IMPROVING THE RELEVANCE AND QUALITY OF UNDERGRADUATE EDUCATION PROGRAMME

UNIVERSITY OF RUHUNA

2004 -2010

LESSONS LEARNED FROM THE

EXPERIENCE

Institutional Block Grant activities at the University of Ruhuna

IBG 1IBG 1

IT Skills

English Skills

Social Harmony

Student Learning Environment

IBG 2

IT for Final Year Students

English for Final Year Students

Special Needs Staff/ Students

IBG 3

Engineerig

Science

Management

Quality Enhancement Fund

QEF

Medicine

Economics

ARTS

IBG I Grants started in 2004

IBG 11 Grants started in 2005

IBG III Grants started in 2009

QEF Grants started in 2005

QEF Batch III Grants stated in 2008

INSTITUTIONAL BLOCK GRANTS (IBG) AND QUALITY ENHANCEMENT FUNDS (QEF) RECEIVED BY THE UNIVERSITY OF RUHUNA

IBG – I GRANTS: Improvement in

- Learning Environment (LKR 10.1 m)- Competency in English (LKR 10.0 m)- Social Harmony (LKR 8. 6 m)- Information Technology (LKR 7.2 m)IBG –II GRANTS:- Intense IT Course (LKR 10.0 m)- Intense English Course (LKR 10.0 m)- Special Needs (LKR 5.0)- IBG –III GRANTS:- Faculty of Engineering (LKR 23.05 m)- Faculty of Science (LKR 14.41 m)- Faculty of Management (LKR 5.0 m)

QEF 1 GRANTS:- Study Program in Social Science

(Economics) (LKR 38.5 m)

- Study Program in Medicine (LKR 92.0 m) QEF III GRANTS: Faculty of H&SS (LKR 20.0 m)

TOTAL GRANTS RECEIVED

LKR 253.86 Million

PROGRESS OF FUNDS UTILIZATION PROGRESS OF FUNDS UTILIZATION at 30 at 30thth June 2010 June 2010

(LKR millions)(LKR millions)

Grant CategoryGrant Category PIP BudgetPIP Budget Total Total ExpenditureExpenditure

UnderutilizeUnderutilizedd

AmountAmount

% of % of UtilizationUtilization

IBG – I & IIIBG – I & II 60,960,000.0060,960,000.00 60,833,609.3660,833,609.36 126,390.64126,390.64 99.8%99.8%

IBG - IIIIBG - III 43,962,000.0043,962,000.00 43,070,915.8443,070,915.84 891,084.16891,084.16 91.1%91.1%

QEF – I QEF – I EconomicsEconomics

40,561,479.0040,561,479.00 39,918,640.6739,918,640.67 642,838.33642,838.33 98.4%98.4%

QEF – I MedicineQEF – I Medicine 92,716,993.0092,716,993.00 92,210,259.0092,210,259.00 506,734.00506,734.00 99.4%99.4%

QEF – Batch IIIQEF – Batch IIIFaculty of H&SSFaculty of H&SS

20,000,000.0020,000,000.00 18,796,499.5118,796,499.51 1,203,500.491,203,500.49 94.0%94.0%

TotalTotal 258,200,472.00258,200,472.00 254,829,924.3254,829,924.388

3,370,547.63,370,547.622

98.7%98.7%

SUB ACTIVITIESSUB ACTIVITIESUNDERUNDER

DIFFERENT DIFFERENT GRANTSGRANTS

IMPROVING THE LEARNING IMPROVING THE LEARNING ENVIRONMENT ENVIRONMENT (LKR 9.30 m)(LKR 9.30 m)

Improving the Hostel FacilitiesImproving the Hostel Facilities Improving the Canteen FacilitiesImproving the Canteen Facilities Improving the Library Reference ServicesImproving the Library Reference Services Improving the Physical Education Facilities Improving the Physical Education Facilities Improving the Health Care FacilitiesImproving the Health Care Facilities Improving the Career Guidance ServicesImproving the Career Guidance Services Improving the Physical EnvironmentImproving the Physical Environment

Improvement of EnglishImprovement of English Proficiency Proficiency (LKR (LKR

8.38 m)8.38 m) Revise Curricula and Assessment Process ofRevise Curricula and Assessment Process of the the

English Language Teaching Unit (ELTU) (LKR 0.95)English Language Teaching Unit (ELTU) (LKR 0.95)

Improve Quality of English Teaching Improve Quality of English Teaching through through Staff Training (LKR 1.425)Staff Training (LKR 1.425)

Improve Teaching - Learning Environment to provide Improve Teaching - Learning Environment to provide wider opportunities for self learning activities wider opportunities for self learning activities

(LKR 7.125)(LKR 7.125)

Improvement of Social Improvement of Social HarmonyHarmony (LKR 8.6 m)(LKR 8.6 m)

Establishment of a Conflict Study Centre (LKR 6.75 m)Establishment of a Conflict Study Centre (LKR 6.75 m) - Introducing an Optional Foundation Course onSocial - Introducing an Optional Foundation Course onSocial

HarmonyHarmony - Introducing an Optional Foundation Course on - Introducing an Optional Foundation Course on Social Harmony Social Harmony - Establishment of a Twining Programs with the University of - Establishment of a Twining Programs with the University of Utrecht and The Netherlands Institute of International Utrecht and The Netherlands Institute of International Relations Relations - Guest Lecture Series on Social Harmony- Guest Lecture Series on Social Harmony - Research in Social Harmony- Research in Social Harmony - Award Scheme for the Students to promote Social- Award Scheme for the Students to promote Social Harmony Activities Harmony Activities

Improvement of Social Improvement of Social HarmonyHarmony

cont….cont….

Organizing Student / Staff Exchange Organizing Student / Staff Exchange Programmes, Cultural and Sports Activities to Programmes, Cultural and Sports Activities to Promote Social Harmony Promote Social Harmony (LKR 1.9 Min)(LKR 1.9 Min)

Exchange Programs with the Universities of Exchange Programs with the Universities of Jaffna, Eastern and South Eastern Jaffna, Eastern and South Eastern

Developing Multi-cultural Programs with Developing Multi-cultural Programs with differentdifferent

Communities Communities Conducting Inter - University Sports events Conducting Inter - University Sports events Promoting Tamil Language Proficiency among Promoting Tamil Language Proficiency among

Sinhalese students Sinhalese students (LKR 0.95 Min)(LKR 0.95 Min)

Improvement of Improvement of Information TechnologyInformation Technology

(LKR 7.2 Million)  (LKR 7.2 Million)   Implementation of a Foundation IT Course Implementation of a Foundation IT Course

for all First Year Students in all Faculties for all First Year Students in all Faculties (LKR 0.6 M)(LKR 0.6 M)

Offering Career Specific IT courses for the Offering Career Specific IT courses for the Undergraduates Undergraduates (LKR 0.55 M)(LKR 0.55 M)

Enhancement of Students Involvement in Enhancement of Students Involvement in IT related Activities IT related Activities (LKR 2.1 M)(LKR 2.1 M)

Academic Staff Training in IT Academic Staff Training in IT (LKR 0.65 M)(LKR 0.65 M)

Improvement of Improvement of Information TechnologyInformation Technology

cont…cont… Developing IT Resource Centre in the Developing IT Resource Centre in the

Main Library Main Library (LKR 2.6 M)(LKR 2.6 M)

Guest Lecture Series on Modern IT Guest Lecture Series on Modern IT Developments and their Applications Developments and their Applications

(LKR 0.6 M)(LKR 0.6 M)

Organizing Inter - Faculty Competitions Organizing Inter - Faculty Competitions to improve IT creativity to improve IT creativity (LKR 0.1 (LKR 0.1 M)M)

IBG II - Intense IBG II - Intense Skills Enhancement in Skills Enhancement in English for Final Year Students (Arts &English for Final Year Students (Arts & Management Management (June 2005 - (June 2005 - LKR 10.0 LKR 10.0

Million)Million)

- Recruitment and Training of Teaching Staff Recruitment and Training of Teaching Staff (LKR 2.20 m)(LKR 2.20 m)

- Provision of Teaching Equipment to Improve the Provision of Teaching Equipment to Improve the Quality of TeachingQuality of Teaching (LKR 5.03)(LKR 5.03)

- Expose Students to Different Working Expose Students to Different Working Environments where Medium of Environments where Medium of Communication is English Communication is English (LKR 0.12)(LKR 0.12)

IBG II - Intense IBG II - Intense Skills Enhancement in Skills Enhancement in Information Technology for Final Year Information Technology for Final Year

StudentsStudents

(June 2005 - LKR (June 2005 - LKR LKR 10.0 m)LKR 10.0 m) - - Strengthening Institutional Capacity Strengthening Institutional Capacity

((LKR 5.6 m)LKR 5.6 m)- - Conducting IT Enhancement CourseConducting IT Enhancement Course

((LKR 4.0 m)LKR 4.0 m)- Motivating Students Towards Self-Studies in IT - Motivating Students Towards Self-Studies in IT

((LKR 0.75 m)LKR 0.75 m)- Awareness Program of IT Applications Pertaining to - Awareness Program of IT Applications Pertaining to

Current Job Market OpportunitiesCurrent Job Market Opportunities ((LKR 0.26 m)LKR 0.26 m)

IBG-II Special NeedsIBG-II Special Needscont….cont….

Provision of Spectacles (168 pairs) to Provision of Spectacles (168 pairs) to students and non-academic staffstudents and non-academic staff

Construction of Special Toilets for Construction of Special Toilets for differently able personsdifferently able persons

Providing Three-Wheelers (4) to Medical Providing Three-Wheelers (4) to Medical Centres at different facultiesCentres at different faculties

Provided a Motor Cycle for the PHI at the Provided a Motor Cycle for the PHI at the UniversityUniversity

Provided musical instruments (Western) Provided musical instruments (Western) for the University Cultural Centrefor the University Cultural Centre

IBG-II Special Needs (LKR 5.0 m)Improving Facilities at the Medical Centre (Diagnostic Equipment)Improving facilities at the Dental ClinicConducting Health Camps in all FacultiesProcurement of Learning Equipment (20

micro cassette recorders)Basic Amenities for differently able

persons (wheelchairs, crutches, walking sticks,

hearing aids)

IBG III GrantIBG III Grant(Equipment Grant for the Faculties of engineering, (Equipment Grant for the Faculties of engineering, science and Management) (LKR 42.5 m)science and Management) (LKR 42.5 m)

(Grant received in August 2009)(Grant received in August 2009) Teaching EquipmentTeaching Equipment (Computers, Printers, Multimedia, (Computers, Printers, Multimedia,

Sound systems, Projector screens etc.)Sound systems, Projector screens etc.) Laboratory EquipmentLaboratory Equipment Network facilitiesNetwork facilities FurnitureFurniture Air conditionersAir conditioners Books and softwareBooks and software

QUALITY ENHANCEMENT FUND QUALITY ENHANCEMENT FUND (QEF) PROJECTS (ROUNDS 1 and (QEF) PROJECTS (ROUNDS 1 and

III)III)

Study Program in Social Science Study Program in Social Science (Economics) (Economics) (LKR 38.49 m)(LKR 38.49 m)

Study Program in MedicineStudy Program in Medicine (LKR 92.0 (LKR 92.0 m)m)

Study Programme in Arts (LKR 20.0 Study Programme in Arts (LKR 20.0 m) m)

Study Programme in Study Programme in Social Sciences (LKR Social Sciences (LKR

38.5 m)38.5 m) Enhancement of Generic Skills of Enhancement of Generic Skills of

UndergraduatesUndergraduates Development of University-Industry LinkagesDevelopment of University-Industry Linkages Improvement in Teaching-Learning ProcessImprovement in Teaching-Learning Process Promoting Social HarmonyPromoting Social Harmony Raising Additional FundsRaising Additional Funds

Study Programme in Study Programme in Medicine (LKR 92.0 m) Medicine (LKR 92.0 m)

Promote changes in the curriculum to produce Promote changes in the curriculum to produce socially responsible and effective medical graduatessocially responsible and effective medical graduates

Exposure to and training in rural healthExposure to and training in rural health Improve social and intercultural interactionImprove social and intercultural interaction Optimize learning and learning environmentOptimize learning and learning environment Improve access to ITImprove access to IT Improve the work output of staffImprove the work output of staff Enhance student support servicesEnhance student support services Improve proficiency in English and other national Improve proficiency in English and other national

languageslanguages

Study Programme in Study Programme in ARTS (LKR 20.0 )ARTS (LKR 20.0 )

Overseas non degree training (3.2m)Overseas non degree training (3.2m) Laboratory equipment (5.3m)Laboratory equipment (5.3m) Teaching EquipmentTeaching Equipment (0.9m) (0.9m) Civil works Civil works (3.8m) (3.8m) Furniture (1.1m)Furniture (1.1m) BooksBooks (1.8m) (1.8m) Programme developmentProgramme development (workshops) (2.3 m)(workshops) (2.3 m)

LESSONS LEARNEDLESSONS LEARNED Major source of funding for the university Major source of funding for the university

to improve the quality and relevance of to improve the quality and relevance of study programmes. (5 years)study programmes. (5 years)

Implementation process is clear and Implementation process is clear and straight forwardstraight forward

Easy accessibility to PPDU officials for Easy accessibility to PPDU officials for consultation and clarificationconsultation and clarification

Regular progress review and monitoringRegular progress review and monitoring

ISSUESISSUES Submission of a proposal was the only Submission of a proposal was the only

requirement (condition) to obtain IBG requirement (condition) to obtain IBG grants. In the absence of any grants. In the absence of any competition, the proposal writers did competition, the proposal writers did not pay adequate attention to formulate not pay adequate attention to formulate a more relevant and realistic proposals.a more relevant and realistic proposals.

Some were more ambitious and Some were more ambitious and unrealistic and some were just unrealistic and some were just investment plans without adequate investment plans without adequate focus on outcomes.focus on outcomes.

Resulting under-expenditure or wasteful Resulting under-expenditure or wasteful expenditure expenditure

ISSUESISSUES Formulation of a proposal with overestimation of the Formulation of a proposal with overestimation of the

support and capacity of the staff, may not succeed.support and capacity of the staff, may not succeed. The cooperation and support from over 75% of the staff The cooperation and support from over 75% of the staff

is necessary to implement a proposal successfully.is necessary to implement a proposal successfully. Alienation of the staff from the proposal can be harmful Alienation of the staff from the proposal can be harmful

to the projectto the project This is particularly important in the case of UDG which This is particularly important in the case of UDG which

will be given to the entire university where the will be given to the entire university where the individual staff members may be too distant to the individual staff members may be too distant to the group of proposal writers and the persons responsible group of proposal writers and the persons responsible for implementation.for implementation.

Developing positive attitudes towards the project at Developing positive attitudes towards the project at faculty and department levels needs to be faculty and department levels needs to be strengthenedstrengthened

ISSUESISSUES Very often physical resources are Very often physical resources are

ordered through the project without ordered through the project without paying due attention to the paying due attention to the availability of human resources.availability of human resources.

Some of the sophisticated equipment Some of the sophisticated equipment remain idling without supplementary remain idling without supplementary HR inputs.HR inputs.

ISSUES

Students participation in project formulation and implementation was very limited in the IRQUE programme.

Since the major beneficiaries are the students their active participation is important.

Student organisations and societies can be utilized for implementation activities

ISSUESISSUESAdequate care should be given in the Adequate care should be given in the identification of effective activities to yield certain identification of effective activities to yield certain outcomes. (i.e. soft skills and social harmony)outcomes. (i.e. soft skills and social harmony)Superficial activities should be avoided. For Superficial activities should be avoided. For example to promote social harmony, playing a example to promote social harmony, playing a cricket match or conducting a musical show can cricket match or conducting a musical show can have a very little impact on the expected have a very little impact on the expected outcome. It will be a wasting of resources. outcome. It will be a wasting of resources. More meaningful activities such as learning More meaningful activities such as learning Tamil language or inviting Tamil students to live Tamil language or inviting Tamil students to live with Sinhalese friends would be more with Sinhalese friends would be more appropriate. appropriate.

ISSUESISSUES Some of the IBG programmes had been Some of the IBG programmes had been

restricted to Final Year students who had restricted to Final Year students who had completed their Exams. completed their Exams.

The IT and English knowledge given to The IT and English knowledge given to them was not helpful for them to them was not helpful for them to improve their education at the improve their education at the university. Therefore, such programmes university. Therefore, such programmes should not be restricted to Final Year should not be restricted to Final Year students only.students only.

Junior students could benefit more from Junior students could benefit more from such training in IT and Englishsuch training in IT and English

Performance indicators will improvePerformance indicators will improve

ISSUESISSUES Too many sub-activities in a proposal can create Too many sub-activities in a proposal can create

problems such as delays in implementation. problems such as delays in implementation. When one activity gets delayed it can affect all When one activity gets delayed it can affect all other connected activities. (i.e. workshops)other connected activities. (i.e. workshops)

Very often, time frames are set in the Very often, time frames are set in the implementation schedule, assuming that all implementation schedule, assuming that all steps would run smoothly. This assumption is not steps would run smoothly. This assumption is not true. There can be delays in the procurement true. There can be delays in the procurement process.process.

When the required number of quotations are not When the required number of quotations are not received, new round of quotations has to be received, new round of quotations has to be started.started.

Therefore, provisions should be made in the time Therefore, provisions should be made in the time schedules, in case of such delays which may be schedules, in case of such delays which may be frequent problems. frequent problems.

ISSUESISSUES Coordinators are over- burdened due to pressure Coordinators are over- burdened due to pressure

from the achievement of implementation targets and from the achievement of implementation targets and preparation of various reports and documents which preparation of various reports and documents which have deadlines.have deadlines.

Appointing a full time Programme Manger may solve Appointing a full time Programme Manger may solve this problem.this problem.

Frequent change of Coordinators also causes Frequent change of Coordinators also causes difficulties in the implementation.difficulties in the implementation.

The ‘New Coordinator’ may not be fully aware of the The ‘New Coordinator’ may not be fully aware of the proposal.proposal.

Some PICs are inefficient. They do not perform their Some PICs are inefficient. They do not perform their tasks.tasks.

Lack of enthusiasm among PICs in the latter part of Lack of enthusiasm among PICs in the latter part of the project.the project.

ISSUESISSUES There is a possibility for cost escalation of There is a possibility for cost escalation of

certain activities once the project proposal is certain activities once the project proposal is approved. At present, under IRQUE programme approved. At present, under IRQUE programme there is no provision for cost escalation. Due there is no provision for cost escalation. Due to this problem certain activities remain to this problem certain activities remain unimplemented . This should be taken into unimplemented . This should be taken into account when the budget is formulated.account when the budget is formulated.

The least cost criteria for the selection of The least cost criteria for the selection of equipment is not always efficient. An item with equipment is not always efficient. An item with same specification may be supplied at a very same specification may be supplied at a very low price. But there is a significant variation in low price. But there is a significant variation in the quality. the quality.

At present there is no solution for this. At present there is no solution for this.

ISSUESISSUES Delays at the LTS: When a certain Delays at the LTS: When a certain

procurement is failed due to a TEC decision procurement is failed due to a TEC decision or lack of bidders, LTS should not wait till or lack of bidders, LTS should not wait till another request comes from the Programme another request comes from the Programme Coordinator.Coordinator.

Rather than waiting for the request to come Rather than waiting for the request to come from the Coordinator, LTS can take the from the Coordinator, LTS can take the required steps to procure the items required steps to procure the items immediately after the first failure. immediately after the first failure. Implementation delays can be reduced Implementation delays can be reduced through such prompt actions.through such prompt actions.

ISSUES

The absence of proper records for the equipment purchased by certain academic units could cause misuse of them.

Equipment purchased are not properly maintained.

Allocation of a funds for the maintenance of equipment is a major problem concerning sustainability of project activities.