The College of Medicine and Health Sciences (COMHS) values student feedback in improving its educational mission. This SOP outlines the principles, responsibilities and processes in relation to obtaining, analyzing, considering and acting on issues that concern students about their learning and teaching experiences.
1.Principles
1.1. Obtaining student feedback should be a systematic process.
1.2. Obtaining student feedback should be conducted in an ethical manner that respects the confidentiality of students and staff.
1.3. Students’ feedback data analysis should be utilized to eventually enable the College to identify strengths and areas for improvement in delivery of college programs aiming at enhancement of the quality of students’ learning experience.
2.Scope of Application
This SOP applies to student feedback and opinions that are collected, about courses contents, courses coordination, quality of teaching, adequacy of resources and support of the College programs delivery.
3.Abbreviations
ADUS: Assistant Dean for Undergraduate studies
ADCA: Assistant Dean for Clinical Affairs
CC: Curriculum Committee
CB: College Board
CMG: Curriculum Management Group
CTS: Course and Teaching Survey
HOD: Head of Department
PC: Phase Coordinator
SSLC: Student-Staff Liaison Committee
4.Receiving Students’ Feedback
4.1 College CTS conducted through Moodle and CTS conducted through SQU portal for Phase I and II courses
4.1.1 The course coordinators download the CTS on Moodle by week 12-13 of the academic semester.
4.1.2 The course coordinators open the CTS for students during week 14-15 of the academic semester and encourage them to fill it by sending emails to students.
4.1.3 CTS will be closed in end of week 15 of the semester.
4.1.4 Course coordinators download the CTS results and send the results as
Follow:
- Course contents and course coordinator feedback to CMG through
PC;
- Tutors feedback to the concerned HOD and the dean.
4.1.5 Feedback received from SQU CTS shall follow SQU procedure
4.2 College CTS conducted through Moodle for Phase III rotations
4.2.1 The rotation feedback form should be available on Moodle year-long.
4.2.2 The clinical rotation coordinator to ensure the form is updated at the beginning of the academic year.
4.2.3 The clinical rotation coordinator reminds students to fill out the feedback form by the end of each clinical rotation.
4.3 Student’s feedback taken during SSLC meetings
4.3.1 Cohort representatives as members of SSLC shall present the feedback and views on the quality of the program, teaching and learning experiences, college facilities and areas for improvement.
4.4 Autonomous student feedback to staff
4.4.1 Received feedback in this channel should be forwarded to the concerned assistant dean to forward to the concerned Phase Coordinator (if the issue is pertaining to curriculum) or to College Administration (if the issue is pertaining to facilities).
5.Managing Student Feedback
To be completed within six months of receiving the feedback with the responsibility of the CC for follow-up.
5.1 Feedback on Phase I and Phase II courses contents
5.1.1. Course contents feedback for shall be sent to the CMG for discussion and recommendations through PC and ADUS.
5.1.2. CC Chair should inform the concerned HOD with the CMG recommendations to be discussed in the concerned departmental board.
5.1.3. Concerned departmental board should review departmental input in the curriculum and submit recommendations to CMG.
5.1.4. CMG should review departmental recommendations for approval/disapproval.
5.1.5. CMG should send approved recommendations to CC for approval/disapproval.
5.1.6. In case of significant curriculum changes, CC should send its approved recommendations to CB for approval/disapproval.
5.1.7. Feedback received from SQU CTS shall follow SQU procedure.
5.2 Feedback on Phase I and Phase II course coordinators
5.2.1. Feedback on course coordinators should be shared with the CMG for discussion and recommendations through PC, ADUS and HOD
5.2.2. CC Chair should discuss the feedback with the concerned course coordinator and set up a plan of action
5.2.3. The concerned PC and HOD should monitor course coordinator performance and report to CMG and ADUS.
5.3 Feedback on Phase I and Phase II tutors
5.3.1. Feedback should be sent to the tutor, his/her HOD and the Dean.
5.3.2. Dean and HOD should counsel the concerned tutor if his/her evaluation is
below 2.75.
5.3.3. HOD should monitor tutor performance and report to the Dean.
5.3.4. Feedback received from SQU CTS shall follow SQU procedure
5.4 Feedback on Phase I and Phase II tutors
5.4.1. Feedback should be sent to the tutor, his/her HOD and the Dean.
5.4.2. Dean and HOD should counsel the concerned tutor if his/her evaluation is below 2.75.
5.4.3. HOD should monitor tutor performance and report to the Dean.
5.4.4. Feedback received from SQU CTS shall follow SQU procedure
5.5 Feedback on Phase III rotations
5.5.1. Each Clinical Rotation Coordinator should review students’ feedback and discuss it with the concerned HOD, who should address the raised issues with departmental academic board.
5.5.2. Each Clinical Rotation Coordinator should submit a report to Phase III Coordinator with the issues raised from the collected feedback and the suggested department plan to address them.
5.5.3. The report should be submitted within 2 weeks of end of clinical rotation.
5.5.4. Phase III Coordinator should present the report at the CMG meeting for review.
5.5.5. CC Chair should present CMG recommendations (if any) at the CC meeting for review and approval.
5.5.6. In case of significant curriculum changes, CC should send its recommendations to the CB for approval.
5.5.7. CC Chair and Phase III Coordinator should convey the recommendations to the concerned Clinical Rotation Coordinator and HOD for implementation.
5.5.8. Assistant Dean for Clinical Affairs and CC Chair should monitor the impact of the recommended changes.
5.6 Feedback on College facilities
5.6.1. Feedback on college facilities should be forwarded to the College Administration for necessary action.
6. Responding to Student Feedback
Students should be informed about the outcome of their feedback through either face-to- face meeting with cohort representatives in SSLC or/and through the online platform, including emails.
Last updated 15th February 2023