The History Of Institute Of The Quality Assurance

The existence of LPM (formerly Unit Penjaminan Mutu/UPM) in Itenas organization structure is stated in the statute of Itenas 2003. It was formed as a follow-up of the Technological and Professional Skills Development Sector Project (TPSDP) grant from DIKTI in 2002 received by the Industrial, Civil, Mechanical, and Chemical Engineering. UPM, however, was officially founded in July 2005. During 2005 – 2006 UPM could not run its function effectively due to some reasons. They were partly because the lack of our lecturers’ and employees’ knowledge about the system and the ongoing establishment of the organization structure and work mechanism.

In June 2006 to July 2007 Itenas UPM received Institutional Support System-Quality Assurance (ISS-QA) grant from TPSDP. This grant helped the unit forming the basic formation of the quality assurance system, i.e. the organization structure formation, the academic regulation, academic standard, inventory, and quality document development, as well as developing monitoring and internal evaluation system.

The organization structure consists of the chairman supported by two administrative section heads, i.e. the academic quality assurance and the non-academic quality assurance. In running its function, UPM is supported by a peer group consisted of representatives from each department. Peer group coordinates with UPM in the weekly meeting. To enhance the knowledge of the quality system, UPM has distributed leaflet and bulletins informing its activities to chairmen, academic and non-academic staff, and technicians.

The quality assurance program in Itenas is carried out based on the guidance of the higher education quality assurance – Dikti 2003. It is functioning as an application and compliance of the education standard that must be improved consistently. In its early establishment in 2010 the unit started with the development of means and infrastructure as its main focus. However, the first target of the quality assurance in Itenas is focused on the learning process. The mechanism employed in the process was based on the concept Plan-Do-Check-Action (PDCA) with the following cycle: Standard – Implementation – Self-evaluation – Internal audit – Correction formulation – Quality improvement – New standard.

To run its functions of monitoring and evaluating properly, UPM cooperated with the quality assurance unit of Gajah Mada University in 2007 to conduct internal audit training for 35 staff as the representation of their department/study program. At the end of the training, they performed a simulation of an internal audit of education quality (AIMS) for some departments by investigating the completion of their document. In January, 25 to 27 2010 UPM held an internal auditor training involving 22 participants. The auditor candidates were recruited from every department based on their self-motivation and their department heads’ recommendation. The purposes were to increase the number of qualified auditors having better knowledge of the quality assurance in higher education, especially Itenas, and of audit procedures, to build sense of togetherness among the auditors themselves, and between them and UPM, as well as to escalate the continuity of the monevin to maintain the quality culture in Itenas. The training materials were including the quality assurance system in higher education (SPMPT), quality documents, the area of internal quality audit, desk evaluation simulation, site visit, and writing an audit report. Based on the evaluation on the material written test, desk practice evaluation, site visit, the report making and presentation, all participants passed and earned certificate as an Itenas internal auditor valid for 2 years. In the audit process, UPM is assisted by an auditor team consisted of 35 active members.

The purpose of the internal audit as part of the quality assurance system in Itenas is to maintain qualified learning process in order to create the expected output of which standard is related to the alumni’s GPA, the length of study, the students’ PA and GPA, etc. Through the audit process, it is expected the improvement of conducive academic atmosphere such as the grading transparency, academicians’ research productivity, students’ participation in the scientific work competition, etc. Moreover, there will be continuous change of audit material in response to the needs and quality target aimed by each faculty as well as the institution itself. Besides that, the documents collected from the department can be very essential as supporting items for either the accreditation process or the institution performance evaluation.

The internal audit of academic quality (AIMA) was conducted for the first time in 2008 for four departments in Itenas. The second and the third were carried out in April and October 2009. They audited 19 items of the quality standard for all departments. The fourth was performed in 5 – 16 April 2010 on 24 items of quality standard, and the fifth was in 19 – 31 August 2010 adding 3 more items to audit, so there are 27 items in total. The adding was based on some input to accommodate evaluation item in the study program accreditation. Besides auditing academic quality, the audit of learning facility, lecturers’ rooms in the departments and supporting facility such as toilets have also been conducted since the fifth audit. The audit since then is called Internal Quality Audit (AMI). The sixth and seventh AMI were carried out in April and October 2011 with the same items as the previous ones. There were 5 new items on the eighth audit to be 32 conducted in 5 – 25 April 2012.

The decree of Itenas 2012 mentions the change of Itenas quality assurance unit (UPM) into the institute of quality assurance (LPM) of Itenas as part of the continuous improvement.