Management Review

10:30 · 120 min · Chair: Prof. Dr. Gül Rengin KÜÇÜKERDOĞAN (Rector)

Agenda

1. Evaluation of the 2025 TS EN ISO 9001:2015 Quality Management System Internal Audit Results and of the Status of Identified Nonconformities and Corrective Actions
2. General Evaluation of the Internal Audit Process and Sharing of the Results with the Quality Commission
3. Evaluation of the Preparation Process for the TS EN ISO 9001:2015 Quality Management System 1st Surveillance Audit (30–31 July 2026)
4. Evaluation of the status of implementation of the decisions taken at the previous Management Review meeting.
5. Evaluation of External Assessment Results, Identified Findings and Improvement Activities
6. Evaluation of the Updates Made to the Risk Assessment Procedure and the Risk Assessment Table
7. Discussion of the Risk Workshop Process Planned within the Scope of Risk Management
8. Updating the Structure of the External Advisory Board and Evaluation of the Institutions/Organisations That Should Be Represented on the Board
9. Evaluation of the Academic and Administrative Staff Satisfaction Survey Results
10. Evaluation of Improvement Areas and PDCA Processes in Line with the Feedback Obtained from Satisfaction Surveys
11. Evaluation of the Student General Satisfaction Survey Results and Discussion of Improvement Activities in Response to Student Feedback
12. Information on the Quality Management System Software and Evaluation of Its Use
13. Information on the YÖKAK Institutional Accreditation Programme Process
14. Evaluation of the Work of the HKU Quality Monitoring and Evaluation Commission
15. Evaluation of Process Performance Indicators and Results
16. Evaluation of Decisions Regarding Nonconformities and Corrective Actions
17. Evaluation of Participants’ Suggestions for Improvement
18. Discussion of Risk Analysis Trainings and Risk Assessments
19. Evaluation of the Degree of Achievement of the Quality Objectives and the Quality Policy
20. Conducting System Performance Evaluations
21. Evaluation of research and development activities and project performance results.
22. Discussion of Resource Needs and Improvements to the Working Environment

Decisions Taken

Monitoring of Decisions

Decisions for which evidence of implementation has been published:

15:30–16:30 · Senate Meeting Hall · Chair: Prof. Dr. Türkay DERELİ (Rector) · Rapporteur: Tuba GÜNDOĞDU (Director of Strategy and Quality)

Agenda

1. 2024 TS EN ISO 9001:2015 Quality Management System Internal Audit Reports
2. 2024 TS EN ISO 9001:2015 Quality Management System Certificate Renewal
3. Programme Accreditation Processes
4. Satisfaction Surveys
5. Wishes and Suggestions

Views and Suggestions

• The status of the corrective actions was followed up in accordance with the 2024 internal audit reports, and the internal audit results were discussed at the management review meeting. The decrease in the corrective action findings opened (Faculty/School/Institute: 17 → 12) shows that the improvement work has been effective; closer monitoring was recommended for the number of corrective actions, which increased in administrative units.
• For 2024, the process risk tables were revised in January/February 2025 and corrective–preventive work related to the processes was carried out. While the common risks of the faculties were revised in the Faculties Risk table, which is open to shared use by the quality representatives, the faculties were also asked to create faculty-wide risks, and this was completed by the faculties.
• Conducting satisfaction surveys regularly and linking them with the PDCA cycle was found valuable for continuous improvement, and updating the survey contents was recommended.
• Monitoring process performance in line with the strategic plan was evaluated positively, and making the performance indicators more accessible in digital form was recommended.
• No action/nonconformity was identified during the external audit conducted in 2023.
• Unit managers and all staff were informed that the 2024 ISO 9001:2015 quality management system external audits would be conducted face-to-face on 28–29 April. The relevant faculties and units were asked to be available on these dates.
• At the 2023 Management Review meeting, a decision was taken to increase the number of accredited programmes and to include programmes in the preparation process for institutional accreditation. In line with this decision, significant progress was made in the 2024/2025 academic year, and the number of accredited programmes increased by 157%, from 7 to 18. To sustain this success, institutional accreditation work has also gained momentum.

Decisions Taken and Planned Work

• Continuation of the monitoring activities aimed at increasing the number of accredited departments
• Decision to update the risk analyses once a year
• Increasing unit-based meetings to reduce corrective action findings
• Announcing to the relevant units, in consultation with the quality commission, in order to increase participation in the satisfaction surveys

16:00

Agenda

1. Information on the Changes Made to Risk Assessment and Its Procedure within the Scope of the 2023 TS EN ISO 9001:2015 Quality Management System
2. Informing Faculties and Units about the Review Visit to Be Conducted by TSE within the Scope of the 2023 TS EN ISO 9001:2015 Quality Management System
3. Information on the Changes in the Institutional Internal Evaluation Report (KİDR) Writing Guide
4. Informing Faculties and Units about Closing the Corrective Actions Created as a Result of the Institution-Wide Internal Audit
5. Consultation on and Formation of Focus Groups for Writing the KİDR
6. Information on Institutional Accreditation Preparation Work
7. Other Matters
8. Wishes and Suggestions

Meeting Notes

• Information was provided on the update and release of the risk plan and the risk assessment procedure, which are reviewed regularly every year within the scope of the TS EN ISO 9001:2015 Quality Management System, based on the recommendation made during the review visit conducted by TSE the previous year.
• An information note stating that the second surveillance of the TS EN ISO 9001:2015 Quality Management System certification was planned for 29 February 2024 and that all administrative and academic units must be ready for the surveillance was sent by e-mail through the University’s General Secretariat. In line with this information, the need to show the utmost care was emphasised.
• Warnings were given about the rules and frameworks to be followed that differ from the previous year in version 3.1 of the Institutional Internal Evaluation Report Writing Guide published by YÖKAK for 2023.
• Sample practices selected from the corrective actions created and closed as a result of the institution-wide internal audit were presented as examples to other units and faculties, helping to generate ideas for the corrective actions not yet closed. The need to close the outstanding corrective actions urgently was emphasised.
• A focus group was formed with the quality representatives in the faculties for preparing the 2023 KİDR, and it was decided that the faculties would prepare their own KİDR and present it to the focus groups. It was stated that, following the work of the focus groups, the report would be approved by the quality commission, entered into the YÖKAK management information system by the Directorate of Strategy and Quality and passed by the Senate.
• The Rector instructed all deans to give weight to programme accreditations in order to be included in the institutional accreditation process, and for all ready programmes to be included in the accreditation process.

16:00

Agenda

1. Presentation of the 2023 TS EN ISO 9001:2015 Quality Management System Internal Audit Reports and Year-on-Year Comparison across the University
2. Informing Faculties and Units about the Corrective Actions Arising from the 2023 TS EN ISO 9001:2015 Quality Management System Internal Audit Reports
3. Evaluation of the Quality Management System Process and Performance Indicators
4. Information on the Institutional Culture Survey
5. Other Matters
6. Wishes and Suggestions

Meeting Notes

• TS EN ISO 9001:2015 Quality Management System internal audits were carried out at our institution; a total of 41 auditors audited 34 units. While there were a total of 49 corrective actions in administrative and academic units in 2022, this number was 34 as a result of the audits conducted in 2023. Overall, the number of corrective actions decreased in administrative units compared with the previous year, while an increase was observed in academic units.
• It was stated that urgent work must be started in all administrative and academic units to review and close the corrective actions arising from the internal audits. It was also stated that the Directorate of Strategy and Quality would provide uninterrupted support in this process.
• It was stated that data collection for the 2023-2027 Strategic Plan Performance Indicators would begin and that data might be requested from the faculties. It was also stated that, as jointly decided, the YÖK and YÖKAK Performance Indicators would be collected not separately but through a common system with common indicators. Accordingly, it was stated that all relevant units would be informed and the data requested by official letter.
• Information was provided that the institutional culture satisfaction survey, conducted every year as part of both the Strategic Plan and the Quality Management System, had been prepared and would be sent to all administrative and academic units.

Rectorate Senate Hall

The Hasan Kalyoncu University Quality Commission met on 22.07.2022 in the Rectorate Senate Hall to decide on the items on its agenda. Accordingly;

Decisions

• Quality commission members were informed about the work carried out regarding the institutional accreditation preparation process.
• Consensus was reached that the other non-accredited departments should also be included in the process.
• Information was provided that preliminary work on the 2023-2027 Strategic Plan had started and that search conferences would begin in this process, and it was decided that the first search conference would be held on 28.07.2022.
• It was decided to form the Project Steering Committee (PYK) for the preparation of the 2023-2027 Strategic Plan as follows.
  • Prof. Dr. Türkay DERELİ – Rector
  • Prof. Dr. Gül Rengin KÜÇÜKERDOĞAN – Vice Rector
  • Lect. Metehan ATAY – Academic Advisor to the Directorate of Strategy and Quality – Quality Management
  • Tuba GÜNDOĞDU – Director of Strategy and Quality
• Information was provided that the arrangements regarding the website mentioned in the areas-open-to-improvement section of the monitoring report had been made and that the work would continue in coordination with the IT Directorate; it was also decided to provide web training to the faculty members responsible for the websites of the faculties and the vocational school.
• Regarding the External Advisory Board, consensus was reached among the quality commission members that each faculty should determine its own external advisory board, and it was thus decided to establish external advisory boards for both the faculties and the University.
• It was decided to write assignment letters to the Faculty Secretaries regarding quality management system work and to provide them with quality training. Accordingly, following the training a drive folder will be created, and the faculty secretaries will be authorised to upload systematic data and evidence to it.
• It was discussed that periodic trainings be provided so that the Quality Management System software is used more widely across the University, thus ensuring more controlled document tracking.

Meeting Notes

• Information was provided on the revision of the Quality Commission and “Directorate of Strategy and Quality” Directive, prepared on the basis of Additional Article 35 of Higher Education Law No. 2547 and the “Regulation on Higher Education Quality Assurance and the Higher Education Quality Board” published in Official Gazette No. 30604 of 23.11.2018; it was decided to submit it to the Senate after obtaining the views and approval of the quality commission members.
• Information was provided on the SABİS software. It was decided to organise training for all users urgently.
• Information was provided on the information-sharing meetings held with Yıldız Technical University regarding the institutional accreditation process, and it was decided to carry out official correspondence for the assignment of Assoc. Prof. Dr. Serkan ALTUNTAŞ, Quality Coordinator of Yıldız Technical University, to support our work in the accreditation processes.
• Information was provided on the revision needed to the Quality Manual. It was decided to postpone the preparation of the Quality Manual to November/December 2022 because priority was given to the Strategic Plan.
• Obtaining views on the planning of quality awareness trainings in units and faculties.
• Views were obtained on the work carried out regarding quality processes.
• Information was provided on the 2022-2026 Strategic Plan work, and views were obtained on the planning and organisation of the Search Conference.
• Information was provided on the meetings held regarding cooperation with TÜSSİDE
• Information was provided on the ISO 10002 Customer Satisfaction Standard and the ISO 27001 Information Management System audit.