VI.B.1 Identify those responsible for the supervision of instruction. Attach the job description for the supervisory position(s) which identifies: (a) the specific instructional supervisory duties and (b) the minimum qualifications for the position(s) in terms of relevant education and experience in instructional delivery and management. For those currently serving in the supervisory position(s), describe everyone's qualifications, including all relevant education and experience.

The departments heads are responsible for supervising trainers in their training unit. The job description and required qualifications and academic experience of the department head (supervisor) are as follows:

Position category: Instructional personnel member (supervisory tasks)

Position purpose: To provide supervision over the execution of the educational and administrative programs in the department, as well as associated activities. This includes following up with instruction personnel, per effectively and efficiently designed plans.

Organizational linkage: At the organizational level, the supervisor is connected to the training deputy in the training unit, per the organizational structure of the unit.

A. The duties and responsibilities of the position are as follows:

• Setting out the quarterly and annual training plans in the department, in coordination with the vice dean of training and other departments heads. Further, the supervisor is responsible for following-up on execution of the plan(s).
• Establishing the training schedule of the department, in addition to continuously updating the data of the department employees.
• Following-up on trainers’ performance by making supervisory visits and providing support and counseling, to help trainers correctly implement the training program.
• Staying updated on new trainers and providing support and evaluation during the trainer trial period.
• Developing and fostering the talents of trainers and trainees, encouraging ideas, innovations, and creative initiatives, disseminating modern training methods within their fields, and promoting already existing effective methods.
• Motivating social relationships and ties between the trainers of the department constantly.
• Following-up on evaluations of the trainees according to the program and its mechanisms, guaranteeing the veracity of program procedures, and ensuring fair results.
• Providing evaluations and supervision over the trainees during the period of cooperative training.
• Maintaining training requirements and updating them in order to keep up with newly-introduced developments.
• Staying up-to-date with vocational safety requirements and safety protocol and monitoring the training hazard level in the department.
• Preparing the vocational performance reports of the instruction personnel of each department and identifying their training needs according to the instructions regulating the requirements of the trainers.
• Preparing annual evaluations, in addition to the training packages, according to labor market requirements and the notes of the department trainers.
• Preparing quarterly reports regarding achievement levels, and recommendations regarding improving work quality.

B. Minimum qualifications:

The candidate:

• must not have less than a bachelor’s degree in one of the majors of the department;
• must have a functional performance grad of not less than 90% - not less than an “Excellent” grade (A), during the past three years;
• must have no less than 3 years of relevant educational “training” experience;
• must exemplify integrity, honesty, and distinguished performance;
• must not have received any penalty that reflects malfeasance in performance of his job, and shall not be a party in an ongoing lawsuit;
• must successfully pass the interview process;
• should have successfully completed at least three relative training courses within the past three years;
• preferably has strong English-language skills;
• must submit a proposed Action Plan;
• must have relative experience as a leader with supervisory work (e.g., dean/management/deputy department head/specialty supervisor).
• must have recognized and distinguished contributions to training, non-methodical activities, and administrative tasks.
• must be proficient in the use of modern technology.
• must be well-versed in regulations and systems.
• should be physically fit.

Note: Should none of the candidates meet all general conditions, the most qualified candidate to meet most of the conditions will be selected.

(VI-B-1)

VI.B.1. Exhibit 1- Head of Department Guide

VI.B.1. Exhibit 2-The Mechanism of Selecting the Heads of the Departments within the Training Unit

VI.B.2. Attach a copy of the institution's policy on the supervision of instructors, including classroom observations. Also attach a copy of the evaluation form utilized to document classroom observations.

HCT adheres to TVTC policy, as follows:

The policies and procedures are related to the supervisory feedback and use of such feedback.

Exhibit 1. This exhibit includes task No. (3): Following up and activating the performance of the trainers; making consistent supervisory visits.

The department heads conduct supervisory visits as follows:

• Conduct supervisory visits regularly to support and develop trainees’ performance, and to provide for all necessary requirements of training;
• Use a variety of suitable methods to observe performance and train personnel;
• Monitor the appropriateness of training programs and ensure personnel are aware of training goals;
• Monitor commitment to policies and regulations, such as attendance, safety and protection protocols, and adherence to dress codes;
• Prepare database of trainers, including their specialties and resumes;
• Provide trainers with instructions related to the academic courses and training process, and keep trainers up-to-date with associated developments;
• Ensure training packages are delivered to trainers, per the trainers’ specialties and other technical standards;
• Ensure trainers are following the training guide and keeping up with the assigned curriculum;
• ·Ensure trainers are committed and adhering to the curriculum;
• Organize and conduct workshops on training methods and approaches;
• Supervise visits to trainers in classrooms;
• Share experience and expertise with trainers, including innovative experiments and methods for the trainers’ use;
• Per the training plan, visit trainers at each training term;
• Complete weekly visits form;
• Identify, acknowledge, and show gratitude for outstanding trainers;
• Conduct meetings with trainers to discuss the technical and methodological aspects of their training, and to discuss training evaluations;
• Identify and promote strengths in trainer performance;
• Identify trainer weaknesses. Discuss and address weaknesses with trainers. Issue directives designed to eliminate weaknesses as needed;
• Set an action plan designed to help trainers avoid identified weaknesses through consecutive periods;
• Make use of feedback. Identify the needs of trainers, promote strengths, and further develop educational and training programs and tools;
• Assist new trainers by familiarizing them with job tasks, in addition to helping them surmount any difficulties they may face;
• Encourage trainers to take part in activities outside of the classroom;
• Complete user evaluation forms.

Exhibit 2 about filling form No 11. The supervisory visits take place as per what is stated in the following mechanism.

The Mechanism of Supervisory Visits is found in Exhibit 3 form No. 10

A. The initial (introductory) visit takes place during the week immediately preceding the beginning of the training semester. This visit includes directives and instruction to be given to the trainee, including, but not limited to:

• Remind the trainer to review the objectives of the training package and divide its content proportionately to the number of weeks of the training period.
• Receive the schedule of curriculum distribution.
• Emphasize the importance of connecting the training to the labor market.
• Emphasize the importance of adhering to the trainer guide, in addition to the importance of workshops for the purpose of demonstration, as needed.
• Motivate the trainer to increase his knowledge and expertise in his specialty through workshops and courses, in addition to providing the trainer with any related reading materials.
• Discuss the methodology to be followed for trainee encouragement.
• Encourages trainees to observe safety protocol, and inform them of items necessary to safety procedures (e.g., fire extinguishers, signboard, and emergency exits).
• Be prepared to offer support and counseling to trainers at any time.

B. The second visit (Supervisory 1) is to the training headquarters (classroom, laboratory, or workshop). During this visit, the trainer is observed in general and for adherence to the training term plan. Directions are given to the trainer as needed. The purpose of this visit is to observe the trainer’s performance, with a focus on strengths, weaknesses, and any developments. The department head reinforces the trainer’s strengths, discusses solutions to any weaknesses, and assists the trainer in further developing his abilities.

C. The third visit (second supervisory visit) is a visit to the training headquarters. The department head follows up on observations noted in the previous visit. Further, the head notes the trainer’s ability to maintain his strengths and follow the development plan determined in the previous visit.

D. The fourth visit (evaluation visit) is to the training headquarters. The trainer’s performance is assessed on the basis of observations noted in the previous visits. The above-mentioned number of visits is the minimum to be conducted during the training year. Department heads can conduct further visits as needed, under their discretion.

The department head uses Form No. 11 (“Head of Department Guide”) to assess the performance of the trainer and identify his strengths and weaknesses. Strengths should be enhanced, while weaknesses should be developed into strengths. The department head holds a meeting with the subject instruction personnel to discuss the prepared report and provide feedback.

Subsequently, the instruction personnel signs the department head’s remarks, and the supervisory visits are documented in the trainer’s file. The head of the department to which the trainer is assigned keeps and maintains instruction personnel files.

A sample of such documentation can be found with department heads in the training units.

(VI-B-2)

VI.B.2. Exhibit 1-(Task No 3 HOD)

VI.B.2. Exhibit 2-(Form No 11-Task No 3 supervisory visits HOD)

VI.B.2. Exhibit 3-(The Mechanism of Supervisory Visits of HOD)

VI.B.2. Exhibit 4-(Head of Department Guide)

VI.B.2. Exhibit 5 (Samples of supervisory visits). Arabic Version

VI.B.3 Describe the process for the supervision and regular evaluation of instructors. As part of this process, identify how classroom observations are regularly conducted including: (a) who conducts the classroom observations; (b) how often the observations occur; (c) how feedback from the observations is recorded and shared with the instructors; and (d) what steps are taken to ensure that instructors implement the suggestions for improvement. Describe any other form of instructor evaluation (e.g. peer observations or self-evaluation) and how these benefit the programs.

The department head conducts the process of evaluating trainer performance according to specific instructions and procedures, which are provided in “The Head of Department Guide”

The department head implements supervisory visits 2-3 times per semester, and steps are taken to ensure instructors follow suggestions for improvement. These suggestions are provided through multiple means, including reports, meetings, memoranda, e-mails, and a self-evaluation process. See Exhibit 1 Forms NO. 11, 12, and (13 Probation period) for supervisor visits evaluation criteria. In the end of the semester the evaluations will be post in the TVTC employee portal at https://sportal.tvtc.gov.sa The track of the evaluation starts by head of the department and moving to deputy dean for training affaires approval ,lastly dean of the HCT approval. See Exhibit 2 (Sample of HCT trainers' evaluation). Arabic Version

A trainer is evaluated by reference to the annual evaluation of the trainer’s performance, which determines whether the trainer will be kept in his position.

For purposes of promotion, further training, development, transfer, dismissal, or receipt of an award for excellent performance, See Exhibit 3. (Article (68)- The Organizing Rules and Regulations for the Trainers' Affairs of the TVTC ).

A trainer’s eligibility for promotion is determined by his performance grade. A trainer who has acquired a grade of “Very Good” or higher in the last two years is eligible for promotion. A trainer who receives a grade of “good” or less will not be promoted until his performance improves. A trainer whose performance is deemed insufficient during the training period will be dismissed by the relevant authority. However, a trainer may instead be transferred to another post for which he is more qualified, but will be subject to a new trial period. See Exhibit 3 (Article No. (12) - The Organizing Rules and Regulations for the Trainers' Affairs of the TVTC).

The procedure discussed immediately above is followed on the bases of effective regulations and procedures. Among these, the most crucial is the result of the annual evaluation of the trainer’s performance.

A trainer’s needs are also determined by the annual evaluation of the trainer’s performance. See Exhibit 4 (Form of identifying the training needs of the training staff member-Trainers and Supervisory Officials Performance Assessment/Evaluation Guide).

Trainees of HCT can also evaluate trainers using a trainee feedback form online by (RAYAT) student portal at http://rayat.tvtc.gov.sa

(VI-B-3)

VI.B. 3.Exhibit 1-(Head of department Guide of the training unit)

VI.B. 3.Exhibit 2- (Sample of HCT trainers evaluation) .Arabic Version

VI.B.3.Exhibit 3-(The Organizing Rules and Regulations for the Trainers' Affairs of the TVTC).

VI.B.3. Exhibit 4-(Form of identifying the training needs of the training staff member- Trainers and Supervisory Officials Performance Assessment/Evaluation Guide)

VI.B.3. Exhibit 5-(Sample criteria of training needs evaluating HCT trainer in employee portal)Arabic Version

VI.B.3. Exhibit 6-(Sample final grades of evaluating HCT trainers in employee portal) Arabic Version

VI.B.4 How are the concerns, suggestions, and other feedback from student, graduate, and employer/sponsor evaluations communicated to instructors?

During each semester students are evaluating trainers by student portal (RAYAT) at http://rayat.tvtc.gov.sa in order to provide the suggestions, concerns, and feedback. The trainee's evaluation of the training process is useful for: the constant development of

the training process, training and developing trainers, in addition the trainee's evaluation

affects the trainer's annual performance assessment. The department head analyses feedback, and subsequently holds meetings with trainers to discuss strengths and opportunities for improvement and appropriate actions to be taken.

(VI-B-4)

VI.B.4. Exhibit 1-(Sample of Trainee's feedback form old version). Arabic version

VI.B.5 What is the institution's process for arranging for substitute instructors when there is a need? Who is assigned this responsibility? Does the institution maintain a current list of substitute instructors who are readily available?

HCT refers to the General Directorate for instructional personnel services when substitute instructors are needed. TVTC applies the following standards:

TVTC refers to list of substitute instructor applicants and selects from them according to their test rating and interview performance.

The general directorate for instructional personnel services is responsible for managing the lists of substitute applicants, and ensuring they are prepared and available when needed.

Further, the directorate is responsible for attracting, selecting, and completing all procedures necessary for employment of the instruction personnel.

The lists of substitute applicants are maintained through an electronic portal at http://serv.tvtc.gov.sa/app/njobs/selectcomp.aspx. The portal includes a database of applicants who are interested in TVTC instruction employment. The portal receives applications throughout the year.

The database currently contains thousands of applications. These applications are constantly examined and monitored.

In the last semester, new policies were published by TVTC, entitled “Manual of Substitute Instructors.” HCT will continue to observe to these policies.

(VI-B-5)

VI.B.5. Exhibit 1- (Manual of Substitute Instructor Guide)

VI.B.5. Exhibit 2-(Sample HCT circular and Hiring Instructors request). Arabic Version

VI.B.5. Exhibit 3-(Sample Names of Training candidates hired of 2018). Arabic Version