FVM Quality Assurance System

The FVM Quality Assurance System (QA) system has been developed to ensure the quality of the VMF veterinary medicine study program, research activities, and clinical practice in accordance with Latvian legislation, LBTU policy, and the requirements of the EAEVE SOP 2023.

Legal and regulatory basis:

The mission, main goals, objectives, and organizational units of the VMF are defined in the VMF Statutes, which are approved by the Rector of LBTU. 

The FVM Mission is to contribute to public and animal health and food safety through high-quality and ethical education of veterinary professionals, veterinary research and continuing professional development.

The objectives of FVM include: 
•    provision of scientifically grounded, evidence-based veterinary education; 
•    preparation of graduates for all commonly recognised branches of the veterinary profession, including clinical practice, veterinary public health, food safety, animal production, research, academia, industry and public administration; 
•    integration of One Health (OH) principles, recognising the interdependence of animal, human and environmental health; 
•    development of professional ethics, critical thinking and independent decision-making; promotion of continuous professional development in response to scientific progress and societal needs. 

The FVM operates within the framework of LBTU’s quality policy. The FVM quality assurance (QA) system is implemented at three levels. First level: a Quality Assurance Coordinator position has been established by order of the FVM Dean; the role involves coordinating VMF QA activities, including the coordination of information posted on the FVM website regarding areas of competence. Second level: In accordance with EAEVE SOP standards, ten areas crucial to veterinary medical education—plus the clinic—have been identified; a person responsible for each of these eleven areas has been designated by order of the FVM Dean. The third level operates within the scope of working groups that delve into specific issues, analyse situations, identify the root causes of problems, develop proposals for improvement, monitor the effectiveness of implemented changes, propose further necessary improvements, and prepare information for the FVM website. All FVM quality management documents are compiled in the FVM Quality Management Manual.

The FVM Quality Management Coordinator monitors progress in each area, initiates action when necessary, and ensures that proposals for further action from different areas do not conflict with one another. The Quality Management Coordinator is responsible for the FVM Quality Management Manual; this involves coordinating the inclusion of all information—including legal acts (laws, Cabinet of Ministers regulations), regulatory enactments (other officially binding documents, such as LBTU policies, decisions, orders, instructions, and guidelines), and FVM documents (binding Council decisions, MC decisions, Dean’s orders, internal regulations, guidelines, etc., including documents signed by directors of institutes and other FVM structural units)—into the FVM Quality Management Manual, as well as determining the appropriate section of the manual for the link to each document. The FVM Quality Management Coordinator monitors the operational efficiency of the system and ensures the availability of adequate internal and external communication channels (including the accessibility of information on the FVM website).

The task of those responsible for specific FVM quality areas is to conduct quality monitoring in their respective fields in accordance with ESEVT standards by:

  • analyzing data regarding FVM's compliance with ESEVT standards and the attainment of "Day One Competences";

  • tracking developments in the relevant field, including at an international level;

  • analyzing the situation and compiling information on necessary improvements within the FVM;

  • responding to issues, new information, and stakeholder recommendations by developing proposals for corrective actions;

  • setting priorities;

  • preparing proposals for relevant FVM improvements or necessary amendments to regulatory documents;

  • continuing to monitor the impact of any changes on learning outcomes.

Those responsible for specific areas carry out their tasks by:

  • preparing an annual plan of priority issues to be monitored and addressed within their area of ​​responsibility, in coordination with the FVM Quality Management Coordinator;

  • proposing the formation of working groups to monitor specific quality management aspects and to prepare proposals, including instructional documents;

  • agreeing on work priorities together with working group leaders; 

  • uses results from existing surveys or organizes additional surveys

  • conducts internal audits as necessary

  • ensures that, during the course of monitoring and proposal preparation, the progression of issues and the coordination of proposals involve those responsible for other areas, relevant working groups, and the FVM Quality Management System coordinator, so as to prevent the advancement of conflicting solutions;

  • bears responsibility for their own area FVM Quality Assurance System (QA)

Those responsible for specific areas carry out their tasks by:

  • preparing an annual plan of priority issues to be monitored and addressed within their area of ​​responsibility, in coordination with the FVM Quality Management Coordinator;
  • proposing the establishment of working groups to monitor specific quality management aspects and to prepare proposals, including instructional documents;
  • agreeing on work priorities together with working group leaders;
  • using existing survey results or organizing additional surveys;
  • conducting internal audits as necessary;
  • ensuring that, during the monitoring and proposal-drafting process, the advancement of issues and proposals is coordinated with those responsible for other areas, working groups, and the FVM Quality Management System Coordinator, so as to prevent the advancement of conflicting solutions;
  • taking responsibility for compiling and reporting the results of data analyses and proposals for their area (including at weekly operational meetings of unit heads, at the FVM Council, and elsewhere) following coordination with the FVM Quality Management Coordinator;
  • informing the FVM Council at least once a year about current developments and proposals in their area; 
  • Monitoring developments relevant to their area of ​​responsibility—including information updates, suggestions from students, staff, and cooperation partners, scientific discoveries, and potential changes to ESEVT standards.
  • Ensuring that the FVM Quality Management Coordinator and heads of structural units are informed about relevant solutions.

Quality management working groups operate independently but in coordination with the person responsible for the specific area. Working groups typically include representatives from various FVM structural units; where necessary, students and experts may also be included in the groups or invited to specific meetings.

Working groups discuss their observations and proposals for further improvements with other relevant FVM working groups and the person responsible for the area, making adjustments to the proposals as needed. The observations, conclusions, and proposals prepared by the working groups are coordinated by the person responsible for the area with the Quality Management Coordinator and reviewed at the Dean's Office's weekly operational meetings; depending on the nature of the issue, they may then be forwarded to the MC and/or the FVM Council, the FVM Dean, the relevant LBTU structural unit, or the Rector (see the decision-making flowchart below). The FVM Quality Assurance (QA) system coordinator manages the FVM quality management manuals and documentation and determines their content in consultation with those responsible for specific quality management areas; the coordinator also establishes the procedures for document access and updates. A hard-copy compilation of key documents is also maintained for use in crisis situations.

The activities of the FVM quality assurance system include gathering information, monitoring activities within each area of ​​responsibility, preparing proposals, and the like; however, these activities do not replace the functions of the FVM administrative structure, nor do they involve making administrative decisions. As necessary, the individuals responsible for quality assurance in the FVM study process—or designated working groups—may conduct internal audits regarding specific issues.