Tracer Study

Tracer Study

The Tracer Study of the Faculty of Medicine  is the study for the tracing of alumni to ascertain their activities after graduation from the Faculty of Medicine of Trisakti University, the transition from the world of education to the world of work, the work situation, the achievement of competencies, and  the application of the competencies in their work.
The Alumni of the Faculty of Medicine of Trisakti University  are graduates of the Faculty of Medicine of Trisakti University who have completed the Medical Science Study Program and  the Medical Profession Study Program.
The Tracer Study Team of Trisakti University that implements the Tracer Study for graduates of the Faculty of Medicine  is the Executive Team that was formed on the basis of the Decree of the Rector of Trisakti University  No. 019/Usakti/SKR/II/2017, with consideration of Rectoral Decree I No. 0460/Usakti/SKR/IV/2012 regarding the enactment of the Trisakti University Tracer Study Executive Guidelines, with the following tasks:

 

  1. To realize tracer studies for various study programs within the campus of Trisakti University 
  2. To conduct other supporting activities that are relevant to the tracing of graduates 
  3. The team is to start its task from the date of the Rectoral Decree on March 1, 2017.

The scope of the Tracer Study of the Faculty of Medicine of Trisakti University involves the alumni of the Medical Profession Study Program, and the study is conducted routinely each year by funding from the University budget. The activities of the Trisakti University  Tracer Study consist of socialization of information from the University to the  Faculties, formation of Tracer Study Teams at University and  Faculty levels, compilation of databases, production of web- and android-based applications, listing of parameters and  questionnaire types, conducting online surveys, performing data processing, compiling Tracer Study reports and submitting the reports to the Faculties.
The position of the Trisakti University Tracer Study Team is directly under the Rector and daily guidance is provided by the Vice-Rector III for Student Affairs  and  Alumni, whereas the members of the Faculty Tracer Study Teams are under the Deans and guidance is provided by the Vice-Deans for Student Affairs  and  Alumni.

Principal Tasks of the Team 

  1. To assist the University Leadership in its policy regarding the Alumni Tracer Study to ascertain the activities of the alumni after graduation from the institution of higher learning, the transition from the world of education to the world of employment, the work situation, the achievement of competencies, and  application of the competencies at work.
  2. To plan other activity programs that support and are relevant to the execution of the Tracer Study and its budget, and coordinate, control, and evaluate the executed activities.

The aims and goals of the Trisakti University Tracer Study is the searching for graduates/alumni that is conducted in the third year after the Physician’s Oath (2 years after graduation plus 1 year Internship Program for Indonesian Doctors from the Ministry of Health of the Republic of Indonesia).

The Trisakti University Tracer Study at University level aims to determine the results of education in the transition from  the world of education to the world of business and  industry, the educational output in the form of  self-evaluation of  entrepreneurs and  attainment of competency, the educational process in the form of  evaluation of learning  and the contribution of higher education to the attainment of competency and the input of education through further in-depth searching for the  information of the graduates.

The Trisakti University Tracer Study also has the following aims:  

  1. To obtain Information from the alumni of Trisakti University regarding the development of competencies required by the employment market as material for curricular improvement.
  2. To obtain feedback on the learning process occurring in the college period and to inventarize the benefits to the alumni of the educational period at Trisakti University.
  3. As material for evaluation to determine the relevance of higher education to employment and to determine the position of the graduates that have been absorbed into the world of manpower.
  4. As feedback for quality assurance of the institutions of higher in determining the national education policy and to prepare the graduates according to the competencies required in the world of work. 
  5. To conduct searches on work Venue, field of work, waiting period before obtaining employment, initial salary, and other items of information.
  6. To assist the Governmental program in the framework of mapping the requirements of the world of employment to the development of education in Indonesia.
  7. To improve the quality of the graduates and their acceptability in the world of work.
  8. As information for students, parents, lecturers, education administrators, and educational staff regarding alumni/graduates of institutions of higher learning.
  9. To assist the institutions of higher learning in the accreditation processes, both national and international.

 

Method
The Trisakti University Tracer Study is of survey design, is conducted by cohort, in which the subjects and target population are the alumni of Trisakti University who have completed the Medical Profession Study Program. The questionnaire used is completely in accordance with the questionnaire of the Ministry of Research, Technology, and Higher Education and the additional questionnaires on the results of the compilation with the standard INDOTRACE questionnaire that has been adapted and developed based on the data search requirements.  The questionnaire consists of sociobiographic characteristics, education, and  pre-college employment; educational activities and  learning experiences; employment search and  transition to the world of work; employment; occupation and  competencies, relationship between  study and work.

The questionnaire is converted from Word to digital format through the development of a web- and android-based Tracer Study application, uploading of the questionnaire and responder database  through  an application on a dedicated server, and subsequent online data collection. The latter process is initiated by the registration, verification, and validation of the responder, then the questionnaire is filled-in, and parallel validation and communication is conducted by direct examination of the contact mechanism  by telephone, email, and text message (sms). The collected data are subsequently interpreted, analyzed by univariate analysis,  and presented. The report is compiled after data analysis for Trisakti University education management purposes and is presented in two formats, namely an Executive Summary in accordance with the Tracer Study data that are required by the  Ministry of Research, Technology, and Higher Education and  the full University and  Faculty formatsThe raw data of the Trisakti University Tracer Study is saved in the Trisakti format and a format that is compatible with the form of the Ministry of Research, Technology, and Higher Education

Outlines of the Procedure 

  1. The University receives an announcement from the Ministry of Research, Technology, and Higher Education for implementing the Trisakti University alumni Tracer Study at university level. 
  2. The announcement is followed-up by the Vice Rector III with the organization of the Trisakti University Tracer Study Team, consisting of Student affairs Units and alumni.
  3. The Vice Rector III together with all Deans and Vice Deans III perform coordination with all members of the  Trisakti University Tracer Study Team to discuss the activity realization plan, division of tasks, and  requirements.
  4. The Academic and Alumni Department prepares the list of alumni by year of graduation, which is submitted to President of the Tracer Study Team.
  5. The Trisakti University Tracer Study Team obtains the list of alumni from the Barensif, the Academic Administration Bureau, and  the Department of Student Affairs  and  Alumni for immediate processing of the contact address, Date of birth, and  student registry number.
  6. The Trisakti University Tracer Study Team collects the data obtained from the academic department and the alumni department to determine the total number of respondents.
  7. The Trisakti University Tracer Study Team prepares the questionnaire  and together with the IT Team transforms it to a digital format, programs and develops web-based and android-based Tracer Study applications. The Trisakti University Tracer Study Team  sends the questionnaire link and  notifications through the blast short message and  email  to the respondents.
  8. The data processing team conducts information mining such as mentioned in the  questionnaire  to the alumni, which process is conducted for 2 months by  telephone and  email.
  9. The data processing team organizes the obtained data in a database and hands over the database of questionnaire filling-ins by the alumni to the Tracer Study Team.
  10. The President of the Trisakti University Tracer Study compiles the data and compiles the final reports.
  11. The President of the Trisakti University Tracer Study  hands over the reports on the results of the implementation of the Trisakti University Tracer Study  to the President.
  12. The President verifies the reports of the Trisakti University Tracer Study Team. The verification comprises the completeness of the questionnaire data. In case of revisions, the President of the Trisakti University Tracer Study Team sends in the corrections maximally 7 days after the reports were returned. The President sends the reports on the results of the implementation of the Trisakti University Tracer Study to Vice-Rector III.
  13. End of the Trisakti University Tracer Study service for alumni.

 

Making the Tracer Study Application

  1. This is a web- and android-based application with the following features:
    1. User friendly, safe, rapid and accurate
    2. The application and database is compatible with the Trisakti webpage
    3. Easy to access by the respondent
    4. Respondent verification to ensure one login by one respondent.
    5. The answered questions are saved in realtime.
  2. The questions and database are simple to update, grouped, and modified.
  3. The data collection results can be seen in realtime, are easy to access, and are laid out graphically as a dashboard.
  4. The digital data of the information collection results are easy to process with Excel and other statistical tools and are in a format that is compatible with the format of the Ministry of Education and Higher Learning of the relevant years.

 

Data Collection

  1. The blast email is sent to all respondents with an email address in the data base.
    1. The official email is signed by the Trisakti University Leadership and the President of the Trisakti University Tracer Study Team before being sent.
    2. The official email provides information on the URL for registration and activation of the account.
    3. The official email provides information on the respondent after activation for online access to the questionnaire.
  2. Perform a check of whether the respondent has filled-in the questionnaire.
    1. Send an acknowledgment email to the respondent who has filled-in the questionnaire.
    2. Resend the blast email and contact phone to the respondent who has not yet registered and activated and filled-in the questionnaire .
  3. Reminders/recontact

 

Standard point
Planning of the Tracer Study

  1. The Trisakti University Tracer Study department prepares the Trisakti University Tracer Study proposal for each budgetary year.
  2. The Trisakti University Tracer Study Department prepares and develops the Trisakti University Tracer Study questionnaire at least once yearly.
  3. The Trisakti University Tracer Study Department organizes training for the Trisakti University Tracer Study Staff prior to the start of the Trisakti University Tracer Study 2017.
  4. The Trisakti University Tracer Study Department prepares the data of the alumni that are to be searched 
  5. The Trisakti University Tracer Study Department may request the data of the alumni to the Academic Bureau or the Faculty after the judicium has been completed.
  6. The Trisakti University Tracer Study Department must prepare and recheck all media facilities that are to be used for conducting the Tracer Study.
  7. The Executive President of the Trisakti University Tracer Study should check all preparations for the Trisakti University Tracer Study and  provide approval if all preparations are in accordance with the predetermined quality standards.
  8. The Executive President of the Trisakti University Tracer Study exposes the Trisakti University Tracer Study planning for the current year to all internal stake-holders of Trisakti University.
  9. The University Leadership provides approval as signal for the realization of the Trisakti University Tracer Study.

 

Implementation of the Online Trisakti University Tracer Study

  1. The Staff of the Trisakti University Tracer Study sends the URL address of the questionnaire  to alumni via email  at least once yearly.
  2. The Staff of the Trisakti University Tracer Study checks the results of the filling-in of the questionnaire by each alumni to a maximum of one week after sending the email.
  3. The Staff of the Trisakti University Tracer Study checks once weekly until successful or to a maximum of  4 times.
  4. The Staff of the Trisakti University Tracer Study will switch to other modes of searching using other means such as the telephoning if there are no online results.
  5. The President of the Executive Team of the Trisakti University Tracer Study may have a maximum of 5 Staff as Tracer Study searchers.
  6. The Staff of the Trisakti University Tracer Study is allowed to resend emails for registration and activation of an account.
  7. The Staff of the Trisakti University Tracer Study is allowed to conduct a direct search for the alumni by telephone.
  8. The Staff of the Trisakti University Tracer Study checks the response to a maximum of one week after sending the the questionnaire email. The Staff of the Trisakti University Tracer Study should telephone or send an email if the response to the questionnaire is not obtained.
  9. The Staff of the Trisakti University Tracer Study checks once weekly until successful or to a maximum of 4 times. 
  10. If the normal search process is unsuccessful, the Staff of the Trisakti University Tracer Study will be replaced by another Staff and the process repeated to a maximum of 4 times.
  11. The Staff of the Trisakti University Tracer Study records the final search status for each alumni so as to be easily followed-up by other Staff.

 

Control of the Tracer Study

  1. The Coordinator/Supervisor of the Trisakti University Tracer Study randomly checks the implementation of the search by sending an email or by telephoning the alumni in question.
  2. The Coordinator/Supervisor of the Trisakti University Tracer Study reports the search results to the President of the Trisakti University Tracer Study at least once weekly.
  3. The President of the Trisakti University Tracer Study checks the implementation of the search at least once weekly.
  4. The President of the Trisakti University Tracer Study holds meetings with the team at least once monthly.
  5. The President of the Trisakti University Tracer Study reports the implementation of the search to the Leadership of the University at least once in 3 months.

 

Corrective Action of the Tracer Study

  1. The Research Team performs data cleaning and processing of the search results at least once yearly.
  2. The Research Team conducts data analysis at least once yearly. 
  3. The Research Team reports the results of the analysis to the President of the Trisakti University Tracer Study at least once yearly.
  4. The President of the Trisakti University Tracer Study reports the search results to the Leadership of the University.
  5. The Research Team performs revisions of the Trisakti University Tracer Study questionnaire at least once yearly, based on the results of the search analysis and input from stake-holders.
  6. The Leadership of the University approves the changes in the questionnaire of the Trisakti University Tracer Study to be implemented next year.

Quality Indicators

  1. Tracing can be conducted without noteworthy constraints.
  2. The number of alumni who have been successfully traced has met the rules on sampling and the sample targets.
  3. The most recent data on alumni are obtained and recorded in the database.

 

Compiling of the Reports 

The reports are compiled for management purposes of the Faculty of Medicine of Trisakti University  and are to be presented in two formats, namely as an Executive Summary in accordance with the data that are required in the Tracer Study of the Ministry of Research, Technology, and Higher Education and  a complete format for the  University and  Faculty. Also compiled are the basic data tables and supporting graphs that may be required for various other purposes (such as accreditation, promotion, and others).

Contact Mechanism 
A flow diagram showing the procedural sequence in the data acquisition system, starting with the expedition of the invitations for registration and activation via email and the alumni contact mechanism.

(1) Improvement of the learning process
The executive summary report from the Tracer Study contains the suggestions and inputs from the alumni in connection with the improvement of the learning process (both academic and non-academic). For example, during the education for medical scientist and for the medical profession, the students receive material on basic clinical skills that aims at providing the graduates with good clinical skills. Involvement of the students in research of their lecturers is also intensified. There will be improvement of student facilities such as the construction of a special Student Hall for the activities of the student organization. The Student Creativity Program is to be implemented by involving the Academic counselors to write a research proposal and to conduct the research. An Adhoc Team is to be formed for improving the quality and quantity of Student Affairs programs. In the Work Meeting of the Faculty of Medicine of Trisakti University on July 5-7, 2019, that was attended by the Leadership of the Faculty of Medicine and representatives of the lecturers, there was also a presentation on the Alumni Tracer Study by Vice Dean 3.

(2) Penggalangan dana
Kegiatan penggalangan dana belum dilakukan secara resmi namun pemberian dana oleh alumni pernah dilakukan untuk kegiatan bencana alam. Sumbangan dari Alumni diberikan melalui Fakultas pada kegiatan Trisakti peduli gempa Lombok pada tanggal 22-28 Agustus 2018. Seumbangan uang sebesar 3,6 juta rupiah dari alumni, diserahkan ke Tim Bantuan Medis Trisakti (TBMT) untuk diserahkan kepada korban bencana alam

(3) Informasi pekerjaan
Dalam situs tracer study ditampilkan berbagai informasi terkait pengembangan karir dari berbagai pengguna.Lowongan pekerjaan diberitahukan oleh Fakultas kepada Alumni dengan ditempel di lembar pengumuman alumni, juga digrup media social dari masing masing Angkatan

(4) Membangun jejaring
Dengan tracer study terlacak alumni yang bekerja di daerah atau perusahaan, dan dilibatkan sebagai contact person dalam ikatan alumni untuk pengembangan karir atau pendidikan alumni. Alumni yang bekerja memberikan lowongan pekerjaan kepada fakultas dan pengembangan karir bagi alumni. Alumni juga membuat grup media sosial agar dapat meningkatkan jejaring baik untuk Pendidikan maupun untuk pekerjaan

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