The internal and financial regulations and the organizational structure of the unit

 Introduction:

In light of the state’s interest in education as a national project, the Quality Assurance Unit was established in the Faculty of Agriculture, Assiut University in 2004 as one of the mechanisms for establishing an internal quality system in the college. The unit’s basic tasks are to follow up and evaluate performance within the college, and then it is the unit’s responsibility to review the organizational structure and prepare a proposal for a new list In line with the internal regulations of the university's main quality assurance center in order to achieve the mission and vision of the unit, which supports the college's strategy leading to accreditation by ensuring the quality of performance in the educational process.

  Items of the internal regulations of the unit:

First item

The Quality Assurance Unit at the Faculty of Agriculture, Assiut University, whose establishment was announced in 2004, is an administrative entity that monitors and achieves the quality of educational and administrative performance within the college and is located in the fourth floor in the administrative building next to the faculty dean’s office in order to achieve the principle of rapid communication with the head of the educational institution

The second item

A director is appointed for the quality assurance unit in the college by a decision of the dean of the college for a period of three years, renewable.

Third item

Enhancing the distinguished position of the College of Agriculture at the national and regional level and contributing to achieving comprehensive quality, improving the level of performance and continuous improvement of the college’s efficiency as a leading research and educational institution with an effective role in community service and environmental development.

fourth item

In coordination with the mission of the college, the mission of the Quality Assurance Unit is to spread the culture of quality, follow-up and evaluate performance in all components of the educational system, research activities, community service activities and environmental development provided by the college in light of the standards of the National Authority for Quality Assurance of Education and the adoption of successive improvement in institutional and academic performance to raise the competitiveness of college graduates And gain the confidence of the beneficiaries in order to achieve comprehensive quality and access to accreditation.

Fifth clause:

1- Establishing mechanisms for follow-up and evaluation of academic, research, service and administrative performance within the college in a manner that ensures the achievement of the college’s goals and the advancement of its outputs.
2- Spreading the culture of quality among all faculty members, the assisting body, students, and workers in departments and all departments, in order to achieve distinction and continuity.
3- Developing the quality and quality of academic programs, which is reflected in the level of graduates and their competitiveness in the labor market.
4- Adopting an integrated research plan between the different departments of the college that contributes to serving the surrounding community and developing the environment.
5- Raising the efficiency of students, graduates and beneficiaries by setting up specialized programs in order to build and improve the institutional and human capabilities of the college and qualify it for excellence.
6- Ensuring that the conditions and requirements of the National Authority for Quality Assurance and Accreditation are met, and the college is qualified to obtain accreditation and maintain its continuity.
Sixth Clause:

First: Coordination of work among all participants in the educational and research system and community service activities provided by the college to achieve the following:

1- Academic and administrative quality assurance and quality assurance of research and the quality of services provided by the college to the community through an internal system approved by the National Authority for Quality Assurance and Accreditation in line with the international regulations applied in this regard. .
2- Carrying out an annual self-evaluation of the performance of all the faculty’s activities, which include mission, organizational structure, management methods, faculty members, academic standards, educational programs, quality of learning and research opportunities, and other activities for community participation, quality management and action plan in order to identify strengths and weaknesses to overcome them. .
3 - Developing an action plan to overcome weaknesses and work to activate and increase strengths and set controls to follow up on this plan. .

Second: Forming work teams for the continuous improvement of all elements of the college's self-evaluation through:

1- Continuous Improvement Circles.
2-workshops.
3-Training courses.
4- Applied research projects
5- Seminars.
6- Conferences.

Third: Establishing a performance evaluation and analysis system that includes:

1- Designing models to evaluate the performance of the dean, agents and heads of departments, as well as all faculty members and their assistants and all faculty staff.
2 - Establishing a system for the distribution and analysis of evaluation forms for the educational process in the college.
3 - Establishing a system that ensures the participation of all participants in the educational process in the college in all the elements of the annual self-evaluation.

Fourth: Technical support for the departments to spread the thought of quality among all the college employees to ensure the fulfillment of the following elements:

1- Identification of a coordinator and assistant coordinator in each of the departments at both the undergraduate and postgraduate levels.
2-Assisting the departments in preparing annual self-evaluation reports and in preparing self-evaluation studies that are repeated every period (3 - 5 years).
3- Supporting departments in describing study programs and decisions and writing reports for decisions and study programs.

Seventh Clause:

The organizational structure of the quality assurance unit in the college consists of:

First: The Unit's Board of Directors:

It is concerned with setting the general policies of the unit.
Second: The Executive Council Unit:

It is concerned with implementing and following up the decisions taken by the unit's board of directors, and the following figure shows the organizational structure of the unit:

The organizational structure of the Quality Assurance Unit

Chairman of the Board of Directors of the Quality Assurance Unit

The unit’s board of directors	the unit’s executive council
Vice Dean for Community Service and Environmental Development.	Unit Director
Vice Dean for Postgraduate Studies and Research	Deputy unit director
Vice Dean for Education and Student Affairs	Head of the Technical Office
Director of the Quality Assurance Unit	Head of the Media and Awareness Committee
Deputy Director of the Quality Assurance Unit	Head of the Training Committee
Three of the faculty members are experienced	Chairman Committee to design, implement and analyze questionnaires
Secretary of the college, a representative of the administrative body	Chairman of the Academic Standards and Educational Programs Committee
Two assistants of the faculty members (Assistant Lecturer - Teaching Assistant)	Chairman of the Graduate Studies and Research Committee
Two student representatives	Chairman of the Student Services Support Committee and the Development of Teaching and Learning Methods
Two representatives of the beneficiaries	Chairman of the Committee for Community Participation and Environmental Development Chairman of the Continuous Evaluation and Internal Review Committee

Clause Eight:

First: the specializations of the board of directors of the quality assurance unit in the college:
The Unit’s Board of Directors approves the policies, programs and work systems that achieve the objectives of the unit in light of the strategy for quality education in the college and university, and within the framework of the laws and regulations governing and is concerned with the following:
1- Evaluating the internal work system of the unit, defining the terms of reference and a general description of the duties of its employees.
2 - Considering the reports submitted by the unit director about the progress of work, as well as the reports of the different departments of the college.
3 - Reviewing and updating the faculty mission according to the development that necessitates this, and developing the work system to achieve the college mission.
4- Adoption of interaction systems that ensure good cooperation with the authorities related to higher education development activities, and quality assurance and accreditation systems.
5- Examining the implementation improvement plans submitted by the unit director and emanating from the college’s strategic plan in preparation for approval and approval by the College Board and providing the necessary capabilities for implementation.
6- Proposing to determine the value of the allowance for attending the sessions for members, and the matter is referred to Prof. Dr. Rector.
7- Distributing an incentive bonus to the members of the unit’s executive council and administrators in the unit for extraordinary efforts in implementing quality activities in the college based on the proposal of the unit director, provided that it is approved by the dean of the college.
8- Follow up on the unit's executive council decisions.
9 - Approval of the annual report of the unit and the letter to the University's Quality Assurance Center.

Second: The functions of the Executive Council of the Quality Assurance Unit in the college

The Executive Council of the Unit undertakes the following specializations:

1- Setting the necessary policies to implement the decisions taken by the unit's board of directors.
2 - Discussing the decisions of the technical committees.
3 - Presenting the decisions of the various committees to the unit’s board of directors.

Clause Nine:

First: the specializations of the board of directors of the quality assurance unit in the college:

1- Calling the Unit’s Executive Council to meet and chairing its sessions.
2 - Preparing the necessary work plans.
3 - Supervising the unit’s work system, following up on the daily work, and coordinating between the unit’s employees.
4- Preparing monthly reports on the development of work in the unit, including achievements, shortcomings and problems, and visualizing it according to the tasks assigned to it.
5- The unit manager has all the necessary powers to facilitate work within the framework of the powers delegated to him by the unit’s board of directors.
6- Approving the documents for the payment of rewards and incentives for workers and submitting them to the Dean of the College.
7- Other functions delegated by the Board of Directors.
8- Preparing the unit’s annual report and submitting it to the College Council for approval.

Second: specializations and tasks of the Deputy Director of the Quality Assurance Unit at the College:

1- Preparing for meetings of the Board of Directors and the Executive Council.
2 - Recording the meetings of the Board of Directors and the Executive Council.
3-Preparing and saving the minutes of the Board of Directors and Executive Council meetings for approval by the College Board.

Third: the terms of reference and tasks of the head of the technical office of the quality assurance unit in the college:

1- Organizing and following up the administrative affairs of the unit.
2- Organizing the unit's secretarial affairs.
3 - Organizing purchases and stores in the unit.

Clause Ten:

The College Board, based on the proposal of the Chairman of the Board of Directors of the Quality Assurance Unit, approves the formation of eight committees to manage and follow up the implementation of the unit’s activities, so that its members are representatives of all scientific departments.

1- Awareness and Information Committee:
This committee is concerned with disseminating the culture and concepts of quality among faculty members and their assistants, members of the administrative apparatus, employees and students of the college, through an approved and documented annual work plan.
2-Training Committee:
This committee is concerned with preparing a training plan to raise the efficiency and development of the college's human resources (faculty members - assisting body - technicians - administrative apparatus) in a way that contributes to achieving the college’s plan and reaching the overall quality.
3-Committee for Academic Standards and Educational Programs:
This committee is concerned with following up the descriptions of academic programs and courses in light of the academic reference standards adopted by the college in a manner that ensures that the graduate acquires the specifications and skills required for the labor market.
4- Committee for Design, Implementation and Analysis of Questionnaires:
This committee is responsible for the following:
Design and implementation of questionnaires that serve to poll opinions in all scientific, research and community service fields.
Supervising the implementation of these questionnaires.
Analyzing the questionnaires in cooperation with the continuous evaluation and internal review committee, developing improvement plans, and comparing performance levels in different years.
Suggesting practices required to enhance strengths and eliminate any negatives that questionnaires show.
5- Student Services Support Committee and Development of Teaching and Learning Methods:
Follow up on formulating, documenting and adopting a strategy for teaching, learning, support and student counseling in a way that helps them achieve academic standards and supports their scientific and personal capabilities and potential.
Evaluating the sources of teaching and learning, studying the conditions of students, the availability of means of education, the necessary capabilities for learning, and financial and social support for students.
Follow up students' complaints and suggest solutions to problems.
6- Scientific Research and Activities Committee:
This committee is responsible for the following:
Preparing a database for the published research and scientific activities of the faculty members in the faculty and discussing the possibility of using it in the service and development of the surrounding community.
Follow up on the continuous updating of the faculty page on the information network and updating the curriculum vitae and research lists of the faculty members.
7- Community Participation and Alumni Committee
This committee is responsible for the following:

Implementing a community participation plan and collecting data on the needs of the surrounding, local and national community.
Preparing a database for the services, activities and scientific advice provided by the college within the framework of community participation in order to assess its suitability and efficiency.
Polling the opinions of the beneficiaries on the level and competence of graduates, in cooperation with the Committee for Design, Implementation and Analysis of Questionnaires
8- The Continuous Evaluation and Internal Audit Committee.
This committee is responsible for the following:
Follow up the work of the technical and executive committees in the unit, which includes all the college activities (educational - research - community - institutional services).
Submit reports on evaluation and follow-up work, along with suggestions and recommendations, to the unit's management.
Follow up on the preparation and documentation of the college's annual report.

Clause Eleven:

The quality assurance unit in the college is an approved entity that directly reports to the dean of the college, as it concerns the various departments within the college, and therefore the unit has an annual budget allocated from the budget that the university allocates to the college, provided that it is approved by the college administration to carry out its tasks and spend on follow-up, evaluation, awareness-raising activities, workshops, and the preparation of the necessary publications.

Twelfth clause:

Financial Regulations for the Quality Assurance and Accreditation Unit at the Faculty of Agriculture, Assiut University
First: - Resources The Center's resources consist of: -

1- Financial allocations from the annual college budget
2- 2% of the revenues of the units of a special nature at the end of each year.
3- Aid and grants received by the unit and accepted by the College Board based on the proposal of the Board of Directors.
4- Any other resources accepted by the Board of Directors and with the approval of the College Board and that do not conflict with the unit’s objectives.

Second: - Expenses The annual expenses of the unit include the following:

1- Expenses and operating requirements.
2- Rewards and incentives.

Third: Permanent Advances:
The permanent advance is disbursed with the approval of the chairman of the board of directors or whoever he delegates, provided that its value is reviewed on the basis of the average disbursement every six months + 50% in accordance with the financial instructions, and the disbursement from it to meet the out-of-pocket or urgent expenses required by the work need does not exceed 300 pounds (three hundred EGP) for the executive director of the center, and what is more than that with the approval of the chairman of the board of directors in a single exchange in case of extreme necessity and in the narrowest limits, provided that it is replaced whenever it is close to entry into force, and it is inevitably settled at the end of the fiscal year.
Fourth: The temporary advance
The director of the center has a license to spend a temporary advance of no more than 1,000 pounds (one thousand pounds) and for the chairman of the board of directors in a sum not exceeding 2000 pounds (two thousand pounds), and the university president has more than that in the necessary cases, and in the purposes that require this, provided that the disbursement is to one of the employees From outside the accounts and those subject to the government guarantee system, and it is settled as soon as the purpose for which it was spent is completed, with a maximum of two months from the date of disbursement or before the end of the fiscal year, whichever is earlier. It is not permissible to disburse more than one advance to one person at the same time, taking into account the financial instructions regulating this and related to the temporary and permanent advances mentioned in the regulations for the budget and accounts.
Fifth: stores
The governmental warehouse regulations and its amendments shall be applied to all the unit's warehousing business.
Sixth: Inspection

The accounts and activities of the unit are subject to inspection and oversight by the Ministry of Finance, the Central Auditing Organization, the supervisory bodies of the university and other supervisory agencies, and those who work with them must submit all documents and data required by these bodies.

Seventh: The provisions of these bylaws shall be enforced as of the date of approval by the College Board and approval by the University President.