MODIP Internal Regulations

Article 2: Legal Framework

Article 3: Structure and Organization

The Quality Assurance Unit (MODIP) is an administrative structure of the University of Crete (UoC), operating at the level of an independent Department, based in Heraklion, and supervised by the Rector or the responsible Vice-Rector to whom the relevant authority has been delegated.

MODIP is functionally independent from other academic and administrative units. This independence is based on the principle of avoiding conflicts of interest between evaluators and those being evaluated.

For this reason, MODIP:

• Is not hierarchically subordinate to other organizational units, nor does it oversee others.

• Develops collaborative relationships, and its compliance control is based on the quality standards set by:

  • The Hellenic Authority for Higher Education (HAHE),

  • The existing institutional framework,

  • The Standards and Guidelines for Quality Assurance in the European Higher Education Area (ESG 2015).

The Quality Assurance Unit (MODIP) is internally structured into:

The Quality Assurance Committee

The Quality Assurance Committee is established by a decision of the Senate and consists of:

• (a) The Rector or the responsible Vice-Rector,

• (b) Five (5) members of the Teaching and Research Staff (DEP) at the rank of Professor or Associate Professor, nominated by the Rector,

• (c) One (1) representative from each category of:

  • Laboratory Teaching Staff (EDIP),

  • Special Educational Staff (EEP),

  • Special Technical Laboratory Staff (ETEP),

• (d) One (1) undergraduate student representative,

• (e) One (1) postgraduate student and PhD candidate representative,

• (f) One (1) representative from Visiting Professors, Contracted Teaching Staff, Visiting Researchers, and Researchers under contract employed by the University of Crete,

• Along with their alternate members.

Term of Office:

• The Committee’s term is five years.

• Representatives under (d) to (f) are selected annually and have voting rights on matters relevant to their capacity.

Responsibilities of the Quality Assurance Committee

The Commitee is responsible for:

The Quality Assurance Agency

The Quality Assurance Service is headed by a University staff member (specialized as per the UoC’s organizational structure), appointed by the Rector based on expertise and relevance to MODIP’s functions.

Staff:

• Includes administrative personnel with experience in quality assurance.

• May consist of:

  • Permanent staff (PE/TE/DE categories),

  • Contract staff (if permanent staff is insufficient), hired under Article 243 of Law 4957/2022.

• Contract staff salaries may be covered by MODIP’s project/program budget or the University’s Special Account for Research Funds (SARF).

Responsibilities of the Quality Assurance Service

The Agency is responsible for:

• Execution of decisions and secretarial support for the Quality Assurance Committee.
• Submission of proposals to the Committee and preparation of materials for related decision-making.
• Collaboration with the Hellenic Authority for Higher Education (HAHE) and support for internal and external evaluation and accreditation processes of the Higher Education Institution (HEI), its individual academic and research units, and its first, second, and third-cycle study programs, including foreign-language study programs, collaborative programs, and lifelong learning programs according to Law 4653/2020 (Government Gazette A’ 12).
• Development, management, and monitoring of the Internal Quality Assurance System (IQAS) of the HEI, particularly the implementation of internal evaluation in accordance with the IQAS quality manual.
• Coordination and support of the HEI and its individual units in the application of quality assurance processes.
• Collection and processing of data from all academic and research units, as well as the administrative services of the HEI, regarding the implementation of quality assurance for all activities of the HEI
• Publication on the institution’s website of information related to the accreditation, internal and external evaluation of the HEI and its individual units.
• Responsibility for completing indicator values as part of the preparation of the annual performance report for the distribution of the annual regular funding of the HEI, in accordance with Article 16 of Law 4653/2020.
• Responsibility for updating the information system of the MO.DIP., as well as the Integrated National Quality Information System (OPESP) of the HAHE with the quality data of the Institution and the development of interoperability with it
• Exercise of any other responsibility defined in the HEI’s organizational framework and related to the scope of the QAU (MODIP).

Final Provisions

• Job descriptions, responsibilities, and qualifications of MODIP staff are detailed in the University’s IQAS Manual.

• MODIP operates in full compliance with GDPR and Greek/EU data protection laws.

• Personal data publication that could violate privacy or harm the University’s reputation is strictly prohibited.

This structure ensures transparency, accountability, and continuous improvement in the University of Crete’s academic and administrative operations.

Article 4: Resources of the Quality Assurance Unit

The funding of the Quality Assurance Unit (MODIP) of the University of Crete is provided through the regular budget and public investment budget of the Institution, as well as from the Special Account for Research Funds (SARF) of the University of Crete, and from National, European, or International Programs.

The Administration of the University of Crete ensures the provision of the necessary infrastructure and resources to achieve the smooth operation of the Internal Quality Assurance System (IQAS), including MODIP’s quality data management information system, as well as the unimpeded implementation and execution of the Institution’s Quality Assurance Policy.

Article 5: Internal Evaluation Teams (IETs)

In each academic Department/Single-section School, an Internal Evaluation Team (OMEA) is established to coordinate and implement the processes of internal evaluation of the Department/Single-section School, external evaluation/accreditation of the Department/Single-section School, the individual academic units operating within it, and all Study Programs independently organized by it.

Responsibilities of the Internal Evaluation Teams

The responsibilities of the IET are as follows:

• Plans and organizes the internal evaluation processes of the Department/Single-section School and the external evaluation/accreditation of undergraduate, postgraduate, and doctoral study programs, etc., in collaboration with the responsible authority.
• Organizes and monitors the completion of course and instructor evaluation questionnaires by students.
• Provides feedback to the members of the Department/Single-section School (students and faculty) on the evaluation results in accordance with the guidelines of the Quality Assurance Unit (QAU-MODIP).
• Enters quality data into the QAU Information System (QAU IS) in collaboration with the QAU.
• Prepares the necessary proposals and reports required for the internal/external evaluation of the Department/Single-section School and the accreditation of each program.
• Develops Action Plans and monitors the implementation of the observations of the evaluators of the Department/Single-section School and each program in collaboration with the responsible authority.
• Proposes the goals and Quality Policy of the Department/Single-section School to the Assembly of the unit, based on the framework of the Internal Quality Assurance System (IQAS) adopted by the Institution.
• Communicates and collaborates with the QAU. Ensures the publication on the Department/Single-section School’s website of the accreditation and evaluation reports, as well as the corresponding reports of the Study Programs and any other relevant information.

The IET of each academic Department/Single-section School is established, following a proposal by the academic unit, by a decision of the Quality Assurance Committee of the QAU by the end of July, in accordance with the applicable provisions, to ensure its operation from September 1st.

It consists of:

• 3 members of the Teaching and Research Staff (DEP)

• 1 member of the Laboratory Teaching Staff (EDIP) or Special Technical Laboratory Staff (ETEP)

• 1 member of the Administrative Staff

• 1 undergraduate student representative

• 1 postgraduate student/PhD candidate representative

and their respective alternate members.

The term of office for members under categories (a), (b), and (c) of the OMEA and their alternates is three years. The term of office for undergraduate and postgraduate/PhD student representatives is one year.

Representation of First, Second and Third Cycle Studies

For the representation of undergraduate students, the regular member and the alternate member are nominated by the Student Council. If the Student Council does not exist or does not nominate a student, both representatives (regular and alternate member) are selected through an open call process, addressed to all students who are beyond the second semester of studies and have at least one year remaining until the completion of their studies, with the selection criterion being the highest number of ECTS credits per semester.

If the regular member loses their student status in any way before the end of their term in the IET, the process of selecting the regular and alternate member is repeated. If only the alternate member loses their student status in any way before the end of their term, a process for selecting a new alternate member takes place.

For the representation of postgraduate students/doctoral candidates, the regular member and the alternate member are nominated by the Student Council. If the Student Council does not exist or does not nominate a postgraduate student, both representatives (regular and alternate member) are selected through an open call process, addressed to all postgraduate students who are beyond the first semester of studies, with the selection criterion being the highest number of ECTS credits per semester, and for doctoral candidates, through an open call process addressed to all candidates who have completed the first year of studies and have submitted all required progress reports.

If the regular member graduates or loses their student status in any way before the end of their term in the IET, the process of selecting the regular and alternate member is repeated. If only the alternate member graduates or loses their student status in any way before the end of their term, a process for selecting a new alternate member takes place.

Process of invitations to the Student Council

The process of calls to the Student Council and all students takes place in May of each academic year by the Chair of the Department/Dean of the Single-section School, with a 15-day deadline for responses from interested parties, and is published on the Department/Single-section School’s website.

The IET is established and operates legally even if the representatives of undergraduate/postgraduate students and doctoral candidates have not been nominated/selected, provided that the required call processes have been carried out by the competent bodies of the University of Crete.

Composition of IET in the framework of interdepartmental/inter-institutional study programs

The composition and operation of the IET within the framework of interdepartmental/inter-institutional study programs is regulated in accordance with the Special Cooperation Protocols/ Memorandum of Understanding concluded between the collaborating Departments/Single-section Schools/Institutions.

Composition of IET for other Academic and Research Units

The composition and operation of the IET for other academic and research units takes place within the framework of the evaluation and accreditation provided for by the current legislation.

Article 6: Assessors/Evaluators

The Quality Assurance Unit (MODIP) appoints assessors/evaluators in the context of the following:

• Verification of compliance with the HAHE’s basic standards for the accreditation of Study Programs, where required,

• Internal evaluation of Study Programs,

• Verification of compliance with the HAHE’s basic standards for the accreditation of Institutional Units/Entities, where required,

• Internal evaluation of Institutional Units/Entities, where required,

• Internal evaluation of action plans/monitoring reports, where required.

Selection of Assessors/Evaluators

Assessors/evaluators are selected from:

• DEP members of MODIP,

• DEP members/researchers from other academic Departments/Research Centers in Greece.

Additionally, there is the possibility of appointing external assessors/evaluators of recognized standing from foreign institutions.

Responsibilities of the Assessors/Evaluator

The assessors/evaluator is responsible for:

• Completing the required forms (Findings Report, Form D.4.2, etc.), as described in the relevant guidelines,

• Submitting these documents, along with any required recommendations, to MODIP.

Article 7: Evaluation and Certification Criteria

The evaluation and accreditation criteria, as well as the quality and performance indicators, are established in accordance with:

• Law 4653/2020, as amended and in force,

• The relevant ministerial decisions,

• And generally all applicable provisions in effect.

The University of Crete may define and implement additional criteria if deemed necessary.

Article 8: Quality Training

Staff Training Strategies on Quality Assurance

Within the framework of fulfilling its mission and ensuring the effective exercise of its responsibilities, MODIP may adopt and implement staff training strategies related to quality assurance, or encourage such initiatives, including but not limited to:

Introductory Seminars

• Organization of induction seminars for new staff members.

• Provision of general information on quality assurance and its significance in the educational process.

Specialized Training Programs

• Development of tailored training programs for different job positions.

• Coverage of topics such as:

  • Evaluation processes,

  • Data collection,

  • Results analysis.

Continuous Training

• Organization of regular seminars and workshops to keep staff updated on new trends and best practices in quality assurance.

• Encouragement of participation in external conferences and events.

Collaboration with Experts

• Invitation of quality assurance specialists to conduct staff training.

• Establishment of collaborative networks with other quality assurance units for knowledge exchange and best practices.

Article 9: Publication of Information

For reasons of transparency, publicity, and promotion of quality assurance matters, the MODIP-UoC website operates at https://modip.uoc.gr. This website, which is continuously updated, publishes important announcements, evaluation reports, policies related to the Unit’s operations, and other relevant materials, following approval by the Quality Assurance Committee or the competent bodies.

The MODIP website also provides detailed information on how the public can communicate with the Unit, including feedback submission and inquiries regarding published information.

In addition, QAU (MODIP) announcements with the aforementioned content may also be published on the University of Crete’s main website and social media channels.

In its operations, QAU (MODIP) adopts and implements a strong personal data protection policy, complying with the requirements of applicable European and national legislation. The publication of personal data or any information that may violate an individual’s privacy or harm the reputation of the Unit or the University of Crete is strictly prohibited.

Article 10: Amendment of Internal Operating Regulations

The present Internal Operating Regulations may be amended by a decision of the Senate whenever necessary, in order to ensure their provisions align with current legislation, the guidelines of the Hellenic Authority for Higher Education (HAHE), the regulatory decisions of the competent bodies of the University of Crete (UoC), as well as the evolving needs in the context of the Institution’s educational mission.

During the amendment process, feedback data is collected from all members of the Unit. Depending on needs, meetings may be organized to discuss proposals and improvements. Upon completion of the process, the proposed changes are submitted for approval to the relevant collective body.

The amended Regulations are published on the Unit’s website and communicated to all members of the university community to ensure awareness of the new procedures and policies.

Article 11: Validity and application of the regulation

The Internal Operating Regulations of the Quality Assurance Unit shall enter into force on the date of their publication in the Government Gazette and shall be binding on all staff of MODIP, as well as every member of the Academic Staff (DEP), Teaching Staff (EDIP), Special Technical Laboratory Staff (ETEP), and students participating in its collective bodies.

Compliance with the Regulations is monitored through regular audits and evaluations. In case of non-compliance or violation of procedures, the measures stipulated by the applicable legislation and the Internal Operating Regulations of the University of Crete (UoC) shall be initiated.