A Coordination and Information Meeting of the Quality Assurance Unit on Updating Documents and Templates
An Informative and Coordination Meeting of the Quality Assurance Unit on Updating Documents and Templates
In accordance with the correspondence issued by the Central Quality Assurance Unit concerning the document structure and the final approved templates, in line with the latest applicable version of the ISO 9001 Quality Management System standard, and as part of the commitment to the effective implementation of its recommendations, the Institute’s Sub-Unit for Quality Assurance remains dedicated to disseminating knowledge and expertise related to the Quality Management System, particularly with regard to updating documents and templates.
In this context, an extended coordination and information meeting was successfully held on Monday, 26 October 2026, at 1:00 p.m. at the Computing and Digitalization Centre, under the chairmanship of the Director of the Institute, in the presence of the Head of the Sub-Unit for Quality Assurance.
The meeting was attended by the Institute’s Vice-Directors responsible for External Relations, Scientific Research, and Studies and Student Affairs, as well as the heads of departments, pedagogical, research, and administrative services, and their respective staff members.
The meeting was devoted to examining the following key points:
Review of the Institute’s approved and operational strategic plan, which was presented and endorsed during the expanded meeting of the Institute’s Management Board on 18 May 2026, with particular emphasis on its key components, including the documentation system and internal auditing.
Examination of the approved processes, procedures, and forms published on the DWS platform.
Improvement and standardization of the use of approved documents and templates within the Quality Management System.
Organization, classification, and preservation of documents to ensure their accessibility and facilitate future retrieval.
Proceedings of the Meeting
The Director of the Institute opened the meeting with an insightful address on the Quality Management System, reiterating the Institute’s mission and vision, which are aligned with those of the university’s strategic plan. He emphasized the central importance of the meeting and the process of updating documents across all directorates, departments, and services. He also stressed the need to give this process due priority and to strengthen collective efforts, collaboration, and consultation in order to improve the quality of pedagogical, research, and administrative performance.
Before the formal proceedings began, the Head of the Sub-Unit for Quality Assurance delivered a concise overview of the main components of the Quality Management System. His presentation covered the introductory principles of the system, the high-level structure of the ISO management system standards, the clauses and requirements of the international standard ISO 9001:2015, support and operational requirements, risk management, objective setting and performance measurement, document control, and internal auditing.
The meeting subsequently featured a constructive and fruitful discussion, during which participants exchanged views and ideas concerning documentation and documented information within the Quality Management System.
In this regard, the Vice-Director responsible for Studies delivered a valuable contribution, confirming that the implementation of the approved templates had commenced. These templates had been distributed to all department heads, service managers, and the staff under their supervision. He further highlighted the effective coordination taking place within the pedagogical administration to update documents in accordance with the academic calendar. He also confirmed that all requirements relating to the documentary framework governing pedagogical management would be duly respected and implemented.
The Assistant Vice-Director responsible for Scientific Research also contributed to the discussion, raising questions concerning certain templates that had undergone modifications and seeking clarification on the appropriate procedures for their implementation. He additionally put forward proposals relating specifically to templates used in scientific research activities.
Conclusion and Recommendations
At the conclusion of the meeting, the participants’ observations, concerns, and recommendations were documented with a view to coordinating the necessary support and ensuring the effective updating and standardization of documentation templates throughout the Institute.
These contributions will be incorporated into the official meeting report and submitted to the Central Quality Assurance Unit for consideration and appropriate follow-up.
This coordination meeting represents an important step towards strengthening the implementation of the Quality Management System, harmonizing documentary practices, and promoting a culture of continuous improvement across the Institute’s pedagogical, research, and administrative activities.
