Scientia et Technica Año XXIX, Vol. 29, No. 01, enero-marzo de 2024. Universidad Tecnológica de Pereira. ISSN 0122-1701 y ISSN-e: 2344-7214

7

Implementation of ISO 21001: 2018 in

postgraduate academic programs

Implementación de la ISO 21001:2018 en programas de posgrado académico

R. M. Guerra-Bretaña ; F. J. Ramos-Azcuy ; M. B. Valencia-Bonilla

DOI: 10.22517/23447214.24735

INTRODUCTION

and researcher at the Quality, Metrology and Normalization Chair and Centre

of Biomaterials of the Havana University, Cuba (e-mail:

mayelin@biomat.uh.cu).

to the National Quality Infrastructure. The Chair is a

collaborative educational project, which groups professor,

researcher and specialists from the Havana University, the

National Office for Standardization, the National Institute of

Metrology, and other research institutions. To comply with its

objectives the Chair carries out scientific activities, such as

Metrology and Normalization are open to graduates of any

disciplines, working in any sector. However, the

pharmaceutical and biotechnology sector represents the most

important source of students due to the great significance of this

sector for the economic development of the country.

The Master Degree Program on Quality and Environmental

Management was initiated in January 2006. it has eight

completed editions and one is ongoing, graduating 152 masters

up to may/2021. This Program was Accredited as Excellence

by the National Accreditation Board in 2016. two other

considered to solve the organizational problems of the students

related to their fields of studies [1].

The postgraduate training service is on the scope of the

quality management system certified to NC-ISO 9001:2015

standard [2]. With the approval of the ISO 21001 in 2018 [3],

the first attempt was done to evaluate how the requisites of the

new standard are fulfilled within the existing quality

Fridel Julio Ramos Azcuy was born in Havana, Cuba, on march 18, 1982.

Doctor in Higher Education Sciences - University of Havana, Cuba (2023).

fridelramos@gmail.com

management system [4].

the National Certification Organ, is organizing the NC-ISO

21001:2019 certification scheme. Taking into account the

experience and knowledge available, the Board of Directors of

the Chair decided to implement the new standard. The objective

of this work is to highlight how the management system for

educational organization (EOMS) was implemented in the

Chair on Quality, Metrology and Normalization at Havana

University.

are moving to ISO 21001 [5], or are developing methodologies

for ISO 21001 implementation and diagnosis [6], [7]. Despite

the fact that the ISO 21001 standard does not yet have a wide

implementation, consulted papers evidence the benefits that the

standardized management systems could bring to the

educational organizations [8] - [11].

II.

THEORETICAL FRAMEWORK

organizations, which must have common principles of action

and similar basic requirements; hence the importance of having

specific management systems for educational organizations

[12] - [14].

the development of the standard ISO 21001 contributes to the

achievement of the 2030 Agenda for Sustainable Development

[15], specifically in relation with the following objectives:

promote lifelong learning opportunities for all.

international standard for overall educational sector, including

both regulated education at any of its levels and non-regulated

education (adult education, special education, continuing

training, languages, etc.), in any modality. it is taught, either in

person, remotely, online or mixed. Such a management model

can help reduce the proliferation of potentially contradictory or

incompatible national, regional or sectoral regulations, and

facilitate a common language of collaboration between

different educational organizations, public or private [13], [16].

Before the approval of ISO 21001, there was the IWA-

the description of the EOMS of the Chair of Quality, Metrology

and Standardization of the Havana University as established in

its Manual.

undertakes the external and internal issues that are pertinent to

its purpose using the SWOT Analysis (Strengths, Weaknesses,

Opportunities and Threats). In May 2021, the Strategic

Projection 2021-2025 elaborated by the Board of Directors was

context that require a review of the Chair's strategic planning.

As a result of the strategic exercise carried out, the Mission

and Vision of the Chair was established as follows:

The Mission: To provide professional and academic

postgraduate training services on issues related to the National

Quality Infrastructure, meeting the needs and expectations of

students, other beneficiaries and stakeholders in general.

The Vision to 2025: The professional and academic

postgraduate training services on issues related to the National

Quality Infrastructure, provided by the Chair of Quality,

The Strategic Projection 2021-2025 document identifies the

stakeholders relevant to the EOMS and their requirements.

Interested parties include:

students

other beneficiaries (Havana University, High Education

Ministry, student employers)

professors and tutors employed at the Havana

University, volunteers from other institutions, and

and reviewed.

The scope of the EOMS covers the three postgraduate

academic programs developed by the Chair, as well as

postgraduate professional training activities that are requested.

The programs are:

processes and their interactions, in accordance with the

requirements of the NC-ISO 21001:2019 standard. Fig. 1 shows

the process map of the EOMS, while Table I lists the activities

of each process. The processes are described in the Manual,

including their purpose, related documented information, inputs

required and the outputs expected.

postgraduate training services) made up of three processes:

Professional training

operation of its processes

processes are performed as planned

commitment with respect to the EOMS by:

taking responsibility for its effectiveness and continuous

improvement

considering the principles of social responsibility

The Chair of Quality, Metrology and Standardization focuses

its management policy on "guaranteeing the quality and

continuous improvement of the EOMS, postgraduate training

services and educational products, complying with the

applicable regulations, taking into consideration educational

developments, as well as relevant scientific and technical

provisions of the Resolution No. 140/2019 Regulation of

Postgraduate Education of the Republic of Cuba and Instruction

No. 01/2020 Manual for postgraduate management established

b)

other institutions working with the Chair and contributing to the

postgraduate training services coordinated by it

There is a repository for specialized literature at the server of

the Center for Biomaterials, also there are books in digital and

printed format and the final papers of the students of all the

editions of the three programs. These are all available. There is

also abundant scientific literature and normative documents,

available to students, in the Center for Management and

Development of Quality, in the National Institute for Research

in Metrology and in the Center for Management Studies of the

Havana University, institutions participating in the

postgraduate training services of the Chair. Likewise, in each of

stakeholders, considering physical and psychosocial factors.

Order and cleanliness are basic attributes of the teaching

environment, together with the ethical conduct of teachers,

students and staff in general.

The knowledge necessary for the operation of the processes

of the Chair and to achieve the conformity of educational

products and services, are determined. A Quality Workshop is

held annually, in which students and teachers present their

results in the subjects of study of the Chair.

The professors and tutors provide learning resources and

services in the area of knowledge in which it works. The

competence requirements of the professor and tutors are the

following:

Possess a high academic level and extensive professional

experience in the area of knowledge of the program,

endorsed by a scientific degree, the title of Master or

Postgraduate Specialist; the teaching categories of Full

Professor, Assistant Professor or the scientific categories

of Senior Researcher or Assistant Researcher. Other

professionals who have a high and recognized prestige in

information, through the updated Curriculum Vitae, copies of

the professional title and academic degrees, certifications of

teaching or research categories, publications and other relevant

information.

functions, based on their training, experience and on-the-job

training.

institutions of origin and, when required, training actions are

carried out to acquire the necessary updated competence, which

the work under the control of the Chair are aware of:

Objectives and measurement criteria of the EOMS

including the benefits of an improvement in the performance of

the Chair

requirements

meetings, workshops and the Chair's web page. In case of

unresolved problems, students and other beneficiaries are

informed that they should contact the Presidents of the

Annually, in the Management Review, the Board of

Directors analyzes and improves the Communication Strategy

The EOMS of the Chair includes the documented

information required by NC-ISO 21001:2019, and those

determined as necessary for the effectiveness of the EOMS and

the legal compliance.

The documentation of the students and postgraduate

programs is governed by Resolution No. 184/11 Manual of

Norms and Procedures for the Work of the Secretariats in

Higher Education Institutions, a normative document of official

use for the work of the general, teaching and postgraduate

secretariats, in all the attached to Higher Education Centers.

Specifically, Chapter X is related to the postgraduate control

process.

In the technical instruction IT 46 Control of documented

d)

e)

f)

assurance of confidentiality

g)

Documented information of outside origin deemed necessary

for the planning and effective operation of the EOMS, are

organized and classified in all. An index of both internal and

outside documents and their relevant updates are kept.

changes, taking actions to mitigate any adverse effects, as

appropriate. Externally outsourced processes are controlled to

the extent possible.

The Academic Committees of the Programs plan the design,

development and expected results of educational services,

ensuring appropriate and accessible teaching methods and

learning environments

define the criteria for the evaluation of learning

carry out the learning assessment

define and conduct improvement methods

determine the requirements (current and potential) of students

and other beneficiaries, particularly those with special needs

those resulting from international demands and

developments

those resulting from the labor market

the results of the investigation

assessment of students' learning skills, includes prior

knowledge and skill requirements. When students do not meet

incorporates the input elements, the design stages, the aspects

to be included in it and also how the review, verification and

validation of the Program design are carried out. The design,

Certification of Notes and the Dictum of the Academic

Committee that certifies the fulfillment of all the qualification

requirements demanded in the program. IT 42 regulates

requirements for the writing and defense of the thesis and the

written memory of the professional work.

traceability of grades, so that an objective connection can be

identified between the student's work submitted and the grade

assigned; retains documented evaluation information as

evidence of assigned ratings for five years; and students have

approved by the Havana University and the Higher

Education Ministry.

Copy of the Ministerial Resolution that approves the

original program and the Dictums of the Academic

Committee and designated institutional levels that

approve new versions and changes introduced.

Results of the self-evaluations, external evaluations and

other evaluations (inspections, administrative controls,

etc.) carried out on the Program.

Results of the National Accreditation Processes (Dictum

Academic calendar of the edition

Documented information of the assessment as evidence of

the grades assigned

following documentation:

1.

Dictum of the Academic Committee (IT 43)

2.

Certification of academic activities and other approved

qualification requirements

3.

or Final Professional Work (IT 42)

The management, conservation and custody of all this

documentation is the responsibility of the Chair, student records

will be kept in the Chair's file until they are transferred to the

Postgraduate Secretariat of the Havana University, where

applying reasonable judgment about what is possible over a

specific time frame (e.g.: consideration of conditions such as

pregnancy and maternity period, prolonged illness). To this end,

individualized measures are applied flexibly, as appropriate,

which may include modifying the curriculum (timing and mode

of delivery) and promoting autonomy and independence. The

credit system favors the flexibility of the curriculum and the

different forms of teaching-learning.

The Chair guarantees identification and traceability with

respect to:

components, tools and equipment, beneficiary facilities,

intellectual property and personal information, certificates,

diplomas and other relevant documents.

In addition, consent is obtained when the property is

incorporated into educational products and services. When a

stakeholder's property is lost, damaged, or otherwise deemed

unsuitable for use, the Board of Directors informs the relevant

stakeholder, takes appropriate corrective action, and retains

documented information about what happened.

The Chair preserves outputs during production and service

requirements. The Quality Management Specialist, acting as the

teaching secretary, guards the documented information

referring to the students' data, filed by editions. In virtual

and other beneficiaries. Postgraduate academic programs are

approved by the Academic Committees, the Scientific Council

of the Center for Biomaterials, CUPOS and COPEP.

of products and services, which includes:

evidence of compliance with the acceptance criteria

traceability to the people who authorize the release

of the University of Havana carry out the review of the Student

Records, to verify the adequacy and legality of the information

nonconformity and its effect on the conformity of educational

products and services. This also applies to non-conforming

educational products and services detected after the delivery of

the product, during or after the provision of the services.

with requirements is verified.

describe the delivery of the programs

describe any non-conforming output

describe the actions taken

the indicators and measurement criteria to evaluate their

effectiveness. The annual evaluation of processes effectiveness

is carried out, reported in the Management Review and kept as

In the meetings of the Academic Committees, compliance

of the evaluations and other activities of the Programs are

monitored. In addition, the completeness of the editions and

students’ files is periodically reviewed. At the end of each

Documented information is kept as evidence of the

monitoring, measurement, analysis, evaluation and its results.

Student satisfaction is monitored through surveys at the end

carries out, feedback is obtained on the satisfaction of the

established requirements. At the end of each edition, the self-

evaluation report is sent to the Postgraduate Department of the

University of Havana and feedback on it is obtained. IT 48

establishes the method for handling complaints and appeals and

informs interested parties of its results. The Board analyzes the

data, information that arise from monitoring, and the measures

taken.

Internal audits are carried out according to the established