ANNUAL STRATEGIC PLANNING SEMINAR 2017 REPORT

ANNUAL STRATEGIC PLANNING SEMINAR 2017

REPORT

8th

December 2017

Hotel Millennia, Sogi

January 2018

SQA Annual Strategic Planning Seminar Report – January 2018 Page 1

ACKNOWLEDGEMENT

The Samoa Qualifications Authority (SQA) would like to acknowledge with much gratitude

and appreciation the SQA Board of Directors for allowing its staff members to gather

together to discuss and deliberate of issues and way forward to improve and enhance the

provision of SQA services to ensure that the PSET sub-sector of education is strengthened to

achieve its mandated functions as stipulated under its SQA Act 2010.

The SQA also acknowledges the support of the Samoa Stationery and Books through the

provision of 10 prizes towards the facilitation of the Annual Strategic Planning Seminar.


TABLE OF CONTENTS

ACKNOWLEDGEMENT

EXECTUIVE SUMMARY 3

INTRODUCTION 5

1.1 Formalities 5

1.2 Session 1 – Division Presentations on Issues/Challenges 5

1.3 Session 2 – Division Presentations on new SQA activities 9

1.4 Session 3 – Staff exercise on Linkages of Plans 11

1.5 Session 4 – Open Space exercise for Staff 12

SUMMARY OF THE ASP SEMINAR 2017 14

CLOSING REMARKS 15

SEMINAR EVALUATION 15

CONCLUSION & RECOMMENDATIONS 16

ANNEXES:

1. Annual Strategic Planning Seminar Programme 2017 17

2. Presentation 1– Revised Non-Formal Learning (NFL) Guidelines 19

3. Presentation 2 – Record of Achievement & Recognition of Current Competencies 20

4. Presentation 3 – Tracer Study of 2012, 2013 & 2014 Graduates from Formal PSET

Providers in Samoa – Key Findings & Recommendations 22

5. Presentation 4 – SQA Management Information System 24

6. Presentation 5 – SQA Communication Strategy 26

7. SQA Seminar 2017 Attendance List 28

8. ASP Seminar Sub-Committee members 2017 29

9. SQA ASP Seminar 2017 Evaluation Form 30


EXECUTIVE SUMMARY

The Report presents the key objectives and outcomes of the SQA Annual Strategic Planning

(ASP) Seminar held on the 8th

December 2017, at the Hotel Millennia, Sogi on the Theme –

Positivity generates Productivity. It is an important internal organizational event conducted

annually and an opportunity for Executive Management Team (EMT) and staff to come together

as an organization with the objective of strategically reviewing opportunities, challenges and

constraints and identifying strategies and priority activities for the coming year as stipulated in the

SQA’s Policy, Research, Information Analysis, Planning and Development (PRIPD) Framework.

This Report is organized into four (4) key sessions of the Seminar as follows:

Session 1 – Division Presentations on Issues/Challenges

All divisions were tasked to present on the status of issues and challenges and way forward

identified from the 12015 Annual Strategic Planning Seminar and 2016 PSET Annual Conference.

At the end of this session, most of the issues/challenges have been addressed with some partially

achieved. The development of partially achieved activities have started with the putting in place of

policies and procedures. These were resolved to be included in the FYs 2017/2018 and 2018/2019

AMPs for implementation as they impacted on fully achieving the mandated functions of the

Authority.

Session 2 – Division Presentations on new SQA Activities

The opportunity was given to each Division to present on new activities planned in this financial

year for staff information and awareness:

Quality Assurance Division – Revised Non-Formal Learning (NFL) Guidelines

Qualifications Division – Record of Achievement (ROA) and Recognition of Current

Competency (RCC)

Research, Policy & Planning Division – Post School Education and Training (PSET) Tracer

Study Report of 2012, 2013 and 2014 Graduates – Key Findings and Recommendations

Corporate Services Division - SQA Management Information System

Office of the CEO - SQA Communications Strategy

Session 3 – Staff exercise on the Linkages of Strategic Plans

Staff were grouped in groups of five (5), each group was given the task of linking the Strategy for

the Development of Samoa (SDS) 2016-2020 Vision, Education Sector Plan (ESP) 2013-2018

Goals, and the PSET Strategic Plan 2016-2020 Goals to the SQA Corporate Plan 2017-2020

Objectives. The main aim of this exercise is for the staff members to familiarise and to understand

the linkages of these strategic documents that guide the work of the Authority.

Session 4 – Open Space Exercise for Staff

Discussions on four (4) specific topics pertaining to each Division were chaired by the Assistant

Chief Executive Officers (ACEOs) and groups rotated after every fifteen (15) minutes of intensive

discussions. At the end of the exercise, the opportunity was given to each staff member to present

what she/he learned from this session. The four (4) key topics include:

programme accreditation process and benefits;

development and delivery of NCSs and SQs;

SQA Human Resources Policies and Guidelines; and

PSET data and information.

1 Last year SQA held its ASP Seminar, the seminar held in 2016 focused on the development of the SQA Corporate

Plan 2016-2020 and Full Term review of the PSET Strategic Plan 2008-2016 to inform development of the PSET

Strategic Plan 2016-2020.


Evaluation and Summary

At the end of deliberations and discussions, the four Objectives for this year’s Seminar were all

achieved as evident in the evaluation form completed by twenty seven (27) out of thirty three (33)

staff members that participated as noted in the below table:

ASP Seminar 2017 Objectives Achievement (%)

Informed of the status of the ASP 2015 issues and way

forward;

100%

Informed of SQA’s new activities planned for current

Financial Year;

97%

Identified the link between SQA’s mandate/functions:

Strategy for the Development of Samoa (SDS), Education

Sector Plan (ESP), PSET Strategic Plan & SQA Corporate

Plan; and

100%

Shared issues and ideas regarding the performance of

duties/responsibilities

97%

Overall, the ASP Seminar 2017 was a success as evident in the Summary of the Seminar and

closing remarks of the SQA Chief Executive Officer as well as the Seminar evaluation.

Recommendations

The SQA recommends for the SQA ASP Seminar:

to be continued every year to monitor and evaluate the performance of the SQA and to assist

Divisions in drafting their new AMPs to assist with Budget bid preparations to ensure the

alignment of SQA plans to the national plans; and

to conduct the Seminar for more than 2 days away from the Office and out of town to ensure

the commitment and focus of all staff members.


INTRODUCTION

The Samoa Qualifications Authority (SQA) held its Annual Strategic Planning (ASP) Seminar on

8th

December 2017, at the Hotel Millennia, Sogi on the Theme – Positivity generates Productivity.

Conducting the Annual Seminar is one of the requirements in the SQA’s Policy, Research,

Information Analysis, Planning and Development (PRIPD) Framework, which is the guiding

document for conducting and monitoring strategic policies, strategic researches, informational

analysis, strategic planning and development projects developed and implemented by SQA.

Objectives

By the end of the ASP Seminar, the SQA staff will:

be informed of the status of the ASP 2015 issues and way forward;

be informed of SQA’s new activities planned for current Financial Year (FY);

be able to identify the link between SQA’s mandate/functions:

- Strategy for the Development of Samoa (SDS), Education Sector Plan (ESP), PSET

Strategic Plan and SQA Corporate Plan; and

have shared issues and ideas regarding the performance of duties/responsibilities.

Outcomes:

Identification of the FY 2018/2019 Annual Management Plan (AMP) activities; and

Staffs are able to make informed decisions to improve SQA’s services.

The coordination and facilitation of the ASP Seminar was carried out by the Research, Policy and

Planning Division (RPPD) and the ASP Seminar sub-committee of the SQA Planning Committee

with the support and assistance of the SQA Executive Management Team (EMT).

The ASP Seminar was for one (1) whole day and a copy of the Programme is attached as Annex 1

with the List of the ASP Seminar sub-committee members as Annex 8 and the list of all attendees

as Annex 7 of the report.

1.1 FORMALITIES

Opening Prayer

The Senior Quality Assurance Officer (SQAO), Ray Malo delivered the opening prayer to ask our

Almighty God for guidance as the staff was about to deliberate on strategic issues to guide the

work of the Authority.

Welcome Remarks

The ACEO RPPD, Leali’ifano Easter Manila-Silipa welcomed the staff to the ASP Seminar for

this financial year.

Opening Address

The opening remarks was deferred to the end of the ASP Seminar as the Chief Executive Officer,

Afioga Letuimanu’asina Dr. Emma Kruse Vaai attended the University of the South Pacific –

Alafua Campus Annual Graduation.

1.2 SESSION 1 –DIVISIONS PRESENTATION ON ISSUES AND CHALLENGES

All Divisions were tasked to present on the status of issues and challenges and way forward

identified from the 22015 Annual Strategic Planning Seminar and 2016 PSET Annual Conference.

2 Last year SQA held its ASP Seminar, the seminar held in 2016 focused on the development of the SQA Corporate

Plan 2016-2020 and Full Term review of the PSET Strategic Plan 2008-2016 to inform development of the PSET

Strategic Plan 2016-2020.


At the end of this session, most of the issues/challenges have been addressed with some partially

achieved. The development of partially achieved activities have started with the putting in place of

policies and procedures. These were resolved to be included in the FYs 2017/2018 and 2018/2019

AMPs for implementation as they impacted on fully achieving the mandated functions of the

Authority.

Presentation 1 – Corporate Services Division

Presented by ACEO – Maposua Mose Asani

Corporate Services Staff Designation

Maria Ulale * Principal Administration and Human Resource

Off

Eleanor Fakaua Principal Information Technology Officer

Faraimo Leaia * Principal Accountant

Epenesa Seiuli Senior Administration Officer

Salatielu Meredith Information Technology Officer

Naomi Mavaega Receptionist/Cashier

Henry Sagato Office Assistant

Suki Luapule Driver/Administrative Assistant

Tone Siania Driver

*Staff on leave

Issues/Challenges:

Issues/Challenges Status/ Way Forward

Leave update

Leave updates are now up to date

since the recruitment of the Senior HR

Officer in 2017.

Payroll system A new payroll system is now in place

which is much more efficient than the

old payroll system used.

Filling/record system

Lacking in term of personnel as only one staff who

is also handling finances and other administrative

tasks

Need an electronic filing system so a

database for filing is to be setup

Attendance Attendance monitoring system in place

through the provision of monthly

attendance reports to the Management

for noting and relevant action.

Presentation 2 – Qualifications Division

Presented by Principal Qualifications Officer – Fa’animo Mata’u

Qualifications Staff Designation

Timothy Komiti * Principal Qualifications Recognition Officer

Mike Anapu * Principal Careers Advisory Officer

Fa’animonimo Mata’u Principal Qualifications Officer

Shirley Vaafusuaga Principal Qualifications Officer

Sa’uila Forest Time * Senior Qualifications Officer

Eteuati Eteuati * Senior Qualifications Officer

Nifara Tulipe Careers Advisory Officer

Alexandra Iakopo * Qualifications Officer

* Staff on leave


Issues and Challenges from the ASP Seminar 2015

Internal Issues/Challenges Status/ Way Forward

Time Management

Keeping timeframes of all set

activities

Long process Setting timeframes for every activity

and adhering to them

Better communication and follow-up

with stakeholders to minimize waiting

time for feedback

Management Information System to support

functions

There is no system at the moment

CSD to confirm when we will have

this system in place

Clash of divisional activities SQA Calendar

Bookings of the conference room

Scheduling of activities ahead of time

Working together with other divisions

to minimize clashes

External Issues/Challenges Status/ Way Forward

Non-response from stakeholders Constant reminders through email

Establishing key contact persons

Networking

Future support for providers PSET Support Fund

Continue awareness programs and

trainings in areas in need of assistance

TVET trainers qualifications & industry

experience

Professional development under PSET

Support Fund

TA to conduct situational analysis on

TVET trainers industry engagement

Issues and Challenges from PSET Annual Conference 2016

Issues/Challenges Status/ Way Forward

Developing provider programmes to incorporate

NCSs

challenges faced with adopting/adapting NCSs

due to the lack of money to hire curriculum

experts, limited resources to deliver NCSs & SQs,

some standards are not available and other SQs

are not meeting the needs of children

Progressing well

PSET Support Fund

Policy –Sustainable delivery of NCSs

& SQs in PSET

Programme Development Trainings

Lack of understanding& awareness

lack of understanding and awareness of all key

stakeholders (of initiatives & activities for

improving access) and ways in which to enhance

this understanding & awareness

Improving

Awareness programs

Media advertisements

Presentation 3 – Quality Assurance Division

Presented by Senior Quality Assurance Officer – Roylina Mamae

Quality Assurance Staff Designation

Alamoana Sagaga Principal Quality Assurance Officer

Savea Fiti Tausisi Principal Quality Assurance Officer

Merina Gae’e-Afoa * Principal Quality Assurance Officer

Joyce Adams Principal Quality Assurance Officer


Su’a Aniseko Fruean National Moderator

Anawim Paulo Senior Moderator

Nora Tauati Senior Moderator

Mose Sepulona * Senior Quality Assurance Officer

Roylina Mamae Senior Quality Assurance Officer

Rose Ioelu Senior Quality Assurance Officer

Ray Malo Senior Quality Assurance Officer

Bara Fonofaavae Quality Assurance Officer

Kalala Toia Quality Assurance Officer

*Staff on leave

Issues and challenges from ASP Seminar 2015 and PSET Annual Conference 2016 on

Programme Accreditation for Providers and SQA perspectives

Provider SQA Strategies & Way Forward

Incomplete submissions from the

providers (filling up form)

Not enough expertise to package

(curriculum development)

programme for accreditation

Communication breakdown

between SA and provider – i.e.

non-compliance with timeframes

pre-determined

Time taken for the provider to

familiarize with the PA process

Not forthcoming with addressing

requirements on time

Resisting to adhere and see the

benefits of PA

Internal constraints leading to

uncertainty of provider’s

operation status (affects the

validity of programmes

undergoing accreditation)

Most providers do not have QMS

in place. In practice but not in

writing

No involvement of the Industry in

Programme development

Changing of school

authority and governance

resulting in a change of

approach towards

programme accreditation

Shortage of technical

experts in some areas like

Health, Trades

Rigorous process regarding

time consumed to carry out

PA

No coercion tool to ensure

compliance

Information sharing and

storage

Strengthen timelines

On-going awareness

Relevant assistance

through the relevant T

support and funding

support (enticing

mechanisms to attract the

attention of the

providers)

Forms for PSET Support

to be reader friendly and

less complicated for the

providers

Professional

development for the

schools regarding

curriculum development

Capacity building for

QA staff to better

maximise potential for

PA (new ideas, approach

to deal with providers of

different natures)

Have in place

Information

Management System

QA staff attachment to

the providers to further

assist

Presentation 4 – Office of the Chief Executive Officer

Presented by Executive Officer – Iokapeta Eteuati

Office of the CEO Staff Designation

Letuimanuásina Dr. Emma Kruse Vaai Chief Executive Officer

Faigafou Jr Lesatele * Internal Auditor

Lanuola Tupufia Principal Communications Officer

Fefiloi Siupolu * Executive Assistant Officer

*Staff on leave


Issues/Challenges

Issues/challenges Way Forward Status

Conference room bookings Better coordination Maximise efficiency

Reduce scheduling

conflicts

Correspondences for CEO’s

signature

Timeframe must be 3 days Need further

improvement

Encourage

collaboration

Lack of understanding &

awareness

Effective awareness

programmes

Advertisements

Frequent visitations

Trainings

Presentation 5 – Research, Policy and Planning Division

Presented by Seuamuli Veni Gaugatao – Principal Planning & Development Officer

Research, Policy & Planning Staff Designation

Terenia Simanu Principal Information Analyst

Ah Kau Palale Principal Research and Policy Officer

Seuamuli Veni Gaugatao Principal Planning and Development Officer

Faafou Leaupepe Senior Research, Policy and Planning Officer

Issues/Challenges:

Issues/Challenges Way forward

Staffing

- Expand current structure

Senior Information Analyst approved by the

Board

SQA coordinated approach to providers

- Divisions not working together

- Last minute activities

RPP will produce monthly list of activities

for divisions to confirm timing within the

quarter. Include scheduling of activities,

venue of activities, number of people

involved & need of transportation

Relevant & updated information shared on the

SQA server

- Placing of different document versions

on the servers

- Registers not updated

Divisions to make sure that relevant and

updated (Approved) documents or

progress/registers are available on their

servers

Poor commitment by staff to participate in SQA

Sub-Committee meetings

- Staff not attending scheduled meetings

Improved

1.3 SESSION 2 – DIVISIONS PRESENTATION ON NEW SQA ACTIVITIES

The opportunity was given to each division to present on new activities planned in this financial

year as awareness for all SQA staff.

Presentation 6 – Revised Non-Formal Learning (NFL) Guidelines presented by Asiasiau

Melesete Lino-Mariner – ACEO QAD (Copy attached as Annex 2)

Query/Comment Response

Are we looking at using NFL to

address national issues such as

literacy issues

Priority now is on awareness and maybe it would be in

the pipeline of activities in the future.

If NFEPs offer NCSs who will be NFEP will be responsible for printing.


printing the Certificates?

Is there a section on the Guideline to

address piece meal offering of NFL

in case an NFEP offers all the NCSs

which would then make up a full

SQ?

Control through recognition process. Advice would be

given during the course of what they can offer.

Will the achievements be recorded in

the ROA?

Yes

Presentation 7 – Record of Achievement (ROA) and Recognition of Current Competency (RCC)

presented by Taua Molia Mata’u – ACEO QD (Copy attached as Annex 3)


Is licensing considered in the RCC

process because your competencies will

not be current if you cannot practice due

to the non-validity of the learner’s

license?

Licensing is done by Professional Associations and

they have their own criteria to meet by its members.

RCC should be based on NCSs which

should be current as these will be updated

and reviewed.

RPL is more general as these will include

all sorts of learning not just competencies

Comments Noted

SQA should look into enforcing through

the mother Act tying in licensing with

RCC. Or MOA with professional

associations to enforce it

Comments noted.

Presentation 8 – PSET Tracer Study Report of 2012, 2013 and 2014 Graduates – Key Findings

and Recommendations presented by Lealiifano Easter Manila-Silipa – CEO RPPD (Copy

attached as Annex 4)


What kind of feedback did we get

from the Providers regarding

results of the Tracer?

SQA has not followed up with Providers regarding results

of the Tracer. Comments noted for consideration in future

studies.

Does the issue of not having

workplace attachments affect PA?

Quality assurance process should address this issue of

conducting workplace attachments.

Second element of PA is on “Programme” and this

includes looking at such areas. Feedbacks during site

visits confirm the tracer findings.

Is 523 a good number for SQA? Should consider factors such as labour market which is

small for a small country. Perhaps look at surveying

factors behind the 523 not finding jobs.

Should look at nurturing relationships with employers so

that they can link with Providers supplying these graduates

so they can find jobs easily.

Contextualise the numbers given the culture of Samoa,

some graduates get rewarded in other means or paid in

cash that is not considered wages.


Presentation 9 – SQA Management Information System presented by Eleanor Fakaua –

Principal Information Technology Officer (Copy attached as Annex 5)


What should we do for ROA? We should establish first is what data should be

entering. The Nexus can be used but it is no user

friendly. Need to include a reporting function and not

be separated.

The whole purpose of systems is

being able to use it to generate

reports. It is good that we now have

an understanding of where the

system is. We need a system that can

import existing data so we do not

double enter.

Most systems cannot import.

Hands up who has used NEXUS? Nobody

What is a way forward? We need to establish first what want.

Can we link this system on the web? No. If we give access outside of SQA it will incur

security problems.

Where is PBooks? After the review we found out that we should not be

providing software to collect data plus Providers have

their own systems to collect data.

Privacy issue should be addressed at the Sector level.

Publications should be on the

website?

We should update our website more regularly.

CSD looking at setting up a new website that allows

SQA to upload information without having to ask

Bluesky.

Presentation 10 – SQA Communication Strategy presented by Lanuola Tupufia –

Communications Officer (Copy attached as Annex 6)


Education corner – which are

targeted

Target anymore who is interested

Any promotions on for Savaii on

SQA

Part of TV advertisement and awareness programmes

conducted by QA and Q

For SQA newsletter – need to have a

provider block to promote provider

as well

Agree

On the website, whether there is an

icon to click and photos of our

providers pop up?

Yes

Is it possible for SQA to have a

Facebook page?

Can be done with the assistance of the SQAPP

committee in terms of policy

1.4 SESSION 3 – STAFF EXERCISE ON LINKAGES OF STRATEGIC PLANS

Staff were grouped in groups of five (5), each group was given the task of linking the SDS 2016-

2020 Vision, ESP 2013-2018 Goals, PSET Strategic Plan 2016-2020 Goals to the SQA Corporate

Plan 2017-2020 Objectives. The main aim of this exercise is for the staff members to familiarise

and to understand the linkages of these strategic documents that guide the work of the Authority.


1.5 SESSION 4 – OPEN SPACE EXERCISE FOR STAFF

Discussions on four (4) specific topics pertaining to each Division were chaired by the ACEOs

and groups rotated after every fifteen (15) minutes of intensive discussions. At the end of the

exercise, the opportunity was given to each staff member to present what she/he learned from this

session.

The four (4) key topics include programme accreditation process and benefits, development and

delivery of NCSs and SQs, SQA Human Resources Policies and Guidelines, and PSET data and

information. Below are records of questions/queries raised during group discussions.

Programme Accreditation Process and Benefits


What is Programme Accreditation?

- One of the QA process by SQA

- Programmes of learning by providers to be accredited

by panels of experts.

- Registration of qualifications on the SQF.

- Mark of quality in meeting QA standards

- Lengthy process (preliminary check, feedback to

providers, missing evidence (documents) to support

each criterion, all supporting docs must be submitted

with the PA application).

- Ensure that all supporting documents are submitted

with the PA application to meet PA criteria &

requirements.

- PA process is to ensure the 10 QA standards are met.

- The process includes panels of experts in different

fields are contracted by SQA to assess programmes

delivered by providers.

- 10 Quality Standards elements

What are the benefits of

Programme Accreditation?

- Mobility of learners abroad

- Recognition of accredited programmes &

qualifications internationally. Currently SQA is

working on its international recognition process - the

self-review of SQA against the INQAAHE Guidelines

for Good Practices now WIP).

- Boost of confidence on provider’s systems and

processes

SDS VISION

ESP GOALS (5)

PSET PLAN GOALS (9)

CORPORATE PLAN

OBJECTIVES (5)


- Guarantees parents value for money spent on

accredited programmes

- Registration of the associated qualification on the

SQF

- Meeting national Quality standards and levels of

formal qualifications on the SQF.

What are the guidelines and

processes in place by QA regarding

the PA process?

- Guidelines & criteria for PA and all QA processes are

in place. Support is rendered by QA to providers

requesting more clarifications on the process.

Development and Delivery of National Competency Standards and Samoa Qualifications


Vetting process – what are some

complications during the vetting

process that makes it time

consuming

Lack of understanding of TAs and SDPs in the drafting

of SQs and NCS that documents have to go back and

forth to correct and amend aspects that do not align with

the guidelines. Way forward is to conduct trainings on

the drafting of SQs and NCS

When will SQA be able to say that

we will not accept provider

qualifications are SQs and enforce

training providers to uptake SQs

and NCS

This cannot be enforced as we do not have the authority

or the legal grounds on which we can do this.

There is also a link to the survey of

employers as most employers have

stated the mismatch of skills of

graduates to their needs

With regards to enforcing the use of SQs instead of

NCS, don’t think this can happen anytime soon. Perhaps

one of the reasons for this is the difficulty in the process

of taking up the SQs

Could there be a stipulation in the

Act to enforce the use of SQs where

applicable?

It would be great if there was a stipulation but

unfortunately we don’t

Would information technology be

considered as one of the new areas to

develop SQs and NCS in? Not

necessarily an SQ but maybe NCS

that can be used by the training

providers

This was going to be our next area for development of

qualifications but unfortunately we could not as the

TSAG had requested specifically for SQs and NCS in

Water Sanitation as this was one of the areas

recommended in the TNA in 2014 but we couldn’t

develop due to the lack of funding

At Higher Education, do we call

their LOs NCS? Is there a way

forward in trying to accredit these

programs

For professional qualifications, they have their own

exams that lead to the award of qualifications of those

with the appropriate abilities and this is currently the

responsibilities of the Professional bodies

In the development how do we

decide on the area on which we

should develop development of SQs

and NCS?

In current practice we base this decision on the Needs

Analysis.

Why aren’t the training providers

hesitant in up-taking our SQs &

NCS. It seems like the employers

should go out to training providers

and try and get them to use the SQs

otherwise they won’t employ their

graduates

Perhaps the implementation of the Professional

Standards for TVET Trainers can assist with this

problem as we will be working collaboratively with

employers and training providers to try and ensure the

conduct of industry engagement for TVET trainers


SQA Human Resources Policies and Guidelines


How can pay/salary be raised? Government has put directive to stop all increments

Why is SQA on two (2) months for

maternity instead of three like for

PSC?

SQA Terms and Conditions is now with the Board for

approval which includes a changed from two (2) months

to three (3)

Which policies do we consider SOE

or PSC?

SOE and ultimately it is the Board’s decision

Utilization of Domestic Leave to be

used only if you have no more

Annual Leave

Domestic Leave made for the purpose of assisting when

you have no Annual Leave and not to be used before

AL is finished

What happened to increments for

principal?

Proposal for new staff rejected by Cabinet for new

structure. So Board put a hold on principal increments

PSET Data and Information


Whether the process of collecting

data is labour intensive?

Yes, difficulties in record keeping, either the data is

invalid or unavailable. The only data available is NUS

unlike other PSET providers as they say it is not

important to them.

What kind of information that is

found from the information collected

and its usefulness?

SQA has the data for providers other than SBS

Registered providers – are they able

to submit the information?

Validity of needs

Tracer study – distribution of

findings?

First tracer was known as the session with providers, no

feedback and comments. We decided in the second

tracer to do the launching instead

Analysis of Tracer Study – are there

any contrast with the previous

years?

There’s a follow up with the SOE

What PSET information PSET information, website (different research reports),

information collected by QA, OCEO particularly CO are

all PSET information

SUMMARY OF THE ASP SEMINAR 2017

The ACEO RPP in her summary highlighted that by the end of this year’s Seminar, the SQA staff

members were:

informed of the status of the ASP 2015 issues and way forward;

informed of SQA’s new activities planned for current Financial Year;

able to identify and understand the link between SQA’s mandate/functions and the SDS 2016-

2020, ESP 2013-2018, PSET Strategic Plan 2016-2020 and SQA Corporate Plan 2017-2020;

and

able to share issues and ideas regarding the performance of duties/responsibilities.

These were achieved through deliberations and discussions by different Divisions and together

with all staff. Overall, the objectives for this year’s Seminar were all achieved and no doubt the

theme for this year’s seminar has been achieved as well – with new knowledge and positive

thinking of all staff members will definitely generate and increases productivity in carrying out the


duties and responsibilities of each staff member to achieve the mandated functions of the

Authority.

CLOSING REMARKS

To conclude this year’s ASP Seminar, the CEO, Afioga Letuimanu’asina Dr. Emma Kruse Vaai in

her closing remarks thanked the staff for their participation which make this year’s ASP Seminar a

successful event.

The ASP Seminar is very important as it gives SQA staff the opportunity to understand how each

other’s role is linked to the other and how Divisions interlink to ensure the achievement of SQA’s

mandated functions.

The CEO emphasized the importance of the SQA Corporate Plan in our daily operations and the

linkages of the work of each division and their contribution to achieving the goals and objectives

set out in the SDS, ESP, PSET Strategic Plan, SQA Corporate Plan as well as the SQA Annual

Management Plans.

To wrap up this year’s ASP Seminar, the CEO acknowledged the preparations and facilitation of

the ASP Seminar by the RPPD and the ASP Seminar sub-committee for the job well done and

hope this standard will maintain for future ASP Seminars. Lastly she again acknowledged the

support from SSAB towards the facilitation of the ASP Seminar.

SEMINAR EVALUATION

At the end of the Seminar, an evaluation was carried out and the results are detailed in the table

below. A total of twenty seven (27) respondents from a total of thirty three (33) staff members

participated in this year’s Seminar completed the evaluation form. A copy of the Evaluation Form

is attached as Annex 9. After a one day of intensive discussions and consultations, the majority of

the staff felt that the seminar was well planned, very informative and constructive and thus

achieved all four (4) objectives of the Seminar with this year’s theme ‘Positivity generates

Productivity’.

New staff members also have the chance to share their thoughts and feedbacks in which they all

stated that the seminar has being very helpful to develop their knowledge of the SQA long term

goals as well as its roles and responsibilities, objectives and strategies stated in the SDS, ESP,

PSET Strategic Plan and SQA Corporate Plan. However, only a few indicated disappointment in

terms of refreshments.

Annual Seminar Objectives Strongly

Agree

Agree Disagree

be informed of the status of the ASP 2015 issues &

way forward;

17 10 0

be informed of SQA’s new activities planned for

current FY;

13 3 1

be able to identify the link between SQA’s

mandate/functions from the SDS, ESP, PSET Plan &

CP

16

11 0

have shared issues and ideas regarding the 19 7 1


performance of duties/responsibilities.

Other aspects of the Seminar Strongly

Agree

Agree Disagree

Time allocation (sessions/presentations/group

activities)

23 4 0

Group Activities 24 3 0

Staff engagement in seminar activities 22 5 0

Venue 16 11 0

Refreshments 5 10 12

Name one positive aspect about this year’s seminar (common responses):

well organised activities (open space activities)/very informative & comprehensive

good participation/communications between employees

gain knowledge of SQA activities especially programme accreditation process/understand

functions and activities of other divisions

good coordination

Name one aspect that could be improved for next year’s seminar (common responses):

Add some practical exercise to assist with the preparation of the AMP & budget

Refreshments not healthy

More group activities

Time allocation – stick to the time indicated in the programme especially

presentations/more time for group discussion

Venue - change of venue to a two (2) days sleepover/venue too close to Apia

Issues/challenges not to be discussed anymore and should focus on strategies to move

forward

CONCLUSION & RECOMMENDATIONS

Overall, the ASP Seminar for financial year 2017/2018 was a success as evident in the Summary

of the Seminar and closing remarks of the CEO as well as the Seminar evaluation.

The SQA recommends for the SQA ASP Seminar:

to be continued every year to monitor and evaluate the performance of the SQA and to assist

Divisions in drafting their new AMPs to assist with Budget bid preparations to ensure the

alignment of SQA plans to the national plans; and

to conduct the Seminar for more than 2 days away from the Office and out of town to ensure

the commitment and focus of all staff members.


ANNEX 1: Annual Strategic Planning Seminar Programme 2017

SAMOA QUALIFICATIONS AUTHORITY

ANNUAL STRATEGIC PLANNING

SEMINAR 2017

“Positivity generates Productivity”

Friday 8th, December 2017

9:00am – 5:00pm

Venue: Millennia Hotel - SOGI

Objectives By the end of the Seminar, the SQA staff will: be informed of the status of the ASP 2015 issues & way forward; be informed of SQA’s new activities planned for current FY; be able to identify the link between SQA’s mandate/functions:

- Strategy for the Development of Samoa (SDS), Education Sector Plan (ESP), PSET Strategic Plan & SQA Corporate Plan; and

have shared issues and ideas regarding the performance of duties/responsibilities.

Outcomes: Identification of FY 18/19 Annual Management Plan activities; and Staff are able to make informed decisions to improve SQA’s services.


PROGRAMME

TIME ACTIVITY FACILITATOR

8:45am Leave SQA Office for Venue/Meet at the

Venue Drivers (Suki Luapule & Tone Sainia)

9:00am Registration Faafou Leaupepe & Alamoana Su’a

ASP Seminar sub-com

9:15am Prayer Ray Malo

Quality Assurance Officer

9:25am Welcome Remarks Leali’ifano Easter Manila-Silipa

ACEO Research, Policy and Planning

9:30am Opening Remarks Letuimanu’asina Dr Emma Kruse Vaai

Chief Executive Officer

9:40am House Keeping Matters Terenia Simanu

ASP Seminar sub-com

9:45am MORNING TEA & STAFF PHOTO

10:00am

Session 1: Division Activity Status of Issues/Challenges & Way Forward

from 2015 ASP Seminar and PSET Annual Conference

Seuamuli Veni Gaugatao ASP Seminar sub-com

10:20am Feedback from Divisions Presenters

11:00am Presentation 1: Quality Assurance

Revised Non Formal Learning (NFL) Guidelines

Asiasiau Melesete Lino-Mariner ACEO Quality Assurance

11:20am Comments & Feedback ALL

11:35am Presentation 2: Qualifications

Record of Achievements (ROA) Guidelines & Recognition of Current Competency (RCC)

Taua Molia Mata’u ACEO Qualifications

11:55am Comments & Feedback ALL

12:10pm Presentation 3: Research, Policy & Planning

PSET Tracer Study Findings

Leali’ifano Easter Manila-Silipa


12:20pm Comments & Feedback ALL

12:30pm Presentation 4: Corporate Services

SQA Management Information System Eleanor Fakaua

Principal IT Officer


1:05pm LUNCH BREAK

1:45pm Presentation 5: Office of the CEO

Communication Strategy Lanuola Tupufia

Communications Officer


2:15pm

Session 2 – Staff Exercise: Linkages of Strategic Plans – SDS ESP PSET Strategic Plan SQA Corporate Plan

Lealiifano Easter Manila-Silipa & Seuamuli Veni Gaugatao

ASP Seminar sub-com

3:00pm Session 3 – Open Space Exercise for All Discussions on specific topics

(Programme Accreditation, Development & Delivery of NCS & SQs, SQA HR policies and

PSET data/information)

Savea Fiti Tausisi & Lanuola Tupufia ASP Seminar sub-com

4:45pm Wrap up & next steps + Evaluation Lealiifano Easter Manila-Silipa


4:50pm Closing of ASP Seminar 2017 Letuimanu’asina Dr Emma Kruse Vaai

Chief Executive Officer

5:00pm CLOSING OF ASP SEMINAR 2017 + BRIEF FIAFIA FOR ALL


ANNEX 2: Presentation 1 – Revised Non-Formal Learning (NFL) Guidelines


ANNEX 3: Presentation 2 – Record of Achievement & Recognition of Current

Competencies



ANNEX 4: Presentation 3 – Tracer Study of 2012, 2013 & 2014 Graduates from Formal

PSET Providers in Samoa – Key Findings & Recommendations



ANNEX 5: Presentation 4 – SQA Management Information System



ANNEX 6: Presentation 5 – SQA Communication Strategy



ANNEX 7: SQA Seminar 2017 Attendance List

NAMES DESIGNATIONS SQA Staff Members Letuimanu’asina Dr Emma Kruse Vaai CEO Lealiifano Easter Manila-Silipa ACEO RPPD Maposua Mose Asani ACEO CSD Taua Molia Mata’u ACEO Q Asiasiau Melesete Lino-Mariner ACEO QA Seuamuli Veni Gaugatao Principal Planning & Development Officer Akau Palale Principal Research & Policy Officer Terenia Simanu Principal Information Analyst Faafou Leaupepe Senior Research, Policy & Planning Officer Alamoana Sagaga Principal Quality Assurance Officer Savea Fiti Tausisi Principal Quality Assurance Officer Joyce Adams Principal Quality Assurance Officer Sua Aniseko Fruean National Moderator Ray Malo Senior Quality Assurance Officer Roylina Mamae Senior Quality Assurance Officer Rose Ioelu Senior Quality Assurance Officer Anawim Paulo Senior Moderation Officer Nora Tauati Senior Moderation Officer Barah Fonofaavae Quality Assurance Officer Kalala Toia Quality Assurance Officer Shirley Vaafusuaga Principal Qualifications Officer

Fa’animonimo Mata’u Principal Qualifications Officer Nifara Tulipe Careers Advisory Officer Eleanor Fakaua Principal Information Technology Officer Lila Pouniu Senior Administration & Human Resource

Officer Epenesa Seiuli Senior Administration Officer Salatielu Meredith Information Technology Officer Naomi Mavaega Receptionist/Cashier Henry Sagato Office Assistant Suki Luapule Driver/Administrative Assistant Tone Siania Driver Magele Iokapeta Eteuati Executive Officer Lanuola Tupufia Principal Communications Officer


ANNEX 8: SQA ASP Seminar Sub-Committee Members 2017

NAMES DESIGNATIONS Lealiifano Easter Manila-Silipa Chairperson/ACEO RPPD Seuamuli Veni Gaugatao Secretary/Principal Planning & Development Officer Alamoana Sagaga Principal Quality Assurance Officer Savea Fiti Tausisi Principal Quality Assurance Officer Shirley Vaafusuaga Principal Qualifications Officer

Maria Ulale Principal Administration & Human Resource Officer Savea Faigafou Lesatele Internal Auditor Lanuola Tupufia Principal Communications Officer Ah Kau Palale Principal Research & Policy Officer Terenia Simanu Principal Information Analyst Faafou Leaupepe Senior Research, Policy & Planning Officer


ANNEX 9: SQA ASP Seminar 2018 Evaluation Form

SQA Annual Strategic Planning Seminar Evaluation Form Hotel Millennia – 8 December 2017

1) Name one positive aspect about this year’s Seminar:

_______________________________________________________________________________

_______________________________________________________________________________

2) Name one aspect that could be improved for next year’s Seminar:

_______________________________________________________________________________

_______________________________________________________________________________

Achievement of Annual Seminar Objectives

Rating Score: 1 = Strongly Agree

2 = Agree 3 = Disagree

Other Aspects of the Seminar

Rating Score: 1 = Very Good

2 = Good 3 = Poor

be informed of the status of the ASP 2015 issues & way forward;

Time allocation

(sessions/presentations/gr

oup activities)

be informed of SQA’s new activities planned for current FY;

Group activities (effective,

fun, well organized etc)

be able to identify the link between SQA’s mandate/functions from the SDS, ESP and SQA CP;

Staff engagement in

Seminar activities

have shared issues and ideas regarding the performance of duties/responsibilities

Venue

Refreshments

Documents

ANNUAL STRATEGIC PLANNING SEMINAR 2017 REPORT