Procedural Steps for Accreditation of Systems and Institutions

Below you will find the procedural steps as described for you in detail for each of our offered quality seals.

Procedural Steps for System Accreditation in Germany

The procedure of system accreditation towards obtaining the seal of the German Accreditation Council consists of the following elements:

  1. Evaluation of the institution’s quality management system (for teaching and learning)
  2. Two audits (site-visits) including random checks of its effectiveness
  3. After the first half of the accreditation period, the higher education institution presents a self-evaluation report (interim evaluation) to the agency. The agency comprises a report regarding the result of the interim evaluation, that may contain recommendations for resolving quality shortcomings. This will be made available to the higher education institution and will be published.
Overview of the procedure for system accreditation

Follow-Up

How to handle possible recommendations or requirements resulting from a procedure as well as substantial changes to the audited subject during the term of a quality seal, is described in detail in the relevant guide on criteria and procedural principles of a seal.

We would also gladly answer all your questions in a personal meeting!

Detailed Description of the Procedure

The detailed steps of the procedure are described here.

1. Preparation

Institution Contact the agency
Institution
+ ASIIN
Preparatory meeting on the procedure on system accreditation
ASIIN Preparing an offer

2. Finalising the Contract

Institution
(+ ASIIN)
Acceptance of the offer (finalising the contract) by the institution including formally assuming the costs according to stipulations in the contract

3. Application to be Admitted for the System Accreditation Procedure

Institution Application to be admitted for the system or partial system accreditation procedure

4. Admission

ASIIN Preliminary examination of the fulfilment of the admission criteria. Admission or rejection by the Accreditation Commission for quality management systems.

When admission is successful: proceed to step 5.

When admission is rejected: Completion of the procedure and settlement of the fee for the admission examination.

5. Audit

Institution
+ ASIIN
Preparation and submission of the self-evaluation report and documents by the higher education institution

Before final submission of the self-evaluation report and documents, ASIIN offers a meeting at its office to check the report for completeness and to discuss it with the responsible parties of the higher education institution
ASIIN Assembling the audit team

5.1. System Site-Visit

ASIIN Auditors examine the application documents by auditors
Institution
+ ASIIN
Detailed coordination on the first site-visit procedure between ASIIN and the higher education institution
Institution
+ ASIIN
Auditors conduct the first site-visit at the higher education institution in meetings with various groups based on the application documents
ASIIN Auditors report on the first site-visit at the higher education institution as well as establish which additional documents are required for the continuation of the procedure

Documenting the random checks
Institution Statement of the higher education institution on the report
ASIIN Scheduling the second site-visit in coordination with the auditors and the higher education institution

Intermediate report for the ASIIN accreditation commission

5.2. Site-visit for Random Checks

Institution Preparation and submission of the possibly required additions and the documents for the random check by the higher education institution
ASIIN Auditors examine the possibly required additions and documents for the random check

If necessary, adding further auditors
ASIIN +
Institution
Detailed coordination for the second site-visit procedure between ASIIN and the higher education institution
ASIIN +
Institution
Auditors conduct the second site-visit at the higher education institution in meetings with various groups
ASIIN Auditors report on the second site-visit
Institution Statement of the higher education institution on the report

5.3 Compilation of the Results

ASIIN Compiling the available reports and evaluations
ASIIN (Auditors) Auditors conduct the final evaluation of the system accreditation (resulting from site-visits 1 and 2)

Formulating a final recommendation for the accreditation commission (internal)

Auditors finalise the report and submit the report to the higher education institution (without the final recommendation)
Institution Statement of the higher education institution on the report

6. Decision

ASIIN Final statement by the auditors and final recommendation for the accreditation commission

Decision on the accreditation by the ASIIN accreditation commission

Informing the applying higher education institution and the responsible national body of the decision (in Germany, the German Accreditation Council)

Delivering the final accreditation report to the applying higher education institution as well as to the responsible national body (in Germany, the German Accreditation Council)

Publication of the results online or according to possible national regulations

Procedural Steps for Obtaining the ASIIN System Seal

The steps of the accreditation procedure is divided into the following phases:

An overview of the procedural steps towards obtaining the ASIIN System Seal

Detailed Procedural Steps

The detailed steps of the procedure can be found here.

1. Preparation

Institution Contacting the agency

ASIIN requires basic information (a summary or an overview) about the higher education institution (founding date, legal status, type of organisation, publicly or privately owned, size, educational programmes offered, structure and internal organisation, existing certifications or authorisations for awarding degrees, etc.) and its quality management.
Institution
+ ASIIN
Preparatory discussion about the seal(s) requested, the procedure and the criteria
ASIIN Preparing an offer (if applicable, for a combined procedure with several seals/certificates)

2. Finalising the Contract

Institution
(+ ASIIN)
Acceptance of the offer/finalising the contract by the higher education institution

Formally assuming the costs according to stipulations in the contract (proportional costs)

3. Initiating the Procedure

(ASIIN) The ASIIN System Accreditation Commission decides about the initiation of the procedure.

Negative: terminating the procedure and pro-rata calculation of the costs.

Positive: The procedure is initiated, proceeding to step 4

4. Preliminary Examination of the Self-Evaluation Report (SER)

Institution Submission of the self-evaluation report including supporting documents regarding the fulfilment of the requirements for an ASIIN System Seal, based on the institution’s documents and data collections.
ASIIN The ASIIN procedure managers examine the documentation for informative value and completeness.
Institution + ASIIN Before the self-evaluation report is submitted, ASIIN offers to have a meeting to discuss the results of the preliminary examination.

A location for the meeting will be determined during the preparation of the ASIIN offer.
Institution Opportunity to add or revise the self-evaluation report and supporting documents.
ASIIN ASIIN assembles an audit team
Institution Submission of the final version of the self-evaluation report including supporting documents for the ASIIN auditors

5. Audit

ASIIN (auditors) Auditors examine the documents; opportunity for potential questions for the higher education institution
Institution Provides answers to the auditors' questions
ASIIN Internal briefing session for the auditors in order to coordinate:

- the preliminary assessment
- a set of questions for the site-visit
- a schedule for the site-visit
- the speaker for the audit team

Negative preliminary assessment: termination of the procedure and pro-rata calculation of the costs.

Positive preliminary assessment: proceeding to step 6.3
ASIIN +
Institution
Detailed coordination of the site-visit between ASIIN and the higher education institution according to procedural principles
ASIIN +
Institution
Auditors conduct the site-visit at the higher education institution, including meetings with various groups based on the application documents.
ASIIN Auditors report on the site-visit, including establishing which – if any – additional documents are needed for continuing the procedure.
Institution Statement of the higher education institution on the audit report.
ASIIN  

6. Decision

ASIIN Decision on the accreditation by the ASIIN Accreditation Commission for Quality Management Systems.

Delivery of the decision to the applying higher education institution.
Submission of the final accreditation report to the higher education institution.

Online publication of the results as set forth by the ESG (European Standards and Guidelines).

Follow-Up

How to handle possible recommendations or requirements resulting from a procedure as well as substantial changes to the audited subject during the term of a quality seal, is described in detail in the relevant guide on criteria and procedural principles of a seal.

We also gladly answer all your questions in a personal meeting!