Policy and Guidelines on Observing Accreditation Site Visit

1.

Categories of observers

1.1

The Hong Kong Council for Accreditation of Academic and Vocational
Qualifications (HKCAAVQ) may permit an internal and/or external observer toattend an accreditation site visit. There are two types of observers, i.e. internaland external observers.

1.2

Examples of internal observers include members of HKCAAVQ’s Council, theDirectorate, Heads and staff of business units of HKCAAVQ. A staff member ofHKCAAVQ assigned to conduct and/or to provide administrative support in theconduct of an accreditation site visit is however not considered as an observer.

1.3

Examples of external observers include members of quality assurance (QA)
agencies/networks with which HKCAAVQ has established bilateral Memorandumof Co-operation/Understanding (MoC/MoU) and specialists of HKCAAVQ.

2. Policy on observing an accreditation site visit
2.1

Observation of an accreditation site visit may be permitted for any of the following
purposes:(a)quality assurance;(b)staff development;(c)Council Members’ understanding of the HKCAAVQ accreditation work;

(d)research studies; or(e)collaboration with sister QA agencies/networks under the respective
MoC/MoU.

2.2

The guiding principles under which HKCAAVQ may allow an external observer
are:
(a)

whether the engagement meets one or more of the purposes stipulated inparagraphs 2.1(a), (d) and (e);

2.3

(b)

no risk to the integrity of the accreditation process; and(c)minimal disturbance to the work of an accreditation panel and operator.

Members of HKCAAVQ’s Council and staff members of HKCAAVQ must abideby their respective Codes of Conduct, including conflict of interest andconfidentiality provisions.

2.4

Observation of an accreditation site visit by an external observer requires priorapproval by the HKCAAVQ Directorate and clearance of conflict of interest.
External observers must abide by the Code of Conduct for Panels, including
conflict of interest and confidentiality provisions.

2.5

External observers will be responsible for any costs including accommodationand travel. HKCAAVQ will normally meet the costs of meals and refreshments
during an accreditation site visit.

3.

Roles and responsibilities of an observer
External Observers

3.1

Prior to an accreditation site visit, external observers should refer to the Code of
Conduct for Panels and make a declaration for clearance of conflict of interest
with the operator concerned. An external observer would not be able to act as anobserver if the operator raised a valid evidence-based objection to his/herpresence.
3.2

External observers should provide HKCAAVQ with an url link in the publicdomain listing their photograph and biographical information. Alternatively,
external observers should provide a photograph and short biographical statementof themselves for the information of panel members and for clearance of conflictof interest with the operator concerned.

3.3

Throughout an accreditation site visit, an external observer is required to disclose
any interest at the time the interest first arises. HKCAAVQ reserves the right todiscontinue the engagement of any external observer in the course of anaccreditation site visit.

3.4

External observers are granted access to relevant accreditation documents fromthe HKCAAVQ Secretariat. HKCAAVQ reserves the right to withhold any otherdocuments on valid grounds.

3.5

Observation of an accreditation site visit does not include participation in thediscussion

atthepanel

privatemeetings,

andpanelmeetings

withrepresentatives from the operator concerned. External observers may, at theinvitation of the Panel Chair and/or Panel Secretary, offer comments only during
private meetings of the accreditation panel.
Internal and External Observers
3.6

Observers must not use any video, camera or voice recorder at any time during
an accreditation site visit.

3.7

Observers must abide by the confidentiality requirement at all times. Observers
must not disclose to the operator concerned or a third party any information
obtained in the process of an accreditation site visit including the panel’sdeliberations.

3.8Observers may be invited to give their views on the accreditation process orother aspects of an accreditation site visit to the Panel Secretary after the sitevisit.

HKCAAVQ
June 2017