Criterion 01: Programme Management 

Standard 1.1
The Faculty/Institute organizational structure is adequate for effective management and execution of its core functions.
  • The structure, powers, duties and functions of the Faculty is derived from the Universities Act.

 

1.1.1

University Act
  • The operations and management of the Faculty are guided by the University Act and By-Laws.

 

 

 

1.1.2

 

University Act

By-Laws

Organogram

ToRs of Standing & Ad-hoc Committees
  • Faculty Board (FB) is the main authority to manage the Faculty. Minutes of sub-committees are presented at the FB.

1.1.3

 

Minutes of the Faculty Board

Minutes of Standing & Ad-hoc Committees
  • Faculty matters/decisions are submitted to the Senate and the Council.

 

1.1.4

 

Minutes of the Senate

Minutes of the Council
Standard 1.2
The Faculty/Institute Action Plan is up to date and aligned with the University’s/HEI’s Strategic Plan; demonstrates readiness to adopt new trends in higher education; is implemented as planned and monitored regularly. 
  • Faculty activities are developed to align with the university strategic management plan and University Corporate Plan. (Five-year plans)

 

1.2.1

 

Corporate Plan

Strategic Management Plan

Action Plan
  • The vision, mission, goals, as well as the objectives of the Faculty, undergo continuous update and revision in response to the social changes.

1.2.2

Vision & Mission statement of the Faculty
Standard 1.3
The Faculty/Institute adopts management procedures that are in compliance with national and institutional Standard Operational Procedures (SOPs), and they are documented and widely circulated. 
  • The Faculty adopts management procedures documented in the Manual of Procedures that comply with national and institutional SOPs.

 

1.3.1

Manual of Administrative Procedures

  • All activities of the Faculty have been subjected to a consistent and persistent review of the internal and external auditing systems that take place at the university level.

1.3.2

 

Minutes of Audit Committee

Reports of Audit Committee

External Auditors annual reports

 
  • Internal audit is done on the basis of the Audit Plan prepared by the Audit Committee and Finance Committee. Reports are submitted to the Vice-Chancellor by the Internal Audit Unit on a regular basis. Immediate remedial measures are taken at appropriate bodies to rectify any deviations from the established procedures and regulations. Auditor General Department undertakes an Annual Statutory Audit.

1.3.3

 

Minutes of Audit Committee

Reports of Audit Committee

External Auditors annual reports
Standard 1.4
The Faculty/Institute adopts a participatory approach in its governance and management and accommodates student representation on faculty committees and student welfare committees. 
  • Three eminent representatives from the industry with relevant expertise, attend the FB meetings as external members

1.4.1

Minutes of FB meeting
  • Student representation in meetings – Faculty Board, Staff-Student Liaison meeting, FQAC meeting.

1.4.2

 

Attendees list in minutes of FB meeting

Minutes of Staff Student Liaison Committee meetings

Minutes of FQAC meetings
  • IT Faculty Students’ Union representation in the university level meetings.

1.4.3

 

Minutes of University Officers, Staff, Student Unions Liaison meeting 

Minutes of Hostel Coordinating Committee meeting

Minutes of Canteen Committee meeting

 
  • All possible measures have been taken through the established student welfare centers to create and provide welfare facilities to the students at the university level

1.4.4

 

Records of staff and students benefitting from facilities

Evidence of established welfare facilities through the Student Handbook
Standard 1.5
The Faculty/Institute adheres to the annual academic calendar that enables the students to complete the programme and graduate at the stipulated time. 
  • The annual academic calendar has been commonly developed for both the programmes to facilitate graduation within the stipulated time.

1.5.1

 

Annual Academic Calendars

Past Timetables

Records of entry to the programme and graduation dates

 
  • Timetables for each semester are created at the Timetable Committee (TT) meetings adhering to the academic calendar and SLQF Guidelines.

1.5.2

 

SLQF

Minutes of Faculty Academic Committee meetings regarding TT committee matters
Standard 1.6
The Faculty/ Institute makes available a Handbook to all incoming students; it provides general information on the history and current status of the Faculty/Institute, brief descriptions of study programme (s) offered, learning resources, student support services, disciplinary procedures, welfare measures, the rights and responsibilities of students, and grievance redress mechanisms. 
  • The Faculty Student Handbook provides general information about the history and current status of the Faculty, brief descriptions of the two study programmes, available learning resources, student support services, disciplinary procedures, welfare measures, the rights and responsibilities of students, and grievance redress mechanisms.

1.6.1

 

Student Handbook

By-Law No. 14

Standard 1.7
The Faculty/ Institute makes available a Study Programme Prospectus to all incoming students; it provides information on the curricula of the study programme(s) and courses offered, options available to exit at different levels, optional courses and electives offered, examination procedures and grading mechanism, graduating requirements, examination by-laws, etc. 
  • The Faculty Prospectus provides general information about the study programmes. It explains the compulsory and elective courses offered, examination procedures and grading mechanism, graduation requirements and the essential information pertaining to the examination By-Laws.

1.7.1

 

Faculty Prospectus

Study Programme Curriculum

Course Curricula/Syllabi

By-Law No. 15

Student Handbook
Standard 1.8
The Faculty/Institute Website is up to date with current information and provides links to all publications such as handbooks/prospectus, special notices, announcements, etc. 
  • Faculty website - Up to date with current information and provides links to relevant details.

1.8.1

The Faculty Website

 
Standard 1.9
Faculty/Institute offers an induction/orientation programme for all new students to facilitate students’ transition from ‘school’ to ‘university’ environment. 
  • Orientation programme - Conducted for all new batches every year.

1.9.1

Timetables of the Orientation programmes
  • The emphasis is placed upon improving IT, Mathematics, and English while allowing them to familiarize with the university culture through various interactions and invitee talks.

1.9.2

 

Placement test papers of IT, Mathematics, English

Programme structures of IT, Mathematics, English

Sessions on developing life skills (Time management skills, study skills, financial planning)
Standard 1.10
The Faculty/Institute securely maintains, updates and ensures confidentiality of permanent records of all students, accessible only to authorized personnel with provision for secure backups of all files. 
  • Learner Management System (LMS) - To store and maintain records on students’ performance.

1.10.1

LMS Records on Student performance
  • Access to the performance records of students has been granted only for authorized parties - Dean, Heads DUGS

1.10.2

Procedures on granting access to LMS records
Standard 1.11
The Faculty/Institute uses an ICT platform and applications for all its key functions and maintains an updated data base which is linked to the university Management Information System (MIS). 
  • Faculty uses MIS for handling key functions including vehicle reservation, supplies management

1.11.1

MIS website
  • The Faculty relies on conventional record keeping and dissemination methods for its functions. LMS and DMS are used for administration and management.

1.11.2

 

LMS Website

DMS Website
  • LMS is used to record and maintain student registration for courses and exams.

1.11.3

LMS Website
Standard 1.12
The Faculty/Institute issues a copy of the Code of Conduct/ Student Charter prescribed by the University to each and every incoming student; it is communicated to all students and students’ adherence to the prescribed code of conduct is closely monitored and promoted. 
  • Copies of By-Laws No. 14 is given to all new students at the orientation programme.

1.12.1

By-Law No. 14

  • The Marshal and the academic advisors monitor students’ adherence to Code of Conduct and best practices

1.12.2

Timetable of the orientation programme
Standard 1.13
The Faculty/Institute implements duty lists, work norms and Codes of Conduct for all categories of staff, communicates those to all and monitors regularly. 
  • The Establishments Division provides
  • duty lists for non-academic staff
  • appointment letters of the academic staff including main duties to be carried out.

1.13.1

 

Job descriptions of non-academic staff

Copy of an Appointment letter of academic staff
  • The workload is reported annually by the academic staff and duties of non-academic staff members are monitored by the respective HoDs

1.13.2

 

Workload reporting form

Department meeting minutes

  • Faculty adopts policies introduced by UGC on ethics and academic accountability.

1.13.3

Ethics and academic accountability for academic staff in the Sri Lankan University system
Standard 1.14
The Faculty/Institute implements the performance appraisal system prescribed by the University/HEI; performance of staff is enhanced through training and rewarding high performers. 
  • The Faculty adheres to the University-wide policy of monitoring and evaluating the performance of staff concerning annual salary increments.

1.14.1

 

Promotion circular for academic staff members

Promotion circular for non-academic staff members

Annual salary increment form- academic staff members

Performance evaluation form of non-academic staff members
  • The Faculty encourages the staff to attend training sessions and workshops, and such announcements and notices are circulated through letters and emails.

1.14.2

 

Sample induction training course certificate - academic staff

Letters/Email notifications on induction training courses

List of training programmes/workshops attended by academic staff members

Letters/Email notifications on training programmes /workshops

Details of induction programme for non-academic staff members

List of training programmes/workshops attended by non-academic staff members

Letters/email notifications on non-academic training programmes/workshops
  • The University encourages academic staff members to apply for awards such as Vice Chancellor’s Award for research performance.

1.14.3

 

Teaching Excellence and Research Excellence awards evaluation criteria

University website: links to Teaching Excellence award applications, Outstanding Research Performance application

List of awardees: research excellence

Email notifications on research excellence awards
  • Academic staff is encouraged to apply for Teaching Excellence Award

1.14.4

Email notifications on teaching excellence awards
  • Academic staff with long service are awarded in the awards ceremony.

1.14.5

Agenda of the ceremony
  • Non-academic staff members are awarded staff awards and long service awards annually.

1.14.6

Staff awards criteria

Standard 1.15
The Faculty/Institute has established an Internal Quality Assurance Cell (IQAC) with well- defined functions and operational procedures; it works in liaison with the Internal Quality Assurance Unit (IQAU) of the University/HEI and implements internal quality enhancement system. 
  • As per the UGC guidelines, the Faculty has established an IQAC with a clearly defined scope and TOR. FQAC meets monthly to discuss quality assurance related matters and reports its development to the IQAU. IQAU decisions are presented to the Senate for information and approval. After the Senate approval, quality enhancements are implemented in the Faculty where necessary.

1.15.1

 

Internal Quality Assurance Manual (2013)

University QA Policy

TORs of Faculty QA Directors

Minutes of IQAU meetings

Minutes of FQAC meetings

Reports of Faculty Level QA Activities

Plagiarism Policy

Standard 1.16
The Faculty/Institute has established a Curriculum Development Committee (CDC) or alternative mechanisms for monitoring, reviewing, and updating the curriculum. 
  • The Faculty established a CDC comprising two nominees from each department, HODDs, DUGS and Dean.

1.16.1

 

FB minutes for the appointment of CDC

Minutes of the meetings of CDC/alternative committee meetings
  • Minor revisions to the curriculum have been made regularly to reflect the latest advancement of IT

1.16.2

Senate memos on curriculum revisions

  • Employability survey is administered by the Statistical Department of the university annually, two weeks before the Convocation.

1.16.3

Details of employability surveys/graduate tracer studies.
Standard 1.17
The Faculty/Institute takes into consideration the SLQF and SBS as reference points and Outcome-based Education and student-centred Learning (OBE-SCL) approach in academic development and planning and education provision. 
  • Both undergraduate programmes of the Faculty align with SLQF Level 6. The curricula and learning outcomes are developed in line with 12 categories of Bloom’s Taxonomy. OBE and SCL are adopted in Curriculum & Syllabi development.

1.17.1

 

The letter on SLQF

Curriculum

Minutes of the CDC and FQAC

Faculty Board minutes

Senate memos on curriculum revisions

Student Handbook
  • Faculty comprises of several SEDA accredited staff members. All permanent staff members undergo the Certificate in Teaching in Higher Education (CTHE) programme and participated in several workshops on OBE.

1.17.2

 

A list of staff SEDA accredited staff members

Workshop details on OBE
 
Standard 1.18
The Faculty/Institute adopts a clear policy and procedure on programme approval and implementation and programme discontinuation to ensure that students enrolled into the programme will complete their education without any disruption. 
  • The Faculty adopts university-level programme approval policies and procedure.

 

1.18.1

Curriculum revision approval process

  • Faculty conducts repeat examinations for discontinued course modules.

 

 

1.18.2

 

Memo on the senate curriculum committee

FB/Senate memo

Repeat exam timetables for discontinued modules

Appointment of examiners and moderators for repeat examinations
Standard 1.19
The Faculty/Institute monitors the implementation of the curriculum and the quality of education provision through multiple measures, the findings of which are used for continuous improvement of learning provision. 
  • Student feedback is obtained for every course module twice per semester. Feedback is obtained via a questionnaire during the mid and the end of each semester. They are analyzed and the reports are sent to the respective academic staff members.

1.19.1

Student- feedback reports 

  • The Faculty conducts peer review for each course module. Peer review guidelines are developed by FQAC. During the review process, the reviewer fills out a form. The reviewer and the reviewee meet to discuss necessary improvements required for the course module.

1.19.2

 

Peer observation reports

Minutes of FQAC
  • Feedback is obtained from the industry regarding industrial training. Staff members visit the industry to evaluate/monitor the training process and collect feedback.

1.19.3

Feedback from industry visits

 
Standard 1.20
The Faculty/Institute has established collaborative partnerships with national and foreign universities/HEIs/ organizations for academic and research cooperation. 
  • The Faculty has established an active collaborative partnership with foreign institutes including Shibaura Institute of Technology, University of Malaya and Riga Technical University and national-level collaboration with National Language Processing Center (NLPC).

 

1.20.1

 

Copy of MoU signed with Shibaura Institute of Technology

Evidence of workshops conducted with Shibaura Institute of Technology

Copy of MOU signed with  University of Malaya

Copy of MoU signed with Riga Technical University

Evidence of collaborations with Riga Technical University

Collaborators page on NLPC presentation.
Standard 1.21
Faculty/Institute operates academic mentoring, student counselling and welfare mechanisms and procedures and ensures that the personnel responsible for the tasks are adequately trained to fulfil their roles. 
  • Each student is assigned to an academic advisor who is responsible for academic mentoring.

1.21.1

List of academic advisors and their Job description
  • Two student counsellors from each Department have been appointed by the University who are actively involved in student counselling. In consultation with the Chief Student Counsellor they direct students to the University Professional Counselor when necessary.

1.21.2

 

List of student counsellors

TOR’s of student counsellors
  • The academic advisors and counsellors are given required. training.

1.21.3

List of training programmes

  • The students are briefed on the facilities and the support by the Welfare Division at the Orientation programme.

1.21.4

 

Timetables of the orientation programme

Student Handbook

Welfare division web page
Standard 1.22
Faculty/Institute assures that all its students have access to health care services, cultural and aesthetic activities; recreational and sports facilities. 
  • Students are made aware of the healthcare services, clubs, sports etc. at the orientation programme, and the information is available in the student handbook.

1.22.1

 

 

Student Handbook

Documentary evidence for healthcare, clubs and sports facilities

Physical Education Division – web page
  • Student participation on cultural and aesthetic activities; recreational and sports are acknowledged through the Faculty Facebook Page, Student Union page, FIT Chronicle, and the University Newsletter.

1.22.2

 

Timetables of the orientation programme

Events, workshops, competitions organized by the Physical Education Division

Evidence of students’ engagement in leisure, sports and cultural activities

Link to Faculty Facebook page

FIT Student Union web page

Sample FIT Chronicle

University Newsletter

List of students’ clubs and societies
Standard 1.23
Faculty/Institute implements measures to ensure the safety and security of students. 
  • The Faculty adheres to the university-level safety and security measures

1.23.1

 

Building plan: fire/emergency exits

Photo evidence: fire/emergency exits

Details of fire drills

Awareness programme on electrical safety
Standard 1.24
The Faculty/Institute adopts and practices University/HEI approved By-Laws pertaining to examinations, examination offences, student discipline, and student unions; the adopted by-laws are made widely available to both staff and students. 
  • The Faculty adheres to the university-level By-Laws related to conducting of examinations, examination offences, student disciplines and the operation of student unions.
  • Such information (documents) is accessible to the students and the staff members through the university website.
  • By-Law No 14 and 15 are made available to the students during the orientation programme.

1.24.1

 

By-Law No. 14

By-Law No. 15

By-Law No. 21

Link to the University website

 
Standard 1.25
The Faculty/Institute offers special support and assistance for students with special needs or differently-abled students. 
  • When conducting the examinations, the Faculty ensures that the students with special needs (differently-abled) are accompanied accordingly. Further, their presence at the Faculty is carefully facilitated through the physical infrastructure.

1.25.1

 

Senate decision on facilitating differently-abled students at the examination halls

Photo evidence: entrance, washroom, lift

University students’ accommodation policy
Standard 1.26
The Faculty/Institute practices measures to ensure gender equity and equality (GEE) and deter any form of sexual and gender-based violence (SGBV) amongst all categories of staff and students. 
  • The Faculty adheres to the By-Law on Sexual and Gender-based Violence

1.26.1

By-Law on SGBV has been approved by the Council of the University

  • The representatives of the university attend the inter-university gender festival which is to promote public awareness on GEE.

1.26.2

 

Agenda of the inter-university Gender Festival, University of Kelaniya

List of participants

UoM Newsletter
  • The feedback on gender equity, equality and sexual and gender-based violence have been obtained from the students and the staff for policy implementations.

1.26.3

 

Questionnaire by UGC

Report on actions taken by the University

 
Standard 1.27
The Faculty/Institute practices the policy of zero-tolerance to ragging; it adopts strategies and implement preventive and deterrent measures through coordinated efforts of all stakeholders to prevent ragging and any other form of harassment and intimidation. 
  • The Faculty practices a zero-tolerance to ragging and emphasize on the same to the students at the orientation programme.

1.27.1

 

Timetables of orientation programme

Affidavit signed by students during the orientation programme
  • Preventive measurements were taken through the implemented By-Laws to control ragging and any form of harassment.

1.27.2

 

 By-Law No. 14

Anti-ragging act of 1998

Commission circular No:919

Report on the past activities geared to prevent ragging

 

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