Self – evaluation of QMS

BSMA organization structure

Safety and Internal Regulation Service

16

Seafarers Training and Certification Centre (STCC)

07

IT Centre 13

Administrative Office 01

Legal Department 17

Maritime Faculty (MF)

08

Library 12

Assessment and Examination Service

14

Human Resources Management Service

(HR) 04

Financial - Economic Department

18

Business and Management Faculty

(BMF) 09

Practice Assurance Service

11

Student Support Service

15

Material Resources Management Service

05

First Deputy Rector

Deputy Rector

R e c t o r

Rector's Office 03

Senate 02

Senate's Office 02.01

ISO Standard Assurance Service

06.02

Quality Assurance Service 06.01

Vocational Training Centre

10

Students Selfgovernance

Deputy Rector

Foreign Languages Department

08.05

Basic Engineering Department

08.06

Electrical Engineering Department

08.03

Exact and Natural Sciences Department

08.04

Navigation Department

08.01

Marine Engineering Department

08.02 Logistics Direction

09.01 Human and Social

Sciences Department 09.03

Port Management Direction

09.02

EXTERNAL and INTERNAL Normative Documents Fund (Master List)

EXTERNALNational Legislation, Standards, Norms ND 1-01- XXInternational Regulation Documentation, Standards, Norms ND 1-02-XX

INTERNALQMS PROCEDURES

Quality Policy/Objectives/Manual ND 2-Q -XXDocument Control / Record Control / Internal Audit / Non-Conformances / CAPA Procedures

QMS WORK INSTRUCTIONSList of Controlled Documents (Master List) ND 2-Q05-XXCorrective Action PlanTerms, Definitions and AbbreviationsSubdivision regulation/provision preparation procedureStrategic/Annual Plans preparation procedureProcedure for Management Review and Continual ImprovementQuality and Safety Management of Training Facilities and Control EquipmentCustomer feedback monitoring, evaluation and review procedureIdentification procedurePurchasing ProcedureKPI determination procedure

ORGANIZATIONAL NORMATIVE DOCUMENTS ND -2-O-XX

Internal RegulationSenate RegulationAdministrative Personnel Election Procedures (QAS Head/Faculty Dean/QAS of faculty HEAD)Library director election procedureProcedure on election of faculty board representative in SenateRules of election of academic personnel / visiting teaching staffBachelor / Master/ Vocational / Certified Specialist Student’s contractWorking Contracts with academic personnel/instructors/assisting staffBSMA Strategic /Annual PlansQMS analysis ReviewHR management procedureStaff ScheduleRecord management procedure (including electronic)NomenclatureProvision on department archives

FUNDUMENTAL PROCEDURES ND 2-F-XX

Procedure for short term training, retraining courses for seafarers and trainee’s testing and evaluation rulesStudent’s registration and mobility procedureEducational process procedure for vocationalEducational process procedure for bachelorEducational process procedure for mastersIntermediate and final examination organization, and evaluation of student’s achievementsProcedure for registration and issuing of strict registration forms-diplomas processThe rules of libraryDesign and development of programs and syllabusesEducational programs compatibility and credit recognition rulesSimulator Training Process Procedure

PERSONNEL ND 2-P-XX

PROVISIONS 1-18 structural subdivisions

JOB DESCRIPTION ND 2-JD-XX

JD for each position according to Staff Schedule Functional JD if any

ACTIVE FORMS COLLECTION ND 2-R XX

Active forms collection 1 -18 structural subdivision

Educational Programs (with the set of syllabuses)1. Bachelor educational program. Maritime Navigation ND BP-012. Bachelor educational program. Maritime Engineering ND BP-023. Bachelor educational program. Electrical Engineering ND BP-034. Bachelor educational program. Ports and Terminals Handling Equipment Operation

ND BP-045. Bachelor educational program. Shipping Management and logistics ND BP-056. Bachelor educational program. Ports Management ND BP-067. Bachelor educational program. Tourism – Cruise Tourism Management ND BP-079. Master Educational Program. Maritime Transport Management ND MP-0110. Master Educational Program. Ship Power Plants and Mechanisms ND MP-0211. Master Educational Program. Ship and Port Electric Power Systems and Plants

ND MP-0312. Master Educational Program. Ship, Port and Terminal Electric Power Plants

ND MP-0413. Master Educational Program. Logistics and Freight Forwarding ND MP-0514. Master Educational Program. International Business Management ND MP-0615. Deck Seafarers’ Vocational educational program ND VP -0116. Motorman Vocational educational program ND VP-02

1. Policy and procedures for quality assurance:

There are following main quality procedures established in BSMA: Quality Policy ND 2-Q01, Quality Objectives ND 2-Q02, Quality Manual ND 2-Q03, Main Quality Procedures: Document Control Procedure ND 2-Q04-01, Record Control Procedure ND 2-Q04-02, Internal Audit Procedure ND 2-Q04-03, Non-conformances Procedure ND 2-Q04-04, Corrective and Preventive Actions Procedure (CAPA) ND 2-Q04-05.

Besides that, other types of internal regulatory documentations are developed: Quality work instructions, organizational, fundumental and personnel procedures. All procedures and rules either external or internal sources are available for teaching and administrative staff and they are placed in electronic fund www.office.bsma.edu.ge.

All key procedures are also available for students on official BSMA web-site : www.bsma.edu.ge

2. Approval, monitoring and periodic review of programmes and awards For approval, monitoring and periodic review of

programmes the internal normative document ND 2-F09 (Design and development of programs and syllabuses) is developed.

Document Control Procedure ND 2-Q04-01 describes the main rules for the development, control, registration, distribution, periodic check and withdrawal of all types of documentations according to the established QMS requirements

3. Assessment of students:

Students assessment rules are described in the ND 2-F06 procedure (Intermediate and final examination organization, and evaluation of student’s achievements procedure).

4. Quality assurance of teaching staff

For quality assurance of teaching staff the following internal regulatory procedures are established :

- ND 2-O04 Open competition rules on election of academic staff

- ND 2-O04-06 Rules on election of visiting teaching staff.

5. Learning resources and student support:

Learning resources are established in educational programmes, subject’s syllabuses. The described detailed teaching facilities, equipment and actual literature resources are available in BSMA library. For student support the following subdivisions of BSMA are functioning in institution : dean’s officies of both Faculty (Maritime and Business and Management), practice assurance service and student support service. This information is clarified and documented in the above-mentioned subdivisions provisions (ND 2-P08/09/12/15)

6. Information systems: For the effective management of the programmes, organization

processes, educational process and other academic activities the internal audites are conducted in every subdivition of BSMA (in the main educational parts – twice a year, in other subdivisions – once a year). This process is regulated by Internal Audit Procedure ND 2-Q04-03. After audit the audit report are issued with list of nonconformances and recommendations for the quality system improvement and CAPA plan with actions « TO DO », Timelines and responsible persons. The corrective action plan is also issued on the base of External Audit report (regulatory body – MTA, accredication body – educational programmes accreditation and institutional authorization, certification body – ISO 9001 :2008)

All information of study programs and other academic activities are collected, analysed as INPUT according to the ND 2-Q05-06 (Procedure for Management Review and Continual Improvement ) and issued the OUTPUTS for the quality management system improvement (once a year).

7. Public information:

All types of information is transparent and available and placed on official web-site of BSMA (www.bsma.edu.ge)

Quality to people, for people, through people

THANK YOU VERY MUCH for Your

Attention!