b) tools for implementing a strategy - qaac.uob.edu.bhqaac.uob.edu.bh/\downloads\qaa manual\qaac...

QAAC Quality Manual Section 00

Index and Revision Status

Issued by: Eng. Rama Al Adwan

Eff. Date:

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Quality Manual

Section 00 Index and Revision Status Rev. A

Section 1 ScopeRev. A

1.1 Quality Policy

1.2 Introduction

1.3 Application

Section 2 ManagementRev .A

2.1 Mission

2.2 Vision

2.3 Values

2.4 Organization Structure

Section 3 Terms and DefinitionsRev. A

Section 4 Supported DocumentsRev. A

Section 5 Secretary (JT-2)Rev. A

5.1 Job Description (JD-2-rev.a.1)

5.2 Work Instruction (WI-2-rev.a.1)

Section 6 Project Management Specialist (JT-3)Rev. A


Section 7 Project Coordinator (JT-4)Rev .A


Section 8 Information Technology Specialist ( JT-5)Rev. A

8.1 Job Description (JD-5-rev.a.1

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Section 9 Public Relations Officer ( JT-6)Rev .A



Section 10 Designer (JT-7)Rev .A



Section 11 Data Analyst (JT-8)Rev. A



Section 12 Programmer (JT-9)Rev .A



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Quality Forms

QF-1-rev.a.1 Meeting Agenda

QF-2-rev.a.1Meeting Minutes

QF-3-rev.a.1Attendance sheet

QF-4-rev.a.1Office Supply List

QF-5-rev.a.1AIMS Login Account Request

QF-6-rev.a.1Senior Exit Survey

QF-7-rev.a.1Alumni Survey

QF-8-rev.a.1Faculty Survey

QF-9-rev.a.1Employer Survey

QF-10-rev.a.1Training Workshop Survey

QF-11-rev.a.1General Opportunities for Improvement plan(OFIs)

QF-12-rev.a.1Event Report

QF-13-rev.a.1Designer Checklist

QF-14-rev.a.1New QAAC Survey Checklist

QF-15-rev.a.1Survey Analysis Report Template

QF-16-rev.a.1Audit Schedule

QF-17-rev.a.1Faculty checklist

QF-18-rev.a.1Audit Summary Report

QF-19-rev.a.1AIMS Data Audit Checklist

QF-20-rev.a.2Course Syllabus Form

QF-21-rev.a.1Academic Program Specifications Form

QF-22-rev.a.1Faculty CV Form

QF-23-rev.a.2Program Self Evaluation Report Template

QF-24-rev.a.2SER Rubric Template

QF-25-rev.a.2QAAC Self Evaluation Improvement Plan


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QF-26-rev.a.1Inactive Member Letter

QF-27-rev.a.1Letter Confirming Membership

QF-28-rev.a.1Recognition Recruitment Letter

QF-29-rev.a.1Secretary Course Portfolio Audit Checklist

QF-30-rev.a.1QAC(DAC)/QAC director Course Audit Checklist

QF-31-rev.a.1Grade Distribution Form

QF-32-rev.a.1Assessment Distribution Form

QF-33-rev.a.2Assessment of PILOs, CILOs Form

QF-34-rev.a.1Handover Notes

QF-35-rev.a.1QAAC Director Course Portfolio Audit Checklist

QF-36-rev.a.1QAAC Course Portfolio Improvement Plan

QF-37-rev.a.1Improvement Action Planning Form

QF-38-rev.a.1Mapping Scorecard

QF-39-rev.a.1Qualification Mapping Arrangement

QF-40-rev.a.1NQF Mapping Report and Validation

Quality Procedures

QP-1-rev.a.1Procedure for analyzing QAAC Survey

QP-2-rev.a.1QAAC Website Handout

QP-3-rev.a.1QAAC Survey Workshop Handout

QP-4-rev.a.1QAAC Website Editorial Guidelines

QP-5-rev.a.1Using the AIMS Online System

QP-6-rev.a.2 Assessment Info. Management Sys

QP-7-rev.a.1Auditing Procedure

QP-8-rev.a.1QAAC Recommended Standards


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QP-9-rev.a.1Workshop on An Overview of Outcome-Based Assessment at UOB

QP-10-rev.a.1workshop on Developing Course Learning Outcomes and Portfolios

QP-11-rev.a.1Workshop on Performance Indicators and Program Self-Evaluation

QP-12-rev.a.1QAAC-Performance Indicators-Arabic

QP-13-rev.a.1QAC Handover Procedure

QP-14-rev.a.2Mapping UOB Programs to the NQF level

QP-15-rev.a.1QAAC Survey Procedure

Process Map

PM-1-rev.a.1Submission & Audit of Course Portfolio

PM-10-rev.a.1AIMS Data Internal Audit

PM-11-rev.a.1Academic Program Assessment Process

PM-12-rev.a.1Overall Program Quality Assurance Process

PM-13-rev.a.1Program Annual OFIs and Action Plan Process


Scope


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1.1 Quality Policy

Quality Assurance and Accreditation center at university of Bahrain is committed to:

1) develop and improve performance of the UOB through the development of academic and administrative performance in the field of education and learning, scientific research and community service.

2) Meet the requirements and needs of all stakeholders in order to provide educational service of high quality.

3) Establish a culture of quality in the UOB employees, and increase their efficiency through continuous training

4) follow-up and periodic review of quality objectives to ensure the continuity of the improvement and development of quality system

1.2 Introduction

1.2.1 The Quality Manual is a valuable source of information for QAAC staff. It tries to set out as clearly as possible the Center's policies and working procedures .

1.2.2 The purpose of this manual is to define and describe the quality system, to define authorities and responsibilities of the management personnel involved in the operation of the system, and to provide a general description of all processes comprising the quality system.

1.2.3 Another purpose of this manual is to present the quality system to the stakeholders, and to inform them what specific controls are implemented at QAAC to assure quality.

1.2.4 The manual is divided into eleven sections. Sections are further divided into several subsections representing main quality system processes .

1.3Application

The quality system defined in this manual applies to all staff and all processes at the QAAC.

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2.1 Mission

To support institutional decision-making and operational and strategic planning; coordinate and support quality assessment efforts for continuous improvement, accreditation and review; and conduct activities that spread the quality assurance culture and processes within UOB.

2.2 Vision

To achieve and sustain excellence at UOB and become a source of knowledge in the field of quality assurance and institutional research.

2.3 Values

1. Responsiveness and service

2. Quality data and meaningful information

3. Collaboration and shared resources

4. Innovation and use of technology

5. Integrity and accountability

6. Reflection and self-evaluation

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2.4 Organization Structure


Terms and Definitions


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3.1 Terms and Definitions

UOB University of Bahrain

QAAC - Quality Assurance and Accreditation Center

QAO-Quality Assurance Office

QAC-Quality Assurance Committee

QMS Quality Manual System

QP -Quality Procedure

QF-Quality Form

WI-Work Instruction

PM-Process Map

JT-Job Title

JD-Job Description

Center- Quality Assurance and Accreditation Center

University-University of Bahrain

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Supported Documents


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4.1 Supported Documents

Permit Leave During Working Hours Form Personal Department

Leave Request Form Personal Department

Non-Bringing ID Card Form Personal Department

Telecom. Requisition Form General Services Department

Transportation Requisition FormGeneral Services Department

Postal FormGeneral Services Department

IT System Staff Account Application Form Information Technology Center

Technical Support Request Information Technology Center

Licensed Software(s) Request FormInformation Technology Center

MAG. Card Requisition FormUniversity Security

Approval To Work/Use Facilities outside working Hrs. University Security

A Nomination Form for Training Within the University Managerial Training

Request a Cash Advance From the UniversityFinance & Budget Department

Petty Cash Voucher Finance & Budget Department

Requisition Form Purchasing Department

Store Issue Order Form Department of Assets

Transfer/Exclude of Fixed Assets FormDepartment of Assets

Maintenance RequestBuilding & Maintenance Dept.

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Function Request FormDept. of Public Relation & Info.

Printing RequestPrinting Press Department

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Secretary JT-2


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5.1.1 PURPOSE OF THE POSITION

(The main reason for the position, in what context and what is the overall end result)

Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that work are done in an effective and efficient manner.

5.1.2 SCOPE

(The way that the position contributes to and impacts on the organization)

Secretary reports to the director and is responsible for providing senior level secretarial and clerical services for the director.

5.1.3 Qualification Required

Diploma in Secretarial and administration offices or higher

5.1.4 Practical experience

Two Years experience in Secretarial works

5.1.5 Career Path

Fourth grade - fifth grade

5.1.6 RESPONSIBILITIES

(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

manage office space

prepare and manage correspondence, reports and documents

handle incoming mail and other material

Maintain the general filing system and file all correspondence

maintain schedules and calendars

organize and coordinate meetings, conferences, travel arrangements

take, type and distribute minutes of meetings

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arrange and confirm appointments

organize internal and external events along with the Public Relation Officer.

Receive, direct and relay telephone messages and fax messages and liaison with internal and external contacts

communicate verbally and in writing to answer questions and provide information

collate information and coordinate the flow of information both internally and externally

implement and maintain office systems

operate office equipment

Maintain an adequate inventory of office supplies

Perform other related duties as required

5.1.7 Knowledge and Education

(The knowledge and Education required for satisfactory job performance)

relevant training or qualification

knowledge and experience of relevant software applications - spreadsheets, word processing, and database management

knowledge of administrative and clerical procedures

knowledge of business principles

proficient in spelling, punctuation, grammar and other English language skills

proven experience of producing correspondence and documents

proven experience in information and communication management

required typing speed

5.1.8 Skills

(The Skills required for satisfactory job performance)

verbal and written communication skills

attention to detail

planning and organizing

time management

stress management skills

analytical and problem solving skills

decision making skills

5.1.9 Personal Attributes

(The Skills Personal Attributes required for satisfactory job performance)

be honest and trustworthy

be respectful

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possess cultural awareness and sensitivity

be flexible

demonstrate sound work ethics

confidentiality

initiative

reliability

5.1.10 WORKING CONDITIONS

(The unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands and mental demands.)

5.1.10.a Physical Demands

Secretary will have to spend long hours sitting and using office equipment and computers which can cause muscle strain. Secretary may also have to do some

lifting materials and inventory of office from time to time

5.1.10.b Mental Demands

Secretary will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines

5.1.11 Certification

I certify that I have read and understand the

responsibilities assigned to this position.

Employee Signature:

Name :

Date:

I certify that this job description is an accurate description of the responsibilities assigned to the position.

Supervisors Title:

Supervisors Signature

Date:

Quality Assurance and Accreditation Director Signature:

Date:

The above statements are intended to describe the general nature and level of work being

performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.

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5.2.1 manage office space

1. Clean out each desk drawer, to free up even more valuable storage space.

2. Clear off the top of your desk, then wipe off the surface of the desktop.

3. Keep essential items on your desktop (computer, phone, fax, card file).

4. Use a variety of containers or cabinet to organize office supplies, paper clips and pens.

5. Use a variety of desktop organizers or trays to organize papers that come across your desk.

6. Filing system should be simple easy and manageable

7. Never overload filing system. It will make it difficult to retrieve information in the future.

8. Sub-divide large files with interior file folders

9. Empty workspace of everything except the project youre working on to cut down on distractions

10. At the end of each project or event, organize paperwork and file or store it.

11. Straighten desk at the end of the day and especially at the end of the week so that you can start each morning with a clear desk

12. If you want to transfer or exclude or maintain any part of the office furniture Fill out Maintenance Request or Transfer\Exclude of Fixed Assets Form and cooperate with the person or department concerned

5.2.2 Organize and coordinate meetings

a) Preparing an agenda for a meeting (QF-1-rev.a.1)

1. Before creating an agenda, contact QAAC director to set the date and location for the meeting ,also to request topics to include on the agenda. The agenda( QF-1-rev.a.1) is a list of the topics you'll address to get to that objective, with a time limit to keep you on track.

2. When you type up your agenda, follow the quality form (QF-1- rev.a.1) .

2.1 one- or two-word fragments to describe each agenda topic.

2.2 It's often helpful to include time expectations for each topic on your agenda. This gives participants an idea of how much time to block out for the meeting.

b) Preparing for a Meeting

1. Prepare a notice, this should include the date, time, agenda (QF-1-rev.a.1 ), and venue of the meeting. Distribute the agenda to the members in good time before the meeting

2. Attach the minutes of the previous meeting .This gives members the chance to bring up anything they do not understand or disagree with.

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3. Obtain the approved meeting agenda , minutes from the last meeting, and any background documents to be discussed.

4. Get basic items in place. Set out chairs and tables before the meeting begins. Provide pens and paper for everyone. Place a pitcher of water in the middle of the table and put glasses around the table.

5. After the chairperson asks everyone to stop talking as the meeting is about to begin. Pass around the attendance sheet and ask everyone attending QF-3-rev.a.1 to sign their names at the beginning of the meeting. These names will be entered in the minutes QF-2-rev.a.1

6. Note who arrives late or leaves early so that these people can be briefed on what they missed.

7. Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.

8. write down the main Discussion and conclusion of the meeting for typing up later

9. if there are any other business, known as AOB, write it down for typing up later.

10. Set a date for the next meeting and formally close the meeting.

c) Writing a Meeting Minutes QF-2-rev.a.1

1. Follow the quality form QF-2-rev.a.1

2. Transcribe the minutes into a formal report QF-2-rev.a.1 as soon as possible after the meeting. By transcribing quickly, the meeting will remain fresh in your memory, which will help you include all relevant information.

3. Place the title, the number(Taking the first letter of each word in the title of the meeting / serial number for this meeting type / year ex: QAO/3/2012) , also place the meeting date, time and location at the top of the minutes QF-2-rev.a.1.

4. Summarize each topic discussed by using actionable verbs and omitting conversational pieces.

5. After each topic, Write down decisions made, action plans, responsible persons and due dates.

6. If you have doubts about what was said, contact the appropriate person for clarification.

7. Write down items in the order in which they are discussed. If item 5 on the agenda is discussed before item 2, keep the old item number but write item 5 in second place.

8. Proofread the final minutes for content, spelling and grammar and distribute it to attendees and absentees, to see if there is any modification or correction

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9. If the members receive a copy of the minutes it is not necessary for them to receive all the attachments. When they do not receive the attachments, the minutes should include a brief summary of the attachments.

10. Always maintain the confidentiality of your draft minutes until the QAAC director has approved them

11. Get the minutes approved. Minutes arent finalized until theyve been approved by QAAC director.

12. After the minutes have been corrected and approved ,they should be signed by the secretary by Writing "Submitted by" and then sign your name and the date. The word approved and the date of the approval should also be included.

13. Attach Attendance sheet QF-3-rev.a.1, all reports and other supplementary materials distributed at the meeting to the minutes as an appendix.

14. File the official copy of the minutes electronically in DMS system and in hard copy in the Minutes Book and kept by the secretary.

5.2.3Arrange and confirm appointments and interviews with visitors

a)Arrange and confirm appointments

if the QAAC Director has asked you to set up an appointment for him, You will need to:

1. Get the following information from the director (Name of person he wants to meet, Venue of appointment - their office or his, Day, Date and time, The subject he wishes to discuss, How long he needs for appointment ) to enable you to do it.

2. contact the office and schedule the appointment. You may sometimes need to have a couple of dates or times as the first may not suit the other party

3. leave with the other party (Your boss' name for appointment, Contact telephone Number, Your name) just in case the other party needs to change the appointment

4. Write a written message to your boss detailing all the information( Day, date, time, Name of person the appointments with, Where the appointment is to be held, Telephone contact details)

5. make the entry in the calendar on the QAAC website.

b)Arrange and confirm interviews with Visitors :

1. Allow interviewers necessary after discussion with the QAAC Director.

2. make the entry in the calendar on the QAAC website then inform the visitor the specific time for the interview .

3. do not rely on memory to determine the dates

4. Review the Calendar daily.

5. take care of the office for the convenience of visitors

6. received the visitor before allowing him to meet with the director.

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7. inform the QAAC director before entering the visiting

5.2.4 organize internal and external events along with public relation officer

a) Planning

1. Conduct with QAAC director, public relation officer and other staff for preparing schedules and budgets, to making invites and posters

2. Prepare a Budget. All possible expenses, incomes, sponsors, and contingent expenses should be included.

3. Prepare a draft schedule of the activities in the event

4. Prepare a time line (with deadlines) for each activity

b) Take Action

1. Fix the date, venue, (chief guest), name of the event

2. Get approval for your budget, schedule, and etc, from QAAC director and the relevant departments

3. in cooperation with the Public Relations Officer and IT Specialist, make sure to update any websites connected to the event specially QAAC website,

4. in cooperation with the Public Relations Officer and designer, market the event by Preparing brochure, releasing advertisement, informing the media, sending mailings and making phone calls.

5. It is important to make sure administrative actions are being taken care of as well. Things like poor accounting, and lack of correspondence can create problems for any event.

6. Fill the function Request form and send it to Department of public relations and information to Make arrangements for Photos, videos food and refreshments microphones, speakers, computers, LCD projectors, podiums to be set up at the venue, then file it in the appropriate file.

7. Gather items needed for the event. These items might include prizes, or certificates.

8. Prepare a list with all relevant mobile, phone numbers, emails ids for VIP, and supplier of any goods or services

9. Make sure you communicate with everyone on how to reach the venue and the time.

10. Keep these information in your database and save it in your PC and in DMS system , in case you need them again.

c) Work to be done 24 hours to 36 hours before the event

1. Check whether all invitations have been sent and responded to. Create a list of invitees

2. Remind VIPs about the events

3. Check whether all activities are going on schedule

4. Go to the venue and check whether all things are ready

5. Check whether participants kit is ready. This kit might include a bottle of water, snack bar, note paper, pen, brochure and any information they may need. It is also a good idea to include small mementos.

6. Make a checklist of the things to be taken to the venue.

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d) On the Day of Event

1. Arrive early to the venue with your team members. Check for the electric reading and that all electronic equipment is in working order

2. Make sure the host speaker has the schedule

3. Take care of any special requests, especially those of the outstations and chief guest.

4. Take photos of all important things

5. Take the feedback from participants.

6. Check to make sure nothing valuable has been left behind, and then, leave the venue.

7. File all related papers, forms, correspondence in the correct file (internal/external outgoing mail ) and (internal /external incoming mail) and in QAAC events file.

5.2.5 Maintain schedules and calendars

1. type the schedule in the calendar on the QAAC WEBSITE..

2. Write appointments and tasks in it as soon as you learn

3. Refer to the calendar frequently. Look at it every time you schedule anything new. Take a minute each morning to look ahead to tomorrow and next week , at the least.

4. Its preferred to set reminders to pop up in advance of any appointments. So set it so that you have enough warning.

5.2.6 Handle incoming mail and other materials.

When you work with incoming mail, follow these steps:

1. Open the incoming mail upon arrival

2. Emptied the contents and make sure the envelope has become completely free

3. Make sure you have all the attachments mentioned in the letter

4. Type the reference number (Serial number /year: ex. 108/2012) and date of receipt of correspondence received

5. Take a copy of the correspondence received and file it in the incoming mail file

6. Make a scan of the correspondence received and save it in the incoming mail Excel sheet on your PC.

7. Distributed mail to the person concerned.

8. Make sure to update the backup electronic incoming mail file on the DMS system from time to time.

5.2.7 Prepare, manage and file correspondence ( outgoing mail)

When you work with outgoing mail, follow these steps:

1. Use the official papers of the QAAC Center.

2. Follow the pattern in the writing of correspondence as follows:

a) reference number and date:

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1. Type the reference number of the internal correspondence (between the center and other collages and department inside the university ) as follows: QAAC\In\ Serial number (ex : QAAC\In\108)

2. Type the reference number of the external correspondence(between the center and outside the university) as follows: QAAC\Ex\ Serial number (ex : QAAC\Ex\109)

b) Double space (or as much as you need ) to put the recipient name then his/her title.

c) Enough space to include the subject in the middle.

d) Body of the latter.

e) Close the letter with a thank youetc

f) Include 4 spaces and type the QAAC Director name and his title

g) Let the director sign the letter between the end of the letter body and the typed name and title

3. Catch the attitude of the incoming letter and reply accordingly

4. type all the information you want clarification or want to inquire about it and as directed by the QAAC Director

5. Be clear, courteous and precise. Avoid ambiguity.

6. Revise the draft of the letter and Check the spelling of it before being approved and signed by the QAAC Director.

7. After the letter has been corrected and approved ,it should be signed by the QAAC Director.

8. Stamp the letter.

9. Make sure you have all the attachments mentioned in the letter

10. Take a copy of the signed letter and file it in the outgoing mail file.

11. Make a scan of the signed letter and save it in the outgoing mail Excel sheet on your PC.

12. Use a clean and appropriate envelope, preferably with QAAC name on it.

13. Send the singed letter to the person concerned .

14. Make sure to update the backup electronic outgoing mail file on the DMS system from time to time

5.2.8 operate office equipment

For the operation of office equipment should know the following:

1. Knowledge of the advantages and specifications of office equipments which helps to optimize utilization.

2. Superficial knowledge of the process of maintenance of office equipment.

5.2.9 Receive, direct and relay telephone messages

a) Receive the telephone calls and messages

1. Speed to answer and answer the phone and mention the name of the center

2. Speak calmly and clearly

3. Address the person by name if known

4. Identify the caller information

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5. Listen and not to interrupt the talk

6. transfer the call to the QAAC Director or to the required person

7. If the director is outside the office or in a meeting, ask the caller information such as: The caller's name cause of call - call time - at any time wish to contact him in case of director return

8. do not end the call before the caller

9. Maintain the confidentiality of communication

b) Call the others

1. Make telephone calls with others at the request of the Director, either internally or externally

2. Before interest picked up the phone to place a phone Write subject headings that you want to Be notified to the other so as not to get lost you things while you talk.

3. Introduce yourself immediately

4. Should be left free time between the call and the other to give the opportunity to receive calls

5. Return calls in batches. Leave specific messages and the time you called if the person youre trying to reach isnt available.

5.2.10 collate information

1. Classified data and information that you received or reached by you

2. Link between this information and give it meaning

3. Analyzed the results and write them correctly in sentences

4. Provide the Director or other staff with the results and save them in the appropriate file.

5. Coordinate the flow of information both internally and externally.

5.2.11 Maintain an adequate inventory of office supplies

1. Make a list of the office supplies (QF-4-rev.a.1) that the center are using and then make a list of approximately how many of these supplies are used each month. This list needs to be utilized as an inventory list. This list can be transformed or stand alone as a checklist, where you can keep track of all your office supply needs; as each item is used, the items can be checked off so you know exactly how much of each item is left

2. Approximately every two to three months review your office supplies and then check your expenses.

3. Mark on this list when supplies need to be ordered.

4. Make a purchase order by the following categories:

a) Use Store Issue Order Form which belongs to Purchasing Department for supplies that are found in the store such as Stationery ,cleaning materials , tissue paper , Desk and chair for a new employee and Printing Tools (Paper, Printer Ink)

b) Use Requisition form which belongs to Purchasing Department for supplies that does not exist in the store and that cost is more than 25 dinars such as PC, Printeretc

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c) Buy the supplies that does not exist in the store and that cost is less than 25 dinars then use the Petty Cash Voucher which belongs to Finance & Budget Dept.( in this case original receipts should be kept attached to the form)

5. After you received the new order attach the old Office Supplies Form QF-5-rev.a.1 with the purchase order and the Delivery form then file all of them in the incoming mail.

6. Store the received supplies in the appropriate storage cabinet then paste the new Office Supplies Form QF-5-rev.a.1 on the door of the cabinet.

5.2.12 Maintain the General Filing System

a) storage of files and records

1. Ensure that all staff who need to access the files records are able to do that.

2. Keep the records in a secure area (e.g. locked filing cabinet or locked store) if they contain sensitive or confidential material.

3. The storage area should be clean, tidy, and away from water threats (e.g. sinks, toilets, pipes, radiators) and fire hazards (e.g. electronic equipment, kitchen equipment).

4. Do not leave records on the floor.

5. Ensure that the storage area complies with manual handling.

6. Keep reference / library material (e.g. publications, magazines, manuals, reading / for information), separate from files and records storage area.

b) Titling and naming of files

1. The naming/titling system should be clear enough to enable a new member of staff to easily locate the relevant file after a short explanation.

2. Mark file titles clearly on file covers

3. Avoid abbreviations in file titles

4. Arrange the File also the index inside the file in alphabetical order ( subject base and alphabetical order where you must put the files in the cabinet from left to right and from top to bottom in the following order:

4.1 AIMS login account request (QF-5-rev.a.1): It is divided into several sections according to quality offices in the colleges ( alphabetical order from top to bottom) so that the request (QF-5-rev.a.1) is placed inside the file based on the applicant as it is in the index .

4.2 Bahrain Center for Excellence : it is divided into three sections in alphabetical order as following Incoming section , Outgoing section then workshops section.

Secretary JT-2

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4.3 HR : It is divided into several sections based on the alphabetical order of the staffs names in the center ( from top to bottom). Each section may contains the following forms :

a) CV.

b) Job Description

c) Certificates of the training courses

d) Leave Request Form.

e) Permit Leave During Working Hours Form.

f) Non-Bringing ID Card form.

g) Information Technology systems Staff Account Application Form (also you have to file a copy in outgoing\internal file).

h) A nomination form for training within the university( ) (also you have to file a copy in outgoing\internal file).

i) Request a cash advance from the university ( ) (also you have to file a copy in outgoing\internal file).

j) Approval to Work/Use Facilities Outside Official Working Hours (also you have to file a copy in outgoing\internal file).

k) MAG. Card Requisition Form (also you have to file a copy in outgoing\internal file).

l) Transfers\Exclude of Fixed Assets Form (also you have to file a copy in outgoing\internal file).

m) Technical Support Request |(also you have to file a copy in outgoing\internal file).

n) Licensed Software(s) Request Form (also you have to file a copy in outgoing\internal file).

o) Telecom Requisition form (also you have to file a copy in outgoing\internal file).

p) Other related documents and records.

4.4 Incoming/External (Incoming mail to the center from any point outside the university): It is divided into several sections based on the source of correspondence in alphabetical so that the external incoming is placed in the correct section as it is in the index

4.5 Incoming/Internal ( Incoming mail to the center from any point inside the university) : It is divided into several sections based on the source of correspondence in alphabetical order so that the internal incoming is placed in the correct section as it is in the index.

4.6 Outgoing\External(Outgoing mail from the center to any point outside the university): It is divided into several sections based on The recipient of correspondence in alphabetical so that the external outgoing is placed in the correct section as it is in the index.

Secretary JT-2

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4.7 Outgoing\internal(Outgoing mail from the center to any point inside the university): It is divided into several sections based on The recipient of correspondence in alphabetical so that the internal outgoing is placed in the correct section as it is in the index such as Maintenance Request , Transportation Request , Postal Form ,Printing Request and Requisition form.

4.8 President Office: : it is divided into three sections in alphabetical order as following Decision section , Incoming section then Outgoing section.

4.9 QAAC Documents : it contains all documents related to the QAAC such as:

a) Quality Manual

b) Senior Exit Survey (QF-6-rev.a.1)

c) Alumni Survey (QF-7-rev.a.1)

d) Faculty Survey (QF-8-rev.a.1)

e) Employer Survey (QF-9-rev.a.1)

f) Training Workshop Survey ( QF-10-rev.a.1)

g) Improvement Point Tracking Forms (QF-11-rev.a.1)

h) QAAC Website Editorial Guidelines (QP-1-rev.a.1)

i) Using the AIMS Online System (QP-2-rev.a.1)

j) Other related documents and records.

4.10 QAAC Events: it is divided into several sections in alphabetical order based on the type of the event such as : Visiting of Quality Assurance Authority for Education & Training, Quality Assurance Annual Meeting, Quality Assurance lecture, Quality Assurance workshop and other activity .

Each Section has to contain :

a) Function Request Form

b) All related correspondence Whether they are incoming or outgoing

c) All related Request such as Printing Request for any materials that would be distributed at the event

d) Attendance Sheet (QF-3-rev.a.1)

e) Event Report (QF-12-rev.a.1)

f) Training Workshop Survey (QF-10-rev.a.1) If distributed in the event

g) Other related documents and records.

4.11 QAO (Quality Assurance Offices): It is divided into several sections according to quality offices in the colleges ( alphabetical order from top to bottom) so that all correspondence, documents and Requests are placed inside the file in the correct section as it is in the index .

Secretary JT-2

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5. Write filing dates of the document/record by handwriting on the bottom left corner on the back of the first paper then put it in the correct file and correct section based on this date.

6. keep an electronic copy of all files on the shared drive and on the DMS SYSTEM. Ensure that staff know where it is and keep it updated. Electronic copy name should list file titles, user name, action date ex: IDEAS Booklet(Eman)(25.5.2010)

7. Do not use miscellaneous or general as file titles. Records in such files are effectively lost as the description is meaningless.


Project Management Specialist (JT-3)


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Project Management Specialist is responsible for the overall direction, coordination, implementation, execution, control and completion of QAAC projects ensuring consistency with UOB and QAAC strategy, commitments and goals.

6.1.2 SCOPE

(The way that the position contributes to and impacts on the center)

Project Management Specialist reports to the Director. The role of the Project Management Specialist is to plan, execute, and finalize projects according to strict deadlines and within budget. This includes acquiring resources and coordinating the efforts of team members in order to deliver projects according to plan. The Project Management specialist will also define the projects objectives and oversee quality control throughout its life cycle.


Bachelor or above in a related field as well as a certificate in project management


2 years direct work experience in project management capacity.

6.1.5 Career Path

sixth grade - seventh grade


Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)

Leads planning, coordination and execution of QAAC projects, with a clear focus on risk management and cross-functional stakeholder communication in a fast-growing and dynamic environment.

Define QAAC project scope, goals and deliverables that support centers goals in collaboration with higher level of management and stakeholders.

Approved By:

Date:


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Develop full scale project plans and associated communications documents.

Plan and schedule project timelines and milestones using appropriate tools

Define project tasks and Estimate the resources and participants needed to achieve project goals.

leads implementation of project

Direct and manage project development from beginning to end.

Minimizes the risk on project.

Set and continually manage project expectations with team members and other stakeholders.

Liaise with project stakeholders on an ongoing basis.

Assemble and coordinate project staff

Manage project budget

Determine and assess need for additional staff and/or consultants and make the appropriate recruitments if necessary during project cycle.

Manage project resource.

Track project milestones and deliverables using appropriate tools

Provide direction and support to project team

Delegate tasks and responsibilities to appropriate personnel.

Identify and resolve issues and conflicts within the project team.

Identify and manage project dependencies and critical path.

Keeps project team well informed of changes within the QAAC and UOB news.

Coach, mentor, motivate and supervise project team members and contractors, and influence them to take positive action and accountability for their assigned work

Holds regular status meetings with project team

Develop and deliver progress reports, proposals, requirements documentation, and presentations.

Determine the frequency and content of status reports from the project team, analyze results, and troubleshoot problem areas.

Quality assurance

Constantly monitor and report on progress of the project to all stakeholders and higher level of management.

Proactively manage changes in project scope, identify potential crises, and devise contingency plans.

Implement and manage project changes and interventions to achieve project outputs

Identifies opportunities for improvement and makes constructive suggestions for change .

Define project success criteria and disseminate them to involved parties throughout project life cycle.

Build, develop, and grow any business relationships vital to the success of the project.

Project evaluations and assessment of results

Conduct project post mortems and create a recommendations report in order to identify successful and unsuccessful project elements.

Develop best practices and tools for project execution and management.

Ensures project documents are complete, current, and stored appropriately



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Relevant training or qualification in project management or equivalent.

knowledge of both theoretical and practical aspects of project management

knowledge of project management techniques and tools

Knowledge of analytical methods, procedures, and practices, to include research software.

strong foundation in statistics, research design/analysis, and qualitative/quantitative evaluation

proven experience in people management

proven experience in strategic planning

proven experience in risk management

proven experience in change management

6.1.8 Skills


Strong skill and ability to: collect, organize, synthesize, and analyze data; summarize findings; develop conclusions and recommendations from appropriate data sources at the department level.

planning and organizing skills

critical thinking and problem solving skills.

Project Management skills (e.g. theory of constraints, critical path methodology, project risk management, triple constraints, project scope management, project management lifecycle etc

Complete ability to create comprehensive project schedules which identify time frames for key project milestones

Complete ability to accept, direct, and perform responsibilities and work assigned tasks as a project team member in support of the overall project.

Ability to evaluate job tasks and processes on how well they help meet team objective(s)

Ability to work effectively and cooperatively with fellow employees, peers from other teams and/or parts of the university.

The ability to work as an individual and as part of a team.

Ability to continuously Improve


Demonstrated experience in personnel management.

Persuasive, encouraging, and motivating.

Ability to elicit cooperation from a wide variety of sources, including upper Management and other departments.

Ability to bring project to successful completion through political sensitivity.

Strong interpersonal skills.

Adept at conducting research into project-related issues and products.


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Must be able to learn, understand, and apply new technologies.

Good Verbal and written communication skills.

The ability to work to tight deadlines.

Strong time management skills and prioritization abilities.

The ability to pay attention to detail.

Stress management skills.

strong computer skills

Negotiating skills



Be honest and trustworthy

Be respectful

Possess cultural awareness and sensitivity

Must be keen and accurate.

Organization and flexibility

influencing and leading

Demonstrate sound work ethics

Methodological

careful and patient

adaptability

reliability

initiative



Project management specialist is expected to work in busy office. The pressures of deadlines and tight work schedules can be stressful. Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects .Physically able to participate in training sessions, presentations, and meetings.

Project management specialist works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.


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Employee Signature:

Name :

Date:


Supervisors Title:


Date:


Date:




Project Coordinator (JT-4)


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project coordinator has to coordinate between all the people working on a project. This job is extremely important as their main objective is to ensure the smooth working of a project

7.1.2 SCOPE


project coordinator reports to the project management specialist JT-3. They work for different QAAC sections and it is the job of the project coordinator to coordinate between all these sections and all departments which are at work in a project. They need to have the skill of working with different kinds of people and most importantly, they have to be able to make them work together.


A bachelor's degree or higher in a related field.


2 years experience in a related field.

7.1.5 Career Path

Fifth grade - sixth grade



Coordinating between all the various departments which are at work in QAAC projects.

Reporting to the project manager

Liaising with all the employees that are involved in the project

Keeping a close watch on the budgets of the project.

Solving all the employee disputes that arise in the office

Being involved in the project from the planning stages

Helping in the execution of the project

Approved By:

Date:


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Reporting to the management on the development of the project

Project coordinator have to be quick in solving problems as any delay stall the whole process

submit a report to the supervisor after the completion of the project.

File all project documents (hard and soft copies)

Even after the project is done, they have to look after the whole project's life cycle

Following up on a project even after it is over .

Perform other related duties as required.



Relevant training or qualification in project management.

Proven experience in information and communication management.

Complete knowledge of Project Management theory, concepts and principles (e.g. theory of constraints, critical path methodology, project risk management, triple constraints, project scope management, project management lifecycle etc.)

Knowledge of analytical methods, procedures, and practices, to include research software.

strong foundation in statistics, research design/analysis, and qualitative/quantitative evaluation.

Knowledge of information gathering techniques, procedures, and practices

Proficient in spelling, punctuation, grammar and other Arabic/ English language skills

7.1.8 Skills


Ability to communicate clearly and effectively, both verbally and in writing.

Ability to collect and analyze complex data.

The ability to investigate and analyze information and to draw conclusions

Ability to exercise considerable individual judgment and initiative in conducting the necessary operations within the program.

Ability to develop initiatives in innovative manner for effective resolution.

Ability to prepare and conduct effective presentations.

Ability to coordinate project activities with diverse groups and individuals

The ability to multi-task and work with cross-functional teams in a very fast-paced environment.

Possesses problem solving capabilities.

The ability to build working relationship with other outside of the team.




Negotiating skills.


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Be respectful




methodical and accurate

careful and patient

reliability

initiative



The project coordinator has to be a hands on person, as their help could be required at anytime of the day . Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects .Physically able to participate in training sessions, presentations, and meetings. The pressures of deadlines and tight work schedules can be stressful.

Project coordinator works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.




Employee Signature:

Name :

Date:


Supervisors Title:


Date:


Date:




Information Technology Specialist (JT-5)


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The Information Technology Specialist is responsible for providing leadership and implementing a variety of computer-related technical assistance for the QAAC staff so that the efficiency and accuracy of the centers development and communications work is enhanced through the use of technology. Among the areas of responsibility for the ITS are database management, data analysis, and producing reports, digital photo archiving, developing scanning and electronic document filing systems, and enhancing mail-merge faxing and emailing, etc. The IT Specialist will be also responsible for the development and maintenance of various QAAC websites, QAAC AIMS system and electronic newsletters...etc.

8.1.2 SCOPE


The Information Technology Specialist reports to the QAAC director. He/ She manages and provides hardware and software maintenance, training and consultation, and recommendations about future planning and development of resources. Providing these services in an effective and efficient manner will ensure maximum access to and implementation of technology services and resources.


A bachelor's degree in computer science or higher.


2 years of practical experience in database administration, development, and web design

8.1.5 Career Path

sixth grade- seventh grade



Manage information technology and computer systems

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Plan, organize, direct, control and evaluate the operations of information systems and electronic data processing (EDP)

Develop and implement policies and procedures for electronic data processing and computer systems operations and development.

Test and develop programming modifications.

Analyze performance of programs and take action to correct deficiencies based on consultation with user and approval of supervisor.

Correct errors by making appropriate changes and then rechecking the program to ensure that the desired results are produced.

Meet with QAAC director and concerned person to discuss system requirements, specifications, costs and timelines

Ensure technology is accessible and equipped with current hardware and software

Troubleshoot hardware, software and network operating system

Be familiar with all hardware and software

Be familiar with network operating system

Provide orientation to new users of existing technology

Train staff about potential uses of existing technology

Train staff about new and potential use

Provide individual training and support on request

Provide recommendations about accessing information and support

Write or contribute to instructions manuals to guide end users.

Maintain current and accurate inventory of technology hardware, software and resources

Monitor and maintain technology to ensure maximum access

Troubleshoot all technology issues

Maintain log and/or list of required repairs and maintenance

Install work stations

Connect and set up hardware

Load all required software

Provide network accounts and passwords as required

Monitor security of all technology

Install and maintain Foolproof and passwords

Input and maintain IP addresses

Advise staff of security breach and/or change in password or security status

Ensure installation of lock out programs

Identify and prepare hardware for disposal when appropriate

Ensure hardware is stripped and secured before disposal

Work to develop the design for the QAAC website and AIMS system.

Assist in the formulation and enforcement of website and AIMS policies and standards that, among other things, establish procedures to ensure the readiness, quality, and accuracy of website and AIMS content, and assist in educating campus constituents about policies and standards.

Establish procedures to ensure the readiness, quality, and accuracy of QAAC websites, providing guidance and training to faculty and staff

Maintain an up-to-date, accurate QAAC website and AIMS system based on director direction and standards provided by Quality Offices and the Computer Center.


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design and produce electronic forms and filing systems as well as enhanced mail-merge faxing and emailing systems (especially for invitations to graduation and other University events) to enhance efficiency and accuracy.

Assist in the production and distribution of electronic newslettersetc.

Serve as the QAAC liaison with the Computer Center on IT related issues.

maintenance the server of the center and make a backup periodically

submit a report to the director after the completion of the task




Relevant training or qualification in information technology.

proficient knowledge in Computer hardware and software systems and programs Computer networks, network administration and network installation.

proficient knowledge in Computer troubleshooting and Computer viruses and security.

Strong knowledge in HTML, SQL, PHP, CSS, JavaScript, and familiarity with multiple web browsers

Knowledge in using web editing applications.

Knowledge in using graphic design applications (Photoshop or Fireworks).

Deep knowledge in developing databases.

Knowledge in programming procedure and in major programming languages .

knowledge in computer flow chart and of programming logic and code.

Proficient in spelling, punctuation, grammar and other Arabic/ English language skills

8.1.8 Skills


management and supervisory skills

ability to install and administer computer hardware, software and networks.

Ability to maintain database-driven content management systems.

computer skills including the ability to operate computerized accounting, spreadsheet, word-processing, graphics and website development programs at a highly proficient level

A strong sense of graphic design

Strong writing and editing skills to insure the quality and accuracy of the public presentation of QAACs web site and AIMS system.

The ability to implement and troubleshoot programming change and modification.

The ability to write technical instruction in the use of programs and/or program modifications

The ability to investigate and analyze information and to draw conclusions

The Ability to process computer data and to format and generate reports

Ability to apply technical standards, principles, theories and techniques.

effective verbal, written ,presentation and listening communications skills .

Excellent, demonstrated interpersonal skills to deal effectively with QAAC staff.

diverse and independent-minded departments.


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Strong analytical and problem solving skills.

decision making skills.

team building skills

The ability to work as an individual and as part of a team.

The ability to build working relationship with other outside of the team.

Ability to manage multiple assignments and meet deadlines

Ability to work occasional off-hours duty to permit timely attention to mission-critical functions.


Work in a logical manner.






Be respectful


be accurate.


influencing and leading


Numerate with a logical approach

Methodological

careful and patient

reliability

initiative



The Information Technology Specialist may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks. The Information Technology specialist may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs of the QAAC .

ITS will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain, eyestrain and occasional headaches . He/She will have to do some lifting of computer equipment, supplies and materials from time to time. ITS deals with a very stressful environment as many of the tasks are frustrated and require immediate actions.

ITS works a standard 40-hour week, but overtime is common. work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job, especially if there is an emergency or crisis.


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Employee Signature:

Name :

Date:


Supervisors Title:


Date:


Date:




Public Relations Officer (JT-6)


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Public Relations Officer is responsible for all public relations activities at the center including the writing and preparation of press releases , newsletters, speeches, website content, articles, events, and suggestions, in order to establish and maintain understanding and cooperation between the Centre and its stakeholders.

9.1.2 SCOPE

The way that the position contributes to and impacts on the organization)

Public relations officer reports to his/her boss and he / she is responsible for providing public relations activities with a high level


Bachelor of Media or higher


Two years experience in public relations

9.1.5 Career Path

fifth grade - sixth grade



Develop and implement communication strategies for the QAAC.

Advise management on communication issues and strategies.

Plan public relations programs including the preparation of cost budgets.

Making the QAAC news and getting attention.

Writing and editing speeches and articles .

Approved By:

Date:


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Write, edit and arrange production of QAAC newsletters, QAAC annual reports, leaflets, photographs and QAAC brochures

Assist in preparing QAAC documents such as annual reports, QAAC profiles and submissions.

Oversee production of visual (film or video), audio and electronic material, including managing QAAC websites.

Organize Internal and external events such as Bahrain national day, visits, exhibitions and QAAC Annual meeting , along with the secretary.

Devising and coordinating photo opportunities.

Maintaining and updating information on the centers website.

Keep an eye on public opinion about The QAAC internally and externally

Manage the center's response to important issues and in times of crisis.

Liaising with and answering enquiries from media, individuals and other organizations, often via telephone and email.

Arrange interviews with journalists, prepare and distribute news releases and make statements to the media in corporation with Department of Public Relation & Information

Fostering community relations through events such as national day and through involvement in community initiatives.



relevant training or qualification

knowledge and experience of relevant software applications - spreadsheets, word processing, and database management

knowledge of public relations procedures

proficient in spelling, punctuation, grammar and other Arabic/ English language skills

proven experience of producing correspondence and documents

proven experience in information and communication management

9.1.8 Skills


Strong writing and editing skills to insure the quality and accuracy of the public presentation of QAACs web site and AIMS system.

verbal and written communication skills

attention to detail

planning and organizing

time management

stress management skills

analytical and problem solving skills


ability to prioritize and multitask

Ability to form relationships with others


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Public speaking.

Negotiating skills.



be honest and trustworthy

be respectful

possess cultural awareness and sensitivity


demonstrate sound work ethics

confidentiality

initiative

reliability



Public relations officer may work in busy office. The pressures of deadlines and tight work schedules can be stressful. PR officer works a standard 40-hour week, but overtime is common, and work schedules can be irregular and are frequently interrupted. Occasionally, they must be at the job or on call around the clock, especially if there is an emergency or crisis. Schedules often have to be rearranged so workers can meet deadlines, deliver speeches, attend meetings and community activities, and travel.




Employee Signature:

Name :

Date:


Supervisors Title:


Date:


Date:




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9.2.1 Develop and implement communication strategies for the QAAC

a) At the beginning of year :

1. Assess your communications infrastructure: What worked - describe your top three communications wins and three worst blunders from the last two years.

2. Establish your goals by answering the following question:

a) What are QAAC goals?

b) What image do you want QAAC to be?

c) Why are you launching communications efforts in the first place? What, specifically, do you want to win?

d) What is your positive vision for the future?

3. Identify, prioritize and get to know your Audiences

4. Frame the Issue : Describe the issue in a way that resonates with the value and needs of your audience, and is also interesting to journalists, or newsworthy.

5. Develop leveraged, high-impact Vehicles (that take your messages to your audiences): it is Possible to be a conference, interview with journalist , workshop, messages on the web pages, article, newsletter ..etc.( Please read 9.2.8.b Tools for Implementing a Strategy)

6. Advise QAAC director on communication issues , strategies and plan.

7. Design and implement Evaluation mechanisms: After each effort, assess what was successful and what could improve. It might help to wait a week or more after the event to begin assessment, as this will allow for perspective to develop and can result in more honest assessment

8. Save all related documents such as approved strategy in your public relations file.

b) Tools for Implementing a Strategy

Most of the tools described below can be used in combination with others for greatest effectiveness, whether in conducting a concentrated public awareness program or just implementing an annual plan. The more different methods are use to reach the same/different audiences, the more effective the programs will be.

1. Speakers Bureaus: sending the best spokesperson out to talk at luncheons, professional and other meetings, on TV/radio, etc.. , Speeches should be:

prepared in advance

informative, and

tailored to the audience (what you want from them?)


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2. Publications: including studies, QAAC newsletters, QAAC annual reports, etc. - can be useful if chosen for the right audiences and reasons. Before going into details, there should be a word of warning: there are a lot of newsletters, so in launching a new one, one should make sure that there is a clear idea behind it and a certain group of addressees. One should never assume that a newsletter should be produced on a quarterly basis. If your audience is mainly foreign and media, then sending them things by e-mail is often a good idea. Finally, do not hesitate to show colleagues what you write, because someone else might find a spelling mistake or a better word, or that what you have written does not appear to make sense. Be receptive to taking others advice and reassess, reevaluate, revise your plan as needed. Finally, when you send out any piece of paper, you have to follow it up, either with a telephone call or a visit.

3. Special Events: these are not media events but events such as a public awareness campaign, which the media may cover and for which efforts should be made to get the press to attend. They can also be fundraising events or used for certain marketing purposes at the same time. Basically, two major kinds can be differentiated: social events (e.g., concerts, dinners, walkathons, auctions, etc.), where people come together to do something enjoyable whilst learning something interesting, and public information events, where the focus is more on information (e.g.,QAAC seminars, QAAC workshops, conferences, study releases, contests, etc.). In organizing an event one should think about the mood in the given society and whether a certain activity would be acceptable or frowned upon..

4. Media Events: For each message the appropriate event should be chosen and used. News or press conferences, however, should not be convened if a briefing or news release would do.

5. Media Materials: These include news releases, news/information kits, appeal letters, fact sheets, quotable statements, brochures, and all kinds of publications that target a certain audience and try to get the organizations message across. Distribution means include hand outs, mail, e-mail, internet (websites), fax, etc.

6. Professionally Produced Social Marketing Materials: they cost money (maybe you can get donated production services but needs good tight writing/concepts), so it is cheaper to convince people who write and produce popular dramas/comedies for TV, film or theater to include your issues in their scripts in a way that could influence the public! (Media analysis studies are a very effective way to lobby for better coverage of your issue/constituency in the media.)

7. Traditional and Non-Journalist-Oriented Communications Media: the use of more traditional low-tech media like banners, posters, balloons, pins, T-shirts and handbills/flyers should not be underestimated, especially in mobilizing a neighborhood or community. Interesting symbols/logos related to these items may attract the interest of the media, too. On the other hand, if no one has ever used newspaper inserts in your community, you could try that and gain a lot of attention as a pioneer.

9.2.2 Plan public relations programs including the preparation of cost budgets.

1. Plan public relations programs.

2. Schedule plan timelines in general


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3. In order to keep to schedules and deadlines, creating a monthly calendar can prove very useful, in which things can be slotted in like this:

a) Look at any known deadlines (annual report or newsletter publication dates, important meetings or VIP visits), special dates national holidays, national day QAAC/ UOB anniversaries, openings, etc) and put them into your plan first. Think of the best way to use these hooks to promote your issue among key publics and the media.

b) Include administrative work you must do: creating and updating media, and other mailing list databases, mission statements and other basic pieces

c) Schedule events: relating to the above, and decide which materials you need to execute them. Back up and create timelines of deadlines for different planning and implementing phases of each event, including committees and other staff who will help.

d) Find the slow periods: Maybe now would be a good time to cultivate press contacts, update databases of media contacts, or improve your photo files.

e) Allow some white time for the unexpected crisis, event, or occasion that you did not/could not plan for. It will come up and destroy your plan!

f) Take this plan to QAAC director. Discuss it and note priorities and less critical issues. Revise it and research any special costs/ need for outside resources. Make sure you have the budget/staff to implement it. Agree to review the plan on a monthly basis with the director. You will change it as you go along: remember it is a plan not a contract.

g) Collaborate with the QAAC secretary to type the approved schedule on the QAAC calendar on the center website .

4. Define plan tasks and Estimate the resources and participants needed to achieve the goals

5. Be realistic: do not overload your plate and do not bite off more than you can chew. Allow time to think, write and get QAAC director approvals of drafts, and printing, etc

6. Implementation your plan.

7. If there is something that you have not tried before, try it first on a small scale on a sort of select audience and ask them for feedback. Do not pack your year with activities so that if something unexpected happens, everything falls apart; check the plan on a monthly basis to see if any changes need to be made.

8. Document your work: take photos, slides, videotape; keep good statistical and financial records; publish accurate reports; collect success stories and quotes from people affected by your work.

9. Save all documents in the correct file also in your public relations file.

9.2.3 Making the QAAC news and getting attention.

Take advantage of special dates/places that relate to QAAC issue when planning special/media events. The more aspects of QAAC event directly relate to the issue, the more it will appear worth covering and the more it will communicate to QAAC stakeholders and other audience.


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The following are some of the tools or options that can be used in order to make the news:

Create controversy. Take a stand. Disagree. Issue a provocative but logical statement supported by facts and/or experience.

Conduct and release a reliable study, poll or survey on a timely issue.

Involve proven media-magnet VIPs in your activities

Define a problem or a mystery, then solve it.

Document your work: take photos, slides, videotape; keep good statistical and financial records; publish accurate reports; collect success stories and quotes from people affected by your work.

Share reliable information and contacts with media representatives generously, even when QAAC is not the focus of a story.

Create and maintain the most up-to-date media list in Bahrain and follow-up every media contact by phone.

Gain a reputation for providing both great refreshments and real news at your media events.

9.2.4 Writing and editing speeches and QAAC ( articles, brochures, newsletter and annual report).

1. Get to know the person for whom you are writing or assist in writing and editing the speech, article, brochure content, ex: QAAC director. ). If you know the person, you should already have a good feel for their personality, values, and beliefs. If not, interview the person to learn more about them and to research and detect their speech or article patterns.

2. Ask the person what they want to communicate. This provides the basic material for the speech. It also helps you know their viewpoint and beliefs about the situation.

3. Get details about the speech/article and Find out how long it needs to be.

4. Learn about the audience( faculty, or students or other stakeholders). Identify their backgrounds, values, situations, and anything else that will help you tailor the speech or article to this particular group.

5. Research. you will need to learn more about the topic. Take the time to research it, to learn the language associated with it, and understand the facts. Not everything you read will make it into the speech or article, but it creates a solid foundation for you to build on.

6. Write the speech. Practice basic speech presentation skills as you ghostwrite. The speech should be memorable, brief, organized, easy to follow along with strong focus on the big ideas.

7. Ask the person to approve it. The person giving the speech/article needs to be on board with what you wrote. If there is anything they do not agree with or that does not seem natural for them, work with them to make it right.

8. File the approved one in your own Public relations file.

9.2.5 Assist in preparing QAAC documents such as annual report , and oversee production of visual and audio electronic material also managing QAAC website.

1. Assist in Writing and editing articles and written material as mention in 9.2.1.


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2. Collect required information.

3. Collect required photos from your archive photo file or from department of public relation.

4. Classified photos, data and information that you received or reached by you.

5. Link between them and give it meaning.

6. Analyzed the results and write them correctly in sentences.

7. Take the QAAC approval.

8. Provide the concerned person such as QAAC Director, designer or IT specialist with the results

9. Save them in the appropriate file also you have to keep a copy in your own Public Relations file .

9.2.6 Organize Internal and external events such as Bahrain national day, visits, exhibitions and QAAC Annual meeting , along with the secretary.

a) Planning

1. Conduct with QAAC director, secretary and other staff for preparing schedules and budgets, to making invites and posters

2. Prepare a Budget. All possible expenses, incomes, sponsors, and contingent expenses should be included.

3. Prepare a draft schedule of the activities in the event

4. Prepare a time line (with deadlines) for each activity

b) Take Action

1. Fix the date, venue, (chief guest), name of the event

2. In corporation with secretary, get approval for your budget, schedule, and etc, from QAAC director and the relevant departments.

3. In cooperation with the IT Specialist, make sure to update any websites connected to the event specially QAAC website.

4. in cooperation with designer, market the event by Preparing brochure, releasing advertisement, informing the media, sending mailings and making phone calls.

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