EduTrust Criterion 2

PEI has a clear accounting system where data is easy to retrieve.

Financial records are up-to-date.

Financial records are accurate.

Relevant staff knows key finance procedures.

Staff handling finance matters has proper training.

Top management monitors and endorses (minimum quarterly basis) the PEI’s financial status.

Relevant (finance) staff adheres to key finance procedures.

Top management monitors and endorses (monthly basis) the PEI’s financial status.

Management team reviews (at least once a year) its financial procedures and practices.

Annual revenue statement is certified by an independent external auditor (CPA).

Annual full account is certified by qualified staff.

Full account is audited by external independent auditor (CPA).

Grade obtained meets CPE’s minimum requirement.

Credit rating report is not more than 3 months old compared to OBLS application date.

PEI has a scheduled maintenance plan.

PEI responds to maintenance issue within reasonable time (depending on severity of the case).

PEI has maintenance records (including ad-hoc maintenance).

Facilities and infrastructure are generally in functional conditions.

PEI addresses complaints/concerns on facilities and infrastructure.

PEI has a preventive maintenance plan.

There is an appointed on-site staff or agencies to respond to all maintenance issues.

PEI records maintenance works in a timely manner.

PEI sets targets for maintenance response time.

PEI achieves the targets set for maintenance response time.

PEI reviews (at least once a year) its physical facilities and infrastructure to ensure that they are adequate, relevant and effectively utilised.

PEI ensures that academic resources are adequate.

PEI ensures that academic resources are easily accessible.

PEI ensures that academic resources are effectively utilised.

PEI ensures that the needs of academic staff and students are met.

There is a review (at least once a year) of its academic resources to ensure relevance.

There is a review (at least once a year) of its academic resource management system.

Environment is generally clean and conducive for teaching and learning (e.g. cleaning contract/staff, A/C working, sufficient lighting).

PEI promotes a healthy environment (e.g. pest control, provision of first aid facilities).

PEI promotes a safe environment (e.g. fire drill exercise, unblocked fire exits).

PEI provides a secure environment (e.g. provision of security system).

PEI promotes a health supportive environment (e.g. no-smoking policy).

PEI meets NEA’s requirements (e.g. mosquito fuming, canteen hygiene requirements where applicable).

PEI promotes a green environment (e.g. recycling efforts that involve staff).

PEI’s environment management system meets the needs of students and staff (verify against survey results).

PEI reviews the programmes or systems in the EMS.

PEI sets selection criteria and minimum qualifications required for every job function before recruitment.

Academic board sets the selection criteria and minimum qualifications for academic staff.

PEI reviews (at least once a year) the selection process.

PEI verifies the originality of qualifications of job applicants for academic staff.

Management team approves shortlisted non-academic staff before recruitment.

Management team and academic board approve shortlisted academic staff before recruitment.

PEI verifies the authenticity of qualifications of job applicants.

PEI keeps training records of staff.

PEI has clear expectations and SMART targets for every staff.

PEI monitors (at least once a year) the achievements of targets by their staff.

PEI uses students’ feedback data to coach and mentor staff for continual improvement.

PEI reviews (at least once a year) its HR plan and practices.

Staff’s SMART targets are aligned to department workplan or organisation’s strategic plan.

PEI conducts proper briefing and/or training for all part-time recruitment staff.

Clear expectations and targets are explicitly communicated to part-time recruitment staff.

PEI has a procedure to vet and approve (by management team) any marketing collateral produced by other parties for recruitment purposes.

Evidence that PEI vets and approves (by management team) marketing collaterals produced by other parties for recruitment purposes.

PEI reviews (at least once a year) its management of part-time recruitment staff.

Most full-time staff (more than 50%) have attended training.

Training records are up-to-date.

Recruitment staff have adequate trainings/briefings.

PEI conducts post course evaluations for key training programmes.

PEI surveys staff training needs and meets their needs.

PEI monitors (at least once a year) the utilisation of the training budget and the training plan.

There is good training budget utilisation (more than 50%).

Academic staff are trained in pedagogical areas.

Non-academic staff are trained in service quality.

PEI reviews (at least once a year) the training plan and planning process.

PEI signs renewable contracts with all its key external partners.

PEI sets clear expectations and targets for all its key external partners.

PEI regularly monitors each partnership.

PEI reviews each partnership.

PEI gathers feedback from the partners.

PEI evaluates the effectiveness of each partnership before renewal of contract.

Information is shared in a timely and accurate manner.

Evidence of 2-way communication (minutes of staff meeting, email).

PEI records all information disseminated (minutes of staff meeting).

Disseminated information is easily retrievable for audit purposes.

PEI reviews (at least once a year) its communication process.

PEI reviews (at least once a year) its communication channels to ensure effective communication.

Evidence of adherence to the external communication process.

Information is disseminated in a timely manner (urgent matters should be within 3 working days; others not more than 10 working days).

PEI has procedures and guidelines for communication channels to ensure information communicated is vetted and accurate.

All information to be disseminated to the public must be approved by a member of the management team.

All information disseminated are archived.

All archived information is easily retrievable for audit purposes.

PEI reviews (at least once a year) its communication channels to ensure they are adequate, relevant and effective.

PEI reviews (at least once a year) its communication process.

PEI has a process to provide adequate essential course information (local and overseas) in a clear, timely and accurate manner and the process is carried out.

Management team approves all advertisements and promotion materials before publishing.

PEI archives all advertisements and promotion materials (for the last 5 years or at least those after EduTrust application) that are used during publicity and recruitment drives.

All archived advertisements and promotion materials are easily retrievable for assessment purpose.

PEI reviews (at least once a year) the processes and procedures.

Data management system (DMS) is computerised and salient students’ information is recorded and archived.

Data is easily retrievable.

Data is accurate.

Academic results (or transcript) and award for graduated students are kept perpetually.

Data (name, ID no, academic qualifications) of all relevant staff, including part-time, are kept.

Students’ information (see notes in Guidance doc) is kept for at least 5 years as required under PE Regs S21(2).

PEI reviews (at least once a year) its data management system.

There is absolute adherence to confidentiality and security policy (e.g. computerised data such as financial and personal data are password protected).

Assessment materials and results are physically secured.

Confidential information (staff and student personal files) are kept under lock and key.

PEI assigns access rights to staff for sensitive information.

The word “confidential” or the confidentiality clause is printed on forms with students and staff personal data. E.g. application form.

Staff sign undertaking to adhere to the confidentiality and security policy.

PEI has procedure to give access rights for sensitive information.

PEI reviews (at least once a year) the policies and procedures.

PEI resolves feedback/complaint within 21 working days.

PEI records all feedback/complaints (including disputes) and the actions taken to resolve them.

PEI has dispute resolution procedures.

PEI seeks feedback from its external partners for continual improvements.

PEI analyses the feedback/complaints received.

PEI reviews (at least once a year) the feedback/complaint management system.

PEI reviews (at least once a year) the feedback/complaint channels.

PEI reviews (at least once a year) the dispute resolution policy and procedures.

Survey is conducted for every course.

Survey data is used for review (Criterion 6.1.1).

PEI conducts survey in a timely manner (after every module).

PEI reviews (at least once a year) the survey questionnaire.

Survey is conducted at least once a year.

Survey data is used for review (Criterion 6.1.1).

PEI reviews (at least once a year) the survey questionnaire.