Evaluation for Provisional Accreditation (EPA)

Evaluation for Provisional Accreditation is provided as an option for Programs that have never been evaluated and have yet to commit to apply for evaluation for General Accreditation. A Program is only allowed to undergo this evaluation once. The evaluation reviews all parts of the Accreditation Criteria, except for those related to continual improvements based on learning outcomes assessment. This evaluation and is conducted by one Program Evaluator.

The following table summarizes the evaluation steps undertaken for Provisional Accreditation.

Evaluation for Provisional Accreditation

The following is a concise explanation of each Evaluation for Provisional Accreditation (EPA) step outlined in the table.

See also: Accreditation Decisions

Step EPA-1. PR & POIR Registration

Officials appointed by Program Operating Institution as PR and POIR are required to register as members of IABEE Online Evaluation System in advance. Registration is made through the IABEE website (this website) by choosing the Menu IABEE ku – login and creating a free user account. Uploading appropriate proof of authority is required as attachment to account registration.

Step EPA-2. PR & POIR Registration Verification

The IABEE Secretariat examines the credentials of the PR and POIR upon their registration through the IABEE website. Upon confirmation of the validity of the PR and POIR, a notification e-mail shall be sent to the officials.

Step EPA-3. Application for Program Evaluation

The Program Representative or POI Representative applies for Program evaluation by submitting proofs of eligibility requirements.  In the case of Evaluation for Provisional Accreditation, these requirements include a copy of documents, compiled in one PDF file, indicating:

  1. The Institution and Program national accreditation status
  2. when the program was firstly established,
  3. when OBE was implemented for the first time,
  4. the statement of Program’s Autonomous Professional Profile as its educational objective, and
  5. the statement of Program’s Learning Outcomes.

Step EPA-4. Program Eligibility Verification

The Secretariat and EAC Chair examine the data entered in the Program Eligibility Form and check it against the eligibility criteria.

Step EPA-5. Evaluation Scheduling

The EAC Chair compiles the results of Program eligibility verification for the Accreditation Cycle. An evaluation schedule plan for the cycle is then defined based on the list of eligible Programs, and availability of appropriate Program Evaluators (PEVs). The schedule for each Program shall include deadlines for all evaluation steps. If there are more than one Program of the same discipline are deemed eligible for evaluation, then the schedule shall be defined on a first come first served basis.

Step EPA-6. Notice of Evaluation Kick-off & Invoicing

Upon the confirmation of Program eligibility and the evaluation schedule of each Program, the Secretariat through IABEE Online Evaluation System sends a notification e-mail to each Program Representative, which contains notice of initiation of the evaluation process and important deadlines throughout the evaluation process. The Secretariat will also upload onto the online system an invoice for all evaluation fees, including information on payment method and deadline. The system will notify Program Representative regarding the invoice.

Step EPA-7. Full Payment Reception

No later than the payment deadline stipulated in the invoice, the Program must complete the full payment of evaluation fees in accordance to the invoice. Outstanding payment may cause suspension of evaluation process.

Step EPA-8. EAC Discipline Chair Assignment

Upon the definitive of the annual evaluation schedule, the EAC Chair examines the list of Programs to be evaluated either for General Accreditation or Provisional Accreditation and assigns the appropriate Discipline Chair for each engineering discipline involved in the accreditation cycle.

Step EPA-9. Program Evaluator (PEV) Selection

The assigned Discipline Chair selects a Program Evaluator based on available PEVs. The selection of Program Evaluator shall be based on academic competence, training qualifications, and potential conflict of interest with the Program to be evaluated. Requirements to become program evaluator is described in Rules and Procedures for Accreditation-related Committees (RPARC) document.

Step EPA-10. Program Evaluator (PEV) Acceptance

The Program Representative (PR) or Program Operating Institution Representative (POIR) is expected to communicate their consent or objection to the Program Evaluator proposed by EAC Discipline Chair through IABEE Online Evaluation System. In case where a reasonable objection is stated by the PR or POIR, a different PEV shall be proposed by the EAC Discipline Chair.

Step EPA-11. Final Program Evaluator (PEV) Confirmation

Upon the acceptance of the PEV by the PR or POIR, EAC Chair makes confirmation of PEV assignment in the IABEE Online Evaluation System. IABEE Secretariat shall follow the step by producing an official Letter of Appointment to the PEV.

Step EPA-12. Completed Program Profile and Self Evaluation Report (SER) Submission

No later than the deadline shown on the related step in IABEE Online Evaluation System, the Program is expected to complete and submit the Program Profile and the Self-Evaluation Report (SER) including its necessary attachments to system. IABEE Online Evaluation System provides upload and submit procedure separately. It is to be noted that upload button is used only to store all the document files in the IABEE server. To send it as a submission, Program Representative must click the submit button. The Program can no longer amend the Program Profile and SER online documents after submit button has been used.

A Program may submit a total of six files, sizing 30 Mbytes each, to contain Program Profile and all SER attachment files (e.g. compendium of proofs/evidences), in addition to the SER itself. The SER itself is written separately in a dedicated spreadsheet template and uploaded onto the system by letting the system read and copy the data prepared in the template.

Step EPA-13. Program First Evaluation

In the Program First Evaluation, Program Evaluator reviews the submitted Program Profile, Self-Evaluation Report, and all additional documents. The Program Evaluator for the first time shall assign the ‘Yes-No’ score and provide comments for each evaluation item in the Program Evaluator worksheet template downloaded from the IABEE Online Evaluation System. Program Evaluator shall notify the Program Representative on the need for any additional information, data, or explanation from the Program to ensure accurate evaluation. IABEE Online Evaluation System provides a message board facility to allow communications between Program Evaluator and Program Representative.

Step EPA-14. Program Response

The Program Representative is expected to respond to the request for additional data or explanation from the Program Evaluator, if any. This respond is to be documented and submitted as the Program First Response. At this step, although “Yes-No” scores as well as evaluation comments have been inputted by Program Evaluator for each criteria item, but Program Representative can only see the comments section. IABEE Online Evaluation System provides additional space for uploading a maximum of 3 files in PDF format sizing maximum 30 Mbyes each.

Step EPA-15. Program Second Evaluation

Based on the First Program Response, the Program Evaluator prepares a Program Second Evaluation report, which is essentially an improvement of Program First Evaluation based on additional evidences submitted by the Program, if any, during the Program Response step. This report shall contain the initial evaluation of the Program, and a list of items to be inquired further during the On-Site Visit.

Step EPA-16. On-Site Visit Planning

The Program Evaluator prepares a detailed On-Site Visit plan, which includes visit schedule and itinerary, list of persons to be interviewed, list of items to be inquired further, as well as logistical matters related to the visit. The Program Representative shall be notified through e-mail by IABEE Online Evaluation System right after Program Evaluator has posted the visit plan in the system. Program Representative may discuss with Program Evaluator to agree on the visit date and plan.

Step EPA-17. On-Site Visit

The On-Site Visit will be undertaken by Program Evaluator on the agreed-upon date. The visit shall include the following activities:

  • Interview of faculty members, students, and support staff to obtain a comprehension on the compliance of the Program to Accreditation Criteria items, and to identify specific issues arising from the review of Program Profile and Self-Evaluation Report, as well as from the On-Site Visit activities.
  • Examination on the following specific aspects:
    • Physical facilities: The Evaluator shall verify whether the learning atmosphere provided by the Program through the utilization of various facilities is sufficient, and that the facilities may be utilized in a safe manner for their intended purposes.
    • Learning materials: The Evaluator shall examine examples of course materials including course description and syllabi, textbooks, assignments and tests, and examples of student works which include works receiving borderline to very high marks.
    • Proof that the Autonomous Professional Profile envisaged by Program’s educational objectives and the Learning Outcomes declared by the Program has considered vision and mission of POIR, as well as the needs of Program Stakeholders.
    • Assessment plan of Program Learning Outcomes.
    • Support functions for the students, to ensure the adequacy of student services in accordance to the mission of the Institution, the Autonomous Professional Profile, and Program Learning Outcomes.
    • The process for monitoring the completion of study and conferral of academic degree for each student.

Throughout the On-Site Visit, Program Evaluator is expected to re-evaluate the level of compliance of the Program to each evaluation item (i.e. the chance of meeting each criteria item by the time the Program is expected to apply Evaluation for General Accreditation) as temporarily scored during previous step as well as to take note of Observations.

IABEE upholds certain codes of conduct in undertaking an On-Site Visit to make sure the activity achieves its intended objectives effectively and to prevent any conflict of interest. Please see Section 2.9. for the related Codes of Conduct.

Step EPA-18. Exit Meeting

An Exit Meeting shall be held at the end of the On-Site Visit, in which the Program Evaluator shall verbally communicate findings to the Program Representative and Program Operating Institution Representative, including other official(s) if any. The meeting concludes the On-Site Visit by reading out the Exit Statement. The Evaluator will not leave any written copy of Exit Statement document with the Institution since all the material shall be made available at the IABEE Online Evaluation System. The Program may inspect these findings in the IABEE Online Evaluation System after the conclusion of the Exit Meeting at the Program First Evaluation step.

Step EPA-19. Program Final Report

Based on the Program Second Evaluation and results from the On-Site Visit, the Program Evaluator prepares the Program Final Report, which contains an evaluation of the current status of the Program and, if Provisional Accreditation Status is deemed appropriate, areas where compliance improvements are expected within 4 years. The report is submitted to the EAC Chair. The report shall include a description of the Program, its areas of strength, identified shortcomings, and constructive Observations, and a summary of its compliance to the Accreditation Criteria as indicated by the ‘Yes-No’ scores of evaluation items

Step EPA-20. EAC Plenary Meeting

The EAC Chair brings the Program Final Evaluation reports to the EAC Plenary Meeting for thorough review of the accreditation status decision-making.

Step EPA-21. Accreditation Decision

The IABEE Accreditation Council makes the final decision for Provisional Accreditation. For explanation regarding Accreditation Decision, please see further Section 2.6. of the RPEA.

Step EPA-22. Accreditation Status Announcement

The IABEE Secretariat informs the Program Representative and Program Operating Institution Representative of the final evaluation decision. A “Not Accredited” status shall not be publicized in the IABEE website, but a “Provisional Accreditation” status shall be publicized. The PA-status notification shall also include instructions on the proper use of IABEE PA status by the Program and Program Operating Institution. Program Accreditation Evaluation Report and accreditation decision shall be saved in the IABEE Online Evaluation System and shall be accessible by the Program.