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Paper presented at a Medical Education Workshop held at the Faculty of Medicine University of Science and Technology Sana’a, Yemen 14-27 June 2007 by Professor Omar Hasan Kasule Sr. MB ChB (MUK), MPH (Harvard), DrPH (Harvard) Professor of Epidemiology and Islamic Medicine at the Institute of Medicine Universiti Brunei Darussalam. WEB: http://omarkasule.tripod.com
INTRODUCTION
The paper lists information needed by an external evaluator to evaluate the faculty of medicine. It is noteworthy that a lot of the information needed is not about academic matters. The underlying philosophy is that academic quality cannot exist if governance and the infrastructure are weak. The process if putting together the information needed is tremendous but is worth it. The collection and sifting through the documents is itself a very important process of internal evaluation because gaps become clear once all the information is collected.
1.0 GENERAL INFORMATION ON THE UNIVERSITY
1.1 Overview
· University prospectus
· Brief History of the university
· Annual reports 2002-2007
1.2 University governance
· Registration and legal status
· Constitution of the University
· Board of trustees
· University Officials
· University Council/Board of Governors
· University Senate
· University Organizational Chart
· Procedures of Academic Staff Appointment and Promotion
· University Research Center/Committee
· University Publications Department
· University Development Plan
· University Integrity/Ethics Committee
· University Scholarship and Study Leave procedures
· University strategic plan
· Quality assurance unit
2.0 GENERAL INFORMATION ON THE FACULTY OF MEDICINE
2.1 Faculty overview
· Faculty prospectus
· Brief history of the Faculty
· Growth of students and staff of the Faculty 2002-2007
· Annual reports 2002-2007
2.2 Faculty governance
· Faculty organizational chart
· Names and qualifications of top faculty officials
· Linkages with central university bodies
· Faculty strategic plan
· Faculty quality assurance unit
· Functional linkages of the faculty of medicine to other university faculties
2.3 Forms, brochures, and information packages
· Administrative forms
· Academic forms
3.0 FACULTY FACILITIES
3.1 Physical environment of the Faculty of Medicine
3.2 Laboratories completed: size, equipment
3.3 Library: area, holdings, seating capacity, online workstations, online data bases and journals subscribed to, hours of opening, and budget, use of library by students (borrowings of books and journals), Library staff: categories and functions
3.4 IT and Telecommunication equipment: IT services
3.5 Clinical skills laboratory
4.0 FACULTY COMMITTEES
4.1 Academic committees
· Faculty Board Meeting
· Faculty Administrative Meeting
· Academic program management committee
· Board of Examiners
· Board of Appeal
· Faculty Promotions Committee
· Faculty Research Committee
· Research Ethical Committee
· Faculty Postgraduate Committee
· Departmental meetings
· Curriculum development
· Curriculum revision
· Program evaluation
4.2 Administrative committee
· Student Admissions Committee
· Student Advisory Committee
· Facilities Committee
· Security Committee
· Purchases/tender committee
· Development Committee
· Discipline Committee
· IT Committee
· Desk Top Publishing Committee
· Library Committee
· Staff Welfare Fund
5.0 FACULTY ADMINISTRATIVE STAFF
· Appointment and functions of the dean and deputy deans
· Appointment and functions of department heads
· Administrative staff
· Other support staff
6.0 FACULTY ACADEMIC STAFF
6.1 Staff handbook
6.2 Description of present academic staff establishment
· Full time academic staff per department: Name, qualifications, specialty, and teaching experience
· Honorary academic staff per department: Name, qualifications, and specialty
· Resume of each academic staff (2 pages maximum in standardized format)
6.3 Recruitment, orientation, training, and promotion of academic staff
· Advertisement of staff vacant positions: Sample advertisement in Yemen Newspapers
· Advertisement of staff vacant positions: Sample advertisement overseas
· Staff selection criteria
· Staff promotion criteria
· Academic enrichment programs
· Continuing medical education
· Teacher training
· Islamic Orientation Program
· Specialty training
· Teaching Efficiency Rating
6.4 Terms and conditions of service
· Sample Contract for National staff
· Sample Contract for International staff
· Discipline and termination: Document on staff discipline procedures
· Staff attrition by reason (no promotion, better salary offer elsewhere, end of contract, not satisfied, conflict) and year
6.5 Academic staff salary and benefits
· Base renumeration (salary min & max) and other benefits (entertainment, housing, specialist, incentive allowance) for various academic ranks by department
· Retirement Benefit Fund
· Non-monetary staff benefits: e.g. reduced tuition for children and spouses, medical benefits
6.6 Academic staff activities
· Use of faculty time (%) by type of activity by department: teaching, research, clinical service, consultations, administration, community/social service
· Teaching load (in hours) for undergraduate and post graduate students per academic staff by department
· Ongoing and completed research projects and the source of funding per academic staff and by department
· Consultancy projects by department: name of staff, project, where, and cost
· Seminar and conference attendance as well as paper presentation per academic staff by department
· Training courses attended per academic staff by department
· Membership of professional organizations by department
· Community projects undertaken by academic staff by department
7.0 STUDENT ADMISSIONS and PROJECTED ENROLMENTS
7.1 Admissions and graduates 2002-2007
· Admitted students by year and nationality 2002-2007
· Graduating students by year and nationality 2002-2007
· Study of attrition and causes 2002-2007
7.2 Admission process
· Description of pre-medical courses for medical students
· System of assessment in pre-medical courses
· Entry requirements: national and international
· Selection criteria
· Policy on transfer students
· Total applicants and number selected 2002-2007
· Projected enrolments in the next 5 years 2008-2013
7.3 Characteristics of admitted students
· Summary GPS (percentage) score of admitted applicants by year 2002-2007
· Nationality, gender and ethnic distribution of admitted applicants 2002-2007
· Program book of the last orientation week
· Registration & enrolment procedures
· Student oath, bayi’at
8.0 STUDENT WELFARE AND ACTIVITIES
8.1 Counseling and advisory system
· Student advisory committee
· Common student academic problems
· Common student social & personal problems
· Assessment of the academic counseling system
8.2 Medical services
· Schedule of the student clinic for 2006
· Student clinic consultations for 2006
· Hospitalization: medical benefits available
· Student insurance
8.3 Hostels
· Hostel administrative personnel
· Room space and equipment
· Shower and washing facilities
· Electrical equipment in rooms
· Canteen operations
· Amenities: Car parking, Shops
· Sports/exercise: gymnasium, tennis court, basketball court, football field, swimming pool
8.4 Student records
· Student personal record: items in the record, where and how filed
· Student academic record: items in the academic record, updates, filing
· Accessibility of student records:
· Privacy and confidentiality of student records
8.5 Student activities
· Student extra curricular activities
· Student government
8.6 Student discipline
· Student disciplinary code
· Disciplinary officers
· Disciplinary procedures
8.7 Student financial situation
· Self sponsored students by year 2002-2007
· Students on scholarship by year 2002-2007
· Students on loans by year 2002-2007
9.0 FACULTY FINANCIAL VIABILITY and ENDOWMENTS
· Budget allocations by major activity for 2002-2007
· Revenue and Expenditure summary by year 2002-2007
· Evaluation of financial capacity and its impact on university activity
· Endowments (waqf)
10.0 FACULTY RESEARCH
· List of individual research projects
· List of group research projects
· Collaboration with outside bodies
11.0 FACULTY CONSULTANCIES
· List of consultancy projects undertaken by the academic staff
12.0 THE TEACHING HOSPITAL
· Administrative arrangements (memorandum of understanding)
· Hospital facilities
· Hospital staff who help in reaching
· Table showing bed capacity, number of MOs, and specialists
13.0 DESCRIPTION OF ACADEMIC DEPARTMENTS IN THE FACULTY
· Annual departmental report
14.0 ACADEMIC ACTIVITIES IN THE FACULTY
· Seminars at the Faculty of Medicine (including student seminars)
· Schedule of journal club meetings
· Seminars attended by faculty staff Seminars outside
· Training programs and attachments
· Participation at national conferences
· Participation at International conferences
15.0 COURSE DESCRIPTIONS
· Use standardized format
16.0 TEACHING MATERIALS
· Samples of notes, PowerPoint used in classroom
17.0 DESCRIPTION OF THE ASSESSMENT SYSTEM
· Samples of examination papers and student answer scripts
· Itemized examination results by year and course 2002-2007
17.0 LOGISTICS
· Procedures of gate security and admission of visitors, patrols, security lights
· Fire and other emergency preparations: instructions, fire drill training twice a year
· Transportation facilities: 1 bus, 2 vans, 1 lorry, 3 cars, form for booking transportation