Review of Institutions in Exile

External Evaluation Process for Higher Education Institutions in Exile

The external evaluation of higher education institutions operating in exile is conducted in accordance with Resolution No. 149 of the Government of the Republic of Lithuania of 1 March 2017 and the Procedure for the External Evaluation of Higher Education Institutions Operating in Exileapproved by this Resolution.

1. Initiation of the External Evaluation of a Higher Education Institution in Exile

· The external evaluation of a higher education institution (HEI) in exile is initiated by an order of the Minister of Education, Science and Sport of the Republic of Lithuania at least once every seven years.

· The external evaluation is organised by the Centre for Quality Assessment in Higher Education (SKVC).

· The evaluation is conducted in accordance with Resolution No. 149 of the Government of the Republic of Lithuania of 1 March 2017 approving the Procedure for the External Evaluation of Higher Education Institutions Operating in Exile

· The evaluation is organised in accordance with the Methodology for Conducting Institutional Review of a Higher Education Institution in Exile approved by Order No. V-90 of the Director of SKVC of 4 November 2020.

2. Announcement of the Deadline for Submission of the Self-Evaluation Report

· No later than 12 months before the start of the evaluation, SKVC publishes on its website the deadline for submitting the self-evaluation report of the higher education institution in exile.

· For a repeated external evaluation, the deadline for submission of the self-evaluation report is set no later than 6 months before the start of the external evaluation.

3. Self-Evaluation Report

· The higher education institution in exile is responsible for carrying out the self-evaluation and preparing the self-evaluation report.

· The institution conducts a self-evaluation of its activities in accordance with its internal procedures (including the involvement of students) and prepares the self-evaluation report in compliance with the requirements established in the Methodology.

· The self-evaluation report must include data covering the previous five years. In the case of a repeated external evaluation, data from the previous three years are analysed.

· If the institution has been operating for a shorter period, data for the entire period of operation are analysed.

· SKVC provides consultations, where necessary, regarding the preparation of the self-evaluation report.

· The institution submits to SKVC the self-evaluation report with annexes and a request for the evaluation and accreditation of its activities.

· Upon receipt of the self-evaluation report, SKVC forwards it to the Ministry of Foreign Affairs (MFA) within 10 working days.

· No later than one month before the site visit, the institution may submit information on substantial changes that have occurred after the submission of the self-evaluation report.

· SKVC provides the self-evaluation report to the expert panel no later than one month before the site visit. No later than five working days before the visit, SKVC provides the expert panel with the results of the MFA's assessment of the institution’s impact on its country of origin and the region.

4. Evaluation Conducted by the Ministry of Foreign Affairs

· The external evaluation of the assessment area concerning the institution’s impact on its country of origin and the region is carried out by the Ministry of Foreign Affairs.

· Within two months of receiving the self-evaluation report, the MFA evaluates the institution’s impact on its country of origin and the region and submits its conclusions to SKVC and the institution.

· The external evaluation conclusions include an overall analysis of the institution’s performance in the assessment area, as well as proposals and recommendations for improvement.

5. Formation of the Expert Panel

· The expert panel is formed in accordance with the Expert Selection Procedure approved by the Director of SKVC.

· The international expert panel includes individuals with experience in administration and management in research and higher education institutions, as well as experience in higher education quality assurance and evaluation. The panel also includes a social partner and a student representative.

· SKVC informs the institution about the proposed composition of the expert panel no later than one month before the site visit. Within five working days of receiving the notification, the institution may submit a reasoned request to replace one or more proposed panel members.

6. Expert Panel Visit to the Higher Education Institution in Exile

·The principles and procedures for organising the work of experts are established in in the Procedure of  Organisation of Expert Work approved by the Director of SKVC.

· The visit lasts from two to four days. The exact duration is determined by SKVC, taking into account the size and scope of the institution’s activities.

· The visit is conducted according to an agenda prepared by SKVC and agreed with the expert panel and the institution. Information about the forthcoming visit is also provided to the student representation body.

· During the visit, meetings are held with the institution’s management, the self-evaluation team, academic staff, researchers, students, alumni, and social partners. Infrastructure and facilities are inspected. Where necessary, experts review additional documents provided by the institution.

7. Preparation of the Draft Evaluation Report

· The external evaluation report includes an analysis of the institution’s activities in the areas of management, quality assurance, studies and research (or artistic activities), based on the assessment areas, indicators, and analysed data. It also contains proposals and recommendations for improvement.

· The expert panel prepares the draft evaluation report and submits it to SKVC no later than one month after the completion of the site visit.

· After reviewing the draft report, SKVC forwards it to the institution, which may submit comments concerning factual errors and related evaluations within ten working days.

· Within one working day, SKVC forwards the institution’s comments to the expert panel. After reviewing the comments, the expert panel revises the draft report, where appropriate, and submits the final version to SKVC within ten working days.

8. Commission of Higher Education Institutions‘ Review

· The external evaluation report is considered by the Commission of Higher Education Institutions‘ Review by an order of the Director of SKVC.

· A representative of the expert panel, a representative of the Ministry of Foreign Affairs, and representatives of the institution may be invited to attend the Commission meeting, where necessary.

· After reviewing the evaluation report and hearing the arguments presented, the Commission adopts one of the proposals provided for in its Statute approved by the Director of SKVC.

9. Decision on the Evaluation of the Higher Education Institution in Exile

· Within 30 working days of receiving the external evaluation report, SKVC adopts a decision on the external evaluation based on the conclusions prepared by the MFA and the expert panel and taking into account the proposal of the Higher Education Institutions Review Commission.

· Within three working days of adopting the decision, SKVC sends the decision and the external evaluation report to the institution, the Ministry of Education, Science and Sport, and the Ministry of Foreign Affairs.

· Where experts from foreign countries have participated in the evaluation, the external evaluation report is also provided in Lithuanian translation.

10. Appeals

Within ten working days of receiving the external evaluation decision, the institution may submit a reasoned written appeal to the Minister of Education, Science and Sport.

The Minister establishes an Appeals Commission to consider the appeal in accordance with the approved Regulations of the Appeals Commission.

Based on the recommendation of the Appeals Commission, the Minister adopts a reasoned decision either to uphold or reject the appeal.

Within three working days of the decision, the Ministry of Education, Science and Sport informs the institution, SKVC, and the Ministry of Foreign Affairs of the outcome.

11. Accreditation of the Higher Education Institution in Exile

· Based on the external evaluation conclusions, SKVC adopts a decision on accreditation in accordance with the established procedure. The accreditation decision is published in the Register of Legal Acts.

· If the institution receives a positive evaluation, it is accredited for a period of seven years.

· If the institution receives a negative evaluation, it is accredited for a period of three years and a repeated external evaluation is initiated.

12. Public Disclosure of Evaluation Results

SKVC and the higher education institution in exile publish and maintain on their websites, until the next external evaluation, the accreditation decision, the external evaluation report, and the conclusions of the Ministry of Foreign Affairs.

13. Follow-Up Activities

· The higher education institution in exile is responsible for follow-up activities.

· Follow-up activities are carried out in several stages: planning improvement measures, implementing the planned measures, and monitoring their implementation.

· Following the external evaluation, the institution identifies measures to address shortcomings identified during the self-evaluation and external evaluation processes and to improve its activities.

· The improvement measures must be published no later than six months after the accreditation decision enters into force, and SKVC must be informed accordingly.

· The institution implements the planned measures by preparing a progress report on the implementation of the external evaluation recommendations, publishing it on its website, and submitting it to SKVC.

·Upon receiving the progress report, SKVC analyses it and provides feedback. SKVC publishes on its website the external review findings, the conclusions of the Ministry of Foreign Affairs, the progress report, and the recommendations of the Commission of Higher Education Institutions‘ Review.