Standard 9: GENERAL SUPPORT SERVICES AND FACILITIES

Rating

The HEI implements a planned, well-managed approach to the provision of general support
services. Public relations and marketing effectively promote the HEI to external
stakeholders and the wider community. Communication services support effective internal
and external information sharing. General facilities are effectively managed and adequately
meet the needs of students, staff and other stakeholders.
Commentary

Criterion 9.1: General Support Services and Facilities Planning and Management

Rating

The HEI implements a strategic approach for the planning and management of general
support services and facilities which is aligned to its Mission and strategic plan. General
support services and facilities comply with all relevant national codes and regulations and
meet the needs of stakeholders.

Affirmation 10
The Oman Academic Accreditation Authority agrees with Oman College of Management &
Technology that it needs to develop its facilities and supports its efforts to acquire land on
which to develop a new campus and in the meantime to rent new building space.
Commentary

Oman College of Management & Technology devises annual operational plan to ensure that
appropriate support services are made available its mission and goals, academic programmes,
research activities and other activities. The operational plan of the college is devised in
consultation with both academic and non-academic departments. At the end of each academic
year, the heads of various academic and non-academic departments are required to submit
action plan for various activities to be implemented in the subsequent academic year. The Head
of Quality Assurance Centre conducts meetings with the heads of academic and non-academic
departments to arrive at the activities to be included in the operational plan of the College. As
per the current operational plan (2015-16), priorities and goals have been assigned to the
concerned personnel, unit and committee responsible for its effective implementation (SM214).
At present the College is functioning in the temporary building one in Hey Asem and the other
in AlHarm. The College is trying to maximise the use of available infrastructure facilities in
order to ensure that adequate support services are being offered to the students and staff. Nine
port-cabins have been added to be used as classrooms which are fully equipped with all supplies
to cope up with the growing number of students. In addition, proper arrangement for religious
practices for students and staff as per Islamic rituals and belief has been established. There are
separate prayer rooms for male and female students available in both the campuses. Various IT
services (E-registration, E-evaluation, E- study plan, students and faculty time table etc.) have
been provided to the students and staff through the College IT system, which has enhanced the
quality of academic processes of the College.
Though the College is functioning in temporary buildings, the College is very keen in
upgrading the support services to the students and staff. Students and staff satisfaction survey is

conducted at the end of every semester as a feedback for improvement of College services and
current facilities (SM019).
The strategic plan of the college aims at a full-fledged permanent building in Halban to be
completed before the start of semester 1 of academic year 2017-2018. This new campus is
expected to possess state-of-art facilities in respect of support service offered to the students
and staff.
Criterion 9.2: Public Relations and Marketing

Rating

The HEI implements systems and processes to accurately and truthfully promote its
activities to external stakeholders. Public relations and marketing activities are used to
maintain and enhance the HEIs reputation.
Affirmation 11

The Oman Academic Accreditation Authority agrees with Oman College of Management &
Technology that it needs to develop its approach to marketing and supports its efforts for
example in the development of a marketing plan.
Recommendation 30
The Oman Academic Accreditation Authority recommends that Oman College of Management
& Technology cease to use the term University College in any materials until such time its use
is formally authorized by the Ministry of Higher Education.
Commentary

Oman College of Management & Technology believes in strategic approach for promoting the
institution and the programmes. Consequently, during the academic year 2015-2016, the
College has created a marketing unit to be in charge of a senior faculty member to undertake the
responsibility of planning, organising and implementing its marketing strategies to ensure that
the name of the college becomes well-known, locally and regionally. Subsequent to the
formation of marketing unit, the College has come out with a marketing and Public Relations
committee to suggestion constructive measures to be taken in respect of marketing and public
relation.
The marketing and Public Relations committee of the College has devised an appropriate
marketing plan in the academic year 2016-2017. The marketing plan of the College, describes
the various strategic actions to be undertaken in promoting the College (SM117). Since the
marketing plan is put into effect from the current academic year, the review of its impact would
be undertaken in coming years. Marketing unit started their work with an objective to promote
its activities by providing value added services to the students community and generate
revenue for the College. The unit has started working on their long-term marketing plan in
order to promote not only the College current programmes but also to initiate new
training/vocational programmes as well, which will cater the needs of the current market
requirements (SM117).
The marketing plan is continuously reviewed by the committee and the unit to ensure its
alignment to the current strategic plan and to achieve the expectations from the unit.
Improvement will take place only after getting obtaining the outcomes of implementing the

marketing plan of the College.

Criterion 9.3: Communication Services

Rating

The HEI implements systems and processes for the facilitation of internal and external
communication which support efficient and effective communication with stakeholders.

Recommendation 31
The Oman Academic Accreditation Authority recommends that Oman College of Management
& Technology review its approach to communication within the College in order to ensure that
its communication channels are fully effective.
Commentary

Communication system is considered to be the life blood of an organisation for smooth flow of
day to day functioning. It is, therefore, Oman College of Management & Technology gives
prime importance for effective communication process. The College is having lease-line and
ADSL in its Al Harm and Hey Asam campus respectively which provides communication
services to its stakeholders. In addition to this, a 24-hour wi-fi facility is available in both of its
campuses for its staff and students. The College has effective internet/intranet facilities for its
staff and students. Students can access to all the required information related to their courses
from College portal (through College website). Through the advisory system, students can
receive comments from their respective academic advisor following-up on their academic
status.
The College has developed most of its documents in bilingual format which are applicable for
staff and students both on case to case basis. In addition to this, staff meetings are held at
department level, every week/fortnight to discuss issues related to the department (SM046). The
College has an adequate communication service which is a result of its continuous improvement
from time to time, and the same can be easily noticed from its services provided through
College portal and College system as well through the intranet, and email communication
services. In the academic year, 2016-2017, the College has introduced Electronic Learning
Management System (ELMS) facility by which the faculty members upload all teaching
materials and the students are allowed to access them.
As the College is heading towards shifting the operation to its permanent building in Halban,
there will be enhancement of its internal and external communication services supported by
adequate infrastructure facilities. Also the College is on its way to develop an appropriate
communication policy more suitable to the new campus.
Criterion 9.4: Facilities Management

Rating

The HEI implements a strategic approach to facilities management and ensures that all
facilities are well-maintained, meet the needs of staff and students, and satisfy the
requirements of all relevant national laws. Where services are outsourced, the HEI
maintains oversight of these to ensure that they are appropriate and effectively delivered.
Commentary

At present the College is operating from two temporary campuses- one in Al-Harm and the

other in Hey Asem. The College keeps in place an appropriate strategy to ensure that its
facilities and grounds in temporary campuses are maintained to satisfy the requirements of
national law. However, as there is a proposal to shift the operation of the college to its
permanent campus in Halban, from the academic year 2017-2018, the College will review and
redraft its approach for facilities management in the most appropriate manner with the
availability of adequate facilities (SM215)
For ensuring safety and security of students and staff, the College has its health and safety
policy which provides the guidelines in providing safety and security measures within the
campuses. A health and safety committee has been constituted by the college entrusted with
the responsibility of offering suggestions and implementing safety and security measures of the
College. The committee consisting of members from academic and non-academic departments
of the college and is headed by a senior academic faculty member. For the purpose of
supervising the health and safety activities, an officer has been appointed by the committee
from among the members of the committee (SM022)
During the academic year 2015-2016, the health and safety committee conducted a mock drill
in Al-Harm campus jointly with Civil Defence Authority of Oman in order to create health and
safety awareness among students and staff. The committee also conducted a health awareness
programme in Hey Asem campus jointly with the Ministry of Health (MoH) to create
awareness on general health. The College has outsourced the installation and maintenance of
fire safety equipments to an outside agency called Al-Dar Safety and Security Services. The
activities of the agency are closely monitored by the supplies and services department of the
college. The head of supplies and services department is entrusted with the responsibility of
submitting annual report on fire safety measures (SM063)
The college keeps in place an effective system for cleaning, waste disposal, minor maintenance
and safety and environment maintenance. For the purpose of cleaning, the college has appointed
adequate number of cleaners to look after cleaning of two campuses and the female dorms. The
wastes collected are packed in garbage bags and disposed off in the municipality trash boxed,
which will be collected by the municipality. For the purpose of maintaining gardens and ground
in both the campuses, two gardeners are available in the College. The gardeners are entrusted
with the responsibility of maintaining the gardens in beautiful manner so as to give face lift to
the beauty of the campuses. For taking care of minor maintenance, the college has appointed
one technician who is entrusted with the responsibility of taking care of minor maintenance
work in electrical and plumping areas. For maintenance of air-conditioning equipments, the
college has entered into contract on annual basis with outside agencies. The activities of the
outside agency are monitored by supplies and services department of the College. The
photocopier machines of the college are under the maintenance of outside agencies. The funds
required for maintaining facilities and services are allocated based on the budget requirements
submitted by various departments in charge of the services (SM004 and SM216).
On a regular interval, the college undertakes feedback from the users of the facilities through
online survey. The results of the survey are analysed for reviewing the effectiveness of facilities
management of the College. The College makes appropriate change in its approach to facilities
management.

List of Supporting Materials

SM #

Description of Supporting Material

SM001

Decree Establishing OCMT

SM002

Official Licenses of programs offered

SM003

Current Catalogue

SM004

College Annual Report (2015-16)

SM005
SM006

Campus Map
Sample copies of terminal (end) and exit certificates

SM007

Affiliation agreements

SM008

Strategic Plan 2015 2020

SM009
SM010
SM011

Quality Audit Report 2011

Agreement between the college and Y&M consultants
Evidence of Communicating the Strategic Plan Mission, Vision, and Values to staff and
students
New Strategic Plan Approval

SM012
SM013
SM014
SM015
SM016
SM017

SM024

Staff Satisfaction Survey

Key Performance Indicator report 2014-2015
Operational Plan 2015-2016
Organisational Bylaw of the College
Sample Minutes of Meeting Of Governing Bodies (BoD/BoT, College Council,
Department Council)
Sample of Committees Bi-Annual Report
Survey Analysis report 2015-2016
List of college committees 2015-2016
Organisational Structure
List of Committees Responsibilities
College Council Minutes of Meeting specifying the schedules of council and committee
meetings
Contextualisation Report

SM025

YU Visit Report

SM026
SM027

College Action Report to YU

Correspondence with the Ministry regarding the YU visit report and action plan

SM028

QA Minutes of Meeting with YU regarding curriculum manual

SM029

YU Curriculum Approval

SM030

Ministry of Higher Education Curriculum Approval

SM031

Correspondence from YU regarding granting an access

SM032

Action Plan 2015-2016

SM033

Operational Plan 2016-2017

SM034

Mazoon College Benchmark Agreement

SM035

Risk Management Policy

SM036

Risk Management Committee Annual Report

SM037

College Budget Report 2015-2016

SM018
SM019
SM020
SM021
SM022
SM023

SM #

Description of Supporting Material

SM038

Mr. Abdulrahims appointment letter

SM039

List of Workshops and Seminar (AY 2014-15)

SM040

Risk Register

SM041

Policy on Policies

SM042

List of policies

SM043

Induction Programme 2015-2016

SM044

Approval of Policies by College Council Minutes

SM045

Research Policy revision

SM046

Review Meeting (meeting of annual admin dept)

SM047

List of Department Annual Report

SM048

BoD Minutes of Meeting about Budget

SM049

Meeting with HoDs discussing the budget at the end of academic year

SM050

Consolidated Budget Report

SM051

Reserved Fund for Risk

SM052

Financial Bylaw

SM053

Daily Collection and Receipt of Deposit Report

SM054

External Audit Contract

SM055

External Audit Report

SM056

Student Handbook

SM057

Instruction for Student Grievance System

SM058

Student Appeal and Grievance Form

SM059

Grievance Report from Student Affairs Department

SM060

Health and Safety Policy

SM061

Report on Fire Drill

SM062

External agencies health and safety report

SM063

Health and Safety Committee Report

SM064

Curriculum Manual

SM065

Study Plan

SM066

External Curriculum Design Manual Review report for different programmes

SM067

Course Description

SM068

Course Syllabus

SM069

Course Portfolio

SM070

OJT Report

SM071

Commercial Law course Description

SM072

Tax accounting Course Description

SM073

Admission Policy

SM074

Exit Exam Document

SM075

Equation Report

SM #

Description of Supporting Material

SM076

GFP- Tri-semester approval document from MoHE

SM077

Self-Evaluation Report (Summary)

SM078

Graduation project evaluation forms for the three department

SM079

Sample of Graduation project reports

SM080

Plagiarism Policy

SM081

CS Department Minutes of Meeting showing formation of the examination committee

SM082

Code of Practice Manual

SM083
SM084

Committees Responsibilities

SM085

Student Seminar Report

SM086

Disciplinary Cases Report (Cheating)

Academic Dishonesty (KPI)

SM087
SM088

Examination Committee Minutes

Mr. Messary Al-Amiri Appointment Letter as OJT Supervisor

SM089

Internal Moderation form

SM090
SM091

External Moderation report (YU)

Assessment Policy

SM092

Induction and Orientation Program (Students)

SM093

Cheating Cases Report

SM094

Internal Examination Moderation Report

SM095

Examination Additional Invigilator list (AFS)

SM096

Examination Hall Ticket

SM097

Graduation Project evaluation committee (ID)

SM098

Examination Committee Report

SM099

Academic Advising Report

SM100

KPI Report

SM101

At-Risk Students Report

SM102

Employer Feedback form

SM103

Alumni Report

SM104

Scientific Research Bylaw

SM105

Research Policy

SM106

Self Evaluation form (faculty members)

SM #

Description of Supporting Material

SM107

OMREN Membership

SM108

TRC agreement

SM109

Academic Promotion bylaw

SM110

Research Application forms

SM111

Scientific Research Unit Report (2015 16)

SM112

Academic Department Budget

SM113

Mentoring report

SM114

Said Al-Hallaq research presentation (2016-17)

SM115

Dr Balamurugan Appointment letter as a research coordinator

SM116

CS students participation in research conferences

SM117

Marketing Plan of the college (2016-2017)

SM118

Students Affairs Dept Annual Report (2014-2015)

SM119

Students Handbook (2016-2017)

SM120

Open day activities report

SM121

Staff Induction programme (2014-2015)* including YU speakers.

SM122

Agreement with local association (OWAB)

SM123

Membership with professional bodies (OMREN, TRC, OAAA, OQNHE, etc)

SM124

Students competition report

SM125

Academic Dept minutes for discussing CAC

SM126

MOU with Mazoon college and Sur University College

SM127

Minutes of meetings of students affairs department (Alumni)

SM128

Alumni Gathering Programme Report

SM129

Academic Department Annual Plan

SM130

Students Affairs dept annual plan

SM131

Academic Advising Report (From HODs)

SM #

Description of Supporting Material

SM132

Academic Advisers Comments from the system

SM133

Minutes of meetings of students affairs department (Students support services)

SM134

Online academic advising system

SM135

Minutes of Meeting of library committee

SM136

Library Policy

SM137

YUs letter authorizing the use of e-library

SM138

Computer Centre Operational Plan

SM139

Software License

SM140

Academic Advising Policy (to be developed)

SM141

Students Advisory List

SM142

Academic Advisory Meet Report

SM143

Schedule of Tutorials for weak students

SM144

College ELMS system

SM145

Report on HODs meetings with students

SM146

College bus transportation schedules

SM147

Students Affairs Departments report on dorms

SM148

Contract of Mahmood as sport officer (HR)

SM149

Minutes of College Executive Council

SM150

Reports of Admission and Registration Dept.

SM151

Minutes of Students Council meeting

SM152

Minutes of QA committees meetings for students services

SM153

Minutes of dept council meeting nominating students representative

SM154

Academic Department students club activities (CS)

SM155

Minutes of College Council on students issues

SM156

Disciplinary policy

SM #

Description of Supporting Material

SM157

Student Seminar report about academic dishonesty

SM158

List of QA seminars

SM159

List of prospective employers

SM160

Report on Graduate Destination Data

SM161

Report on CAC (Curriculum Advisory Committee) meeting

SM162

Career Guidance Seminar Report

SM163

QA Committee meetings minutes on Students Affairs annual report on career guidance

SM164

Fliers and pamphlets

SM165

Finance Department Report on students scholarships

SM166

Students Counselor Report on students financial affairs

SM167

College Council Meetings Minutes on students scholarships

SM168

Pictures of cafeteria

SM169

Cafeteria Contract

SM170

Hostel Contract

SM171

Transport Contract

SM172

Students Affairs Departments report on hostel services

SM173

Minutes of College Administrative Council

SM174

Offer Letter for Students Counselor

SM175

Office-bearers of Students Council

SM176

Report on National Day Celebration

SM177

Report on Mothers Day Celebration

SM178

Report on Open Day Celebration

SM179

Personnel Bylaw

SM180

Appointment Policy

SM181

Department Council meetings minute discussing staff issues

SM #

Description of Supporting Material

SM182

Staff Handbook (2016-2017)

SM183

Minutes of Meetings of HR department

SM184

Documents of approval from MoHE and MoMP (HR file)

SM185

Appointment letter of Head of Marketing unit (Mr. Munawar)

SM186

Meeting minutes of Appointment and Promotion Committee

SM187

Report of short-listed candidates for appointment

SM188

Minutes of BOD/BOT for nomination and appointment of Dean

SM189

Deans letters nominating Assistant Deans and HODs

SM 190

Minutes of BOD/BOT for approval of HODs appointment

SM191

Staff Appointment Letters (sample)

SM192

Employment Contracts (sample)

SM193

Appointment letter of part-time staff

SM194

Meeting Minutes on selection of part-time staff by the appointment committee

SM195

Professional Development Policy

SM196

Report on mentorship (Dept of administrative and financial sciences)

SM197

SM199

Minutes of College Council Meeting approving the professional development plan from
QA centre
Minutes of QA Committee for discussion and decision on Professional Development
Programmes
Staff Appraisal Policy

SM200

BoTs report on Deans performance

SM201

Report on Satisfaction Survey for Deans Assistants

SM202

Exit Survey Form

SM203

Severance Records by the HR department

SM204

Minutes of CC for severance issues

SM205

Minutes of CC for discussing staff satisfaction survey

SM206

Staff Manual

SM198

SM #

Description of Supporting Material

SM207

Staff lunch gathering invitation (Mail)

SM208

National Day celebration invitation (Mail)

SM209

Minutes of QA on discussion regarding staff satisfaction survey

SM210

Vacancy announcements by the College (Omani Nationals priority)

SM211

Program schedule for Admin staff seminars

SM212

HR document for Omani Staff pursuing higher education in OCMT or outside

SM213

Minutes of BOD on Omanisation strategy

SM214

Minutes of HoQAs meeting with HoDs on operational plan

SM215

Blue print of new campus

SM216

Report from supplies and services dept.