vice-rector’s instruction 3p/2018 strategy creation and
TRANSCRIPT
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Vice-Rector for Development and External Relations
Pilsen, on 23 March 2018
ZCU 007717/2018
Vice-Rector’s Instruction 3P/2018
STRATEGY CREATION AND EVALUATION
In accordance with Article 3 (4) of the Rules of the Quality Assurance System for
Educational, Creative and Related Activities and Internal Quality Assessment of Educational,
Creative and Related Activities of the University of West Bohemia (hereinafter referred to as
the “Rules”), this Instruction sets out the details of the development and evaluation of the
strategy of the University of West Bohemia (hereinafter referred to as “UWB”).
PART ONE
CREATION OF THE UWB STRATEGIC PLAN
Article 1
Timetable
(1) Preparation of the Strategic Plan of UWB (hereinafter referred to as “UWB SZ”) proceeds
according to the framework timetable which is contained in Annex 1.
(2) The Vice - Rector for Development and External Relations (hereinafter referred to as the
“PR-R”) may specify the timetable for the preparation of UWB SZ on an ongoing basis,
provided that he/she informs the Rector's Board about the change to the timetable in due
time.
Article 2
Strategic team
(1) The preparation of the UWB SZ is carried out with the participation of the UWB strategic
team; the UWB strategic team is an advisory body for the Rector.
(2) Members of the UWB strategic team are appointed and dismissed by the Rector.
(3) The chair of the UWB strategic team is PR-R, who controls its activities.
The activities of the strategic team are administrated by the Strategy Division (hereinafter
referred to as the "STR").
(4) Meetings of the UWB strategic team are governed by the Rules of Procedure of the UWB
Internal Evaluation Board.
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Article 3
Content of UWB SZ
UWB SZ always includes, at least:
a) ongoing assessment of UWB SZ for the prior period based on relevant data collected in
the previous period,
b) relevant outputs from the last Internal Quality Assessment Report, or outputs from other
internal or external evaluations, which were carried out in the previous period,
c) relevant analytical materials;
d) the strategic objectives for development in terms of the educational, creative and related
activities undertaken;
e) strategic objectives for international cooperation;
f) links between strategic objectives and higher strategies within the region, the Czech
Republic or the EU,
g) a set of clearly defined indicators monitoring the fulfilment of educational, creative
and related activities of the UWB corresponding to its mission, strategy and
management, including the method of measurement or determination,
h) setting intermediate and target values for these indicators;
i) the content of strategies prepared for selected areas of the UWB strategy (segment
strategies),
j) specification of risks that may jeopardize the achievement of objectives or the
achievement of individual indicators and a proposal for their elimination.
PART TWO
CREATION OF THE IMPLEMENTATION PLAN FOR UWB STRATEGIC PLAN
Article 4
Implementation plan for UWB SZ
(1) The implementation plan for UWB SZ (hereinafter referred to as “UWB PRSZ”)
elaborates the implementation of UWB SZ for the following period. The starting
document for preparation of the UWB PRSZ is the last interim evaluation of the UWB
SZ. Measures from the Internal Quality Assessment Report are taken into account when
creating the PRSZ.
(2) The UWB PRSZ is prepared by the PR-R in cooperation with the Bursar and other Vice-
Rectors.
(3) If necessary, the UWB PRSZ may change the target values of some indicators, subject to
discussion of changes on the Rector's Board and their justification in the UWB PRSZ.
(4) The UWB PRSZ may introduce new indicators or refine existing indicators with respect
to their measurement or determination.
(5) For the creation of the UWB PRSZ, the rules for creation of the UWB SZ apply
accordingly.
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PART THREE
EVALUATION OF UWB SZ
Chapter I
SUMMARY EVALUATION OF UWB SZ
Article 5
Timetable for the evaluation
(1) The summary evaluation of UWB SZ is carried out according to the timetable contained in
Annex 2.
(2) The timetable for the summary evaluation of UWB SZ may be specified by the PR-R on
an ongoing basis, provided that he/she informs the Rector about the change in advance.
Article 6
Preparation and submission of supporting documents for the summary
evaluation
PR-R submits to the Rector, through the Rector's Office (hereinafter referred to as
“KR”), the supporting documents for summary evaluation of UWBSZ.
Article 7
Final evaluation
(1) The final evaluation of UWB SZ is carried out by the Rector.
(2) The results of the evaluation are translated by UWB in the following UWB SZ.
Chapter II
ONGOING EVALUATION OF UWB SZ
Article 8
Timetable for the evaluation
(1) Ongoing evaluation of the UWB SZ is carried out according to the framework timetable
given in Annex 4.
(2) The timetable for the ongoing evaluation may be specified by the PR-R on an ongoing
basis provided that he/she notifies the Rector of the timetable change in advance.
Article 9
Preparation and submission of supporting documents for ongoing evaluation
(1) The aim of ongoing evaluation is, in particular, to identify substantial changes in the area
of the UWB strategy that have occurred since the last ongoing evaluation, and to inform
those responsible of the implementation of any measures imposed to remedy the identified
deficiencies.
(2) The supporting documents for the ongoing evaluation of the UWB SZ in the structure
specified in Annex 5 are submitted by the PR-R to the Rector through KR within the
deadline set by the timetable.
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Article 10
Final evaluation
(1) The final evaluation of the UWB PRSZ is carried out by the Rector.
(2) The results of the evaluation are translated by the UWB into the new UWB PRSZ.
Chapter III
ACCESS TO RESULTS OF THE UWB SZ EVALUATION
Article 11
The results of the summary and ongoing evaluation of the UWB SZ are available to
the Board for Internal Evaluation of UWB.
PART FOUR
EVALUATION OF THE
UWB PRSZ
Article 12
The rules for the evaluation of UWB SZ apply mutatis mutandis to the evaluation
of the UWB PRSZ
PART FIVE
CREATION AND EVALUATION OF THE INSTITUTIONAL PLAN
Article 13
The rules for the creation and evaluation of the UWB SZ apply mutatis mutandis to the
creation and evaluation of the institutional plan
PART SIX
CREATING THE STRATEGIC PLAN OF THE UNIVERSITY PART
Article 14
Link to UWB SZ
(1) The strategic plan of the University Part is based on the UWB strategy.
(2) The Head of the University Part is obliged to prepare the strategic plan of the University
Part so that it leads to the fulfilment of the UWB strategy.
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Article 15
Structure of the University Part’s strategic plan
(1) The University Part's strategic plan has a structure that corresponds to the structure of the
UWB SZ. The University Part's Strategic Plan contains strategic objectives for the
implementation of educational, creative and related activities of the University Part.
(2) The University Part's Strategic Plan contains the same particulars as the UWB SZ,
pursuant to Article 3; definitions of indicators and passages taken from the UWB SZ are
addressed through references to the UWB SZ.
(3) The University Part's Strategic Plan must contain all indicators set in the UWB SZ; if
some indicators are not relevant to the University Part, this should be explicitly stated and
justified. The University Part's strategic plan may also contain other indicators to be
determined by the University Part pursuant to Article 3.
Article 16
Discussion on the University Part’s strategic plan
(1) Discussion of the University Part's strategic plan follows the timetable that the Rector
communicates to the University Part through the KR.
(2) The procedure for preparation of the discussion on the University Part's Strategic Plan is
set out in Annex 6.
(3) The Head of the University Part is obliged to publish the University Part's strategic plan
on the electronic notice board of the University Part immediately after its approval under
the Rules.
PART SEVEN
CREATING THE IMPLEMENTATION PLAN FOR THE UNIVERSITY
PART’S SZ
Article 17
The procedures for creating the implementation plan for UWB SZ are applied
appropriately for creating the implementation plan of the University Part's SZ.
PART EIGHT
EVALUATION OF THE UNIVERSITY PART’S SZ AND EVALUATION OF THE
IMPLEMENTATION PLAN FOR THE UNIVERSITY PART’S SZ Article 18
For the evaluation of the University Part's SZ and the evaluation of the implementation
plan of the University Part's SZ, the rules for evaluation of the UWB SZ and the UWB PRSZ
apply appropriately.
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PART NINE
FINAL PROVISIONS
Article 19
Final provisions
(1) The procedures set out in this Instruction are available at http://procesy.zcu.cz.
(2) This Instruction comes into effect on 1 April 2018.
Doc. Ing. Vladimír Duchek, Ph.D.
Annexes
1 – Timetable for preparation of the Strategic Plan of UWB
2 – Timetable for the summary evaluation of fulfilment of the Strategic Plan of
UWB
3 - Report on the summary evaluation of the fulfilment of Strategic Plan of UWB
4 - Timetable for ongoing evaluation of fulfilment of the Strategic Plan of UWB
5 - Report on the ongoing evaluation of fulfilment of the Strategic Plan of UWB
6 - The procedure for preparing discussion of the Strategic Plan of a University Part
with the UWB Management
Distribution list
- Rector’s Board
- Bursar’s Board
Responsible: STR , tel. 37763 1034
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Timetable for the preparation of the Strategic
Plan
Annex 1
Deadline Activity Responsibility
Nove
mber
N-2
Appointing a strategic team and
setting up working groups for
each area
R and UWB
Management members
Oct
ober
N-2
Assignment of analytical work
UWB Management
members in cooperation
with working groups
November,
December N-2
Analytical work
Selected UWB employees or
external entities
January, 1st half
of FebruaryN-1
Creation of texts for individual chapters
UWB Management
members
2nd half of
FebruaryN-1
Update of the text regarding the
ongoing evaluation of the strategic plan
UWB Management
members
1st half of March
N-1
Submission of individual chapters for
discussion at the strategic team meeting
UWB Management
members
2nd half of March
N-1
Creation of the first draft of the strategic
plan and its discussion within the
strategic team
PR-R
April
N-1
Discussing the strategic plan at the
UWB Management and the
Rector's Board
UWB Management
members, R e c t o r ’ s
B o a r d
1st half of May
N-1
Incorporating comments and
creating a draft strategic plan
PR-R
2nd half of May
N-1
Presentation of the draft strategic plan to
VR, AS, SR
PR-R
June, July, August N-1 Proofreading, preparation of strategic
plan for approval procedures
PR-R
September, 1st half
of OctoberN-1
Discussing (VR) and
approving the strategic plan
(AS, SR)
PR-R
2nd half of
October N-1
Printing and forwarding to the Ministry of
Education, Youth and Sports
STR and VV
Abbreviations used:
AS – UWB Academic Senate SR – UWB Board of Trustees
MŠMT – Ministry of Education, Youth and Sports STR – Strategy Division
PR-R – Vice-Rector for Development and External Relations VR – UWB Scientific Board
R – Rector VV – External Relations
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Note.: N is the first year of a new strategic plan.
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Timetable for preparation of the summary
evaluation
Annex 2
Deadline Activity Responsibility
January
Update of the timetable for preparation of the
summary evaluation for the period of the
strategic document, which ended in December of the previous year
PR-R in cooperation
with VV
February
Data Collection
VV in cooperation
with workplaces
responsible
March Completion of supporting documents, submission
of the first draft to the UWB Management
VV
April Settlement of the Management's comments
and submission for discussion to KR and
VR
PR-R
May Submission for approval by AS and
discussion by VR
PR-R
1st half of
June
Proofreading, preparation for printing
PR-R
2nd half of
June
Printing and forwarding to the Ministry of
Education, Youth and Sports
VV
Abbreviations used:
AS – UWB Academic Senate
KR – Rector’s Office
MŠMT – Ministry of Education, Youth and Sports
PR-R – Vice-Rector for Development and External
Relations
VR –UWB Scientific Board
VV – External Relations
Note: The summary evaluation timetable corresponds to the timetable for the preparation of the
annual activity report containing the summary evaluation.
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Report on the summary evaluation of the
fulfilment of the strategic plan of
UWB
Annex 3
(Note: For the summary evaluation report, the above-mentioned evaluation proposal is used proportionately to
the purpose of the evaluation and the type of strategic document.)
Priorities in 20XX / Strategic objectives for the period X
Priority X. - PX / strategic objective for the period X
Designation and title
Text
Content description
Text
Current state as of mid-20XX
Text
Target state at the end of the year 20XX
Text
Evaluation of the state achieved at the end of 20XX
Text
Indicators in 20XX
20XX
20XX
20XX
Designation
Indicator description
Units
Initial state
Target state
Continuo
us
state
Note: Colour marking indicates probability of fulfilment – green = OK, yellow = solvable problems, red = risk of failure.
Commentary on fulfilment of indicators (especially problematic indicators):
Text
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Timetable for preparation of the ongoing
evaluation
Annex 4
Period
evaluated Deadline Activity Responsibi
lity
January – March
2nd half of March Inviting gestors to submit
interim reports STR
1st half of April Submission of partial interim
reports gestors
2nd half of April Completion of the interim report STR
1st half of May Discussion of the interim report UWB Management
January – June
2nd half of June Inviting gestors to submit
interim reports STR
1st half of July Submission of partial interim
reports gestors
2nd half of July Completion of the interim report STR
August Discussion of the interim report UWB Management
January –
September
2nd half of September Inviting gestors to submit
interim reports STR
1st half of October Submission of partial interim
reports gestors
2nd half of October Completion of the interim report STR
1st half of November Discussion of the interim report UWB Management
Abbreviations used:
STR – Division for Strategy
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Report on the ongoing evaluation of the fulfilment of the strategic plan
of UWB
Annex 5
Indicators in 20XX
20XX
20XX
20XX
Designation
Indicator description
Units
Initial state
Target state
Continuo
us
state
Note: Colour marking indicates probability of fulfilment – green = OK, yellow = solvable problems, red = risk of failure.
Commentary on fulfilment of indicators (especially problematic indicators):
Text
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Annex 6
Procedure for preparation of discussion of the University Part’s strategic
plan with the UWB Management
Activity Responsibility
University Parts send to STR the strategic plan for
discussion with the Management of UWB in
electronic form
University Parts
The Strategy Division completes the supporting
documents and submits them to the UWB Management members
STR
The Management members process the
questions on the submitted strategic topics and
send them to the PR-R.
Management members
PR-R completes and modifies the questions for
discussion purposes and sends them to the
representatives of the individual University Parts.
PR-R
University Parts send their answers electronically to STR.
University Parts
The Strategy Division sends responses in electronic
form to the Management members. STR
The Management of the University of West
Bohemia discusses the strategic plan of the
University Part with the Management of the
University Part
UWB Management,
Management of t h e
University Parts
Abbreviations used:
PR-R – Vice-Rector for Development and
External Relations STR – Division for Strategy
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