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Vice-Rector for Development and External Relations

Pilsen, on 23 March 2018

ZCU 007717/2018

Vice-Rector’s Instruction 3P/2018

STRATEGY CREATION AND EVALUATION

In accordance with Article 3 (4) of the Rules of the Quality Assurance System for

Educational, Creative and Related Activities and Internal Quality Assessment of Educational,

Creative and Related Activities of the University of West Bohemia (hereinafter referred to as

the “Rules”), this Instruction sets out the details of the development and evaluation of the

strategy of the University of West Bohemia (hereinafter referred to as “UWB”).

PART ONE

CREATION OF THE UWB STRATEGIC PLAN

Article 1

Timetable

(1) Preparation of the Strategic Plan of UWB (hereinafter referred to as “UWB SZ”) proceeds

according to the framework timetable which is contained in Annex 1.

(2) The Vice - Rector for Development and External Relations (hereinafter referred to as the

“PR-R”) may specify the timetable for the preparation of UWB SZ on an ongoing basis,

provided that he/she informs the Rector's Board about the change to the timetable in due

time.

Article 2

Strategic team

(1) The preparation of the UWB SZ is carried out with the participation of the UWB strategic

team; the UWB strategic team is an advisory body for the Rector.

(2) Members of the UWB strategic team are appointed and dismissed by the Rector.

(3) The chair of the UWB strategic team is PR-R, who controls its activities.

The activities of the strategic team are administrated by the Strategy Division (hereinafter

referred to as the "STR").

(4) Meetings of the UWB strategic team are governed by the Rules of Procedure of the UWB

Internal Evaluation Board.

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Article 3

Content of UWB SZ

UWB SZ always includes, at least:

a) ongoing assessment of UWB SZ for the prior period based on relevant data collected in

the previous period,

b) relevant outputs from the last Internal Quality Assessment Report, or outputs from other

internal or external evaluations, which were carried out in the previous period,

c) relevant analytical materials;

d) the strategic objectives for development in terms of the educational, creative and related

activities undertaken;

e) strategic objectives for international cooperation;

f) links between strategic objectives and higher strategies within the region, the Czech

Republic or the EU,

g) a set of clearly defined indicators monitoring the fulfilment of educational, creative

and related activities of the UWB corresponding to its mission, strategy and

management, including the method of measurement or determination,

h) setting intermediate and target values for these indicators;

i) the content of strategies prepared for selected areas of the UWB strategy (segment

strategies),

j) specification of risks that may jeopardize the achievement of objectives or the

achievement of individual indicators and a proposal for their elimination.

PART TWO

CREATION OF THE IMPLEMENTATION PLAN FOR UWB STRATEGIC PLAN

Article 4

Implementation plan for UWB SZ

(1) The implementation plan for UWB SZ (hereinafter referred to as “UWB PRSZ”)

elaborates the implementation of UWB SZ for the following period. The starting

document for preparation of the UWB PRSZ is the last interim evaluation of the UWB

SZ. Measures from the Internal Quality Assessment Report are taken into account when

creating the PRSZ.

(2) The UWB PRSZ is prepared by the PR-R in cooperation with the Bursar and other Vice-

Rectors.

(3) If necessary, the UWB PRSZ may change the target values of some indicators, subject to

discussion of changes on the Rector's Board and their justification in the UWB PRSZ.

(4) The UWB PRSZ may introduce new indicators or refine existing indicators with respect

to their measurement or determination.

(5) For the creation of the UWB PRSZ, the rules for creation of the UWB SZ apply

accordingly.

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PART THREE

EVALUATION OF UWB SZ

Chapter I

SUMMARY EVALUATION OF UWB SZ

Article 5

Timetable for the evaluation

(1) The summary evaluation of UWB SZ is carried out according to the timetable contained in

Annex 2.

(2) The timetable for the summary evaluation of UWB SZ may be specified by the PR-R on

an ongoing basis, provided that he/she informs the Rector about the change in advance.

Article 6

Preparation and submission of supporting documents for the summary

evaluation

PR-R submits to the Rector, through the Rector's Office (hereinafter referred to as

“KR”), the supporting documents for summary evaluation of UWBSZ.

Article 7

Final evaluation

(1) The final evaluation of UWB SZ is carried out by the Rector.

(2) The results of the evaluation are translated by UWB in the following UWB SZ.

Chapter II

ONGOING EVALUATION OF UWB SZ

Article 8

Timetable for the evaluation

(1) Ongoing evaluation of the UWB SZ is carried out according to the framework timetable

given in Annex 4.

(2) The timetable for the ongoing evaluation may be specified by the PR-R on an ongoing

basis provided that he/she notifies the Rector of the timetable change in advance.

Article 9

Preparation and submission of supporting documents for ongoing evaluation

(1) The aim of ongoing evaluation is, in particular, to identify substantial changes in the area

of the UWB strategy that have occurred since the last ongoing evaluation, and to inform

those responsible of the implementation of any measures imposed to remedy the identified

deficiencies.

(2) The supporting documents for the ongoing evaluation of the UWB SZ in the structure

specified in Annex 5 are submitted by the PR-R to the Rector through KR within the

deadline set by the timetable.

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Article 10

Final evaluation

(1) The final evaluation of the UWB PRSZ is carried out by the Rector.

(2) The results of the evaluation are translated by the UWB into the new UWB PRSZ.

Chapter III

ACCESS TO RESULTS OF THE UWB SZ EVALUATION

Article 11

The results of the summary and ongoing evaluation of the UWB SZ are available to

the Board for Internal Evaluation of UWB.

PART FOUR

EVALUATION OF THE

UWB PRSZ

Article 12

The rules for the evaluation of UWB SZ apply mutatis mutandis to the evaluation

of the UWB PRSZ

PART FIVE

CREATION AND EVALUATION OF THE INSTITUTIONAL PLAN

Article 13

The rules for the creation and evaluation of the UWB SZ apply mutatis mutandis to the

creation and evaluation of the institutional plan

PART SIX

CREATING THE STRATEGIC PLAN OF THE UNIVERSITY PART

Article 14

Link to UWB SZ

(1) The strategic plan of the University Part is based on the UWB strategy.

(2) The Head of the University Part is obliged to prepare the strategic plan of the University

Part so that it leads to the fulfilment of the UWB strategy.

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Article 15

Structure of the University Part’s strategic plan

(1) The University Part's strategic plan has a structure that corresponds to the structure of the

UWB SZ. The University Part's Strategic Plan contains strategic objectives for the

implementation of educational, creative and related activities of the University Part.

(2) The University Part's Strategic Plan contains the same particulars as the UWB SZ,

pursuant to Article 3; definitions of indicators and passages taken from the UWB SZ are

addressed through references to the UWB SZ.

(3) The University Part's Strategic Plan must contain all indicators set in the UWB SZ; if

some indicators are not relevant to the University Part, this should be explicitly stated and

justified. The University Part's strategic plan may also contain other indicators to be

determined by the University Part pursuant to Article 3.

Article 16

Discussion on the University Part’s strategic plan

(1) Discussion of the University Part's strategic plan follows the timetable that the Rector

communicates to the University Part through the KR.

(2) The procedure for preparation of the discussion on the University Part's Strategic Plan is

set out in Annex 6.

(3) The Head of the University Part is obliged to publish the University Part's strategic plan

on the electronic notice board of the University Part immediately after its approval under

the Rules.

PART SEVEN

CREATING THE IMPLEMENTATION PLAN FOR THE UNIVERSITY

PART’S SZ

Article 17

The procedures for creating the implementation plan for UWB SZ are applied

appropriately for creating the implementation plan of the University Part's SZ.

PART EIGHT

EVALUATION OF THE UNIVERSITY PART’S SZ AND EVALUATION OF THE

IMPLEMENTATION PLAN FOR THE UNIVERSITY PART’S SZ Article 18

For the evaluation of the University Part's SZ and the evaluation of the implementation

plan of the University Part's SZ, the rules for evaluation of the UWB SZ and the UWB PRSZ

apply appropriately.

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PART NINE

FINAL PROVISIONS

Article 19

Final provisions

(1) The procedures set out in this Instruction are available at http://procesy.zcu.cz.

(2) This Instruction comes into effect on 1 April 2018.

Doc. Ing. Vladimír Duchek, Ph.D.

Annexes

1 – Timetable for preparation of the Strategic Plan of UWB

2 – Timetable for the summary evaluation of fulfilment of the Strategic Plan of

UWB

3 - Report on the summary evaluation of the fulfilment of Strategic Plan of UWB

4 - Timetable for ongoing evaluation of fulfilment of the Strategic Plan of UWB

5 - Report on the ongoing evaluation of fulfilment of the Strategic Plan of UWB

6 - The procedure for preparing discussion of the Strategic Plan of a University Part

with the UWB Management

Distribution list

- Rector’s Board

- Bursar’s Board

Responsible: STR , tel. 37763 1034

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Timetable for the preparation of the Strategic

Plan

Annex 1

Deadline Activity Responsibility

Nove

mber

N-2

Appointing a strategic team and

setting up working groups for

each area

R and UWB

Management members

Oct

ober

N-2

Assignment of analytical work

UWB Management

members in cooperation

with working groups

November,

December N-2

Analytical work

Selected UWB employees or

external entities

January, 1st half

of FebruaryN-1

Creation of texts for individual chapters

UWB Management

members

2nd half of

FebruaryN-1

Update of the text regarding the

ongoing evaluation of the strategic plan

UWB Management

members

1st half of March

N-1

Submission of individual chapters for

discussion at the strategic team meeting

UWB Management

members

2nd half of March

N-1

Creation of the first draft of the strategic

plan and its discussion within the

strategic team

PR-R

April

N-1

Discussing the strategic plan at the

UWB Management and the

Rector's Board

UWB Management

members, R e c t o r ’ s

B o a r d

1st half of May

N-1

Incorporating comments and

creating a draft strategic plan

PR-R

2nd half of May

N-1

Presentation of the draft strategic plan to

VR, AS, SR

PR-R

June, July, August N-1 Proofreading, preparation of strategic

plan for approval procedures

PR-R

September, 1st half

of OctoberN-1

Discussing (VR) and

approving the strategic plan

(AS, SR)

PR-R

2nd half of

October N-1

Printing and forwarding to the Ministry of

Education, Youth and Sports

STR and VV

Abbreviations used:

AS – UWB Academic Senate SR – UWB Board of Trustees

MŠMT – Ministry of Education, Youth and Sports STR – Strategy Division

PR-R – Vice-Rector for Development and External Relations VR – UWB Scientific Board

R – Rector VV – External Relations

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Note.: N is the first year of a new strategic plan.

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Timetable for preparation of the summary

evaluation

Annex 2

Deadline Activity Responsibility

January

Update of the timetable for preparation of the

summary evaluation for the period of the

strategic document, which ended in December of the previous year

PR-R in cooperation

with VV

February

Data Collection

VV in cooperation

with workplaces

responsible

March Completion of supporting documents, submission

of the first draft to the UWB Management

VV

April Settlement of the Management's comments

and submission for discussion to KR and

VR

PR-R

May Submission for approval by AS and

discussion by VR

PR-R

1st half of

June

Proofreading, preparation for printing

PR-R

2nd half of

June

Printing and forwarding to the Ministry of

Education, Youth and Sports

VV

Abbreviations used:

AS – UWB Academic Senate

KR – Rector’s Office

MŠMT – Ministry of Education, Youth and Sports

PR-R – Vice-Rector for Development and External

Relations

VR –UWB Scientific Board

VV – External Relations

Note: The summary evaluation timetable corresponds to the timetable for the preparation of the

annual activity report containing the summary evaluation.

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Report on the summary evaluation of the

fulfilment of the strategic plan of

UWB

Annex 3

(Note: For the summary evaluation report, the above-mentioned evaluation proposal is used proportionately to

the purpose of the evaluation and the type of strategic document.)

Priorities in 20XX / Strategic objectives for the period X

Priority X. - PX / strategic objective for the period X

Designation and title

Text

Content description

Text

Current state as of mid-20XX

Text

Target state at the end of the year 20XX

Text

Evaluation of the state achieved at the end of 20XX

Text

Indicators in 20XX

20XX

20XX

20XX

Designation

Indicator description

Units

Initial state

Target state

Continuo

us

state

Note: Colour marking indicates probability of fulfilment – green = OK, yellow = solvable problems, red = risk of failure.

Commentary on fulfilment of indicators (especially problematic indicators):

Text

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Timetable for preparation of the ongoing

evaluation

Annex 4

Period

evaluated Deadline Activity Responsibi

lity

January – March

2nd half of March Inviting gestors to submit

interim reports STR

1st half of April Submission of partial interim

reports gestors

2nd half of April Completion of the interim report STR

1st half of May Discussion of the interim report UWB Management

January – June

2nd half of June Inviting gestors to submit

interim reports STR

1st half of July Submission of partial interim

reports gestors

2nd half of July Completion of the interim report STR

August Discussion of the interim report UWB Management

January –

September

2nd half of September Inviting gestors to submit

interim reports STR

1st half of October Submission of partial interim

reports gestors

2nd half of October Completion of the interim report STR

1st half of November Discussion of the interim report UWB Management

Abbreviations used:

STR – Division for Strategy

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Report on the ongoing evaluation of the fulfilment of the strategic plan

of UWB

Annex 5

Indicators in 20XX

20XX

20XX

20XX

Designation

Indicator description

Units

Initial state

Target state

Continuo

us

state

Note: Colour marking indicates probability of fulfilment – green = OK, yellow = solvable problems, red = risk of failure.

Commentary on fulfilment of indicators (especially problematic indicators):

Text

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Annex 6

Procedure for preparation of discussion of the University Part’s strategic

plan with the UWB Management

Activity Responsibility

University Parts send to STR the strategic plan for

discussion with the Management of UWB in

electronic form

University Parts

The Strategy Division completes the supporting

documents and submits them to the UWB Management members

STR

The Management members process the

questions on the submitted strategic topics and

send them to the PR-R.

Management members

PR-R completes and modifies the questions for

discussion purposes and sends them to the

representatives of the individual University Parts.

PR-R

University Parts send their answers electronically to STR.

University Parts

The Strategy Division sends responses in electronic

form to the Management members. STR

The Management of the University of West

Bohemia discusses the strategic plan of the

University Part with the Management of the

University Part

UWB Management,

Management of t h e

University Parts

Abbreviations used:

PR-R – Vice-Rector for Development and

External Relations STR – Division for Strategy

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