In teaching and learning process in Vocational Department, we have to monitor and evaluate the learning process in every study program in Vocational Department. To monitor and to evaluate, we coordinate teaching and learning plan activities, facilitate and monitor learning process and coordinate the learning evaluation as well as quality assurance in learning.
a. Learning Activities Planning
Before the new semester start, Vocational Department will have coordinator meeting with every study program in this department for the learning activities planning in the upcoming semester. This activity will talk about human resources and the supporting infrastructure. Vocational department makes academics calendar each semester as the guidance for each study program to make its learning plan in accordance with university academics calendar. Vocational Department also help to facilitate students with course schedule arrangement, mid-semester and final semester assessment and students’ KRS key-in activity. With the total number of students, classrooms, and lecturers as the consideration, this process can be vital for the learning process to run smoothly. Thus, we have made software and its operator to arrange schedules and tests. SOP as follows:
- Each study program plan their schedules manually
- Planned schedule then given to Vocational Program to be combined and arranged with each study program need, as well as other consideration (time and place)
- Fixed schedule then announced to students and lecturers
b. Learning Process
After the planning activities are done, then Vocational Department facilitate study program to conduct the learing process. First, Vocational Department will help in the matter of classroom division and preparing the presence list for each courses in a semester. We also monitor and make sure that learning activities has begun by checking lecturers and students’ presence list, that can be accessed online. We also monitor the course infrastructure and facilities and try to solve the problem found in the site.
Sarpras Meeting between Vocational department and University shall be done every Thursday to coordinate and to solve the problem found in the matter of lecturing medias and infrastructure.
Beside, Vocational Department also facilitate its students in preparing and making administration requirements for final task, internship, scholarship, etc. Vocational Program coordinate the mid-semester and final-semester learning evaluation activity in every study program in Vocational Department.
c. Learning Evaluation
Vocational Department coordinates to evaluate the learning arrangement in every study program at the end of each semester. This evaluation program is to find problem surfaced in every learning process and to find the solution. Vocational Department also monitor the learning evaluation result from the lecturers, so students grade each semester are not delayed.
d. Quality Control Activities
Vocational Department of UMY has quality control system integrated with quality control system in university level. This system monitor and evaluate learning process supported by Quality Control Group (QCG). QCG has to monitor and evaluate every learning process (lecturing, practices, in-field practices, and assessment). QCG should have meetings with students and academics activities PIC to discuss the academics achievement and academic quality planning. Every semester, to have internal monitor and evaluation, QCG arranged questionnaire and gathered performance data from each study program to evaluate learning process. All the result then submitted to Quality Control Bureau (QCB) to be processed and integrated as University Academic Performance Report at the end of odd/even semester.
The follow up of the result of the learning monitoring and evaluating is giving reward/punishment for their academic performance. There will be punishment/reward in university level too. It is integrated with the academic performance in financial or in non-financial such as: assessment grades incentives, oral/written warning, lecturers’ suspended to assess students’ thesis, etc. These follow up is the part of our effort to increase academic quality, as well as the learning process.