Quality Assurance – Collective Mechanisms set up by Quebec Universities (1988-2013)

1. Quality Assurance – Collective Mechanisms set up by Quebec Universities(1988-2013) Michel Giguère Conférence des recteurs et des principaux des universités du Québec May 23, 2013

2. This presentation The objective of this presentation is • to explain how the actual quality assurance (QA) system used in Quebec universities works Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

3. Outline of the presentation • CREPUQ and the Québec university system • The existing QA system in Québec • The partnership model • QA of new programmes • CEP • CPU • The roles of State and of Universities • QA of existing programmes • CVEP • Individual and Collective roles of Universities • Concluding remarks Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

4. CREPUQ - a brief outline Founded in 1963 Incorporated in 1967 as a non-profit corporation Headed by a Board of Directors composed of the heads of the universities Host of a Permanent Secretariat of 45 employees Supported by 8 committees and 20 subcommittees with close to 500 members Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

5. A forum for dialogue and the exchange of ideas To improve the overall efficiency of Quebec’s higher education system To promote the harmonization of policies and procedures To adopt common viewpoints To create joint services CREPUQ - a brief outline Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

6. A Study and research service for university administrations To conduct research on a variety of topics To provide guidance for universities in their decision making To provide support when dealing with government agencies CREPUQ - a brief outline Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

7. A Place to reflect and learn new approaches To provide a place for its members that fosters reflection and new approaches to problem solving through training and development workshops, conferences and seminars A Coordinator and Administrator of Services To manage information systems and cost-effective services for the universities To develop collective work tools CREPUQ - a brief outline Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

8. 1) A diversified university system 14 French and 3 English universities 265,000 students, including 22,300 international students Featuresof the Québec University System 1. Bishop’s University 2. Concordia University 3. Université Laval 4. McGill University 5. Université de Montréal 6. HEC Montréal 7. École Polytechnique de Montréal 8. Université de Sherbrooke Université du Québec 9. UQAM 10. UQTR 11. UQAC 12. UQAR 13. UQO 14. UQAT 15. INRS 16. ÉNAP 17. ÉTS 18. Téluq Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

9. 2) High-quality education Programs that meet the most advanced international standards Recognized North American degrees Bachelor’s programs with an international perspective Practical, interactive teaching approach Atmosphere that promotes cooperation and teamwork Unique professor availability and supervision Student-centered approach Featuresof the Québec University System Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

10. State-of-the-art research Over 1,400 master’s and doctoral programs Students can participate in research teams Canada Research Chairs Postdoctoral fellowships Corporate partnerships International collaboration: Joint thesis supervision Joint degrees Featuresof the Québec University System Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

11. The existing QA system • The partnership model • Internal QA • Universities • External QA of existing programs • CVEP • External QA of new programs • CEP • CPU (Located at the Ministry of Higher Education) Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

12. The partenership model • The QA system is based on a partnership between the State and the universities • This parnership model relies heavily on the recognized autonomy of universities, albeit a collective autonomy in addition to the traditional individual institutional autonomy • The originality of the model lies in its awarding key responsibilities to CREPUQ, an association of universities, rather than to an external agency Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

13. External QA – new programmes • In 1988, following discussions between the universities and the governement of Quebec, the process for the evaluation of new programmes proposals has been set up in partnership Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

14. The opening of a new programme in Quebec • The University elaborates its proposal • The quality of the proposed programme is assessed by CREPUQ (CEP) • The relevance of the programme is assessed by Quebec’s Ministry of Higher Education Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

15. CREPUQ has been mandated to answer the question : Will the programme proposed by university provide quality education to the students that will register in it? The government has created a process by which it evaluates the social relevance of the new programmes that universities want to launch. For each proposal, it tries to answer the question: Does Quebec (the society at large) need this proposed programme? The sharing of responsibilities Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

16. CEP - Mandate • CREPUQ has created, for this purpose, the Commission d’évaluation des projets des programmes (CEP) • CEP is comprised of eight members • designated by the Academic Affairs Committee (vice-rectors) for three-year renewable mandates • This Commission is an autonomous body • its evaluation notices are sent only to the relevant university and are not subject to the approval of another structure within CREPUQ Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

17. CEP - membership Appointments are based on the considerations that the candidate • be a member of the teaching staff of a Québec university, but not have senior administrative responsibilities; • typically holds a PhD or the rank of full professor, or the equivalent; • has experience on such authorities as Faculty Council, academic committees or subcommittees, funding agency review committees, etc.; • has cross-disciplinary interests. Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

18. CEP – membership (2) • The institutional membership is as follows : • Concordia University 1 • Université Laval 1 • McGill University 1 • Université de Montréal (including HEC-Montréal and École Polytechnique) 2 • Université du Québec 2 • Université de Sherbrooke 1 Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

19. CEP – Membership (3) • The disciplinary composition is as follows : • Arts and Literature 1 • Natural Sciences and Engineering 3 • Humanities, Social Sciences 3 • Health Sciences 1 Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

20. CEP - Operations • Once appointed, members act as private individuals and not as representatives of a university ; • A CommissionChairperson is elected among the members to serve a one-year, renewable term ; • The deliberations of the Commission d’évaluation des projets de programmes (CEP)are confidential, and minutes of its meetings are reserved for the exclusive use of members ; Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

21. CEP - Criteria • Program quality depends on the adequacy of the means to meet program objectives • For the purpose of program evaluation, they are divided in four categories • Framework • Program Activities • Faculty Resources • Material Resources Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

22. CEP – evaluation process • The process provides for • consultation by experts with responsibility for producing evaluation reports following site visits • a report drafted by the CEP and based on the opinions of experts • submission of the report by the CEP to the university proposing a new programme Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

23. CEP - Peer Judgement • A minimum of three expert advisors are selected, and at least one must come from outside Québec. It is understood that an expert advisor is a person with recognized qualifications in the field of the proposed program, who has no relationship to the applicant university. Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

24. The Ministry’s evaluation of the relevance of the proposed programme • To evaluate if a programme responds to social needs, the Ministry of Higher Education has created its own Comité des programmes universitaires Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

25. The Comité des programmes universitaires of the Ministry of Higher Education (CPU) • This Committee evaluates if it is suitable for the governement of Quebec to support a given programme with public funds • Its membership includes four representatives designated on CREPUQ’s recommendation and three ministerial representatives Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

26. The universities assess, through a collective mechanism, the quality of the new programmes The State evaluates, through a mechanism to which university representatives participate, the relevance of the new programmes In summary: the roles of the universities and of the State Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

27. One example : the case of a Baccalauréat en imagerie et médias numériques proposed by l’Université de Sherbrooke • Bachelor’s programme proposal submitted early 2003 • Aims at training specialized personnel qualified to develop technologies using multimedia data • CEP’s notice of evaluation adopted in October 2003 Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

28. Three conditions : Add one course in audionumerics Make compulsory the choice of an elective course Hire a minimum of four new professors Six suggestions : Better define the image treatment course Regroup four proposed courses into two Review the title and the content of four courses Examine the possibility to create a computer assisted animation course Add one management course The result of the process :a positive recommendation with Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

29. The response of l’Université de Sherbrooke • The University accepts the three conditions: the programme is modified accordingly and four professors are hired • The University is following up in the short term on four of the six suggestions and explains it may do the same as well in the longer term with the other two suggestions Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

30. The Ministry’s reaction • Considering the positive quality assessment by CREPUQ and the response of the University and taking into account a positive relevance evaluation by its own Comité des programmes, the Minister authorizes the opening of the new programme and its funding. Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

31. Internal QA – Existing programmes • Each university in Quebec has the individual responsibility to periodically evaluate all degree programmes it offers • The evaluation is done by special units dedicated to this process Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

32. External QA of existing programmes • Universities have given CREPUQ the mandate to ensure that common standards are met • CREPUQ has set up the Commission de vérification de l’évaluation des programmes (CVEP) to • issue a Policy regarding program evaluation process • fulfill an audit role Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

33. La Politique des établissements universitaires du Québec relative à l’évaluation périodique desprogrammes existants This Policy was adopted by CREPUQ in 1991 • Its goal is to ensure that each university complies with jointly adopted quality assurance standards; • In order to do so, each university has to adopt its own internal evaluation policy • It is applied by the Commission de vérification de l’évaluation des programmes (CVEP) Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

34. CVEP - Mandate The Commission de vérification de l’évaluation des programmes (CVEP) • was created in 1991 • is a fully autonomous body within CREPUQ's structure • is in charge of • ensuring that each university complies with jointly adopted quality assurance standards; • verifying the adequacy of internal practices of universities to the collectively adopted Policy • it has the power to recommend improvements to internal QA process of a given university Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

35. CVEP - composition • This Commission is comprised of five members designated by CREPUQ's board for a three-year mandate. • The members are • well known and respected people • retired professors or university adminstrators • who may carry on their duty without any conflicts of interest. Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

36. CVEP- process (1) The (CVEP) audits, on a 7 years cycle, all universities on • institutional policy and program evaluation practices • internal periodic evaluation process • aims, steps, criterias, modalities • institutional instances • membership of the audit Committee, questionning practices, publication of the internal guidelines, professionnal support given to the process Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

37. CVEP – Audit Process (2) • The audit process comprises • Identification by CVEP of target to be evaluated • Transmission by University of a dossier of periodic evaluation to illustrate the chosen target • Visits of the universities by CVEP members • Report written by CVEP and sent to universities including recommendations Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

38. The aims • The external audit of internal QA system (institutional evaluation policy and practices) gives assurance to society that university programme offerings remain of high quality and social relevance Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

39. Individual Role : each university has the responsibility to periodically evaluate the quality and relevance of each of its programmes Collective role : CREPUQ, through CVEP, ensures that this evaluation complies with standards that have been agreed upon by all universities In summary : Individual and collective roles of the universities Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

40. CVEP - 20 years, 3 cycles Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

41. Concluding remarks – the foundation for an efficient system • The State and the universities must agree on a framework to manage the process • A clear mandate must be given by the heads of the universities • This mandate must be undertaken by the senior officers for academic affairs (vice-rectors) • Together they must collectively agree on the terms of reference of the process (with particular attention to the elements that need to be evaluated) Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

42. Creation of an autonomous university body in charge of the quality assessment • Allocation of the professionnal and financial resources to this body • Confirmation by the heads of universities of the validity of the rules agreed to • Confirmation by the State of the validity of the university-led quality assessment mechanisms and creation of the governmental agency in charge of the social relevance evaluation Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

43. In summary… • The system in Quebec allows the universities and the State to confirm the quality and relevance of new programmes proposed by the universities. Both the State and the universities regognize each other competencies, mandates and cultures. • It is a light, adaptable and low-cost system. • But things are evolving… Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

44. Keys to the success of such a system 1) Firm commitment by the heads of the universities to recognize the value and the results of the process 2) Collective process based on the consensus of the relevant key players 3) As much as possible : respectful of the particularities of each institution 4) Assessment based on a plurality of expressed opinions Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities

45. 5) Objectivity of the process - Independence and Autonomy for the relevant bodies 6) As much transparency of the process as possible 7) Continuity, stability and cohesiveness of the practices ensured by a permanent secretariat in charge of the follow-up 8) At all times, maintenance of the credibility of the process vis à vis external stakeholders Higher Education and Quality Assurance - Collective Mechanisms set up by Quebec Universities