain abroad (Offshore, Open and Distance Learning (ODL), online course and micro-credential).   Offering programmes through ODL is in line with UPM's Education Goal, which is to "Produce Holistic, Compassionate, Patriotism and Resilient Graduates" in the face of today's revolution and digitization era that demands the formation of resilient graduate characters who are able to face future challenges.

2.3 Governance and Responsibility for UPM's ODL Programme Implementation     UPM ODL governance involves aspects of management and administration as well as monitoring the quality of the programme as shown in Figure 1 below. The ODL programme development and review approval process involves faculty/school and university level approval as illustrated in the following Figure 2. The process of new programme development and programme curriculum review must comply with existing regulations and guidelines for undergraduate and graduate programmes     Figure 1 UPM ODL Programme Quality Assurance Governance Framework       Figure 2: UPM ODL Programme Approval Process   Clear roles and responsibilities are essential to effective management and governance. Each entity in Figure 1 UPM ODL Programme Quality Assurance Governance Framework has to play a role and responsibility in ensuring the quality aspects of UPM ODL programme comply with COPPA:ODL (2019). The roles and responsibilities of each relevant entity are as follows:          a.  Policy and Quality Assurance   Centre for Quality Assurance (CQA) is responsible for:   (i) develop policies/guidelines/regulations related to the quality assurance of UPM ODL programme;   (ii) monitor the compliance of UPM ODL programme to the COPPA:ODL (2019) standard through the implementation of programme audits; and   (iii)  monitor and ensure the listing and updating of programme information in the Malaysian Qualification Register (MQR).           Centre for Academic Development (CADe) is responsible:   (i) as an ODL Development Expert includes advising and reviewing the delivery of the UPM ODL programme related to the course framework, JPP, SIM and LMS;   (ii) developing policies/guidelines/regulations related to the delivery of UPM ODL programme;   (iii) train ODL experts at the UPM and PTJ levels;   (iv) prepare and maintain the LMS platform for UPM ODL programme; and   (v) planning and implementing training programmes for academic and non-academic staff involved with the ODL programme, including technical aspects and academic integrity.   Division of Admission and Division of Academic Governance and School of Graduate Studies (SGS)  is responsible:   (i) develop policies/guidelines/regulations related to the formation of new programmes and revision of ODL programmes;   (ii) administer offer, registration, transfer and credits exemption and the student graduation requirements;   (iii) managing the formation of new programmes and revision of the ODL programme curriculum;   (iv) coordinating the application, selection and approval of the offer and graduation requirements of ODL students managed by the programme manager; and   (v) monitor the compliance of the ODL programme review period and process by the programme owner.       b. Programme Offering and Review   Faculty/School is the owner of the programme which is the entity that offers the ODL programme curriculum. As the owner of the programme, the faculty/school is responsible:   (i) prepare programme documents according to the COPPA:ODL (2019) standard for the purpose of new programme applications, curriculum review and accreditation;   (ii) ensure that the programme curriculum offered meets the requirements of the COPPA:ODL (2019) standard;   (iii) ensuring that the programme curriculum is reviewed and complies with the offer approval process and curriculum review;   (iv) ensure that the programme goes through the accreditation process according to the  accreditation period specified;   (v) developing and updating the SIM course based on the requirements of the COPPA:ODL (2019) standard;   (vi) appoint one (1)  ODL Expert in PTJ who has experience handling/assessing/being an ODL programme/course reference expert at the faculty/school level;   (vii) determine the programme coordinator for the ODL programme offered. The programme coordinator is responsible for: coordinating the management of the programme journey which includes student selection, course lecturer recommendations and assessment as well as clarifying the role of course lecturers in assisting students learning of the ODL programme; coordinate programme curriculum review; as well as as a liaison between the programme owner and the programme administrators in ODL programme implementation matters .   (viii) register programmes and update ODL programme information in MQR; and    (ix) ensuring that ODL course lecturers are always ready to guide, give feedback, help and document the monitoring process of student involvement in PdP activities including aspects of access and flexibility of the ODL programme.         c.   Operations Manager UPMET or another entity designated by UPM is the entity that manages the administration and operation of the responsible ODL programme:   (i) managing the student registration process and orientation programme as well as providing general information related to the course of the ODL programme;   (ii) processing student information, course registration, PdP activities, appointment of programme coordinators and assessment management of ODL programme students;   (iii) carry out regular training/tutorials related to the use of LMS to academic and non-academic staff who are directly involved with PdP activities and students;   (iv)  managing the technical aspects of the LMS to ensure the smoothness of the system and platform for students to access and use effectively;   (v) provide LMS technical experts for the purpose of maintenance, system improvement and as a help desk for any technical complaints/problems related to the system; and   (vi) collaborate with programme owners in preparing programme documents according to standard requirements related to LMS and other administrative matters. Infocomm Development Center (iDEC) is an entity whose role is to assist and provide support services that are responsible for:   (i) prepare, maintain and monitor the infostructure to ensure the smoothness of the ODL programme operation;   (ii) prepare, maintain and monitor the installation of the LMS platform; and   (iii) managing the process of obtaining data from the Student Information System (SMP) for postgraduate programmes and the Internet Graduate Information Management System (iGIMS) for postgraduate programmes, as well as the use of Putra ID for LMS. d.      UPM ODL Expert ODL experts at the UPM and PTJ levels need to be determined with roles and responsibilities as follows:   (i) ODL Development Expert UPM ODL Development Expert is a consulting expert at the university level who is responsible for advising and reviewing the delivery of UPM ODL programme related to the course framework, JPP, SIM and LMS.   (ii) UPM ODL EXpert UPM ODL experts are university-level consultative experts responsible for advising COPPA:ODL (2019), JPP and SIM.   (iii) PTJ ODL Expert PTJ ODL expert is a faculty/school level consultative expert responsible for advising COPPA:ODL (2019), JPP and SIM.