Terms of References (ToRs)

For capacity building of716 persons of HEIson QualityAssurance & Governance

  1. Background:

The Higher Education Commission (HEC) is an independent, autonomous, and constitutionally established institution of funding, overseeing, regulating, and accrediting the higher education institutions in Pakistan. HEC is responsible for formulating higher education policy and quality assurance to meet its objectives as defined in the medium Term Development Framework – Higher Education.

  1. Tertiary Education Support Project (TESP)

With an overarching vision to improve the conditions of teaching, learning and research for enhanced access, quality and relevance of tertiary education, HEC is implementing a comprehensive Tertiary Education Support Program (TESP) since July 1, 2011. The program is supported by World Bank. The main objective of the TESP is to support the Government of Pakistan (GoP) for implementation of the Medium Term Development Framework (MTDF), Higher Education.

The TESP mainly focuses on the following strategic objectives:

  • Improved fiscal sustainability and expenditure effectiveness;
  • Enhanced quality and relevance to teaching and research;
  • Improved equitable access to tertiary education;
  • Strengthened governance and management;

The TESP supports Government reforms in Tertiary Education under two components: Component 1 - Program Financing; and Component 2 – Capacity Building, Policy Design and Monitoring & Evaluation (M&E).

Scope of Work:

Trainings will be provided to 716 faculty and non-faculty staff of HEIs in all federating units on the approved thematic areas of Quality Assurance & Governance.

Trainings for 716 HEIs Employees on Quality Assurance & Governance

The task force/review panel of HEC for quality assurance, during the review visits to universities in 2016 identified some key areas that require special focus and extensive orientation so that the concept of good governance and quality could be thoroughly understood, owned and implemented by all the HEIs which would lead to uplifting the standard of HE institutions. All public and private sector universities/ DAIs were reviewed and weaknesses identified and reported specific to each institution.

Major issues identified

Following key issues have been identified for priority focus:

Meetings of statutory bodies are not conducted as per requirement of the Charter

The Private Sector Universities in particular do not have various statutory bodies as per composition given in the Charter.

It has been pointed in cases of several universities that policy documents are not properly deliberated and approved from the statutory forums.

The Universities in general, except few HEIs, lack proper documentation of processes, procedures and decisions. The issue at the Private Sector Institutions need special attention and hands on training on tools related documentation processes such as Campus Management Solution etc. needs to be provided.

It has been observed in general that there seems lack of knowledge about HEC’s guidelines, policies, such as plagiarism policy, vis-a-vis their adoption and implementation.

It has been observed that the universities do not have any mechanism to ensure quality at the allied institutions. Therefore, there is a dire need to extend the quality assurance mechanism in their Campuses/Sub-Campuses and affiliated colleges/institutions

Training objectives

On the basis of above information, issues are summarized as under for extensive training and improvement in Governance and Quality Assurance.

  • Non-compliance of university Charter
  • Lack of understanding and adoption of HE QA policies & procedures
  • Inadequate exposure to best practices on university Governance and Quality assurance
  • Lack of understanding and inadequate usage of IT System and non-availability of Computer Data base

Training areas

S.# / Broader scope / Specific area of training / Schedule
( 3 days total) / Potential Trainees / Proposed Venue
1 / Non-compliance of Charter / Definition and Importance of Good Governance & Quality in HEIs
Characteristics of Good Governance / One day session / Registrar/Deputy Registrar
Controller/ assistant Controller
Head of Campus
Director QEC / Islamabad, Peshawar, Quetta, Karachi, Lahore
Role of Charter and its main components in Good Governance
Understanding the requirements of the Charter/Act of the University
Role and responsibilities of Key Statutory Bodies mentioned in the Charter, such as Senate, Board of Directors/Syndicate, Academic Council, Board of Studies etc.
Their Powers & Functions
Composition of Statutory Bodies
Requirement of frequency of meeting, quorum etc.
Role & responsibilities of key statutory positions i.e. Vice Chancellor, Registrar, and Controller Examination etc.
Difference between the role and responsibilities of Vice Chancellor & the Syndicate/BOG
2 / In adequate understanding / exposure to best practices on university Governance & quality / Policy and procedure development process and its implementation
Documentation of process and procedure
Procedure of convening Meetings, recording minutes, approval of minutes, notification of minutes for implementation.
Policy documents and their approval from statutory forums / Half day session / Islamabad, Peshawar, Quetta, Karachi, Lahore
Best Practices in University Governance & Quality.
3 / Lack of understanding and adoption of HE QA policies & procedure / Higher Education Policies/Guidelines and importance of adoption/implementation through statutory bodies. / Half day session / Islamabad, Peshawar, Quetta, Karachi, Lahore
Importance of Quality Assurance Mechanism
Structure of QA Mechanism
Key components of QA mechanism
Role and responsibility of HEIs to extend QA mechanism in Campuses as well as affiliated colleges
4 / Lack of understanding and inadequate usage of IT System and non-availability of Computer Data base / Importance of Centralized Data Repository
Data collection process and procedures
Using IT tools/systems for data/information capturing and its analysis to improve decision making capabilities
Awareness on the IT Systems such as CMS, LMS which are widely used across the HE sector. / One day session / Islamabad, Peshawar, Quetta, Karachi, Lahore
5 / PhD Students’ Supervision / Concepts to be identified are:
What are the best practices in supervising PhD students?
What are the roles and responsibilities of the supervisor and PhD Student?
What are the desirable qualities in a PhD student?
How to maintain a good student supervisor relationship?
How supervisors can support their PhD students?
How to avoid the breakdown of the student-supervisor relationship?
How to set time lines and achieve targets?
Supervisors’ checklist? / Two days session / Islamabad, Peshawar, Quetta, Karachi, Lahore
  1. Learning Outcomes:

The proposed trainings will help the participants achieve the following expected outcomes:

Improving Quality in HEIs

  • Definition and Importance of Good Governance & Quality in HEIs
  • Role of Charter and its main components in Good Governance
  • Understanding the requirements of the Charter/Act of the University
  • Role and responsibilities of Key Statutory Bodies mentioned in the Charter, such as Senate, Board of Directors/Syndicate, Academic Council, Board of Studies etc.
  • Role & responsibilities of key statutory positions i.e. Vice Chancellor, Registrar, and Controller Examination etc.
  • Policy and procedure development process and its implementation
  • Best Practices in University Governance & Quality.
  • Higher Education Policies/Guidelines and importance of adoption/implementation through statutory bodies.
  • Importance of Quality Assurance Mechanism
  • Key components of QA mechanism
  • Role and responsibility of HEIs to extend QA mechanism in Campuses as well as affiliated colleges
  • Importance of Centralized Data Repository
  • Awareness on the IT Systems such as CMS, LMS which are Widely used across the HE sector
  • Understanding the principles of Good Governance.
  • Document and Data Retention and Destruction
  • Protection of Assets
  • Review of Governing Documents
  • Review of Mission and Goals
  • Financial Records
  • Annual Budget, and Financial Performance
  • Resource Allocation for Programs and Administration
  • Travel and Other Expense Policies
  • Develop plans for implementing governance changes leading to improvement.
  • Recognize the need for collective rather than individual action in implementing the changes.
  1. At a minimum the Firm/Institute/HEI/University is required to perform the following functions:

6.1 Review of Background Material

  1. Review of current capacity building mechanism of TESP/HEC in coordination with TESP’s training unit.
  2. Review of current capacity building mechanism of HEIs & Colleges staff, being carried out by other departments i.e. Learning Innovation division (LID) and Academic Division in addition to TESP.

6.2 Startup Activities:

  1. Developing and finalizing the agenda for the training based on agreed time line.
  2. Provide a set of workshop materials which should include, the participants’ resource package consisting of a standard power point presentation based on the training manual.
  1. Duties and Responsibilities of the selected Firms, Institutes/HEIs/University /:

The selected Firms/Institutes/HEIs/University will be responsible for overall management and coordination for the training. More specifically, the duties and responsibilities of the selected University will include the following:

  1. The Firm/Institutes/HEIs/University will ensure availability of professional resource person(s) of a quality acceptable to TESP with their profiles, for imparting training relevant to each thematic area.
  2. Development of a training manual, a training calendar, session plans, learning outcomes, participant’s handouts, pre-post evaluation formats, attendance enrollment/registration formats,certificates, souvenir and shield.
  3. Revise course content and developing training materials as per the guidelines of TESP team.
  4. Results of pre training evaluation must be submitted on next day of training and posttraining evaluation within two (02) days of training workshop.
  5. Prepare a final report of the assignment that includes assessment and evaluation of participant evaluations.
  6. The Firms/Institutes/HEIs/University will obtain nominations of the participants following selection criteria provided by the TESP and provide complete details of each participants / focal persons.
  7. Provide communication material for dissemination such as Print banner, photos, bags file folders with relevant training material and web link.
  1. Deliverables:

The Firms/Institutes/HEIs/Universitywould be required to complete the whole assignment within the prescribed period as enunciated in the training calendar with the following deliverables:

S. No. / Deliverables / Time line
1 / An inception report with detailed methodology, timelines and outlines of a draft agenda for the training workshop. / To be submitted within 7 working days from the date of signing of the contract.
2 / Course contents, training objectives and assessment methodology for each thematic area. / To be submitted within two (02) weeks prior to convening the workshop.
3 / Execution of training as approved by TESP / As per approved training calendar
4 / The final report on the training including Level-I & II evaluation of the workshop / To be submitted within two (2) weeks of the completion of the workshop.
5 / Recommendations with relevant data for future training thematic areas for HEIs. / To be submitted with final report.
  1. Methodology:

Methodology would include the following features:

Imparting skills and knowledge by using presentations and audio visual equipment

Case studies and scenarios

Innovative, interactive practical exercises with feedback and coaching on the relevant skills and processes, discussion exercises and application of reinforcement tools.

  1. Eligibility Criteria:

The short listing criteria are: i) 05 years’ experience in providing capacity building and training in the higher education Sector. ii) 03 Years’ specific experience in providing trainings in quality assurance at HEIs. iv) Ability to deploy relevant resources with the proven track record of conducting large scale trainings within short time horizons. v) Ability to organize residential and nonresidential trainings at a venue to be decided in consultation with TESP. (vi) Ability to engage and retain required staff for conducting the training and producing deliverables which meet the benchmarking requirement of TESP program. (vii) The Firms, Institutes/HEIs/University should provide details (documentary evidence) for all the parameters stated above. In case of joint venture, the details of such projects will be provided separately as primary or associated consultant.

  1. Contract Duration

180 working days spread over 5 calendar months. The successful Firms/ Institutes/HEIs/University should be able to mobilize within 5 working days of the signing of contract.

  • The maximum period for conducting trainings will be 6 months within which it MUST be completed and its findings & reports should be submitted to HEC/TESP by the concerned Firms/ Institutes/HEIs/University.
  1. Training Duration
  • Based upon the information, each training would be held for 3-5 days.
  • Total 32-35 training sessions
  • Each training strength @25-30 participants / training.
  1. Logistics, Implementation Arrangements:

Boarding and Lodging facility to participants will be provided by TESP/HEC as per approved policy.

  1. Other Conditions and Mandatory Requirements:

During the evaluation and comparison of EOI, HEC/TESP, at its sole discretion, may ask for any further clarifications.

All taxes will be applicable and will be deducted as per government rule & regulations

In case of dispute, matter will be referred to ED HEC, whose decision will be binding on both parties.

If the institution fails to comply with HEC/TESP requirements, HEC reserve the right to get awarded work done from other party at the risk & cost of the institute.

In case of delay in providing services, HEC / TESP reserve the right to impose a penalty @1% for each week of delay net exceeding 10% of contract value.

Mandatory Requirements(Documentary Evidence Required)

1.NTN Registration Certificate

2.Undertaking for not being black listed or having no litigation

3.Financial statement for last three years

4.Performance status with govt. sector.

  1. Selection Method:

Consultant will be selected in accordance with the CQS (Consultant Qualification Based Selection) method set out in the Section-III of World Bank’s Consultant Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits & Grants] by World Bank Borrowers January 2011 (Revised July 2014).

Asad Khan Project Coordinator (TESP)

Higher Education Commission, H-8, Islamabad,

Telephone 051- 90808140-1, 90808148

Fax, 051- 90808142,

Email: ; Email 2: