SECTION A: LIST OF DOCUMENTS TO BE SUBMITTED TO CPE · No hardcopy documents are required. Instead, all documents, including samples of evidences, should be submitted as softcopies

DOCUMENT PREPARATION FOR EDUTRUST ASSESSMENT (GD3)

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There are three sections: a) Section A: list of documents to be submitted to CPE within seven days from

application for EduTrust certification b) Section B: guidelines on evidence to prepare for EduTrust on-site assessment c) Section C: guidelines and step-by-step guide for online submission of documents

SECTION A: LIST OF DOCUMENTS TO BE SUBMITTED TO CPE The purpose of the document submission for desktop assessment is to assist the assessors to understand the Private Education Institution (PEI)’s systems before conducting the site assessment. The PEI will provide further relevant supporting evidence during the site assessment to demonstrate that it has met the criterion specifications (see Section B). No hardcopy documents are required. Instead, all documents, including samples of evidences, should be submitted as softcopies. The document to be submitted are required to be uploaded online. The format and file size of the documents to be submitted as well as step-by-step details in online submission of documents through Easi-Share Secure Cloud System (Easi-Share) are provided (see Section C). Please refer to the EduTrust Guidance Document Version 3 (GD3) for the requirements referred to by the item numbers listed below.

1 Policy & Operations Manual

Documented Policies (e.g. Policy Manual)

Documented Procedures (e.g. Operations Manual)

2 Records of review of documented Policies and Procedures

Item (Sample of Evidences)

3 Criterion 1 Management Commitment & Responsibilities

Minutes of Management Meetings for the past one year to present

1.1.1 Latest records of setting / reviewing vision, mission and values

Communication of vision, mission and values to all stakeholders

Values inculcation plan

1.2.1 Current and preceding year’s strategic plans

Current and preceding year’s unit/department work plans

Minutes of strategic planning / unit or department work plan meetings (if available)


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4 Criterion 2 Corporate Governance & Administration

2.1.1 Current and preceding year’s financial statements (full annual financial statement or annual revenue statement, whichever applicable)

Governance structure (if not included in organisation chart), Financial Resources Control, Risk Management and Community involvement documents/records (if available)

2.2.1 Staff handbook(s) / Code of conduct

Human resource (HR) and deployment plan(s)

2.2.2 Staff training and development plans

Individual training and development plan (one for non-academic staff, one for academic staff)

Monitoring of training needs, effectiveness and utilisation of training budget

2.3.1 Selection, management and evaluation records for academic partners (if any)

Academic partnership contracts (if any)

2.4.1 Records of internal communications to staff and, students and stakeholders (3 samples for each, where available)

Vetting and approval records for external communications, including advertisements (3 samples, where available)

2.5.1 All compiled data, including analysis and evaluation records

Monitoring records for key performance results

2.5.2 Documents control records (3 samples, where applicable)

Master list(s) for controlled documents in manual(s), forms / templates, any other work instructions and / or handbook(s)

2.6.1 Feedback and complaints records, including analysis, actions taken and review records, response time records for the past one year to present

2.6.2 Student survey questionnaire (include compiled and analysed results)

2.6.3 Staff survey questionnaire (include compiled and analysed results)


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5 Criterion 3 External Recruitment Agents

3.1.1 Agent selection record (samples of 3 different agents where available)

Up-to-date agent list

3.2.1 Agent contract signed (samples of 3 different agents, if available)

Correspondence records with agents past one year to present

Training materials for agents

Training records for agents past one year to present

3.3.1 Agent monitoring and evaluation records (samples of 3 different agents where available)

6 Criterion 4 Student Protection & Support Services

4.1.1 Fee Protection Scheme (FPS) provider’s certificate

FPS monitoring records

(note: omit NRIC/FIN details before uploading in Easi-Share)

4.1.1, 4.1.2, 4.2.1

Student records (of 3 students from different key course, where applicable) that included the following:

Student contracts and addendum (if any)

Advisory Note (Form 12)

Receipts of payment

FPS insurance certificates

(note: omit NRIC/FIN details before uploading in Easi-Share)

4.1.2 Receipts for miscellaneous fees (3 samples, where available)

4.3.1 Refund records (at least 3 samples where available)

4.4.1 Transfer, withdrawal and / or deferment records (at least 1 sample of each, where applicable)

4.5.1 List of student support services

Records of student support services rendered (3 samples, where available)


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7 Criterion 5 Academic Processes & Student Assessment

Academic board and examination board meeting minutes for the past one year to present.

Student and academic staff handbook(s), if any

For the following Criterion 5 requirements, please provide full set of documents for each of the samples from different key courses, so as to show the whole processes (from start –commence of course to end-assessment) for the 3 samples

5.1.1 Latest course design and development documents

5.1.2 Latest course review documents

5.2.1 Course planning documents

Transition plans to new / revised programmes

List of academic resources

5.2.2 Course, modules and lesson learning outcomes

Course delivery and monitoring records

5.3.1 Pre-course counselling materials

5.3.1, 5.3.2, 5.4.2

Student records for following (at least 3 samples from different key courses, where applicable):

Pre-course counselling records

Selection and admission records (including verification of supporting documents submitted by applicants, interviews, entrance tests, approval by Management and relevant external university partners, if applicable, etc.)

Matriculation with external academic partners (if applicable)

Orientation records

Student conduct records (if applicable)

Academic progress reports

Academic intervention records (if applicable)


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5.5.1 Assessment plan

Assessment planning records

Post-assessments analysis and review

Moderation and appeal records (since last assessment, where applicable)

8 Criterion 6 Achievement of Student & Graduate Outcomes

6.1.1 Records of communication of student performance data to students and graduates for the past one year to present)

Choice of benchmarks with rationale

3-year trend data of performance outcomes of students and graduates (if any)

6.2.1 Performance outcomes of students and graduates (for all courses / intakes / programmes)

Graduate outcome survey compiled results and analysis (if any)

Data comparison of the PEI’s student and graduate outcomes against benchmark chosen

9 Criterion 7 Quality Assurance, Monitoring & Result

7.1.1 Achievements (3-year trend data if available) of targets in strategic, department/unit and individual staff work plans

Review record(s), including analysis and evaluation

7.2.1 Latest internal assessment plan

Internal assessment records including current and preceding corrective action plans, approval and monitoring records

7.3.1 Current and preceding years’ management review records

7.4.1 Current and preceding years’ key improvement plans and implementation records


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10 Additional documents to be submitted for the following (note: omit NRIC/FIN details before uploading in Easi-Share)

1. Other controlled documents such as forms / templates that are in place but not yet implemented

2. Staff, Student and Partners listing*

3. Organisation chart

4. Management Representative Declaration*, if MR is not the filer of the EduTrust application

5. Any other awards, accreditations or certifications received (submit supporting documents if applicable)

* Please refer to the CPE website for the templates provided.


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SECTION B: GUIDELINES FOR PREPARATION OF EVIDENCE FOR ON-SITE

ASSESSMENT

1. The responsibility lies with the PEI to prepare and provide all necessary evidence to show / demonstrate how the PEI has met the criterion specifications stated in GD3, on top of the documents submitted to CPE prior to the site assessment. Where applicable, the evidence should be made available from the time of last EduTrust assessment. Trend records for 3 years, if available, should also be produced.

2. The PEI could determine whether it is administratively more efficient to prepare and provide the evidence in in paper, electronic or other media. In the event that the evidence prepared are not in paper medium, the MR has to ensure that necessary equipment are provided to allow the assessment team to access the evidence conveniently and effectively, e.g. computers for reviewing of documents in softcopies, administrative accounts for access to intranet environment, etc.

3. The assessment team shall make contact with the MR prior to the site assessment to request for specific documents / samples for review during the site assessment. These typically include:

a. Financial monitoring records and budgets

b. Staff selection, monitoring / review and appraisal records

c. Complete student records

d. Past assessment papers

4. The assessment team may also request for additional evidence during the site assessment to better assess how the PEI has met the criterion specifications stated in GD3. The MR is to facilitate all requests made.


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SECTION C: GUIDELINES AND STEP-BY-STEP GUIDE FOR ONLINE SUBMISSION

OF DOCUMENTS

Submission of Files Through Easi-Share Secure Cloud System 1. Files should be submitted through Easi-Share Secure Cloud System (Easi-Share)

in one of the following file formats and compressed in zip folders under respective

criterion as follows:

2. Upon receipt of application for EduTrust Assessment by PEI, the Lead Assessor

(LA) would invite PEI to upload documents via Easi-Share within 7 days. The file name is created by the LA as follows:

ET_PEI Name_DDMMYYYY (Date of Submission) Easi-Share can be accessed via a link provided to the Management Representative (MR). When the MR clicks on the link, an OTP will be sent to his/her hand phone before Easi-Share can be accessed.

Category White listed

file formats

Compressed Zip folders

Image bmp, gif,

jpeg, jpg,

png, tif, tiff

zip

1. Criterion 1 2. Criterion 2 3. Criterion 3 4. Criterion 4 5. Criterion 5 6. Criterion 6 7. Criterion 7 8. Policy and Operations Manual 9. Additional documents 10. Review of Policies & Procedures

documents

Notes:

Each submission should not exceed

1 GB. There should be no “.exe”

format, and no encryption of files and

attachments.

Document doc, docx,

msg, pdf,

pps, ppsx,

ppt, pptx, rtf,

txt, xls, xlsx


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Submission of Files Through Zip Folders 3. Only ONE Zip folder is to be created for each criterion. Each Zip folder consists of

sub-folders for respective sub-criterion as stated in the Document Submission List

for Full Assessment. A total of 10 Zip folders are required for submission: Criterion

1-7, Policy and Operations Manual, Records of review of Policies & Procedures

and Additional documents.

4. The MR proceeds to drag folder(s) with the relevant information and drop into

Easi-Share. The folders are to be labelled based on the respective criterion: Criterion 1, Criterion 2, Criterion 3, Criterion 4, Criterion 5, Criterion 6, Criterion 7, Additional Documents, Policy and Operations Manual, Records of review of Policies & Procedures and Additional documents.

Submission of Sensitive Information

5. Sensitive information such as NRIC/ FIN details must be omitted before uploading onto the Easi-Share. This applies to all records/ files that contain NRIC/ FIN details.

6. The access to Easi-Share will be closed after the deadline for submission

(reflected in the file name). If the LA requires new submissions after the deadline PEI will be granted limited access to Easi-Share. After the submission of the new documents, the access to Easi-Share is closed

7. A step-by-step user guide on uploading of files on Easi-Share in 8 simple steps is

shown in the next segment.


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Step-By-Step Guide on Use of Easi-Share Step 1: Lead Assessor initiates New File Request for MR to upload documents. MR clicks on the link.

Step 2: MR clicks on ‘Generate OTP’ for OTP authentication

Lead Assessor has requested for file upload for ET_PEI_DDMMYYYY

ET_PEI_DDMMYYYY


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Step 3: MR keys in password for OTP authentication which is sent to the handphone.

Step 4: MR is required to prepare ZIP files in Criterion 1 prior to clicking on ‘New’.

ET_PEI_DDMMYYYY


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Step 5: MR clicks ‘New’ to upload files.

Note: If the session has expired, another OTP will be generated for authentication

Step 6: MR clicks on ‘View’ to check whether files are uploaded successfully.

MR_Criterion 1.zip

MR_Criterion 1.zip

ET_PEI_DDMMYYYY


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Step 7: MR repeats steps 4, 5 and 6 for the rest of the files to be submitted.

Step 8: MR emails Lead Assessor to inform that files have been submitted. Lead Assessor shares files with PEI to verify submission.

MR_Criterion 1.zip MR_Criterion 2.zip

ET_PEI_DDMMYYYY

MR_Criterion 1.zip

MR_Criterion 2.zip