• IQAS Document Preparation:

USU prepares IQAS documents which include:

• IQAS Policy: Contains USU's thoughts, attitudes, and strategies in implementing IQAS. This becomes the foundation and direction in establishing all IQAS Standards and Manuals.
• IQAS Standards: Contains criteria, measures, benchmarks, or specifications for all higher education activities (education, research, and community service) to realize USU's vision, mission, and goals. Each standard has indicators and measurement methods.
• IQAS Manual: Contains practical instructions on how, steps, or procedures on how USU IQAS is implemented based on established standards.
• IQAS Forms: Written instruments and/or tables that function to record/record certain matters or information or activities as an inseparable part of IQAS standards and manuals.

• Socialization and Training:

USU conducts periodic socialization of IQAS functions and objectives to all stakeholders, as well as structured and planned training for lecturers and administrative staff, including training as internal auditors.

• Standards Implementation:

All work units within USU (Faculties/Graduate Schools and Study Programs) implement the standards that have been established in the IQAS documents. This includes the implementation of teaching and learning activities, research, community service, management of facilities and infrastructure, and others in accordance with existing standards.

• Monitoring (M):

• Objective: To ensure that implemented policies align with goals and targets, identify errors as early as possible, and take modification actions if necessary.
• Implementation: The Quality Assurance Agency (QAA) USU and related teams conduct periodic monitoring, both on academic and non-academic aspects. This can be in the form of Formative Monev (to optimize standards implementation) and Diagnostic Monev.
• Process:
  • Auditee (work unit being monitored) prepares the venue, documents, evidence, and reports.
  • Auditor (monev team) receives assignment letter, monev guidebook, minutes, and assessment forms.
  • Auditor explains the purpose and procedures of monev.
  • Auditee presents the internal quality assurance system that has been implemented.
  • Auditor conducts direct assessment and determines scores according to monev guidelines.
  • Signing of minutes.

• Evaluation (E):

• Objective: To systematically assess the performance level of a policy, investigate program effectiveness, assess program contribution to change (goals/objectives), and assess the need for improvement, continuation, or program expansion (recommendations).
• Implementation: Monitoring results are analyzed and evaluated to measure achievements (current situation) of the ongoing cycle. This can be in the form of Summative Monev.
• Evaluation Indicators: Include adequacy, equity, responsiveness, and accuracy of achieved results.

• IQA Planning:

• Auditors selected by QAA come from Universitas Sumatera Utara and are assigned to each work unit not related to the auditor's work unit, in accordance with the principle of auditor independence.
• QAA sends the names of selected auditors to be assigned by the Rector through a Decree (SK).
• Internal QAA meeting to discuss IQA preparations.
• Internal Quality Auditor Team preparation meeting (socialization of work plans, audit instruments, review of Audit Checklist/DPA, audit schedule determination).
• Notification of IQA implementation to auditees (Faculties/Graduate Schools/Study Programs).

• IQA Implementation:

• IQA Objective: To ensure IQAS implementation meets standards/regulations, aligns with standards/targets/objectives, evaluates IQAS implementation effectiveness, and identifies IQAS improvement opportunities.
• Process:
  • Work unit (auditee) provides schedule availability for IQA.
  • Internal Quality Auditor Team conducts visitation to the audited work unit.
  • Auditor team conducts clarification and verification of documents and evidence of IQAS implementation.
  • Completion of audit examination in the system and report preparation.

• IQA Results Analysis:

• IQA Team work results meeting to analyze audit findings.
• Preparation of IQA Results Document.
• Reporting IQA Results to QAA.
• Sending DPA and FPM to relevant units.

• Management Review Meeting (MRM):

• IQA results reports are presented in MRM involving university leadership and related units.
• In MRM, evaluation results are discussed (including Monev and IQA results), gap identification, and formulation of improvement recommendations.

• Follow-up of IQA and MRM Results:

Based on recommendations from MRM and IQA findings, work units develop and implement follow-up plans for quality improvement and enhancement.

• Continuous Improvement:

Results from the previous cycle (SIEI) are used as a basis for revising and improving IQAS standards in the next cycle, resulting in continuous quality improvement.